What does a wedding planner actually do and how do we choose the right one?
I cannot begin to tell you how many times I have gotten the question: “oh, so you are a wedding planner - what do you actually do?”.
And sure, it’s one thing to get it from people I meet that are outside of the industry but it happens that clients come up as well - asking the same question.
So, to have somewhere to refer them - we have now written this wonderful post to explain further, but also to give you an understanding of how you can choose the right wedding planner for your wedding!
Planning a wedding is an exciting yet complex journey, filled with countless details to manage. Many couples quickly realise that hiring a professional wedding planner can be a game-changer, allowing them to enjoy the process while ensuring a seamless, stress-free experience. But what exactly does a wedding planner do, and how do you choose the right one for your big day?
The role of a wedding planner
A wedding planner is much more than just a coordinator; they are your guide, advocate, and creative partner throughout the planning process.
Here are some key ways they help:
1. Developing your wedding vision
Beyond logistics, wedding planners help shape the aesthetic and ambiance of your wedding. They assist with:
Creating a cohesive design concept
Selecting color palettes and decor elements
Coordinating rentals, lighting, and floral arrangements
Ensuring all design elements flow beautifully throughout the event
If your planner does not specialise in design, they will likely connect you with a wedding or event stylist to bring your vision to life.
2. Managing logistics & coordination
From booking vendors to ensuring everything runs smoothly on the wedding day, planners take care of:
Scheduling and attending vendor meetings
Negotiating contracts and pricing
Organising transportation and accommodation for guests
Overseeing timelines and deadlines
3. Handling budget & finances
Planners keep your finances on track by:
Helping you set a realistic budget
Tracking expenses and payment schedules
Advising on cost-effective alternatives to maximize your budget
4. Mediating family dynamics
Weddings can bring out heightened emotions, and a wedding planner often steps in to mediate tricky family situations, ensuring that everyone feels heard and valued.
5. Navigating wedding etiquette
Your planner can guide you through:
Invitation wording and guest list dilemmas
Seating arrangements
Traditional and modern etiquette questions
6. Managing wedding day operations
On the big day, your planner is there to:
Oversee vendor setup and execution
Keep the timeline on track
Ensure that you and your guests have an amazing experience without any stress
How to choose the right Wedding Planner?
With so many wedding planners offering different services and specialties, finding the right fit is crucial.
Here’s my top tips on what to consider:
1. Define your needs
Decide what level of assistance you require. Do you need full-service planning, month-of coordination, or just design guidance?
For example, we offer Planning Sessions throughout the planning journey where you get guidance and support.
2. Review the planner’s portfolio and experience
Look for:
Past weddings that align with your vision
A strong online presence with testimonials and reviews - but remember that many followers does not equal talent or experience
Experience working with venues and vendors in your desired location
3. Ask the right questions
When interviewing potential planners, ask:
What services do you offer?
How involved in the planning will/can you be?
Do you work with fixed prices or percentages, and what costs will be added on top?
How do you handle unexpected issues on the wedding day?
Do you have preferred vendors or work with specific budgets?
4. Assess their communication style
Your wedding planner should be someone you feel comfortable with and trust.
Make sure they:
Are responsive and organised in a way you like
Listen to your vision and needs - not trying to convince you of their own
Offer solutions tailored to your preferences, needs and requirements
5. Consider their location and network
If you’re getting married in Sweden, Norway, or Denmark, you might want a planner with strong connections in the region.
Check out our list of the top wedding planners in Scandinavia.
A wedding planner is your greatest ally in bringing your dream wedding to life while keeping stress to a minimum. Whether you’re looking for a full-service planner or a day-of coordinator, taking the time to find the right professional will ensure an unforgettable experience.
Need help finding the perfect planner? Explore our curated list of the best wedding planners in Sweden, Norway, and Denmark [insert link]
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KAROLINA WAHLMAN
I believe in creating natural and intimate celebrations that are as personal as they are beautiful.
We will work together, you will share your story and I will guide you through the fantastic planning journey in a kind and professional manner.
