WHAT DOES A WEDDING PLANNER REALLY DO?

READ THIS BEFORE HIRING A WEDDING PLANNER!!

How Long Does It Take To Plan A Wedding?

Planning a wedding! How difficult can it be? Just fill your day with the people you love in a place you love and add details that everyone will love! Sounds easy right? Well in reality it’s not so simple! Weddings are exhilarating, emotional and exhausting and it takes approximately 300-500 hours to plan a wedding in a period of 9-18 months! Do you really have the time to plan your own wedding?

Why Hire A Wedding Planner?

Being a wedding planner is not all cake & confetti, however it is a privilege to work with couples on one of the most important days in their life. I love being part of a day that celebrates love and happiness, family and unity! Hiring a wedding planner may seem like a big investment, but imagine the relief you will feel knowing you have an expert to manage the planning process, help you make informed decisions, keep track of the hundreds of details, attend vendor consultations with you, or in your place and then pull everything together into a perfectly coordinated wedding day. Between finding the perfect venue, coordinating the caterers, choosing the right photographer, organizing the flowers and styling, and keeping costs within your budget, they will keep on top of all those tasks.

You don’t want to spend your entire engagement trying to navigate all the moving parts of wedding planning, fussing over details and sending countless emails to vendors when you could be enjoying this precious time with your fiancé(e)! You can have peace of mind knowing that you have somebody not just to keep things moving and flowing on the day but also to handle any emergencies that may arise! Put your trust in a wedding planner and they will bring your vision to life!

Wedding planner in Budapest with bouquet

Wedding Planning Packages

Different wedding planners will provide different degrees of wedding planning services and handle the process in their own unique ways. Many planners offer a choice of packages ranging from full or partial planning to wedding design or month of coordination. You may not realise the extent of wedding planner duties, so I have listed them below. I provide most of these services and you will find that other wedding planners will offer variations and combinations of them, depending on the wedding package you choose.

Before Contacting A Wedding Planner

It’s important to know your estimated budget, approximate date, guest count and your desired venue or at least the style of venue you wish before contacting a wedding planner. They won’t be able to give you an accurate quote for any wedding planning packages without knowing these details. For a more detailed list of questions that a wedding planner will probably ask check 30 Wedding Planning Questions For Engaged Couples.

Get To Know Your Wedding Planner

I like to have an initial get-to-know-you personal meeting or video chat so that I can learn more about the couple and to discuss all aspects of your wedding. It’s important that we are on the same page before signing any contract. There will be so much communication involved between you and your wedding planner throughout the planning process, it’s imperative that you get each other!

What Does A Wedding Planner Do For You?

wedding-timeline-template-wedding-planner-duties — Wedding Timeline Discussion

Budget Projection

You may discover that your wedding expectations are misaligned with your budget, however your wedding planner can set you straight. Once you’ve discussed all the details, your wedding planner can breakdown the wedding costs and create a detailed wedding projection for you. They will set you straight on all the hidden costs and do their best to get you the best value for your financial resources.

Help With Wedding Venue Selection

Wedding planners spend hours researching, coordinating, list-making, and visiting all the best venues so that you don’t have to. They will provide a shortlist of venue recommendations that fit your style, budget and location. The amount depends on your agreement. They will accompany you on the tours of these venues or provide virtual tours by the way of live video call or prerecorded video. During the planning process they work with your venue to coordinate logistics and all details related to the venue.

Wedding stationery flat lay by Margo and Bees — Wedding Stationery by Margo and Bees

Design & Distribute Wedding Invitations

Some wedding planners will assist with printing your invitation suite, send out your Save The Dates and invites and deal with RSVP’s. As I deal with couples from abroad, logistically it is better if they do this themselves or hire a professional living close to them for this part of the wedding planning process!

Create A Wedding Timeline

They will assist you in the development of the wedding day itinerary and create a detailed wedding timeline and floor plan for the the contracted vendors. They are the point of contact for your team of wedding professionals. They will communicate all your requests to them, provide them with the schedule and answer any questions they may have.

A wedding planner will assist you and guide you with your timeline of events for the day. Once you are happy with it they will create a timeline for the vendors, coordinate with your venue and make sure everyone arrives in plenty of time, ensuring everything gets completed in time.

