As an experienced photographer, I see first hand how important it is for couples to hire a wedding planner, or at the very least a Day of Coordinator (DOC). Without a doubt, couples who have a professional wedding planner/DOC on their team are more organized, less stressed, and more present with each other and their friends and family come the day of the wedding. The weddings flow better and the entire vendor team is set up for success through expertly planned out timelines, meal breaks, and perfectly executed details.
And while I am 1000% on team “Have a Wedding Planner”, I think it’s important to know how to spot a professional Wedding Planner as not every planning company is going to be able to support you equally. To help outline some of the key things to look for before choosing a planner, I reached out to Kim, owner of Your Perfect Bridesmaid (YPB) to discuss the 10 important things to look for when choosing your Planner/Day of Coordinator. Here are the tips that came out of that conversation.
10 Tips to Hiring an Experienced Wedding Planner
1. Experience. You want to work with a company that has at least 5 years experience planning weddings. Experience is quite simply what allows your planning team to provide custom vendor recommendations, as they have actually worked with these vendors many times. Experience is what helps them prevent and address problems, because they have seen them before. Experience is what allows planners to hone their process in supporting you, because they have had the time and opportunity to support many couples before you and they have had the time to develop a system for what works. Every wedding makes every wedding professional better at what they do. Make sure your planning company has had the time and opportunity to really hone their expertise. You don’t wan’t your wedding to be their learning opportunity.
2. Make sure they are insured with all the things. Most venues are going to want your planner to have their own General Liability and Professional Liability insurance. It is also a good idea to ensure their team is protected with Workers Comp Insurance. Ensuring they are insured protects you should something go awry.
3. Make sure they have a team. This is really a two-part crucial, crucial tip. Part 1: There should always be at least 2 planners onsite the day of the wedding. Something as simple as moving a table from A-B needs two sets of hands. You want your planning team to be able to provide a blanket of coverage and they quite simply need to be in two places at once. You are going to need one of them pinning boutonnieres while the other is answering vendor questions and setting up. Two coordinators onsite the day of a wedding is an absolute must! Secondly, hire a team that has a dedicated backup for your Lead Planner. Car accidents happen, Covid happens, Family Emergencies happen. And yet, your wedding also needs to happen too. Hire a team that protects your wedding from the realities of life by having a dedicated backup person should something happen to your Lead Planner.
4. True “Day of” Coordination is not a thing. Some planners only start working with you the month or so before your wedding. There are so many details that go into your wedding. There are so many moving parts with each of your vendors. It is imperative that you hire a planning/coordination team that is going to start working with you from day 1. You want to make sure they have enough time with you to understand your vision and every little detail about everything related to your wedding. Otherwise, you are never going to be able to let go. You don’t want them having to come ask you questions every five minutes.
5. Unlimited Communication is the ONLY way to go. You are hiring a planner/coordinator for help. Don’t settle for limits on that help. Find a company like YPB that offers unlimited communication. If you have a question, you deserve to get it answered.
6. Ask them about what technology they use. It’s important that the planning company you use has a centralized system for storing documents and details about your wedding. After-all, part of the benefit of working with a planner/coordinator is to have someone organize all of your wedding details. Ask them how they store contracts, timelines, floor plans. Ask how they share that information with your vendor team.
7. Ensure they are there until the end. Some coordinators leave once dancing begins. Trust me, you want someone there until the end. Choose a planner that will coordinate the clean up as well as the set up. You and your friends and family should not be the ones cleaning at the end. Ensure the wedding ends on a high note, and choose a planner whose package has them there start to finish.
8. Read Reviews. No one is perfect but reviews are going to tell you a lot about a company. Look at how many reviews they have, another big indicator of experience and a proven track record. Google, WeddingWire and The Knot are all good places to hear from other couples how they enjoyed working with the company you are considering.
9. Look for transparent pricing. Some planners charge based on a percentage of your budget. Which essentially means they benefit more if you spend more. Work with a company that outlines packages and clear pricing for those services. YPB has 4 different packages and I just love how you can read all the details about those packages and see the pricing right on their website.
10. Look at their portfolio. Your wedding should be unique to you and your partner. You want to see your preferences and personality woven into every decision and every detail of your wedding day. If ever something shouldn’t be cookie cutter it should be weddings. When hiring a planner, look at their portfolio. Look to see how different weddings look and feel. You want a planner committed to helping you have YOUR best day. It isn’t about the planner’s style, it is about your own. Discussing that personalized approach is key to a custom wedding.
I do hope this helps you find your planner/day of coordinator and if you need recommendations of planners I have enjoyed working with, reach out. I want to make sure you know I am here to help!
