10 Questions to Ask Your Wedding Planner Before Hiring Them

Hiring a wedding planner might be one of the best decisions you make during the wedding planning process. A great planner will save you time, stress, and possibly even money, all while making sure your vision comes to life exactly how you imagined…or better!

But not all wedding planners are created equal, and the last thing you want is to realize halfway through that your planner isn’t the right fit. That’s why it’s essential to ask the right questions upfront before signing any contracts.

Here are 10 key questions to ask a wedding planner before hiring them, so you can make sure they’re the perfect match for your big day.

1. What Services Do You Offer?

Not every planner does everything, so it’s important to know exactly what’s included in their packages. Some planners offer full-service planning, where they handle everything from start to finish, while others provide partial planning or just day-of coordination.

• Full-Service Wedding Planning: Handles everything, from budget management to vendor selection and on-the-day logistics.

• Partial Planning: Helps with specific aspects of your wedding, like vendor recommendations or timeline creation.

• Day-Of Coordination: Ensures everything runs smoothly on the big day, but you do most of the planning yourself.

Why It Matters: You need to know whether their services match your needs and expectations before committing.

2. Have You Worked at Our Venue Before?

A wedding planner who is familiar with your venue will already know the ins and outs of the space, including:

• Layout challenges and opportunities

• Preferred vendor lists

• Noise restrictions and curfews

• Venue rules for setup and teardown

• 
  

If they haven’t worked at your venue before, that’s okay—just make sure they’re comfortable communicating with the venue team and doing a walkthrough beforehand.

Why It Matters: A planner who knows the venue can anticipate problems and offer solutions before they even arise.

3. How Do You Handle Budgeting and Vendor Negotiations?

Your wedding planner shouldn’t just be spending your money—they should be helping you spend it wisely. Ask how they:

• Break down the budget based on priorities

• Keep you on track so you don’t overspend

• Negotiate with vendors for better deals or perks

Some planners handle vendor negotiations and budget tracking directly, while others simply offer guidance. Make sure their approach aligns with how much support you want in this area.

Why It Matters: You want someone who maximizes your budget and ensures you’re getting the best value.

4. Do You Work with a Preferred Vendor List, or Can We Choose Our Own?

Some wedding planners have a list of preferred vendors they frequently work with, while others are open to any vendors you choose.

• If they have preferred vendors, ask if there are exclusive partnerships or if you’re required to use them.

• If you have specific vendors in mind, check if the planner is open to working with them.

• Ask whether they will negotiate contracts and manage communication with vendors on your behalf.

Why It Matters: You need to know whether you’ll have vendor flexibility or if you’ll be limited to their recommendations.

5. How Do You Handle Wedding Day Logistics?

You need to know exactly how involved they’ll be on the big day. Ask:

• What does your wedding day timeline look like?

• How many team members will be present?

• Do you handle setup and teardown?

• Will you manage vendor arrivals and schedules?

A good wedding planner should be the quarterback of your wedding day, ensuring everything runs smoothly while you focus on getting married.

Why It Matters: You want to make sure they take the pressure off you so you can enjoy your wedding stress-free.

6. How Many Weddings Do You Take on at a Time?

Some planners juggle multiple weddings at once, while others limit themselves to one per weekend.

• If your planner has multiple weddings the same weekend, ask how they divide their time.

• If they have a team, find out who will be your main point of contact on the day.

Why It Matters: You don’t want to feel like just another wedding on their schedule—you need to be sure they’re fully available when you need them.

7. What Happens If Something Goes Wrong?

Things can and will go wrong on your wedding day. The key is having a planner who knows how to handle it.

Ask how they manage:

• Last-minute vendor cancellations

• Bad weather (if you’re having an outdoor wedding)

• Timeline delays

• Family or guest issues (because, let’s be honest, this happens)

A great wedding planner anticipates problems before they happen and already has backup plans in place.

Why It Matters: You want someone who can stay calm under pressure and fix issues without you even knowing they happened.

8. How Do You Communicate with Clients?

Some planners love emails, others prefer scheduled calls, and some will text you updates at all hours. You need to make sure their communication style matches yours.

• How often do we check in? Weekly, monthly, as needed?

• Do you prefer email, phone calls, or texts?

• Will you create a wedding planning timeline to keep us on track?

If you’re someone who likes regular updates, a planner who prefers minimal check-ins might not be a good fit.

Why It Matters: You need to know when and how you can reach them without feeling in the dark.

9. What’s Your Payment Structure?

Most wedding planners charge in one of three ways:

✔ Flat fee – A set amount for all services.

✔ Percentage of budget – Typically 10-20% of your total wedding cost.

✔ Hourly rate – Great for partial planning or consultations.

Ask about deposit requirements, cancellation policies, and whether they offer payment plans.

Why It Matters: You want to make sure their pricing is transparent and within your budget.

10. What Makes You Different from Other Wedding Planners?

This is the golden question—it helps you understand what sets them apart and whether they’re the right fit for your wedding.

• Do they specialize in luxury weddings, destination weddings, or intimate ceremonies?

• Do they have a unique planning approach that makes them stand out?

• What’s their favorite part of wedding planning?

Their answer will give you insight into their personality, style, and expertise, which is just as important as their planning skills.

Why It Matters: You’re hiring a planner to bring your vision to life—make sure their style and energy align with yours.

Final Thoughts: Finding the Right Wedding Planner

Your wedding planner will be your right-hand person throughout this entire journey, so choosing the right one is crucial. By asking these 10 key questions, you’ll have a much clearer idea of whether they’re the perfect match for your big day.

At the end of the day, go with a planner who understands your vision, communicates well, and makes you feel excited rather than stressed.

Still looking for the right wedding planner? Let’s chat and make your dream wedding a reality!