To Hire or Not to Hire a Wedding/Event Planner
Imagine you are invited to a wedding or family event, only to discover upon your arrival that you will not be a guest who is relaxing and enjoying the day but instead have the responsibility of executing key tasks that ensues the night goes smoothly.
If this happened to you, do you think your memories of the event will be ones you love recalling or memories full of stress and anxiety?
Well as a planner, this has happened to me multiple times in my life and has happened to me mostly at weddings. But time and time again most couples will budget for a photographer and/or videographer in a heartbeat without questioning it. As a photographer and videographer will give you a physical product you can touch and see at the end of their services, but won't hesitate to "Vito" a wedding planner or coordinator as their product is not tangible. You don't get a physical item from them at the end of the event so vetoing the expense is easier. What you don't realize is that the stress less and worry free experience you and your guests have is a product, the difference is that it leaves with you and your guests in your mind and is theirs to recall or not at a later date. My cousin got married 15 years ago and to this day I still can remember almost every detail of their wedding down to the amazing cocktail reception that greeted me when I arrived at the venue, what was served at their 4 course dinner, wedding gown, cake design, head table, the funny ice breakers performed by the master of ceremony to help the two families get to know each other.
I have attended many, many weddings as a guest more that I wish to recall but out of all of them this one stays in the forefront of my mind because the experience was unlike anything I had experienced in the past as I was allowed to be a guest and not responsible for the execution of the day.
I just remembered not believing that it was 1 a.m. and time to leave we could have gone on for hours. Their entire wedding was planned with the use of a wedding planner which allowed the bride and my cousin to socialize the entire night; they were guests at their wedding. If that is the experience you want not only for your guests but for yourself then don't believe the hype that budgeting this expense is a waste of money. I will break down some of the differences in services and fee charges between hiring a Wedding/Event Planner, Wedding Coordinator
or Day of Coordinator for your event so you have a clearer understanding of what they do for their fee in addition to saving you hundreds if not thousands of dollars in contract negotiations or getting you wholesale discounts for favors, decorations, centerpieces and much more.
Wedding /Event Planner
A Wedding/Event Planner will usually be involved in the planning of your special day from the beginning once you have picked a date. Most planners will start with a free consultation to collect key information about the special day, meet the couple and get the total wedding budget. They require this information in the consultation so that they can provide you an estimated quote for whatever service you are interested in (but note that if any of the requirements or details changes dramatically after you acquire their services the price could increase).
I recommend that whether you are having your first meeting or consultation with the planner, coordinator or day of coordinator in person, over the phone or via email that you prepare some general questions for the planner such as:
1. What is their past experience planning or coordinating events,
not specifically wedding. (Planners understand the small nuance
differences between a Wedding and a Gala)
2. Do they require a deposit and how much? (if you know the exact
service you want at the time of consultation or meeting)
3. How is the full cost of their services paid? Is it in full at
contracting or installments and how many installments?
4. What is the refund policy if paid in full at contracting?
That is what I mean by general questions, the planner will also ask you additional question about your vision and about you and your partner as a couple to try and get to know you.
Refrain from asking the planner questions such as: “Do you have any ideas of venues we can use?” or “Do you have any idea of how much a photographer will cost? “
As you haven’t contracted their services yet, they would not be able to give you a proper answer as they would need to break down your budget to know how much you have to spend on that budget line and then also be contracted to source you the best venue and photographer to meet those numbers.
Do you want a Celtic, Wiccan or Pagan themed wedding, traditional Asian, or Traditional East Indian wedding So keep your question more on just giving the planner a short overview of what both of you want as a vision for your special day such as: .
As any themes that fall outside of a Traditional American/Canadian colour themed wedding needs to be told to the planner before contracting; as not all planners have worked with special cultural themed weddings and some may not feel comfortable taking on the task especially if you need them to know all the aspects require of that cultural wedding theme and help get it done.
So if possible give this information at the free consultation, whether on the phone, email or in person so they don’t waste your time by not being able to meet your specific cultural or themed wedding needs.
You also want to get a sense of whether the planner is interested in working with you and it’s important to meet in person preferably but you may also have to do so by “Skype” to see if you click, as that is very important when hiring a planner.
