QUESTIONS TO ASK YOUR WEDDING PLANNER
Before you hire a wedding planner prepare yourself with a list of questions to ask. You want your planner or coordinator to be the best fit for you and your vision, it has to be a person that understands your specific desires, wants and needs.
I have put together the most important questions, according to myself, and also taken the freedom to answer some of them to make the process easier for you once we meet up.
Specific questions for your wedding:
I. Are you available on our wedding date?
II. How many weddings similar to the style, size and budget of our wedding have you planned?
III. Do you know of our chosen venue?
IV. Have you planned any other weddings at our site?
V. Do you have a preferred vendor list? Have you worked with the vendors we have in mind?
VI. How many other weddings will you be working on during the planning process?
VII. Will you be working on any other weddings on our date?
VIII. May we see a portfolio of weddings you have planned?
IX. Do you have client and vendor references that we can call?
X. What is included in your services?
Always ask for a liability insurance and make sure you are aware of the cancellation policy before signing anything!
Here follows frequently asked questions answered by me:
How many years of experience do you have?
I have been lucky to work with events, including conferences, festivals and galas for over ten years. I have worked solely with weddings for the past couple of years and had my own company since 2018 which I love.
How many weddings have you planned?
In total I have worked with and assisted at more than 80 weddings, six of them have been fully planned and styled by me.
What are the different services that you offer?
My services include full planning, partial planning, initial support and guidance along the way, design and on-the-day management.
I specialise in destination weddings, elopements and vow renewals abroad.
Full planning means I help you with everything, from the very beginning to the end which is after your big day.
With partial planning I help you with many but not all of the things, usually the bigger elements like venue search and finding key suppliers.
Initial support and guidance along the way is great if you wish to plan and organise but are a tad bit unsure if you have thought about everything. I’m guiding you through the process,giving my advice and offering useful tips.
My design service focuses on the concept of your wedding; how it will look, feel and be. I send you ideas and offer advice during the process.
On-the-day management is in my eyes the most important as it about the day itself. I will be on hand before, during and after to ensure everything runs smoothly and fix anything unexpected that may occur; giving you the freedom to relax and enjoy every part of your precious day.
What’s the size and cost of the average wedding you plan?
As I organise smaller gatherings and more intimate weddings I would say my average is 60 people and even if I prefer not to go over 100 guests, nothing is set in stone. There is really no average cost as all budgets differ significantly from one another, and couples choose to spend varied amounts on their events.
The scale of weddings is limited when they are at remote locations, this is because I want to continue to provide a trusted and personal service.
Do yo have a minimum budget that you work with?
No. However, there are services I may not be able to offer should the budget be too low.
In which locations do you organise weddings? Do you mind travelling?
Travelling comes with the job, and to be honest I love it!
I am working all over Somerset and South West England as well as in beautiful Scandinavia and incredible Italy. As I am Swedish myself I know the Scandinavian countries and their customs very well. My partner is Italian which makes it very natural to me plan weddings there.
How many people do you have on your staff and how long have you worked with them?
In KWH Weddings by your side it is just me, even if I work closely with colleagues to be able to cover all the aspects and needs of the business.
Do you have liability insurance?
Yes, I do. Any professional planner should have liability insurance, and most venues require vendors to have it. This is a very important question to ask your planner.
What do you charge for your services?
For full and partial planning I charge a percentage of the total wedding cost, between 5-15 %, a fixed price for on-the-day-coordination and an hourly rate if you hire me for help and support along the way.
Will there be additional expenses on top of your base fee? What is your overtime rate?
This differs depending on the circumstances and will be clearly stated should we see it necessary, I am always transparent with my costs.
What are your cancellation and refund policies?
Anything can happen and I will try my best not to put you in a bad situation. If you change your mind before any work has begun I will charge a small fee, agreed upon beforehand. Should you cancel after I have started working the time will be debited and the deposit non-refundable.
If you are changing dates, location or significantly the size of your wedding we will see what may be suitable and come to an agreement.
Everything is stated in the terms and conditions of the contract and I make a point of talking about this before we begin.
How often will we communicate and how many meetings will we have in person?
It is completely up to you, we will agree on times, frequency and means of communication. My aim is to keep an open and sincere relationship throughout, meaning we are honest to each other, because mutual trust is very important.
I will come with you to relevant meetings with other vendors, or arrange calls with all involved if needed.
How will you help me stay within my budget?
Firstly, we will take time to create a realistic budget which already makes it easier, and secondly, I will successfully help you manage your expectations along with avoiding costly and unnecessary mistakes.
Do you handle vendor contract negotiation and payment processing? Do you have a preferred vendor list?
Each wedding is unique and all vendors are selected depending on your requirements and wishes. I do not have a preferred vendors list but I am very happy to give you recommendations should you want.
There are so many talented people in the industry; I am lucky to have built relationships with some of them and I know they are trustworthy and great to work with.
Will you create a wedding day timeline that informs all those involved in the planning process of what to do and when to do it?
Yes! Creating timelines is my speciality. Everyone will know what to do, when and how to do it as well as why. I run through lists and make sure all people involved are aware of timings and responsibilities.
How many hours do you work on the wedding day, and what time will you begin and end?
This is very individual and depends on the wedding. I’m actually used to working 16 hours shifts, but with orderly planning and good preparations that doesn’t happen so often. It is so important to me that everything comes together and runs smoothly so I will stay until I’m sure it does.
Will you coordinate delivery, arrival, setup, and breakdown times with the florist, caterer, the musicians, the rental company, the cake vendor and so on?
Yes, yes and yes.
Do you require meals to be included?
Should the shift be longer than eight hours I do, and so does other vendors. This is something we will talk about and agree upon before the day.
IF WE HIRE A PLANNER, WHY SHOULD WE GO FOR KWH WEDDINGS BY YOUR SIDE?
The name is not for nothing; I am by your side and you will receive valuable advice, feel supported and find comfort in knowing that someone has your best in mind at all times.
BOOK A COMPLIMENTARY CONSULTATION