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During your initial consultation is designed for setting the foundation for the design aspects that you are wanting included in your perfect day. This meeting will be spent discussing wedding packages your coordinator  has available. you will also discuss the style of wedding you are expecting. At this point you should have a list of questions ready for you to ask. if you do not have list of questions ready, I have included some from TheKnot.com below.

  •  Are you available on my wedding date?
    • This should always be your first question. you want to ensure that  you do not waste your time and theirs. Since the average wedding can take up to 300 hours to plan every minute of your time is valuable.
  • What is the cost of the average wedding you plan?
    • Some coordinators have a minimum wedding budget that they work with. This is also a good gauge to see if they are within your budget.
      • it is also a good idea to set aside about 15% the total wedding budget for planning services. (so if the baseline is above that then you know that you may want to look for some one else.
  • What services do you offer (day of Coordination, Full service planning, or  a la carte planning)? Do you create the overall vision or do you bring in an event designer? Do you handle event styling?
    • This info makes it easier for you to decide what type of planner is best for you.
  • If you do both Coordination and design, what is your main specialty?
    • You ask this to know what their strong suit is. Find the one that best suits your needs
  • How many weddings have you planned?
    • a wedding is a emotional and personal event, therefore, you want some one who has planned at least a few.
    • If they worked as an assistant, ask which weddings they worked on and what their role was.
  • How many weddings will you be working on at the same time ( day of  and throughout the entire process)?
    • On the day of your wedding you want their full attention and if they are working more than one event on that day, depending on the size of their team, you may no have their full attention.
  • Have you planned any other weddings at our venue?
    • If they have planned other events at that Venue it is a major bonus. This means they are familiar with the layout, logistics and the staff. They may also have design suggestions that they have learned from working in that space.
  • Do you handle professional services, contracts and payment processing?
    • By asking this you can better understand how other pros will be handled during the planning process.  Getting an idea of how they prefer to work ahead of time is always a good idea.
      • Some planners request a lump sum and handle the hiring  and paying pros for you.
      • others will ask you to cut check to the other pros yourself
    • By paying the vendors yourself this allows you to have more control over the budget and the contract.
  • Are their any specific pros that you like to work with? How would we be involved in the selection process? Do any of them offer client discounts?
    • you want to ensure that you are getting the best deal for your money. if they have other pros that they want to work with, make a list of name so that you can do your own research as well.
  • Are you willing to be our advocate, conveying our visions and desires to other vendors when we cant?
    • you want to have a planner that is assertive and that you know will put your wedding first. They will be acting as a middleman between you and your vendors. They will also be in charge of ensuring the vendors stick to your vision.
  • Will you handle the invitations, from wording and ordering to addressing and mailing? Do you handle guest list coordination and RSVP management?
    • Some planners offer these services in packages while others may offer them at an additional fee.
  • Do you do destination weddings (if applicable)?
    • Find out with  they are planning to travel with the wedding (Most will but there will be an additional fee) Planning a wedding weekend from a distance requires an extra level of organization and skill
  • Do you handle rentals? Will you coordinate delivery arrival and set up times with the other vendors?
    • By asking this you ensure that you are still on the same page as to what your coordinator will take care of.  If their role is more of a designer  and book your pros, there is a possibility that you may need to book a day of coordinator.
  • What is the most unique wedding you have ever planned?
    • By asking this question you will get a sense of their style.
  • What are some Ideas you have for pulling off our vision?
    • They don't need to cover every detail, but if their ideas are very different from yours it could be a red flag and that they are not really listening to what you want.  In any case they  may not be the right fit for your event.
  • What is your secret to staying calm under pressure and how do you deal with day of disaster? what is the biggest mishap that you have ever encountered and how did you deal with it?
    • By asking this question you get a feel for how they handle things when they don't go according to plan. You want to make sure that you have a foolproof back up plan in place. You would rather have it and not need it than need it and not have it.
  •  How  many meetings will we have? Do you want to come with us to all of our relevant meetings? How often will we communicate? What is the best way to get in touch with you?
    • This will help you get an outline of what the wedding planning process would look like. Some planners will email sketches and fallow up over the phone while others will create online inspiration boards but prefer to walk you through them in person. This will also give you a since of their style.
  • How many people on your staff will be at the wedding?
    • This is so that you know that every aspect of your event will be taken care of and you can relax and enjoy your day.
  • Can you create a timeline that tells all involved parties what to do and when to do it? How will you make sure every one stick to the schedule?
    • Having a smooth transition is a difficult thing to achieve, and the answer to this question will tell you about their system.
  • What happens if you're sick or otherwise unable to be there the day of our wedding?
    • You want to make sure that you have some one capable on hand to take over if they get sick or cant make it on that day. They should also have a plan for what will happen if they have to hand over your wedding to some one else in case of an emergency.
  • Do you have references? (ask for professional testimonials as those for recent couples.)
    • This allows you to do your own research. They should provide these willingly and encourage your to reach out to them. this is a sign they have lots of happy clients and colleagues.
  • Will you help me stay within my budget?
    • Having a planner that knows venues that are budget friendly is a creative way to save money and help you stay on track throughout the process.
  • Do you carry personal liablity and professional indemnity insurance?
    • This ensures that they've taken every possible step to protect you in case something goes wrong. Find out what types of scenarios it covers.
  • How do payments work (a Percentage of out budget, a flat fee)? Will there be additional expenses on top of your base fee (travel, Parking, food)?
    • By knowing what is and what is not included in the fee they have quoted you and how they calculate it, you can budget for any extra items.

 

 

 

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