London Wedding Planner

A couple of weeks ago I looked at the work of a wedding planner , so I thought it would be a good idea to follow this up with some advice on what to look for if you are thinking about hiring a planner to help you organise your special day.

Choosing the right planner for your wedding isn’t easy. It’s up there with the likes of the venue and the dress, and I personally believe that it’s the single biggest decision you’re going to make when planning your wedding. You are going to be trusting someone with one of the biggest days of your life, and you need to have complete confidence in both their organisational capabilities and their ability to bring your dreams to life. You will also have an incredibly close relationship with your wedding planner (I’ve become good friends with several of my brides), so it’s also important that you feel comfortable talking about your ideas with them, as well as trust their professional judgement.

Now it’s no secret in the industry that over the last few years wedding planners have started popping up all over the place. This isn’t necessarily a bad thing – it provides more variety and choice for brides and grooms, and it offers a great network and some healthy competition for us planners. However, there are unfortunately a minority of individuals that start up a wedding planning business without any training or realistic idea of what it takes to plan someone’s wedding (it is NOT the same as planning your own!), and this not only gives our industry a bad name but it means that some couples will, sadly, be let down or have a bad experience. So with all the choice available to you, how do you find the wedding planner that’s right for you?

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Where Do I Start?

If you’re thinking about hiring a wedding planner , a good starting point is to find out who is in your area. If you have friends or family that have used a wedding planner before ask for their recommendations – as a planner there is no better testimonial to my work than if a bride recommends me to her friends. Even if you have a recommendation it’s still worth looking at other options – as with any supplier, what suited your sister might not be right for you.

Most planners don’t advertise heavily in magazines, so a simple Google search is a good way to start. Try something like “ wedding planner London ” or “ wedding planner Essex ” – you might be surprised by how many results pop up! Also check out online directories for wedding planner listings in your region, as these sometimes include reviews from previous clients.

The UK Alliance of Wedding Planners ( UKAWP ) is an excellent resource for finding a planner in your region. All UKAWP planners have undertaken training, are thoroughly vetted before they are admitted to the alliance and adhere to a strict code of ethics. We also continue our professional development through meetings, practical workshops and an annual conference.

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How Do I Narrow It Down?

Before contacting a planner it’s worth spending some time reading their website for some basic information and to get a feel for how they work. I always say that my website is my shop window – it should give you an idea of the type of person I am and the pride I take in my work. If the website is poorly laid out or riddled with spelling mistakes, what does that tell you about the person behind it? Would you trust them to write your invitations if they haven’t even taken the time to proof-read their own website?

The website should also give you information on the services available. Each planner works slightly differently – some offer a wide range of services whilst others only provide a full planning option. If you’re looking for an “ On The Day ” service there’s no point in contacting someone who doesn’t offer this. Also find out about the pricing structure. Again this varies between planner to planner, but most charge a percentage of the budget for a full planning service and a fixed fee for other options such as Venue Sourcing or Wedding Day Management . Variations in price tend to reflect experience and location, but keep in mind that the most expensive is not necessarily the best, whilst the cheapest may not be the most cost-effective in terms of the service you may receive.

Nearly all wedding planners these days have a blog , so take the opportunity to check it out. This will give you further insight into their personality, as well as show some of their real weddings and demonstrate their creativity, knowledge and enthusiasm for their work.

There’s no point in meeting every planner you find, as you’ll just get overwhelmed and confused. Instead, draw up a shortlist of 2-3 prospective planners that you feel you would like to meet and contact them directly to discuss what you are looking for. Any respectable wedding planner should offer you a complimentary consultation where you can discuss your wedding, view their portfolio and talk about your requirements.

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What Questions Should I Ask A Wedding Planner?

An initial consultation is your opportunity to assess whether you feel a planner is the right person for you, so make sure you ask the right questions to get the information you need to make your decision:

How long have they been in business?
It’s important to know how experienced a prospective planner is, but remember that just because someone is new doesn’t mean they don’t know what they are doing. We all have to start somewhere and somebody has to be the first client! However, even if they aren’t very experienced they should still be able to explain how they work, have a good knowledge of the industry and have undertaken some formal training.

Whether you choose to hire an inexperienced planner is up to you, but I would advise caution if your plans are particularly elaborate or complicated, or you’re having a marquee wedding, as you really need someone with experience who knows what they’re doing with these situations. Also ask whether this is their full time job. Some new planners continue to work part time for another employer, and whilst this isn’t necessarily a problem you need to be aware of any limitations to their availability and contact time from the start.

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How many and what type of weddings have they planned?
A wedding takes a huge amount of time to plan, so do you really want someone who is telling you they plan dozens of weddings a year? Personally I judge the amount of work I have on at any one time to ensure I have the capacity to take on new clients. Equally if they’ve been in business 2 or 3 years and have only planned 1 or 2 weddings, what does this tell you about how they run their company?

Also ask about the type of weddings they plan. Whilst every planner is flexible and adaptable, some planners are more specialised in some areas than others. For example, 90% of their work may be marquee weddings, they may predominantly plan city weddings, or they may be very accustomed to dealing with clients who are based overseas.

