Rerun: Tips on Hiring a Wedding Coordinator

Jan 3, 2011 | Budget Planning, Day-of Coordinating, wedding planning, Weddings

Let me sweat the details so you don't have to. Courtesy of sprungphoto.com.

Happy New Year!  I’ve run this one before, but I updated it a little and I hope it is still helpful!

If you have plans to get married this year, you are probably thinking–right about now–about hiring a wedding planner or a day-of wedding coordinator. If you’re getting married this year and are not thinking about any such thing, may I recommend that you do so before the best planners get booked up for the summer and fall seasons?

It’s not too difficult to hire a day-of coordinator. You will actually come up with more choices if you do an internet search for “wedding planner,” rather than “day-of wedding coordinator.” Any wedding planner worth her pay is also a day-of coordinator.

Once you have found a handful of prospects, it’s time to interview them. You can start with an e-mail, of course, but I don’t recommend that you hire anyone until you have met them in person. Sometimes this is impractical, of course, especially if you live in a different city from the one you are planning to marry in. In that case, be sure to have a detailed telephone conversation before signing a contract. Some of the things you may want to consider are: the planner’s experience and expertise; the planner’s personality and how it fits with yours; the kinds of ideas she or he can bring to the table; the fee charged and what you will get for what you pay.

Don’t necessarily think that the lowest price is the best deal. As with any vendor, you get what you pay for. Sometimes the person with the lowest price is the best one for the job, but other times someone with a very low price may not offer as many important services as someone who charges a little more. Get enough information on the services included in the fee so that you can tell the difference. Find out what the price range is by asking several coordinators. You don’t have to hire the most expensive one, but you will probably find one in the middle of the price range who has all the characteristics you want.

Before you hire, get references. Don’t just get names and phone numbers or e-mail addresses. Call those people or e-mail them and ask them questions about their experience with the coordinator. Ask them if they would recommend the person. Ask them if they think they got value for their money. Ask if there were any unresolved problems.

Finally, don’t pay anything until you have a signed contract with the coordinator. (This is actually good advice for hiring any vendor.) The coordinator will probably send you a contract, but don’t assume that this is a “take it or leave it” proposition. All contracts are negotiable. If there is a clause you think needs to be in the contract, ask to have it added. If you don’t like something, ask if it can be removed. You may have to give something in return, but it is always worth a try. Don’t be intimidated by legalese. If there’s anything you don’t understand, ask to have it clarified. And only sign the contract once you are sure you understand everything and agree with it. It takes some work, but it is always worth while to have a good contract in place. It protects both parties.

And once you have hired a wedding coordinator, keep them informed of your decisions. If they ask for information, get it to them as soon as possible. They are looking out for your best interests and need to know what you want and what you are doing so they can take care of all the details while you are busy getting married and enjoying yourself.