Hiring a wedding planner? Here are the 10 critical questions you must ask before signing any contract. Make an informed decision and find the perfect planner for your 2025/2026 wedding.
Introduction
Choosing a wedding planner is one of the most important decisions in your wedding journey. This is the professional you’ll trust with your vision, budget, and peace of mind. A great planner becomes your advocate, confidant, and the master conductor of your celebration.
But finding the right fit requires more than browsing Instagram portfolios or glancing at reviews. You need to dig deeper into their expertise, process, and communication style. To help you, Weddings by Event Crafter has compiled the 10 most critical questions you should ask before signing a wedding planner contract.
The 10 Must-Ask Questions
1. Are you available for my wedding date, and how many other events will you manage that weekend?
Why it matters: Your planner’s availability and focus are key. Luxury weddings demand personalized attention, and you don’t want to be one of several events squeezed into their schedule.
What to look for: A transparent answer about workload, and assurance that your event will have a dedicated lead planner and support team.
2. What is your area of expertise and planning style?
Why it matters: Some planners specialize in intimate weddings, while others excel at grand destination celebrations. Matching your planner’s strengths with your vision is essential.
What to look for: Specific examples of weddings similar to yours in scale, location, and design. For instance, a planner with experience at palace weddings in Rajasthan knows how to handle their unique logistics.
3. How do you structure your planning fees?
Why it matters: Financial transparency ensures there are no surprises later. Planners may charge a flat fee, percentage of the budget, or hybrid model.
What to look for: A clear breakdown of what’s included in their fee, plus any potential additional costs.
4. How will you manage my wedding budget?
Why it matters: A luxury planner is also a financial strategist. They help maximize the value of your investment.
What to look for: A structured process with budget spreadsheets, payment tracking, vendor negotiations, and regular updates.
5. Can you describe your planning process and communication style?
Why it matters: This defines how you’ll work together over the coming months.
What to look for: A detailed planning roadmap (venue selection, vendor sourcing, design, execution), with clarity on frequency of updates and main point of contact.
6. Do you have preferred vendors, and are we required to use them?
Why it matters: Experienced planners bring trusted vendor networks, but flexibility is important if you want to bring your own.
What to look for: Confidence in their curated vendor list, but also a collaborative approach where your preferences are respected.
7. What is the size and structure of your on-site team?
Why it matters: One person cannot flawlessly manage a multi-day wedding. You need a strong operational team.
What to look for: A team breakdown that includes roles like guest logistics manager, vendor coordinator, bridal assistant, and lead planner.
8. How do you handle unforeseen circumstances or emergencies?
Why it matters: Weddings are unpredictable. You want a planner who thrives under pressure.
What to look for: Clear contingency plans for weather, guest mishaps, vendor issues, or logistical challenges—plus real-life examples of past problem-solving.
9. What services do you not handle?
Why it matters: Clarity on limitations avoids misunderstandings.
What to look for: Honest exclusions such as managing guest flight bookings or tracking RSVPs. Professional planners will still coordinate closely, even if they don’t handle these directly.
10. Can we speak to a couple of your recent clients?
Why it matters: A portfolio shows results, but client references reveal the journey.
What to look for: Enthusiasm and willingness to connect you with past clients who can share their experiences.
The Final Decision: It’s All About Trust
At the end of the day, choosing a wedding planner is about chemistry and confidence. Beyond their answers, you should feel comfortable, heard, and assured that they can deliver the wedding you envision.
At Weddings by Event Crafter, we welcome these questions because we believe in full transparency. If you’re planning your dream celebration in 2025 or 2026, schedule a complimentary consultation with us—and let’s start building your once-in-a-lifetime experience together.