Planning your big day comes with a long to-do list—and a lot of pressure to get every detail just right. That’s why so many couples choose to hire a wedding planner who can take the stress off their shoulders and help turn their vision into reality.
But just like any vendor, not all planners are created equal. Your wedding experience will only be as smooth as the expert guiding you, so asking the right questions up front is key to finding the perfect fit.
Whether you’re newly engaged or ready to book, here are 12 important questions to ask a wedding planner (before hiring them!) to make sure your big day goes off without a hitch.
12 Questions To Ask Your Wedding Planner
Hiring a wedding planner is a smart move, but simply hiring one isn’t enough. You want to make sure you’re choosing the right planner to make sure your big day runs smoothly.
“Asking the right questions upfront helps ensure they’re the perfect fit for your vision, budget, and planning style.”
– Michelle Sanabria, CEO and Senior Lead Event Coordinator at SMS Events & Design.
The right questions offer more than just surface-level insight—they reveal how your planner handles the details, navigates challenges, and supports you when things don’t go exactly as planned.
These 12 questions are designed to help you find someone who’s not only qualified but also in sync with your communication style and expectations. After all, your dream wedding depends on working with someone who truly understands your priorities. And while these questions are a great place to start, don’t underestimate the power of a quick call or Zoom.
As Sanabria puts it: “Sometimes, you’ve just gotta feel the vibe to know if it’s a match!”
1. How many weddings have you worked?
It’s one thing to ask how long someone’s been in the industry, but a more telling question is how many weddings they’ve actually planned. Someone could have 10 years of experience but only a few weddings under their belt. The volume and variety of events can speak volumes about a planner’s expertise and ability to adapt.
“This question, if asked humbly, can give you a very good insight on the experience of your coordinating company or person,” says Sanabria. It’s not about catching them off guard—it’s about understanding their comfort level with different types of weddings and knowing they can confidently guide you through yours.
2. Are you available on my wedding date?
It might sound obvious, but if you already have a wedding date (or even a general timeframe), checking availability should be one of the first things you ask. Some planners book out far in advance, especially during peak seasons.
Also, don’t be afraid to ask how many weddings they typically take on during a weekend. Will your planner be fully present on your big day, or juggling multiple events?
3. Can you work within my budget?
Before you dive into color palettes and seating charts, it’s important to talk numbers. A great wedding planner will be transparent about what’s possible within your budget and help you prioritize what matters most.
“Asking if a coordinator can work within your budget ensures you’re on the same page from the start,” says Sanabria. A clear conversation about finances early on helps avoid surprises later and sets realistic expectations for your big day.
4. What services do you offer?
Not all planning packages are created equal. In the industry, the most common options are day-of coordination (with help for the day of the wedding) and full-service planning, but many planners offer a range of packages that fall somewhere in between.
That’s why it’s important to ask for clarity on what’s included in each package—what you consider “full-service” might differ from your planner’s definition. And just because you start with one level of support doesn’t mean you’re locked in forever.
“Oftentimes, you may want to upgrade closer to your date,” says Sanabria. “It’s nice to know those options are available.”
5. How do your planning services work?
Every planner has their own process, so it’s essential to understand what working together will actually look like.
“This is such a great follow-up question,” says Sanabria, “since you want to make sure you have expectations from the beginning and avoid any disappointments or miscommunication.” For example, will you be communicating with your lead planner directly, or a member of their team? How often will you meet, and what’s the general timeline or order of tasks?
For example, at SMS Events, full-coordination packages include monthly touchpoints to keep couples on track, while day-of coordination offers unlimited access to your coordinator starting 45–60 days before the event.
6. Have you worked at my preferred venue before?
If you already have a venue picked out—or are narrowing down your options—this is a great question to ask. Every venue has its own layout, rules, and logistical considerations. A planner who’s familiar with the space will already know the ins and outs, like where vendors can load in, what the venue staff expects, or any décor restrictions.
That kind of experience can help the wedding planning process (not to mention your big day!) run much more smoothly and give you peace of mind. Even if your planner hasn’t worked at your exact venue, ask whether they’re comfortable working in new spaces and how they typically prepare in those cases. A great planner will always be adaptable and proactive.
7. Can you help me plan my guest list?
Managing your guest list can be one of the more time-consuming and emotional parts of wedding planning. Between narrowing down who to invite and collecting RSVPs, it’s a task that can sneak up on couples.
Some full-service planners offer guest list support, but not all do. If this is something you’re hoping for help with, be sure to ask early so you can plan accordingly—or look into software tools that simplify the process if it’s not included.
8. Can I choose my own vendors?
Some venues and planning companies require you to choose vendors from a preferred list, while others offer more flexibility. It’s important to know where your planner stands on this—especially if you already have a dream florist, DJ, or photographer in mind.
“Asking this question upfront is a great way to see if your coordinator has any all-inclusive packages that help ease the planning process, or if they’re open and willing to work with any vendor of your choosing,” says Sanabria. “With the Ladies in Pink, we love to collaborate and meet new vendors, so we are 100% open to our clients selecting their own vendors.”
9. Who will manage the wedding party on the big day?
Is your planner just focused on coordinating logistics—or will they also help manage your wedding party, family, and vendors throughout the day? Knowing what to expect in terms of hands-on support can make a big difference in how smoothly things run.
“This is such an important question for couples to ask,” says Sanabria. “A seasoned Day-Of Coordinator will manage not only your wedding party, but also your family, vendors, and guests on the big day. It’s not just something we’re trained on, but where we excel, especially because our approach is so customer-focused.”
10. What if something goes wrong?
Even the best-laid plans can hit a snag. That’s why it’s crucial to work with a planner who knows how to stay calm under pressure and solve problems quickly and discreetly. Whether it’s unexpected weather, a late vendor, or a timeline hiccup, you want someone who has contingency plans in place.
“A good coordinating company should have a backup plan for the backup plan,” says Sanabria. “This is a great question to test your coordinator’s experience and problem-solving skills. You can even ask them how they’d handle a specific situation you’re worried about—it’ll give you a real sense of how prepared they are to handle the unexpected.”
11. Are you insured?
It might not be the first question that comes to mind, but it’s one of the most important. Many venues require vendors to carry personal liability and professional indemnity insurance, and your wedding planner should be no exception.
Asking this upfront helps you avoid unexpected costs later—like needing to purchase special event liability coverage yourself. You can also ask whether your planner helps collect certificates of insurance from your other vendors, which can be a huge time-saver during the planning process.
12. What is your pricing?
Every wedding planner structures their pricing a little differently, so it’s important to get clarity early on. Ask for a full breakdown of what’s included, how and when payments are due, and whether there are any additional fees you should expect along the way.
Some planners offer flat-rate packages, while others may charge hourly or by percentage of your total wedding budget. You should also confirm when your final payment is due and if there are any extra charges for things like travel, staffing, or extended hours on the big day.
Clear expectations around pricing help avoid surprises and ensure you’re getting the support you need within your budget.
Set the Stage For a Flawless Day
Planning a wedding should be exciting—not overwhelming. By asking the right questions upfront, you’ll feel more confident in your decision and more at ease throughout the planning process. A great wedding planner doesn’t just keep things running smoothly—they help bring your vision to life while taking the stress off your shoulders.
Whether you’re going full-service or just looking for day-of coordination, the right fit will make all the difference in creating a celebration that’s seamless, beautiful, and uniquely yours.
And if you’re still in the early stages of planning, don’t forget—Crystal Event Rentals & Design offers stunning décor rentals to elevate your wedding day. From welcome signs to table settings, we’ve got the details covered.
