For Couples

How To Hire a Wedding Planner You LOVE in 4 Simple Steps

June 16, 2021

< back to blog home

You cried and screamed “Yes!” when your fiance proposed. Now the fun really begins, but before you grab the (second) bottle of champagne, you need to hire a wedding planner. I know you might have questions. Like, is it worth hiring a wedding planner if I enjoy planning?  Do wedding planners save you money? How much does a wedding planner typically cost? Typically, you'll work VERY close to your wedding planner so you definitely want to find a wedding planner that will be a good fit for you. But how do you do know if they’re a good fit? Where do you even start? Below, I cover 4 simple steps to help you choose a wedding planner that will become like a best friend to you and help you navigate the wedding planning world, one decision at a time.


Before reaching out to potential wedding planners (and ANY vendors – including the wedding venue!), make sure you decide some key points about your wedding:

  • BUDGET RANGE – Like I mention in this post, have a range for your wedding budget. DO NOT book any vendors until talking with a wedding planner first. Wedding planners can save you from making costly mistakes, and, not to mention, loads of unnecessary stress. Many couples want to book their venue first because they want to make sure their date works for the wedding planner. This is a mistake because they waste a lot of time looking at venues that ARE NOT a good fit for them or they don't know what they want and hope that the venue will “speak” to them and make the decision for them.
  • GUEST COUNTAre you dreaming of an intimate wedding or a grand affair? Both can be incredible. Before you can make ANY other decision though, you need at least a general idea of your guest count!
  • PREFERRED WEDDING DATE(S) – The reality is, after the last year we have had, 2023 and 2024 dates all have limited availability. Having more than one preferred wedding date is highly recommended. You don't want to be so set on a date you sacrifice working with a few vendors you love! Instead, just pick a time frame, like late summer.
  • GOALS / VISION FOR YOUR WEDDINGBe prepared to share your Pinterest board! You don't (and shouldn't!) have everything figured out before you reach out but I do recommend discussing your top priorities with your fiance (great food, a live band, show-stopping decor – the sky is the limit!)

Now that you have these down, how do you find your wedding planner?

1) Research Wedding Planners In Your Area

The planner for you will probably be on your preferred platform for communication. Here are some places to start:

  • TRUSTED Friends and Family – Make sure you have the same values, style, or aesthetic as they do. Choosing a planner is a very personal decision. You want someone that excels in the areas that are important for you. If they're also a designer, you want to make sure they're comfortable with the style or design your want to create.
  • Social Media Sites: Instagram or Pinterest – Pinterest isn’t actually social media, but while you’re looking up inspiration for your wedding gown, definitely look up wedding planners in your area. Use hashtags in your geographic area (or where you want to get married) to find wedding planners, such as #fingerlakesweddingplanner or #upstatenyweddingplanner.
  • Directories: Be wary of directories like The Knot and WeddingWire. While you can definitely find a planner on these sites, many of them require vendors to pay in order to be listed, so it's not always an accurate list of all the vendors out there or even the best ones.

2) Stalk Them (Just a Little)

Get to know potential candidates so you know you're making the right choice when you choose a wedding planner.

  • Check Out Their Social Media Profiles. Read what they're posting. Your perfect planner will post content that resonates with you. Do you like their personality? Their sense of humor? Their style?! You're going to be working with them a lot, so you better like them and trust them!
  • Visit Their Website. Read their “About” page and check out their portfolio. Do you like the other weddings or events they've planned? Does their website make you excited? Do they have enough experience?
  • Read Their Reviews. The most common places to find them are Google Reviews, The Knot, and Wedding Wire. What are people saying about them? And more importantly, is what they're known for important to you? For example, for some couples, a 5 star review is given to a planner that took over and did absolutely everything for them. For others, they prefer to be more involved and have an enjoyable, collaborative experience! Both are worthy of 5 stars, but it depends what YOU are looking for.
  • Listen to Their Podcast. You may not need the advice I share on my podcast “Ask the Planner” (especially if you hire me!) but listening will give you a good idea of what working with me is like, and whether or not we like/dislike the same things!

3) Talk to Them (Most will Offer Complimentary Consultations!)

Once you've narrowed down the field, send an email to 2-3 wedding planners or schedule a call to get to know them and talk to them. (Hint, hint: I make it super easy for couples to set up time to chat with me!).

How long did it take to hear back from them? Were they responsive and excited to hear from you?

When you spoke to them, did you feel like they listened to you when you spoke? Do they value what you value?

Word to the wise: we can tell if you send the same form email to 20 different people. At least find out our name from our About page if you're really interested.

And if you decide to go in a different direction, just let them know. Planners (and many other vendors) spend a lot of time putting together proposals and pricing for you. If you email them and change your mind, it's no big deal. We get it! We would much rather hear that you've found someone you love, than waste weeks following up only to find out we have been ghosted!

Wedding Blog

4) Compare Them & Choose the One That Feels Right

It’s okay to talk to more than one planner. I prefer that my couples talk to at least one more so they can feel good about their decision when they choose to work with me. At the same time, don’t talk to more than five planners (two to three is a safe number.) You will start to confuse them and, really, you don’t need to talk to that many. If after you talk to three wedding planners you don't feel confident with any of them, you can reach out to one more. You will get a good sense from their social media presence and website if you’re going to like working with them. And don't forget to read the reviews!

More than that, be careful when comparing planners and their pricing. Not all planners offer the same services. Some are less involved with you and are, therefore, less expensive. But some offer more value, resulting in a higher fee. You might even love only one planner but can’t decide which package to choose. Go with what feels right. If there are red flags, don’t move forward with them.

On the other hand, if you really like them but they’re more expensive, ask yourself: If you went with the less expensive option, what are you not getting that the more expensive option offers? Conversely, if you go with the less expensive option, are you going to wish you had spent a little more to get that level of service? What kind of experience as a customer do you want to have with your planner?

Hiring A Wedding Planner

You need to trust your wedding planner with one of the most important occasions (and investments!) of your life. When you choose a wedding planner, go with your gut and what feels right. We planners love what we do and want to help our couples have the most amazing day. A good planner will tell you if they don’t think they’re a good fit for you and will be happy to refer someone else that they think will be better suited for your needs. At the end of the day, your time is too precious to waste it on bad wedding planning decisions.

If you think you're a good fit for me, let's talk! We have a few dates open for 2023 and 2024 is booking fast!

Happy planning!

Disclosure: This page may contain affiliate links. That means I get a small commission if you purchase through this link. However, I only link to tools and products I truly love and use for myself or my clients. Thanks for contributing to my macaron fund! 

Don't forget to save this post so you can come back to it later!

Love these posts? Want more tips for a magazine-worthy wedding? Sign up here!