What this vendor does
Coordinates planning scope, budgets, vendors, timelines and event execution according to the contracted service level.
Typical planning timeline
Questions to ask before booking
- What decisions and tasks are included or excluded?
- How are vendor recommendations and financial relationships disclosed?
- Who attends each event and for how many hours?
- How are budgets, approvals and payments documented?
- What backup and escalation process applies?
Budget considerations
Compare full planning, partial planning and event coordination; include team size, travel, communication, procurement fees, markups and overtime.
Contract checklist
- Legal or trading name and current contact details
- Exact events, locations, dates and service hours
- Named lead, staffing and subcontracting terms
- Itemised deliverables, quantities and exclusions
- Fees, taxes, deposits, payment dates and receipts
- Overtime, travel, meals, power and access requirements
- Postponement, cancellation, substitution and refund terms
- Delivery, damage, liability and usage rights where relevant
Warning signs
- Control of payments without transparent records
- Undisclosed vendor commissions
- No named event team or responsibility matrix
Comparison checklist
| Approach | Planning consideration |
|---|---|
| Full planning | Strategy through execution |
| Partial planning | Support for selected workstreams |
| Month-of coordination | Final handover and event logistics |
| Event-day coordination | Execution only; needs complete prior plan |
Practical tips
- Ask for complete work or service examples comparable to your scale.
- Give cultural and ceremony notes directly; do not expect the vendor to define family traditions.
- Keep one written decision log and confirm price-changing requests.
- Assign one event-day contact who is not the couple.
Printable booking check
Before paying a deposit
Helpful answers
Frequently asked questions
When should we book a wedding planner?
A useful planning target is 10–18 months before for full planning, but availability depends on location, season, scale and complexity. Compare written scopes before paying.
How many quotations should we compare?
Compare enough written proposals to understand scope and market differences. Use the same event details and inclusions so the comparison is meaningful.
What should be written into the contract?
Record dates, locations, hours, named services, quantities, staffing, fees, taxes, payment dates, overtime, cancellation, postponement, substitutions and delivery obligations.
Is this a vendor recommendation?
No. ShaadiGuide does not list, rank or endorse businesses. This page is educational preparation for your own checks and decisions.