Always make sure you interview about 3 planners before making your final decision.
Then after all your free consultations contact the planner you would like to work with and schedule an in person meeting at which time you may sign a contract/letter of agreement for their services and/or just make a non-refundable deposit or full payment and continue discuss all the aspects you discussed in your consultation with the planner and if you would like them to be more involved in the planning process if a full planning service was not originally contracted. Also let the planner know at the time of contracting if any details provided during the free consultation have changed.
If you decide at your meeting to contract them for their custom wedding planning package, ask them if they can provide you with a custom services breakdown sheet with all their hourly/flat rates for the various components you may want to contract them for.
When doing full event planning services or if a couple requests the planner’s assistance with planning the budget; either way this is where all weddings planning should start before any other planning is decided as it is the budget that will determine how much can be spent on each budget line.
I recommend if no other service is purchased from your planner besides “Day of Coordination” that you seriously consider purchasing their assistance with reviewing and fine tuning your budget to ensure your number are not significantly off.
When a planner is contracted to manage your budget they will always work with you on any modifications to those numbers.
Benefits of Hiring a Planner
A planner can be good at getting you extra services for free or discounts on services that a vendor may not tell you about if you go on your own, especially reception venues.
This can be especially true when it comes to full service reception halls that can provide space for ceremony, reception, on site catering and transportation service packages.
Even though a couple could easily go and select this type of vendor on their own and negotiate the contract. What you need to understand is that the venue sales rep knows that there is competition for your wedding date and that you are more likely to only use their service once in your life time.
So offering you major freebies and discounts is not how they make money, but when it comes to your planner the vendors are very aware what a planner can bring to their business.
A wedding planner could bring a vendor anywhere from 4 to 8 potential customers per month if not more. So a vendor wants to please your planner as it is profitable for them and the collateral benefits are that you financially benefit as well, money that could now go toward other budget lines or remain in your pocket.
So if saving money with as many vendors as possible is important to your bottom line so that you either stay on budget or under budget you need to keep the above statement in mind as to who the vendor also wants to impress in addition to you.
Planner Fees
A planner may be involved in the entire planning process from beginning to the day of the wedding or event doing some post services such as: preparing guest thank you cards or mailing your signed marriage license to the local “Marriage License” office for processing, this is called a “Full Service” package or a “Custom” package where couples pick specific services that they may want the planner involved in. Planners usually mange your budget and are constantly communicating with you via email and phone on receipt numbers of any purchases made that were not included in the budget, they will keep you on track and accountable so you don’t double or triple your budget which is very easy to do in this industry.
They prepare the timelines schedules and will communicate with all vendors and venue coordinators to make any modifications you request on décor, package modifications, menu, venue seating layouts and more. Most planners use to charge clients a percentage of their total budget to plan their entire wedding or event and execute the coordination of the day, this was due to couples starting small with their guest count and then doubling and tripling the size of their wedding and adding in a lot of details for the planner to organize and manage the day of.
Some planner still do use this system but it is usually just for a full service package and that percentage can be anywhere from 10% to 20% on your final budget numbers (20% being more for extremely large weddings usually over 400 guests). Today, to assist couples with budgeting for this service, most planners now charge a flat service fee based on your specific criteria and may include an “Additional Fee” section to your quote for service increase (e.g. – like going from 100 guest to 150 or more), this would increase your invoice by a specific amount per guest incremental levels and they may have a fee for each additional vendors that couples add to the planning process after being quoted, this just makes it easier for couples to know what the extra cost are they will incur so they stay on budget if they decide to add guests, vendors or services. A planner is a good choice if your budget is over $20,000 and you don’t feel comfortable negotiating contracts.
Wedding Coordinator
A wedding coordinator is usually hired to assist a couple with some key contracts and fine details, but the majority of the planning is done by the couple. Most couples who hire this type of planner will usually ask them to execute the special day as well. When a couple sources out a wedding coordinator’s services; the coordinator will first do a consultation usually over the phone or via email.
They will collect key information about your special day such as: wedding or event date, estimated number of guests and size of bridal party for weddings, name and location of ceremony and reception venue, budget, status of all key vendors, what aspects you would like them involved in.
