One sheet of questions that separates a hands-on coordinator from a passive consultant before you sign.
Questions to ask wedding planner, in brief
Start with the scope of services: ask for a written list of everything the planner handles versus what stays on your to-do list. Confirm how many hours of in-person support are included for the rehearsal, the ceremony, and the reception, because the same job title can mean wildly different amounts of face time. Ask for a copy of their standard contract so you can see cancellation terms, payment schedules, and exactly which vendor relationships they manage versus ones they merely recommend. The goal is not to find a planner you like, but to find one whose working style matches the level of involvement you actually want.
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The checklist
The checklist
- Request a written scope of services and compare it to your personal to-do list to spot gaps.
- Ask for the exact number of hours the planner will be present on the rehearsal day, ceremony day, and reception day.
- Confirm whether the planner will attend vendor walk-throughs or if that is billed as a separate service.
- Ask for a list of vendors the planner has worked with in the last year and whether they receive any referral fees.
- Review the contract for the cancellation policy, payment schedule, and what happens if the planner is unavailable on your date.
- Request a sample timeline from a previous client to see how the planner structures the day.
How to use it
Take the list to the conversation, not to a notebook afterwards. Each item is phrased as something you can ask for in writing.
Decide these before you send it
- How many weddings will you be coordinating on the same weekend as mine?
- Do you require me to use a minimum number of vendors from your preferred list to receive your full services?
- How many hours of in-person management do you guarantee for the ceremony and reception, and is that separate from setup hours?
- What is the specific process if you are unable to work on my wedding day and what qualifications does your backup have?
- Can you provide a detailed timeline from a recent wedding you coordinated so I can see exactly how you structure the day?
What each answer changes
| What to compare | What to ask for | The decision it changes |
|---|---|---|
| Scope of services | Ask for a list of every task the planner handles and every task you must handle yourself; get it in writing. | Whether you pay for full coordination or partial consulting |
| On-site hours included | Ask for the guaranteed number of hours the planner will be physically present on the rehearsal day, ceremony day, and reception day. | Whether the fee reflects actual work hours or a flat rate that may cap availability |
| Vendor relationships | Ask how many of the planner's recommended vendors they have worked with on more than one event and whether they have a written agreement with any of them. | Whether you get the planner's network of trusted vendors or a generic referral list |
| Referral fees and commissions | Ask in writing whether the planner receives any commission, kickback, or discounted service from any vendor they recommend to you. | Whether the planner's recommendations are financially neutral or incentivized |
| Contingency plan for planner availability | Ask what happens if the planner is sick, double-booked, or otherwise unavailable on your wedding day and get the backup plan in the contract. | Whether you can trust the planner to be available on your date without a backup |
A worked example you can copy
Building a total from quoted lines at 140 guests
- Start with the fixed costs you have been quoted: $7,500.00.
- Add other per-guest costs at 140 guests: $2,100.00.
- Add food and beverage at 140 guests: $11,200.00.
- Apply the service charge to the food-and-beverage line only: $2,464.00.
- Total at 140 guests: $23,264.00.
- Re-run it at 115 guests: $22,249.00, a difference of $1,015.00.
| Line | Amount |
|---|---|
| Fixed costs | $7,500.00 |
| Other per-guest costs | $2,100.00 |
| Food and beverage | $11,200.00 |
| Service charge | $2,464.00 |
| Total at 140 guests | $23,264.00 |
| Total at 115 guests | $22,249.00 |
| Difference | $1,015.00 |
Common questions to ask wedding planner mistakes
These are the failure modes that cost real money or real time. Each one is avoidable if you catch it before you sign.
Watch for
- Assuming that a planner's preferred vendor list means the vendors are vetted on pricing or quality; confirm the vendor's reputation separately, not through the planner.
- Signing a contract before seeing a sample timeline from a real wedding the planner ran, which is the only way to verify they know how to fit a ceremony, cocktail hour, and reception into a single day.
- Overlooking the clause that says the planner is not responsible for vendor delays or no-shows; ask separately how they handle a vendor who arrives late or does not arrive at all.
Questions to ask wedding planner FAQ
How do I know if I need a full-service planner or a day-of coordinator?
That depends on whether you need a full-service planner who builds the event from scratch or a month-of coordinator who takes over your existing bookings. Ask each candidate for a written scope of services so you can compare exactly what they do and what stays on your list.
Should I hire a planner who has worked at my venue before?
You want a planner who has worked with your venue before and can confirm specific load-in times, vendor meal requirements, and layout restrictions. Ask for the names of venues they have coordinated at in the past year and then call those venues to verify.
How do I know if a planner is steering me toward vendors that pay them a commission?
Many planners receive referral fees from vendors, which can mean their recommendations are not purely based on your needs. Ask each planner in writing whether they receive any commission or kickback from vendors they suggest and decide if you want a planner who avoids those arrangements.
Your next decision
Once you have the questions answered, turn to the contract review checklist and the guide on comparing planner fee structures.