Provide Wedding Dress Shopping Assistance

On the wedding day, everything will be coordinated and set-up without the need for your presence. Each vendor from the florist to the furniture rental agency will know where and when they should set-up.

Your wedding planner will do her best to ensure that the set up will be seamless and out of view of your guests ( venue permitting ). My biggest pet peeve is when I am a guest at a wedding and I witness the setup, it’s like sitting in your seat at the theatre and being able to see a performer standing in the wings side stage before it’s their time to enter. I always try to ensure that the guests only experience the finished product, not the process!

The wedding planner will oversee all the main events of the day to ensure that everything runs smoothly and that the couple and their guests are having the best experience possible!

Recommend Vendors & Wedding Creatives

Wedding planners offer recommendations for every possible wedding professional you should need, from catering companies to photographers to makeup artists and florists and everything in between.

They liaise between the couple and the wedding vendors/creatives before you book them and after, answer any questions you may have about their process and vice versa by answering their questions about your desires and timeline. They negotiate the fees and ensure they are getting the best deal. Your wedding planner will work with your selected vendors to obtain the contracts, they will review them and check that all details are correct before forwarding to you for signage.

During the planning process they will continue to work with your selected vendors to answer any questions and coordinate all necessary logistics and details.

Florist giving wedding bouquet to wedding planner

Wedding Styling & Design

When couples hear “wedding planner” they immediately think of coordination and logistics. However, even more than that, a lot of wedding planners offer design services to accompany their full-service wedding planning duties, advising and assisting in the styling of the wedding, if the couple requests it.

Wedding planners will create floor plans, mood boards, colour palettes and choose all the visuals such as flowers, furniture, draping and lighting. They will design your table decor, style your ceremony aisle and any backgrounds that need to be visually enhanced. They ensure the overall aesthetic carries throughout the event.

Coordinate A Design Mock-up

A wedding planner will schedule, coordinate and attend a mock-up of your table decor and/or any other elements. It’s advisable to do a mock-up if you are not sure about any details, from colours to floral combinations. What is a wedding mock-up you might ask? Well instead of just seeing images of the table wear, vases, swatches of fabric, colour samples or individual flowers , your wedding florist and design team creating your table decor will come together to crete an almost accurate creation of what your table will look like. They will create a guest table and set it as it will look on your wedding day, using all the elements that are required from the cutlery and glass wear to the floral centrepiece and the furniture. You can sit at the table an get a real feel for the atmosphere that the design will create. After you can make any edits you wish to ensure it is just perfect! Your florist or stylist may have a fabulous Instagram feed or have been featured in top wedding publications, however there is no harm in asking them to create a mock-up design for you. Seeing is believing after all!

wedding-table-design-mock-up — Wedding Design Mock-up

Help Create The Wedding Playlist

Wedding planners have the experience to know what can fill a dance floor and what music can have guests lulling back into their seats. You can probably think of 3-5 songs that you often hear at weddings and perhaps another 5-10 of your favourite songs, however that won’t even fill up an hour. Your wedding planner can help curate and complete your wedding playlist.

They Will Vet The Performers

Your wedding planner will recommend the perfect type of entertainment taking into consideration your venue, the atmosphere you wish to create and your guests. They will ensure there is no ‘stop’ in the mood and flow of the day. They will vet the performers, make sure all their professional requirements are met, from staging and sound to dressing rooms and vendor meals.

Wedding car with bouquet at Várkert Bazár, Budpest by Dream Weddings Budapest — Arrive at your wedding venue in style!

Book Transportation To & From Venues

They will recommend transportation companies to suit your style and guest count. If need be, they assist with the coordination of your guests transport to and from wedding venues. They will coordinate with the chauffeurs on the day to ensure they are in the right place at the right time and keep on top of guest arrivals and departures to ensure the wedding day schedule is adhered to.

They Keep You On Top Of Plans

In addition to the wedding services listed above a wedding planner will help you stay on top of things such as reminders of fees due, any obligations such as required documentation due for the marriage license, appointments, and budget constraints and styling decisions that need to be made.