They need to attain this information so they can provide you a quote either via email or phone. If the requirements change as to what you would like the coordinator to partake in the quote will have to be updated. Some coordinators will provide you a form with their hourly rates and/or flat fees to add on additional services after you have signed a contract with them, so you can manage how much you spend in the planning process.
Always make sure you interview about 3 coordinators before making your final decision. Once you have chosen a wedding coordinator, they will schedule a face to face meeting (a face to face meeting is very important if possible as you need to click or have a connection with the coordinator on a personality basis) so that they can meet the couple and get a verbal and visual sense of their vision and expectations for their special day and their expectation of the coordinator.
The coordinator will ask more detailed questions such as: colour scheme or theme, cultural aspects (if applicable), special details that are not usually part of traditional wedding or event, budget modifications (if it has increased or decreased) and other applicable questions based on your answers. If the couple has negotiated some contracts prior to hiring the coordinator they will need photocopies of all contracts and business card of the vendors. In this meeting the couple will be required to sign a contract to secure the coordinator’s services and a non-refundable deposit is usually made at this time.
The money is applied toward the bill, sometimes like a running credit and when it runs out you top it up with another payment later down the road. Most coordinators depending on when they were hired in relation to your special day will break payments up into 2 to 4 installments. You should consider this type of planner if you are good at negotiating some contacts or maybe the wedding is taking place in a family member or friend’s large backyard or property where negotiating ceremony and/or reception space fees is not an issue as there is no cost. But you do require their assistance with other aspects.
A wedding coordinator is good if you need help but have a limited budget as it gives you the couple control over how much you spend and in which way you want the coordinator involved in the planning process. If your wedding is more than 80 guests or your budget is over $15,000 you should consider this type of planner. As being open to unique cost saving ideas and creativity; it is possible to have a “Day of Coordinator” assist you with executing your special day if your budget is under $15,000.
Benefits of Hiring a Coordinator
Just like a wedding planner, a coordinator can also have the same collateral financial benefits to your bottom line of your wedding or event.
As vendors know you are more likely to be a one-time purchaser of their services and your coordinator is not; as they could refer many potential couples to view their venue or vendor packages first over their competition. So offering you discounts and freebies has future benefits for them when a coordinator is with you and financial benefits for you.
Coordinator Fees
A Coordinator usually charge a per hour rate and/or flat rates on some services which will usually be provided to you on a sheet that breaks down all services so you can carefully map out the coordinator’s involvement level.
Their fee can range from $25 to $150 an hour (these amounts are estimates and could be higher or lower depending on where you live and how in demand the coordinators’ services are). Additional services such as executing the rehearsal and/or rehearsal dinner, Jack and Jill shower, making favors, sending out thank you cards could be an additional hourly or flat fee rate. Most couples or individuals who hire a coordinator to assist them with the planning of some aspects will also sometimes hire them to do the coordination on the day of their wedding as well this is also called a “Day of Coordinator”.
Day of Coordinator
A “Day of Coordinator” is hired for the sole purpose of executing the special day or event and reducing an individual or couples’ stress level by being their objective eyes and ears behind the scenes. The “Day of Coordinator” makes sure all vendors execute the components they were contracted and paid for; which simply allows you, your groom, all your friends, family and guests to just relax and be a guest.
Always make sure you interview about 3 Day of Coordinator before making your final decision.
A “Day of Coordinator” is usually contracted by a couple once they have organized everything including creating the timeline schedule, seating chart, negotiated all contracts. Once contacted, a “Day of Coordinator” first does a sit down consultation with the couple to obtain key information required to provide them a quote for executing the day. They will ask for the date of the event first to ensure they are available, then wedding budget, guest list count, wedding party number, name and address of the ceremony and reception venues, the start and finish times they are required for (some day of coordinators have a minimum and maximum set hours they will work) and any other special aspects (e.g. – cultural, animal aspect or special dancing or singing performance(s)). They will then be able to prepare you a quote based on the information provided. If you modify the details of the special day or event by adding new requirements the quote may have to be updated. Once the couple or individual has made a decision to proceed with their services, the coordinator will set up a face to face meeting if possible (if not it can be done via phone or skype). It is at this time in which the couple will provide the coordinator with photocopies of all negotiated contracts and the name and phone number of all vendors (if not on contract), timelines, table seating’s and any other negotiated requirements. You MUST sign a contract that includes all the discussed requirements noted in your quote before making a deposit toward the fee. Please ensure that if you are not meeting the coordinator in their company office that you bring photocopies of all the contracts and vendor business cards so they have the contact phone numbers and contact name. The coordinator needs copies so that they have the information they need on the day of your wedding, just in case they need to communicate with a vendor. it is also imperative that you contact all vendors and provide them your coordinators name and phone number just in case they need to contact them the day of.
