Questions to Ask When Hiring a Wedding Planner

(From a Nashville Wedding Photographer)

Hiring a wedding planner can completely change how your wedding day feels — but not all planners offer the same level of service. One of the biggest mistakes couples make is assuming every planner does the same thing.

As a Nashville wedding photographer, I’ve worked weddings with full-service planners, partial planners, month-of coordinators, and weddings with no planner at all. Asking the right questions before you book helps ensure expectations are clear and your wedding day runs smoothly.

Here are the most important questions to ask when hiring a wedding planner — and why each one matters.

What Level of Planning Do You Offer?

Not all planners offer the same services.

Ask if they provide:

Full-service planning
Partial planning
Month-of or day-of coordination

Understanding this upfront helps you choose the level of support you actually need rather than paying for something that doesn’t fit your situation.

How Many Weddings Do You Take On at One Time?

This affects availability and attention.

Ask:

How many weddings do you handle per weekend?
Will you be personally present on our wedding day?

You want to know whether you’re working directly with the planner you meet or if your wedding will be handed off to someone else.

Will You Be On-Site the Entire Wedding Day?

Clarify:

When they arrive
How long they stay
Whether an assistant is included

This matters more than couples realize, especially for timeline management, vendor coordination, and handling unexpected issues.

What Does Wedding Day Coordination Actually Include?

“Day-of coordination” can mean very different things.

Ask:

Do you create and manage the timeline?
Do you coordinate vendors before the wedding day?
Who handles setup, transitions, and breakdown?

Clear definitions prevent misunderstandings later.

How Do You Communicate With Vendors?

Planners often act as the main point of contact.

Ask:

Will you communicate with vendors directly?
When does that communication begin?
How do you handle timeline changes or issues?

Strong vendor communication is one of the biggest benefits of hiring a planner.

How Do You Handle Unexpected Issues?

Things will come up — weather changes, delays, missing items.

Ask:

How do you handle last-minute problems?
Can you give an example of a challenge you’ve handled before?

Experience here makes a huge difference in how calm the day feels.

Will You Help Create Our Wedding Day Timeline?

This is a big one.

Ask:

Do you create the full wedding day timeline?
Do you collaborate with the photographer and other vendors?
How flexible is the timeline on the day itself?

From a photography perspective, well-built timelines lead to smoother days and better photos.

How Involved Are You in Design and Layout?

Some planners handle logistics only, others help with design.

Ask:

Do you assist with floor plans and layouts?
Do you help with overall design decisions?
How hands-on are you visually?

Knowing this helps you understand where their role begins and ends.

Are You Familiar With Our Venue?

Venue experience matters.

Ask:

Have you worked at our venue before?
Are there logistical considerations we should know about?

Planners familiar with a venue can anticipate issues before they happen.

What Is Your Pricing Structure and Payment Schedule?

Before signing a contract, clarify:

What’s included in your fee?
When payments are due
Cancellation or change policies

Transparency here avoids stress later.

From a Photographer’s Perspective

When couples ask if hiring a planner is worth it, my honest answer is this:
weddings with planners tend to feel calmer, stay closer to schedule, and allow couples to enjoy the day more fully.

Clear communication and strong coordination make a noticeable difference — not just for vendors, but for the overall experience.

Final Thoughts

Hiring a wedding planner isn’t about adding another vendor — it’s about adding support. Asking the right questions helps ensure you choose someone who understands your priorities and can manage the details confidently.

The right planner helps protect your wedding day so you can stay present and enjoy it.

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