How to Hire a Wedding and Event Planner
Below is a list of important steps to consider before hiring a wedding or an event planner. After planning weddings and special events since my company was started in 2003, I believe that these steps are vital to having a great experience with your event planner.
Here are our top tips when searching for the right event or wedding planner:
- Do your research and check-out their work on social media. Make sure that you have the same creative style and vibe. This is important, since your planner will most likely be giving you recommendations.
- Read their reviews online and see what their clients and associates write about them. Most people (myself included) look at reviews both good and negative and observe how an individual or company responds to the feedback. The same goes with many employers, since many companies look at a potential employee and observe their online footprint to see how they treat others.
- After you have done your research, reach-out to your favorite planners and schedule a call with them to talk about your wedding, preferred budget, lifestyle and event needs.
- Once you narrow it down to the event planners that you like, setup a Zoom call. It is very important that you and your planner are compatible. Planning a wedding takes time (it’s estimated to be at least 150 hours to plan the average wedding), and if your wedding has a lot of logistical details or it will be held at a private property, it will probably be over 200 hours to plan.
- If the Zoom call goes well, then the next step is to review a consulting proposal of services that work with your planning needs and budget.
- When you are ready to take the next step and hire the planner, make sure that you are hiring someone whom you trust, so you won’t be second guessing their recommendations and guidance.
A few years ago, I worked on a high-profile event with one of the most well-respected and sought after wedding planners in Los Angeles. She told me that it is important that both the planner and client interview each other to see if they are a fit. She said that she will do anything for her clients once she is hired (I concur), however, having the wrong connection can make everyone involved miserable. Our company is constantly evolving and we have made it our policy that we Zoom first with potential clients first before pursuing a relationship and that includes sending a proposal of our services.
Important items to communicate to your planner:
- Communicate important information with your potential planner. Do you work a lot and will you have limited time to answer their questions? Are you going to want five estimates for every line item instead of three estimates? What is the best time of day to communicate with you and how would you prefer to communicate? What is your turnaround time on getting pertinent information back to your planner? Also, ask your event planner what is his or her turnaround time for responses. How much do you want to be involved in the planning process? What is the budget range for your planner? This information will help your planner create a customized package and understand your expectations from the beginning.
- Ask for your planner’s references to see what their clients have to say about them. If you feel comfortable, ask their references if anything went wrong at their wedding or event (these are live events and there is always the risk that something can and will happen) and how the event planner handled it.
The most important thing to remember is that you communicate with your planner and let them know if something needs to be fine-tuned. Establish how often you want to talk per week to go over details.
Remember, open communication is essential for a great working relationship.
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