They will also need the following items from you in the only meeting or by the second meeting: 1. Timeline schedules (unless you pay them to build one) 2. Guest list and/or Seating Chart (if they are required to setup or dispense escort cards or provide table numbers to arriving guests) 3. Documents listing all special requirements of the coordinator and details of those requirements (e.g – how and where you want the reception line, special performance or music during cocktail reception). 4. Ceremony Programs (if they are coordinating that aspect) 5. Table Favors and/or Guest Gift (if wedding is in a few days) 6. Venue Signage (if the wedding is taking place in a hall or banquet centre with more than one wedding taking place that requires signage for the guest to find the reception also signage for ceremony site is it could be hard to find once guest arrive at loation) 7. A non-refundable deposit for the coordinator’s services or full payment (once again depends on how close you hire them to the wedding day) 8. And any other items you don’t want to try to get to the coordinator either the day before or on the day of the wedding, when you are busy and stressed. A couple or individual could meet with the “Day of Coordinator” anywhere from 1 to 3 times before the special day or event. The number of meetings depends on the day you hire the coordinator in relation to your special day and how prepared you are with all the above required documentation and info on your first meeting. Though a “Day of Coordinator” can be hired as little as a week before your special day, it is best to hire a “Day of Coordinator” as soon as you know your wedding date to ensure you get the coordinator you like. But try not to wait no later than 2 months before the special day to obtain this service.
Day of Coordinator Fees
Whether you hire a wedding planner, wedding coordinator or day of coordinator, what most couples don’t realize is that a large portion of the fee paid for their services is actually for the execution of the day (unless you have a planner who is planning the entire wedding or event or a large majority it). As unlike the planning process which is 1 to 3 hours here and there scattered over a long period of time, the execution of the day could have a coordinator working from early in the morning on the day of the wedding to early in the morning the next day. It is not unusual for a planner or coordinator to work 15 to 21 hrs. straight on your special day. A professional planner/coordinator usually charges $800 to $3,500 (the amounts quoted are estimates) to execute the day and as stated before there are many factors that affect how much is charged. Almost no two weddings or events are exactly alike so each quote is customized. Details that could increase the price from what is noted above could be things like: If there is more than one ceremony over a week or few days due to cultural customs, if coordinator is responsible for the physical set up and take down of tables, chairs and decorations, if wedding is over 400 guests and requires 2 assistants, coordinator has to travel a long distance outside of the city limits where they live to execute the wedding and are required to reserve accommodations and anything else that the coordinator deems extreme or out of the ordinary. Some couples or individuals may decide later after hiring a day of coordinator to execute the wedding to have them also execute the rehearsal and/or rehearsal dinner. Most coordinators will charge an hourly fee or flat fee in addition to what was quoted for day of coordinating.
Executing the Day
On the day of your wedding the coordinator will execute their contract as negotiated and ensure that all the vendors for that day are arriving at the contracted time and performing the tasks as stated in their contract. They will ensure that your timeline schedule is being followed as closely as possible but keep in mind that anything that could go wrong will go wrong and the coordinator will do everything within their power to ensure things stay as close on track as possible to your timelines.
They will also keep in constant communication with you directly or the person you designated (usually your maid of honor or family member) to explain or work out any major issues for you so that you don’t stress or worry about the timelines being off. Hiring a “Day of Coordinator” also allows family, friends and the couple to leave the venue whenever they choose to go to their hotel, home or catch a flight to their honeymoon and know that the coordinator will do everything within their power to ensure any damage deposits are returned. As they can ensure the venue is returned to its original condition and can take pictures for you at the end just in case there is any disputes.
