Top 10 Questions to Ask Before Hiring a Wedding Planner

Hiring a wedding planner is one of the best investments you can make to ensure your big day goes off without a hitch. But how do you know if a planner is the right fit for you? Asking the right questions can help you feel confident about your decision. Here are the top 10 questions to ask before hiring a wedding planner—plus tips on what to listen for in their answers!

1. What Services Do You Offer?

Wedding planners come with a wide range of offerings, from full-service planning to day-of coordination. Make sure to ask what’s included in their packages and what isn’t. For example, do they assist with vendor sourcing, timeline creation, or budget management? Understanding exactly what you’re getting will help avoid surprises later. If you’re not sure how much help you need, ask if they offer a la carte services or customizable packages tailored to your specific needs.

My Approach: At Topaz & Pearl Events, I offer full-service wedding planning for couples who simply want to show up for their wedding, as well as a la carte-style virtual planning packages for those couples who just need a little extra assistance. I also offer some special options tailored to military couples—as a military spouse myself, I know that it can make everything about planning a wedding more challenging, and I love helping fellow military couples plan their perfect day.

2. How Many Weddings Do You Take on Each Year?

Some planners juggle multiple weddings at once, while others prefer to focus on a select few. Ask about their client load to understand how much time and energy they’ll be able to dedicate to your big day. It’s also helpful to know if they’ll be managing other weddings on your date. A planner with a balanced schedule will have more time to give you personalized attention, which can make a world of difference during crunch time.

My Approach: While I don’t set a hard limit on my Virtual Planning clients, I book a maximum of 12 full-service weddings per year. An average of one wedding per month ensures I can focus fully on your special day during crunch time!

3. What’s Your Planning Style?

Every planner has a unique approach to their work. Some are ultra-organized with color-coded spreadsheets for every detail, while others thrive on flexibility and creativity. Think about whether you want someone who will stick to a strict schedule or a planner who can adapt on the fly. If you’re more laid-back, a high-energy, super-structured planner might feel overwhelming. This question will help you gauge if their style aligns with your personality and vision.

My Approach: I love knowing my couples’ organizational style because it helps me tailor my approach! I definitely lean more toward the super-structured side, but if this doesn’t describe you, that’s okay—I can help you stay on task and manage your planning timeline!

4. Have You Worked at My Venue or in My Wedding Location Before?

While not a dealbreaker, experience with your specific venue or location can be a huge advantage. A planner who knows the space will already have insights into what works well there—like the best spots for photos, where to set up a ceremony arch, or how to navigate tricky logistics. If they haven’t worked at your venue, ask how they approach learning about a new space. A great planner will see every venue as a fresh canvas and come prepared to make it work beautifully.

My Approach: If I haven’t worked at a venue previously, I would accompany you to any venue walkthroughs and visit on my own if needed to take photos and talk with the venue managers about their recommendations. One of the perks of working in the hospitality industry for the previous decade means I’m familiar with how venues are set up, their typical rules and restrictions, and how to make the best of a particular spot!

5. Do You Work Alone or With a Team?

It’s important to understand how your planner operates behind the scenes. If they work solo, ask how they handle larger tasks or emergencies. If they have a team, clarify who you’ll be communicating with throughout the process and who will be onsite on your wedding day. You’ll want to know who will be there to answer questions and ensure things run smoothly. Transparency about their team’s role can help set clear expectations from the start.

My Approach: I’m a one-woman show! For particularly complex full-service weddings, I may hire day-of assistants to ensure we have all our bases covered. However, you will always be corresponding directly with me, and I will always be the lead coordinator on the day of your wedding.

6. How Do You Handle Budget Management?

One of the most valuable skills a wedding planner brings to the table is their ability to stretch a budget. Ask how they approach allocating funds, tracking expenses, and avoiding overspending. A seasoned planner will have creative ideas for maximizing your budget, whether it’s sourcing affordable alternatives or negotiating with vendors. You want someone who’s not only detail-oriented but also transparent about costs to help you avoid any surprises.

My Approach: As a full-service wedding planning client, you’ll have full access to Aisle Planner, where we can create and modify your budget as much as necessary! It can be downloaded as a spreadsheet or you can log directly into the software to make changes as needed. And with over a decade in the hospitality industry, I know where we can make cuts without sacrificing quality—and how to ask those magic negotiation questions!

7. Can You Provide References or Testimonials?

Hearing from past clients can provide valuable insight into a planner’s professionalism, problem-solving skills, and overall vibe. Don’t hesitate to ask for references or look at online reviews. You might even ask about specific examples of how they handled challenging situations or went above and beyond. The best planners will have glowing testimonials that highlight their expertise and dedication.

My Approach: Couples I’ve worked with say that I’m calm, organized, and warm, providing loving attention to even the smallest details. Check out my Love Notes page to read more about what former couples have said about working with me!

8. What’s Your Communication Style?

Communication is key when working with a wedding planner, so it’s essential to know their preferred methods and frequency of updates. Do they respond quickly to emails? Are they open to text messaging or regular phone calls? If you’re someone who likes to be involved in every detail, make sure they’re comfortable with frequent check-ins. Conversely, if you prefer to hand over the reins, you’ll want someone who can confidently take the lead without constant input.

My Approach: I prefer to do most of my communication in writing so we can refer back to it later! That means email is always the best way to get in touch with me, and usually the quickest way to get a response. I like to save phone calls and virtual meetings for brainstorming sessions and open-ended conversations where we need to work through a decision or solution together! However, I won’t limit you to “one virtual meeting per month” like some other planners—if we need to hammer something out, let’s jump on a call!

9. How Do You Handle Challenges or Emergencies?

No matter how well you plan, something unexpected might come up. Whether it’s bad weather, a vendor no-show, or a last-minute timeline change, you’ll want a planner who stays calm under pressure. Ask for examples of how they’ve solved problems in the past. A great planner will have a proactive approach, a backup plan for every scenario, and the ability to keep everything running smoothly without you even noticing the hiccups.

My Approach: One of my greatest strengths is staying calm under pressure. Whether it’s quickly resetting ceremony chairs between rain showers, stepping in to serve meals when we’re short on servers, or reworking the timeline on the fly to accommodate a late wedding dress delivery (yes, that really happened!), I’m there to handle any challenge that comes our way. My goal is always to keep things running smoothly, even if the day takes an unexpected turn.

10. Why Do You Love Wedding Planning?

This question might seem a little personal, but it’s a great way to get to know your planner on a deeper level. Their answer will give you a glimpse into what drives them and why they’re passionate about helping couples. Whether it’s the joy of bringing visions to life, the thrill of solving logistical puzzles, or the opportunity to create unforgettable moments, their enthusiasm will tell you whether they’re the right person to bring your dream wedding to life.

My Answer: There are so many things that I love about wedding planning. I loved planning my own wedding so much that I decided to make this my career, after all! I live in the details, and watching all the pieces fall into place is my absolute favorite thing about planning events in general. Weddings in particular not only scratch this organizational itch, but also allow me to be part of an incredible journey that culminates in one of the most important days in a couple’s life. Sometimes I still can’t believe that I get to do this as a job!

Final Thoughts

Finding the perfect wedding planner is all about asking the right questions and feeling a genuine connection. These conversations will help you understand their process, build trust, and ensure you’re hiring someone who aligns with your vision.

Ready to start planning? Let’s connect and make your dream wedding a reality!