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How to choose the right wedding planner: The Ultimate Guide

Do I really need a Wedding Planner?

This question might arise in your head and that’s completely normal because many people don’t even hire them for many different reasons. 

Maybe you’re the one who has some pre-plans for the organization of the wedding or maybe you don’t want to spend your money on a wedding planner.

Well, this article will help you in deciding whether you need a wedding planner or not. Also, this article will tell you what you can expect from a wedding planner.

Blog Structure:

What is their job and how do they work?

As the name suggests Wedding Planner is the one who plans the wedding for you with your suggestions, specific needs as input.  

Be it Food, Attire, Music, Venues or Timeline of the wedding, a wedding planner does it all for you. You just have to give instructions and he/she will manage it accordingly.

But they are too expensive, right?

The answer is, yes, their fee might seem to add up to your budget but their experience in this field can really help you in reducing the budget and cut down the extra items.

Moreover, they might have links with the Hotel managers and Vendors, and they can help you in getting extra discounts.

So, let me tell you how wedding planners exactly work:

  1. Whenever you approach them, he’ll have different packages at different price ranges.
  2. You’ll need to choose any package as per your desires.
  3. According to the Package, he’ll ask you questions, to know your choices.
  4. Based on your choices he’ll research and again ask you to choose from a set of options.
  5. Then he’ll set-up the budget for you and confirm the booking.

This was just an overview and some basic steps of how a wedding planner works. A wedding can save a huge amount of time for you which you can invest in enjoying the wedding.

Now let me make the picture clear, What exactly does a wedding planner do at a wedding?

  • Decoration & stuff
  • Hospitality management
  • Setting up realistic budgets
  • Managing pre-wedding events
  • Wedding collaterals
  • Menu design & Catering management
  • Setting up a wedding time table
  • Approaching Photographers and Videographers
  • Wedding entertainment
  • Managing Gifts and stuff
  • Setting up the Online Presence

Tip: If you’re thinking of hiring one then hire him/her at least one year before the wedding because venues are often booked over a year in advance and he’ll have to manage all that.

How to choose the right Wedding Planner?

1. Ask your Friends and Relatives

Ask your friends and family members for recommendations, use your social media connections and by the end of this, you’ll have a list of quality wedding planners in hand.

Tip: You can also take suggestions from vendors, Hotel managers, etc. 

2. Research Online

Research for Wedding Planners online, check out their Portfolio and Website, check out their social media, see who they’ve worked with.

Has their work been published in any blogs or magazines?

Do they have an authorised Brand?

If yes then chances are high that they are professionals and experienced with their work.

Try to look out for locals wedding planners first, as they’ll be more affordable and the travelling expenses will be minimised.

3. Fix a Meeting

I’m assuming by now you’ve made your choice and thoroughly examined their work online. 

Now, before booking try to fix an in-person meeting which would give you a better understanding of his/her personality.

Ask some questions (some of them are listed below), listen carefully to his/her answers and you’ll get a better overview of the person.

By the end of the meeting, you must be sure that your personalities sync and you’re all ready to work together.

4. Sign the Contract

Before signing the contract, carefully read the contract. I know it’s kinda boring to read out so many pages of the contract.

But it’s a very crucial step to know what services they are providing, budget, back-up plans, etc.

Take some friend/relative with you and ask him to read it out one more time after you’re done so that you don’t miss any particular detail at all.

Questions to ask from a Wedding Planner

Asking Questions and Doubts is very important to know the personality of a person. In this case, the context of the questions should be about his profession which is Wedding Planning.

I’ve listed below some questions you can directly ask him and I would love to hear from you if you’ve some better ones, let me know in the comments below.

1. “How many weddings have you planned?” or “How many similar projects have you worked on?”

This is one of the first questions you should ask. You’ll get to know about his experience in his field and what type of weddings he/she has planned.

Tip:Ask him about his past projects with the same budget as yours.

2. What is your fee?

Asking this question in the very beginning is very important, there’s no point of discussion and wasting time if he/she is out of your budget.

3. Do you have a team?

Ask him about the team, if the wedding is not too big then chances are he might not need his team or assistants. 

If he has a team ask him if you should be contacting them and how to contact them.