Additional Benefits of a Planner/Coordinator
Some planners and coordinator have access to wholesalers and can get you a discount off the retail price for key items you may need to execute any DIY projects, decorations for the venue(s), items for centerpieces, favors, escort cards or bridal party gifts. Discounts can be anywhere from 20% to 70% off the retail price you would pay to purchase the same item in a retail store or from an online vendor. Not all planners/coordinators have this access to wholesalers and discount vendors, so if you intend to be a major DIY bride/couple ask first before signing a contract, never just assume they do.
Other Non-Monetary Compensation
Some couples have asked this question and some couples don’t even know about this additional form of compensation called “Vendor Meals”.
It’s not a law in this industry, it is simple courteous and smart to providing a reception meal for all key vendors on the day of your wedding or event and that would usually include the following vendors: wedding planner/event planner or coordinator and/or their assistant(s), photographer and/or videographer, Master of Ceremony’s (if they are a vendor and not an invited guest as well) and the DJ should be considered as well but its optional based on whether they will be providing more than 4 hours of service, these hours include the setup time, playing time and wrap down time. Just keep in mind that any vendor who is working the entire day or over 4 hours during the reception period should be considered for this vendor meal compensation.
You may say, “Why should I pay? Why can't they just go down the street to McDonald's and get something to eat?"
Remember your vendors are usually working on your special day for anywhere from 8 to 21 hours straight (To understand this type of compensation better; imaging going that long at work without food and think how focused you would be on your job).
Also, do you really want your photographer and/or videographer and wedding coordinator and DJ gone from the venue for 1 to 2 hours in search of a meal 1 to 2 times on your special day?
First, your photographer could be gone just when a memorable moment is happening whether scheduled or naturally. It would be ashamed if they didn’t capture it because they had to leave for an hour or two throughout the day for meal breaks.
So, to ensure this doesn’t happen during your wedding or special event depending on how expensive your plates are, simple ask the reception vendor or the caterer if they have special meal options or a discount rates for vendor meals similar to what you are serving your guest.
Have the venue put a vendor table in the room or just outside if there is no space. Vendors should be eating the meal at the same time as you and your guests, vendors are usually served after the head table so that they finish along with you and can resume their roles while guests are still eating.
Once you’ve selected your above vendors give them the meal options from the venue or caterer so you don’t offer meat to a vegan/vegetarian or a type of meal that the vendor can’t eat for personal preference or health reasons as that would be a waste of your money.
Final Tidbit in Conclusion
Many couples especially brides or people who contract the services of a Wedding Planner, Event Planner or Coordinator to plan and/or execute their special day will sometimes miss-understand the dynamic between them and the planner/coordinator as being one of employer (the client) and employee (the planner/coordinator). This misinterpretation of the contracted services can sometimes have some brides or people interacting with their planner/coordinator in an abusive or demanding manner.
Now, sometimes this miss-understanding can be allowed to form by an inexperienced business wise planners/coordinators who doesn’t clearly explain to the client at the time of contracting the parameters of the relationship and how communication will be. Leaving some couples, brides or clients to interpret the parameters themselves that in the end will be to the client's advantage but to the planner/ coordinator's disadvantage.
If the bride believes communication should be daily or return calls should be within minutes but no longer than an hour, this miss-understanding could lead to demanding or abusive communication towards the planner/coordinator and unnecessary stress for all parties.
This lack of clear communication on parameters with the couple, bride or client could also lead one to overwhelming a planner/ coordinator with what I would personally call “Brain Farts”; these could be a myriad of short emails, texts and phone calls asking questions about the process, personal issues and ideals about their wedding or event, but don’t have any immediate urgency to the planning process. I think a couple, bride or client does this because they think "If I just get it out of my head right now then I don’t have to think about it again and my planner can just deal with it". Now, if that is what you prefer to do, you can but you need to remember a planner/coordinator is doing this as a business and they cannot survive financially by just being your planner.
Also an inquiry you may make could require them doing research when they are available, waiting for a reply from a vendor with your answer or waiting for a physical item to be mailed to them that will deal with your inquiry and is why they are not replying speedy with your answer. So be patient and don't take it personal as planners are working with multiple clients and they also want to get your inquiry off their to do list as soon as possible and have no interest in stalling you.
