As a wedding planner, I am often asked about my intriguing profession.  “How does it work? What is it that you do?” And my favorite question: “Only celebrities can afford a wedding planner, right?” (Not true!) Over the years I have come up with some thoughts on this topic that might answer some questions for those out there asking these same questions.

First, a little on what a wedding planner can do for you:

A wedding planner can provide you with invaluable advice, professional experience and guidance as you put together the elements of one of the most important events in your lives.  Wedding planners know the service providers available and have working knowledge of who will best suit your needs and budget and style when it comes to photography, music, food, location, décor, rentals, transportation and flowers.  This knowledge of the industry’s good, better and best out there will save you hours of research, meetings, phone calls, e-mails, money and time spent to uncover who will be able to deliver your vision and fit your budget.

A great wedding planner will enable you to enjoy the planning process by guiding your decision making according to a timeline and helping you stay focused on the big picture while attending to all of the logistical details and design elements that go into creating a perfect event.  They will make sure you are able to focus and spend time on the wedding elements that really excite you, and support you as you tackle the not so enjoyable tasks. (Creating a seating chart for example) The savvy and knowledgeable planner will provide you with options and information as they guide you on the wedding planning journey, ensuring you make educated and informed decisions along the way.

Some thoughts and questions to ask yourself as you choose which planners to talk with-and I do suggest you at least talk to a few.

Do I have a general idea of the style of wedding I want?

Do I know my budget- the amount our families can contribute as well?

Do I have a realistic idea of the number of guests being invited? Am I able and willing to reduce this number should my overall budget dictate it?

Do I know the weekly amount of time I can realistically dedicate to or participate in the planning?

What are the 3 most important elements of the wedding for us?

Once you have considered the above points, schedule meetings with a few planners, you have done some homework on, either in person or over the phone.  As you talk with each prospective planner, consider these things:

1. Be prepared to communicate your likes and dislikes, bring pictures, magazines, etc. to convey your wedding vision.
2. Be open about your total budget-be clear on who is contributing financially and how much, this is the foundation of all that will happen going forward.

As you speak with each prospective planner think of these points:

1. Does the planner offer ideas and recommend creative solutions?
2. Note the planner’s style and presentation, does their style and personality reflect your own?
3. Do you have a rapport with the planner- do you feel comfortable with them? Can you imagine having this person in your life on a sometimes daily basis for   months, or a year or more, through your engagement?
4. Does the planner listen to your needs and exhibit enthusiasm for your event?
5. Check the planner’s references, are past clients happy?
6. Discuss the planner’s rates.  How and when will payments be due, and for what amounts? Some planners charge a percentage of the total wedding cost, some charge hourly fees, others charge a flat rate.  Spend some time discussing this and make sure you ask any questions you have, until you feel you are clear on this portion.  Some planners offer a combination of services, ranging from hourly  consultation to full event planning and design, others offer only full planning services.  Ask which services the planner thinks would best suit your needs.  Do you agree?
7. Ask what the process will look like, what are the next steps in the process, should you decide to hire them?

So, how do you know when you have found the ONE?  It will feel much like when you knew the person you are about to marry was the one.  You will just know.  It will just feel right.  Really.

Once you have booked the ONE, here are some inside pieces of advice on the process as you start planning:

1. Follow the lead of your planner when prompted to make key decisions relating to vendors, they will keep you on track with your planning timeline
2. Be prepared to listen to the recommendations of the planner, they have experience and inside working knowledge of how things will work best, and they know which things to avoid, if you have questions, ask them.
3. Prioritize your top 3 areas of focus for the wedding: is food the most important element to you?  What is second and third?  Photography and music?  Or is it décor and location?  Having the key wedding elements prioritized prior to planning can ensure your budget is allocated in alignment with these priorities.
4. Once you have made a key decision, don’t change your mind.  Make thoughtful and rational choices and stick to the plan.  Changing details creates more expense, time and work for everyone involved.  Make sure that you choose things you really love and feel good about initially, then once you have decided on your flowers, food, colors, etc., don’t continue to look at pictures in magazines, read wedding blogs, etc. searching for ideas-you will inevitably find a picture of something you think you like more than what you have already chosen.  Trust your first instinct and don’t choose something unless you feel confident about it.  Discuss your points of indecision with your planner they will guide you to the right decision.
5. Having said that-be prepared to choose your battles.  A venue that you love may have restrictions that you don’t.  Is the venue location worth having to end your reception by 9 in the evening?  Maybe it is.  If so, it is always worth asking for an extension, but if the final answer is “no”, then be prepared to work with that.
6. Obvious, but worth mentioning: Be kind, be polite and be friendly.  Treating vendors with respect and trusting their professional talent to do what they do best is simply good manners.

Any questions answered, anything demystified?  Best wishes on your planning journey!

Expert advice from Meagan Gilpatrick of Maine Seasons Events