4. How many projects do you take annually?

The answer to this question will help you get to know how busy this person is. I suggest not to go for one with a high frequency of projects.

Some choose to only work with one client at a time while some work with multiple if you’re planning something special, find someone who works with one client at a time.

5. Do you have any preferred vendors?

You’ll find the majority of wedding planners with a list of preferred vendors, that is the ones they trust and they’ve worked with. 

If they have a long list then chances are that they can get you higher discounts and cheap deals.

6. Can you help us stay on Budget?

This question will let you know if your planner can save money for you or not. The answer to this question must be “yes”.

7. How do you communicate with clients?

You’ll need to contact the planner many times after signing the contract, ask him how you should contact them by email, texts, phone call, etc.

8. Do you have any backup plans in case of an emergency?

The answer to this question must be a big “yes”, in case something goes wrong, for example, whether he should have a backup for that and he’ll be the one handling the situation at the time of emergency.

Questions a wedding planner should ask

1. What’s your budget and how many people are you inviting?

This is a very basic question and a question to be asked in the very beginning. Your budget would totally depend on the number of people you’re inviting.

2. Do you have any preferred vendors?

As I mentioned above most of the wedding planners have a list of their preferred vendors they have worked with. If you have some specific choice then he’ll have to work with that.

3. How involved do you expect a wedding planner to be?

Well, this is an important question, you may not want him/her to show presence in some family events and you can directly tell him that.

Make it clear what you expect from him and if you want him to focus on the detail of each event or not.

4. Is there anything you can’t negotiate at all?

A professional wedding planner must ask the things which are non-negotiable for you. It can be some preferred venue, cuisine, etc.

5. Do you have any Dream Venue?

He/She should ask if you have any specific choice of venue if your answer is “yes” then some other related questions should be asked.

How much Wedding Planners charge in India?

Well, in India wedding Planners can charge in the range of Rs 1 lakh to 10+ lakh. The fee depends on their popularity, professionalism and additional services.

And this is just the fee or service charges, this doesn’t include your wedding decor, catering or anything else. He/She will manage and you are supposed to pay for all this.

On an average 8-15% of your wedding budget will be consumed by a wedding planner. Some of them charge hourly while others have fixed packages.

In case you’re planning for a destination wedding then the travelling cost would add up to your budget if he/she is having a team you will have to pay for their travelling expenses too.

Top Wedding planners in India

1. Shaadi Squad

They are the one who managed Virat Kohli and Anushka Sharma’s wedding decor, I don’t think I need to say anything else about them.

They are experts and they know very well how to make an event outstanding.

Contact them:

2. The Wedding Design Company

If you’re planning for something huge then this is the one for you, they are professional in designing those fat Indian weddings.

They can seriously make your dream wedding come true. So, if you’re planning big you’re at the right place.

Contact them:

3. Divya Vithika

I don’t think you can find anyone better than them who could promise you a wedding fully stuffed with style and glamour.

Well, the question is obvious, WHY?

The name of the company says it all, which is run by the two former Miss India Winners, Divya and Vithika!

Contact them:

4. Ankit Bhargava

Well, if you’re planning your wedding in Goa, Kerala or Rajasthan no one can beat them. They are not just experts in their work but they assure you a memorable experience as well.

Contact them:

5. Memorable Indian Weddings

What is special about them is that they always try to make something which resonates with the couple and reflects your personality.

Contact them:

I know most of us don’t want the travelling expenses to add up to the budget. So, the best idea to overcome this is to look for some local expertise.

Wedding planners near me


  • Wedding planner acts as a manager for you at a wedding.
  • From catering to booking a venue, he’ll manage it all for you.
  • Ask your friends, research online, ask vendors to get recommendations.
  • On average wedding planners charge in the range of 1 to 10+ lakh in India.

I hope you liked the article and it was helpful for you, I would love to know in the comment section below, any recommendations or you can share your experience with wedding planners. 

Were they helpful?

prithal bhardwaj

4 thoughts on “How to choose the right wedding planner: The Ultimate Guide

  1. A wedding day is the most important day in everyone’s life. Choosing the best and right wedding planner becomes the most important task. The points that you mentioned in the article will help us select the best wedding planner for us. Thank you for sharing it with us.

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