Hiring a wedding planner can be a game-changer when it comes to organising your big day. But not all planners are created equal—and asking the right questions early on can save you stress, time, and money later.
Whether you're looking for full-service planning or day-of coordination, clarity is key. Here are 10 essential questions every couple should ask.
What Packages and Services Do You Offer?
Wedding planners offer a wide variety of services, from full event management to simple coordination. It’s important to understand what’s included in each package and how flexible those offerings are. This ensures your expectations match what your planner can deliver. Don’t be afraid to ask for a full breakdown of what's available.
Ask for a list of standard packages and what’s included in each one.
Find out if the planner offers custom packages based on your needs.
Clarify if setup, teardown, and vendor management are included.
Confirm whether venue visits and design consultations are part of the deal.
Can You Work Within Our Price Range?
Budget is one of the biggest stressors in wedding planning, so make sure your planner can realistically work within yours. A professional planner should be transparent about costs and suggest ways to maximise your budget. They should also help you avoid common spending pitfalls. Ask early to avoid awkward surprises later.
Ask how they’ve worked with similar budgets in the past.
Request a rough estimate for the services you’re considering.
Find out how payments are structured and what deposits are required.
Discuss any potential additional costs or overtime charges upfront.
Have You Worked With Our Venue Before?
A planner familiar with your venue can save you a lot of time and stress. They’ll already know the layout, staff, and rules, and may even have insights into what works best in that space. If they haven’t worked there before, find out how they get up to speed. Familiarity can make execution on the day much smoother.
Ask if they’ve planned weddings at your venue or similar locations.
Request to see photos or reviews from those specific events.
Find out how they handle site visits and liaise with venue staff.
Check if they’re aware of any venue restrictions or requirements.
How Many Events Do You Plan Per Year?
This question helps you gauge how much personal attention your wedding will receive. Some planners take on only a handful of weddings each year, while others juggle many. The number of clients doesn’t always reflect quality, but it does impact availability. Make sure their schedule allows them to be fully present for yours.
Ask how many weddings they typically handle in a season.
Confirm whether they take on multiple events in one weekend.
Find out how they manage workload across clients.
Check how much time they’ll dedicate to your wedding per week or month.
How Much Contact Will We Have With You?
Clear and consistent communication is essential throughout the planning process. You need to know when and how you'll be able to get in touch. Some planners offer unlimited contact, while others schedule specific check-ins. Decide what level of contact you're comfortable with and make sure they can match it.
Ask how often you’ll receive updates and what format they use (email, calls, meetings).
Check availability for emergency contact closer to the wedding date.
Find out if you’ll be dealing with them directly or with a team member.
Discuss how changes or last-minute ideas should be communicated.
How Many Weddings Have You Planned?
Experience isn’t everything, but it certainly helps. An experienced planner will have handled a variety of weddings and will be ready for anything that comes their way. You’ll want to know how seasoned they are, what styles they’ve worked with, and how they adapt to different couples’ needs. A strong track record is reassuring.
Ask how long they’ve been in business and how many weddings they’ve done.
Request to see a portfolio or photos of past weddings.
Find out what types of weddings (size, theme, location) they’ve handled.
Check for testimonials or reviews from former clients.
How Do You Deal With Problems?
Even the most meticulously planned weddings can face unexpected hiccups. A great planner won’t just react—they’ll have a strategy in place to resolve issues calmly and efficiently. You need someone who stays cool under pressure and can think on their feet. Understanding their approach can give you peace of mind.
Ask for an example of a past problem and how they resolved it.
Find out how they prepare for contingencies or emergencies.
Check whether they have backup vendors or team members available.
Discuss how they’ll communicate problems to you on the day.
What Kind of Insurance Do You Have?
Insurance is one of those behind-the-scenes essentials that’s often overlooked—but it’s critical. Liability insurance protects both the planner and the couple in case something goes wrong. It also shows professionalism and a commitment to protecting your event. Make sure your planner is covered.
Ask if they have general liability insurance and what it covers.
Find out if their coverage extends to subcontractors and vendors.
Check if they require vendors to have their own insurance.
Confirm whether they’re covered for cancellations or postponements.
Do You Have a Team for Our Wedding?
Weddings involve a lot of moving parts, and one person can’t do it all alone. It’s important to know if your planner has a reliable team—and who will actually be on-site during your event. If they’re not attending in person, make sure the replacement is equally experienced. Clarity here helps avoid confusion on the day.
Ask who will be present on the wedding day and what their roles are.
Check whether they outsource any responsibilities to freelancers.
Find out if they’ve worked with their team on previous events.
Request to meet or speak with the team lead before the wedding.
Can I See Your Standard Contract?
The contract is where everything becomes official, so it’s worth reviewing in detail. A good planner will have a clear and fair agreement outlining services, timelines, fees, and cancellation terms. This protects both parties and sets expectations. Never work without a contract—no matter how good the planner seems.
Ask for a copy of their standard contract well in advance.
Review the scope of services, payment terms, and deadlines.
Check for clauses about cancellation, postponement, or unforeseen events.
Make sure everything discussed verbally is reflected in writing.
Final Thoughts
Choosing the right wedding planner can make the difference between a stressful experience and a smooth, joy-filled celebration. These 10 questions help you uncover the details that really matter—so you’re not caught off guard later in the process. A planner who answers confidently, clearly, and enthusiastically is one you can likely trust.
Take your time, compare your options, and remember: the right fit isn’t just about experience—it’s about chemistry, communication, and shared vision. Ask the right questions, and you’ll be well on your way to the wedding day you’ve always imagined.
