10 Hints for Finding a Professional Wedding Planner

There’s a lot of confusion these days over who and what is a Wedding Planner (also known as: Wedding Coordinator, Wedding Consultant, etc.) It’s unfortunate that these titles have become a catchall phrase for anyone who works with a bride. DJ’s, Florists, Caterers, Reception Halls, and, yes, even Churches claim to have wedding coordinators. This is tragic for the bride who thinks she is getting a “professional” wedding coordinator, only to find out that all she has is a wedding sales person for that particular vendor.

When selecting a Wedding Planner, it’s essential to know how to recognize a Professional Wedding Planner. When interviewing, use the following checklist to know if you’re working with a “professional” wedding planner or a counterfeit.

Maids standing at attention during Wedding Ceremony

1. A “professional” Wedding Planner looks, communicates and behaves like a professional. How a person presents herself and her business tells a lot about her personality and work ethic. A “professional” Wedding Planner should be confident, courteous and respectful. Her letters, proposals, contracts and marketing materials should look professional and be free from spelling and grammatical errors. She should always be well groomed – hair, fingernails and makeup. Her clothing, shoes and accessories should be stylish, in good taste and in good repair. How much attention she pays to her business image and personal appearance will usually tell you how much attention she’ll pay to your event.

2. A “professional” Wedding Planner is dedicated to the Event Industry – it’s not just a little side business. Unfortunately, Wedding Planners are often labeled as “dabblers”. A dabbler is any one who has turned a personal interest into a little side business. What you want to avoid is the planner who tells you she did her own wedding and decided to start the business. This indicates that she is probably still full of the romantic and fun aspects of the process and has no clue about the brick and mortar it takes to build a wedding. Ideally, your wedding planner should have worked within the Event Industry prior to starting her own business. Catering and Catering Sales positions are always a plus. There is no way to really know all the ins and outs of planning and orchestrating an event until one has worked as a vendor within the event industry. It is always beneficial if she has a college degree as well. You also want to make sure that your planner isn’t doing wedding planning on the side. A “professional” wedding planner has no other jobs. You don’t want to work with a planner who considers your wedding a little hobby.

3. A “professional” Wedding Planner can prove her experience level. A proven track record is more important than asking, “how many weddings have you done?” She could have done no weddings officially but have helped friends or her church with coordination. Ask to see her portfolio, which should showcase a variety of events at different locations. She should also have a personal biography or resume outlining her experience. Also, she should have a list of references from clients and industry vendors. Vendor referrals are often more reliable because the vendor (photographer, caterer, DJ, etc.) has the opportunity to work with other Wedding Planners and has a basis for comparison. Finally, don’t be fooled with irrelevant titles. Begin a “Certified Wedding Consultant” (CWC) doesn’t mean an experienced Wedding Planner. Anyone can become a “Certified Wedding Consultant” by taking a 3-week home study course. A “Certified Wedding Consultant” may have little to no experience.

4. A “professional” Wedding Planner can answer a variety of questions or problem-solve on the fly. Anyone who calls herself a wedding planner should be able to answer the following questions without batting an eyelash. What is the difference between digital photography and film photography? Do you have to get any permits when putting up a tent or canopy? What do you do if the Wedding Cake doesn’t show up? Explain the pros and cons between a buffet-dinner and a sit-down dinner.

5. A “professional” Wedding Planner is interested in all aspects of your wedding. A “professional” Wedding Planner should really listen to your ideas and try to find ways to incorporate them. She should ask an enormous amount of questions, not only about what you do want, but what you don’t want as well. She should ask about family issues and be able to offer proper etiquette to handle those touchy situations. She should be concerned with the timing, logistics and the budget at every turn.

Happy, relaxed Bride gives the thumbs up!

6. A “professional” Wedding Planner is upfront and specific with her service fees. You don’t want a wedding planner that’s wishy-washy with her fee – because chances are your service fee will be based on your Zip Code or the type of car you drive.

Generally, there are 3 different ways that a Planner will charge for her services:

1. The planner charges by taking a percentage of the overall wedding budget; typically this runs between 7% to 15%. Beware of this type of setup. A good wedding planner should always be concerned with saving the Client money. Ethically, a planner can’t save you money if she is making money on everything you buy.

2. The Planner charges for services by offering “service packages”. These are pre-planned packages with time and service limitations. This is great, if your needs fall into one of the packages. Beware of the planner who won’t deviate from the pre-planned package.

3. The Planner charges for services by creating a custom service proposals based on the Client’s needs and budget. This is, of course, the best way to get exactly what you need, for the price you’re willing to pay.

7. A “professional” Wedding Planner gives unbiased vendor referrals. Vendor referrals should never be based on a commission or kickback. They should be based on the following criteria: 1. The quality and value of the product or service offered. 2. A good match with the Bride’s personality and budget. 3. A professional and pleasant attitude.

8. A “professional” Wedding Planner has a network of other planners to call on in a time of need. Most professional Wedding Planners network within the industry and have a team of qualified resources to call on. This is important because the other planners can give qualified vendor referrals, on-site assistance and also fill-in in a crisis. Ask the planner what business associations she belongs to.

9. A “professional” Wedding Planner has topnotch processes in place. A “professional” Wedding Planner will have systems in place to help keep her organized. Ask to see her client folders. How does she take notes? How does she keep track of your time together? How does she do her billing? Also, you want to know that her phone answering system, fax machine, mobile phone, email systems and database/calendar are reliable and topnotch.

10. A “professional” Wedding Planner is well versed in wedding etiquette and wedding trends. Your planner should be current with all the latest wedding magazines and books. She should be able to offer solutions to those touchy etiquette questions as well as explain the pros and cons of current wedding trends. Of course, you’ll want to also consider the Wedding Planner’s temperament and sense of style. Do you prefer a Planner who’s matronly and serious or trendy and upbeat? There’s no right or wrong – just make sure that you feel exceedingly comfortable with her personality as well as her ability. Your Wedding Planner is one of the most important vendor to wire. You’ll not only be spending a lot of time with your Wedding Planner, but you are also entrusting her make your dream day a reality. Make sure you choose one!

~ KELLY L. PASKEY-BUTLER owner, Expanded Events

Photos Courtesy of Bleu Cotton Photography