Do they have public liability insurance?
This is an essential requirement for hiring any wedding supplier, and wedding planners are no exception. I personally have both public liability and professional indemnity insurance.

How often will they be in contact with you during the planning process?
I believe this is particularly important. Even if you’re the most disorganised person in the world, handing over your wedding arrangements and trusting someone to do a good job for you isn’t easy (it’s even harder if you’re a control freak!). The relationship you will have with your planner stems, in part, from the contact you will have with them, and you need to feel confident that you will be kept up-to-date with the arrangements. However, don’t expect your planner to be in touch with you every day, it’s not necessary!

Can you see examples of their work and previous client testimonials?
A professional planner should be able to show you examples of previous weddings and testimonials from past clients. You may wish to speak to a past client personally, and this can usually be arranged. If they’re a new planner they may not have an extensive portfolio, but they should still have something to show you to give you an idea of their capabilities, such as design boards, colour palettes, example spreadsheets and so on.

Do they take commission?
Part of a wedding planner’s job is to negotiate the best rates and deals on your behalf. Many venues and suppliers will offer a planner commission, but are they going to pass this onto you or will they keep it for themselves? Most planners pass on commission and discounts to their clients, and if your prospective wedding planner is from the UKAWP they will most certainly pass any such commission onto you – this is part of the code of ethics we adhere to.

What’s included in the fee?
As for any supplier it’s important you’re aware of what exactly is included in your quotation, and the cost of any additional charges, such as assistant planners, mileage, hotel stays, etc. Every planner has a different price structure, so make sure you’re comparing quotations on a like for like basis.
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In addition to asking questions of the planner, you also need assess how you felt during the meeting. Hiring a planner is a subjective and personal decision – just because a planner has umpteen years experience and a stunning portfolio doesn’t necessarily mean they are right for you.

Did they listen to your ideas and understand what you are looking for? Did they contribute suggestions or advice?
A wedding planner should have lots of ideas to contribute to your wedding brief, but they should be in line with what you already have in mind. Keep in mind that they will want to offer their professional opinion, but if they’re trying to change your mind completely on the overall style or theme you’ve described are you really going to get the wedding you want?

Were they enthusiastic about your wedding?
Personally, I can’t help but get excited when I start talking to a prospective new client about their wedding ideas. My creative brain goes into overdrive and ideas start swirling around in my head! Your prospective planner should show genuine interest and enthusiasm in your wedding – after all, they’re planning it on your behalf!

Were they honest about the practicality/feasibility of your ideas?
A wedding planner shouldn’t be rude or rubbish your initial suggestions, but if there are potential issues they have identified from your first conversation they should make you aware of them from the outset. For example, if your budget isn’t going to cover everything you want they should tell you, and be able to offer suggestions for ways you can minimise costs. Respect them for this, as this is a clear demonstration of their professional judgement. However, if they’re trying to massively increase your budget you might want to ask yourself whether they have your best interests at heart, or are thinking about their fee.

Did they seem knowledgeable when answering your questions?
A wedding planner should have the answers to the majority of your questions. If you have a more obscure request they may not have dealt with it before (there is a first for everything in this job!), but they shouldn’t be fazed by it. If your planner is giving vague answers or avoiding your questions, it suggests they may not have the experience or confidence to handle your wedding arrangements.

Do you actually like them and do you feel comfortable talking to them?
You will be working very closely with your wedding planner, particularly if you are hiring them for a full planning service. Therefore, it’s important you feel you can get along with them and find them approachable. They may be a brilliant planner, but if your personalities clash then you could be in for a bumpy ride rather than a seamless partnership.

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What’s Next?

After your consultation you should receive a written report that summarises what you have discussed and includes a proposal of work and the fee. Read this carefully as it’s another way of helping you make your decision. Does the report cover everything you talked about? How is it written? Is it well-structured or are there grammatical errors and spelling mistakes? Does it convey enthusiasm for your wedding? Is the quotation what was expected/agreed?

Hiring a planner is a big decision, so don’t feel rushed into saying yes or no immediately. I always tell prospective clients to take their time and get in touch if they have any questions. Once you’ve decided to hire a planner, expect to pay a deposit and make sure you sign a contract that outlines terms and conditions – this should also include details of any extra charges, such as mileage or hotel stays.

Finally, a little personal request from me – if you decide not to hire someone, please tell them! I know it’s not an easy thing to do, but one of the hardest things for me as a planner is sending off a report and then hearing absolutely nothin back. It’s ok if you didn’t feel I was right for you, I do understand, but it’s nice to be told and feedback is always very much appreciated.

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If you’re thinking of hiring a wedding planner I hope you have found this useful. Please do get in touch if you have questions about what hiring a wedding planner means for you, or would like to find out more about my services.

Photo Credits:
Wedding planner at work sign: All Things Wedding
UKAWP logo and wedding planner with bride: UKAWP
Wedding planner at desk: Divinely Wed
Floral chair ties: Charles Cielo
Budget cartoon: Chubby Girl

You might also find interesting:

• The Mysterious Work of a Wedding Planner
• Wedding Planner in London, Essex & Hertfordshire
• Essex Wedding Planner
• Wedding Planner Q&A – Wedding Finances