So don't be surprised if a planner/coordinator restricts the number of calls, text or emails about your planning process you can send each day or week or during the entire duration of the contract. Especially when working with sole proprietor planners/coordinators who could be working with multiple clients over your planning process as well and is why communication parameter setting has to be done so the planner can be effective with all their clients.
So depending on whether you are contracting a sole proprietor planner who is doing all the events themselves as oppose to a planner that is working in a company with multiple planners who may have a little more time to reply speedy. When dealing with a sole proprietor planner the number of events they choose to do in a calendar year could mean that they are working with dozens of clients each year and a speedy response to your email, text or phone call is more likely not to happen.
This reality could make some couples, brides or clients feel like they are not being attended to for their fee, so my advice is that you take a breath and keep that in mind before getting upset; as your planner/coordinator wants you to be happy in the end with their day of coordination or full event planning services so they would never not answer you just because, so give them at minimum a week before contacting them again with your unanswered inquiry.
What I would suggest you do that will really help your planner/ coordinator be more effective and get you clear answers to your questions and queries; as sometimes a thought or idea you had on Monday could be answered or canceled by Friday, is that you compile all your questions and thoughts into a list (compile it however works best for you, whether that is on your smart phone, tablet, computer application or in a paper notebook) then pick a day preferably Sunday or Monday too, I suggest email it to your planner/coordinator with everything you have been thinking about that week that you need their feedback or answer to; so when the planner replies they are giving you hopefully all your answers in one shot.
This will make it easier for your planner/coordinator to help you effectively but remember depending on how far out from the wedding or event date you are could find you waiting up to a week for a reply. The closer a planner is to the wedding or event day is when communication will peak as your emails, texts and phone calls will have more urgency and time sensitivity to them and they will reply faster than a couple, bride or client with a wedding or event 6 months to over a year out.
When you hire a planner/coordinator keep in mind that in addition
to a planner assisting with the planning of all or some aspects of the wedding or event; they are also being contracted to basically be you, if it was possible to split yourself in two and be the bride and coordinator on your special day.
Because it is their business and a planner/coordinator wants to impress you and your guests; know that they will go above and beyond the call of duty for their fee. Their job on the day of your event is to stay in the background quietly moving in and out, making sure all vendors execute the negotiated components of the contract you signed with them and do the problem solving for you if something goes wrong so you don’t have to think or stress about it.
Don’t forget that you are investing thousands of dollars in your special day (usually the equivalent of a down payment on a home or the full purchase price of an economy or small luxury vehicle), so vetoing a planner/coordinator and deciding without hesitation to place the burden and stress on family and friends to ensure that the day goes off without a hitch only ensures that they don’t have an enjoyable and unforgettable experience at your event.
If at the end of this article you want to budget for a planner or coordinator for your wedding, I recommend if you are not sure of your guest count that you budget for a wedding or event with 150 guests as follows: Planner: $3,000 to $20,000 (the higher end of the rate range are for very large weddings with over 400 guests and takes place over a few days or a week) Coordinator: $2000 to $3,500 Day of Coordinator: $1,250 to $2,000 (125 to 200 guests) $2,000 to $4,000 (200 to 400 guests)
Keep in mind that the numbers noted above are safe middle of the road numbers that could be a little less or more based on your requirements or the city you live in such as: New York, Toronto, Los Angeles, Chicago, Montreal, Miami, Seattle, Las Vegas, Texas, Atlanta, Vancouver, etc. (these cities could see the fees being even higher than noted) So before you decide whether or not to hire a Planner or Coordinator, you should take a moment to answer the following questions: 1) Do you have unlimited time to plan all the details, source, shortlist and interview vendors?
2) Do you feel comfortable or know how to negotiate contracts with key vendors?
3) Do you want your partner, yourself, family, friends or guests to relax and enjoy your special day? If the answer to question 1 and 2 were “No” and the answer to question 3 is “Yes”, then you need to seriously consider hiring a Planner or Coordinator. As a couple or individual today can spend over 250 hours planning all phases of their wedding or event and those hours do not include the ones spent coordinating the rehearsal and wedding day. So before you start spending thousands on your special day, first invest in hiring an Event Planner or Coordinator. They can save you a lot of money and unnecessary stress.
