8 Steps to Selecting a Wedding Coordinator

Before you look for a wedding planner or venue, follow these steps to be sure you select the right person or team.

8 Steps to Selecting a Wedding Coordinator

The time you spend planning your wedding can be one of the most fun, exciting journeys for you and your soon-to-be spouse. But all too often, it can be overwhelming, stressful, and can even lead to tension with your fiance, family, and friends. That’s the last thing you need.

One of the best ways to reduce stress is to enlist the help of an expert. Experienced wedding planners can be a tremendous support to you throughout the process, helping you manage all the details. But before you worry and consider taking out a wedding loan, you should know that hiring a wedding planner doesn’t have to break the bank. But where should you start?

To help answer this and many other questions you might have about planning your wedding, we put together this list of eight steps to take before hiring a wedding planner. 

1 - Be realistic about the time you have.

Planning a wedding can be a lot of work if you have to do it all on your own. Have a big project for work coming up for several months? Travel a lot for your job? Have a pile of unfinished DIY projects? Don’t have time to call around renting tables and chairs, finding a caterer, sourcing wedding flowers, securing a bartender, and so on? If that sounds overwhelming, it’s ok.  You’re don’t have to go it alone. There are three main types of wedding coordination services:

  • Full-service planning to manage all your event details, including day-of coordination
  • Selection support to help you choose a venue and/or vendors
  • Day of wedding directing and logistics coordination only

These days we’re busier than ever before. To get started, consider how much time you will have to plan your event and how much you can (and want to) realistically do on your own. From there, you will begin to see how much support you will need from a wedding planner. 

2 - Consider an all-inclusive wedding package.

One of the best ways to eliminate stress and get the support you need is to choose an all-inclusive wedding package. An all-inclusive or full-service wedding package includes your venue for the reception and sometimes the ceremony, tables, linens, place settings, and catering. 

Some packages, such as those at Twin Creeks Events, will even include in-house wedding planning and day-of coordination, optional services for floral arrangements, cakes, photography and videography, hair and makeup, as well as luxury bridal accommodations before and after the wedding. All of which will save you hours of time and energy securing on your own. And, it’s worth noting that choosing an all-inclusive wedding package can also save you significantly in additional costs associated with rental fees, deposits, delivery fees, and so on.  

Selecting a wedding venue with an onsite wedding planner can also be a terrific idea because the planner is an expert about weddings at this venue. That means they will have unique insights from previous events, and the planner, staff, and any recommended vendors work together regularly to create a flawless wedding for you.

3 - Make a brief list of your wedding must-haves. 

Take a few minutes to dream about your big day. No problem, right? Estimate a ballpark number of ceremony and reception guests, bridal party members, potential wedding dates, any ideas about the type of ceremony you want to have, or the overall vibe you’re hoping to achieve - if known. Consider whether you have somewhere specific in mind, such as a home church, where you’d like to hold the ceremony. Thinking about a few must-haves ahead of time will help you prepare for a productive meeting with a prospective wedding planner or venue. 

4 - Do your research. 

Now that you’ve got somewhat of a picture in your mind for your special day, you’re ready to find a partner to begin the process. Research local planners or look into wedding venues that you’re interested in to see if they have onsite planners you could meet. Check websites, reviews, social media, or get recommendations from friends or family to help in the search. 

5 - Schedule a wedding consultation.

Now it’s time to schedule your meeting. A great wedding planner will ask questions to understand what you have in mind for your perfect day. Once you share a few ideas about the wedding experience you’re hoping for, a professional planner will be able to explain how they can make your dream a reality and what you can expect working with them. 

For example, at Twin Creeks, you’ll be treated to a private tour to view the ceremony and reception sites, grounds, and accommodation offerings, during which our wedding planner, Cindy, will share some of her ideas about designing your fairy-tale-worthy wedding.  

6 - Ask the right questions.

Make sure during your wedding consultation that you get clarity on what you can expect throughout the process to make sure that you’re comfortable and understand your next steps. Some great questions to get started are:

  • How often will we meet during the planning phase?
  • Will someone be onsite the day of the ceremony to direct the wedding and coordinate with vendors? What time will they arrive/depart?
  • Do you have a list of preferred vendors? Am I required to use one of these, or can I source my own?
  • How will payment of you and vendors take place?
  • What kind of support/suggestions do you offer for my out-of-town guests?
  • How would we handle inclement weather?
  • What are the pros and cons of my potential wedding date that I should consider (e.g., weather, lighting, local events, travel, etc.)?
  • What haven’t I thought of yet? 

7 - Trust your instincts.

Your meeting with a prospective wedding planner is an opportunity to learn about their experience and qualifications. Perhaps more importantly, though, you’ll be able to get a feel for their communication style, personality, and how passionate they are about designing your dream wedding. Take note of how comfortable and supported you feel during the interview and how well the planner understands your needs. Then choose a wedding planner whose style fits you and your fiancé best. 

8 - Enjoy every moment.

This time will go by fast, so remember to slow down and enjoy it. Trust the events team you hire, and rest easy knowing you have a professional there whose passion is to bring your magical moment to life. Congratulations, and best wishes for a long, happy marriage. We’re so excited for you.

Let us help! Schedule your wedding consultation with our Twin Creeks wedding planner, Cindy Stephens, today.

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