There are so many details that go into a wedding day, it’s easy to overlook some and realise when it’s too late. Wedding planners through much practise and experience have checklists for each event of the day and will be able spot any missing elements from your wedding in good time!

wedding vendor payment reminders, part of wedding planning services — Wedding Planners will remind you of any fees due!

Help Run The Wedding Rehearsal

A wedding planner is usually present at the main wedding rehearsal, advising the couple on wedding ceremony protocol and etiquette. They will oversee the run through of the processional and recessional, ensuring that everyone in your wedding party knows where and when to enter, where to place themselves and when to exit!

Prepare A Backup Plan!

Your wedding planner will create a backup plan, a must if you are planning an outdoor event! What will you do and who will you turn to if your catering company or your photographer doesn’t show up or the generator in your marquee looses power? A wedding planner will solve the problem and ensure you and your guests day is not ruined.

EXTRA WEDDING SERVICES

Some of these may be included in your Full Wedding Planning package, however they are usually offered as A La Carte options in addition to your main wedding package.

Offer Wedding Dress Shopping Assistance

Some wedding planners will assist you with choosing your bridal gown or recommend a wedding stylist for you. You may also be able to consult with them on bridesmaids dresses and other wedding party attire you may need.

We are fortunate in Budapest to have the atelier and showroom of the world renowned bridal designer Daalarna. It’s a must visit for both local and international modern brides seeking unique gowns.

benes-anita-wedding-dress-designer-Daalarna-Budapest — Photo credit: Daalarna Couture – www.daalarna.com

Recommend Accommodation Options & Make Reservations

Wedding planners, especially those planning destination weddings will offer a selection of accommodations for you and your guests near your venue to suit different styles and budgets.

Plan Post & Pre Wedding Events

Wedding planners plan and coordinate other wedding related events such as the rehearsal dinner, a welcome party and day-after brunches.

Offer Extra Concierge Assistance

Destination wedding planners will also assist in creating personalised programs for you and your guests before and after the wedding day, anything from excursions to making dinner reservations. They often provide a list of ‘Things To Do’ and the top tourist attractions in the area as well as insider tips for getting around.

Non Official Duties

You won’t find it among the list of services, but wedding planners can often be a should to cry on, working as part therapist to brides, easing their worries and stresses. As there is an enormous amount of work for wedding planners, some planning companies will offer you a Maid In Waiting to be there for you especially for you during those stressful moments. It’s always best to lay out your expectations to your wedding planner before signing with them.

How Much Does A Wedding Planner Cost?

This varies between wedding planners and depends a lot on where the wedding planner is based. It will also cost more if you have to fly your wedding planner to a destination. Prices are influenced by the amount of wedding guests, the type of service you choose and other logistics such as the amount of work involved. There is no one price fits all! On average, be prepared to allocate 10-15% of your budget to the fee of the wedding planner.

Wedding website on laptop of wedding planners desk

The Main Benefit Of Hiring A Wedding Planner!

It’s beneficial to have a wedding planner in some capacity. It will save you precious hours and a lot of stress. There is a reason why Wedding Planners write books on wedding planning, there is so much detail that goes into planning one. I hope I have left you with a comprehensive look into all the tasks and obligations that a wedding planner has, they will do the hard work for you! You just have to dream up your ultimate celebration, then do your research to find a wedding planner that will make your wedding dreams come true!

signature of Catherine Sakka-Gallagher, wedding blogger Budapest

If you are just new to my website you can read my brief introduction here! To learn more about my approach to wedding planning check out My Services page . If you would like me to help plan your wedding in Hungary, please drop me an email here and let’s create a one-of-kind experience together!

wedding-planning-Hungary-Budapest-Catherine=Gallagher — Wedding planning in Hungary

Amber Bride by Sorg Villa, Rustic wedding venue in Hungary

Wedding Blogger Budapest

Jul 31, 2020

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30 Wedding Planning Questions For Engaged Couples

Newly engaged couple at romantic Tuscan villa

There are thousands of small decisions that need to be made when planning your wedding! Many even before you start planning yourself or contacting wedding planners. By sitting down and preparing the answers to as many of these questions as you can, you will save yourself time and possible arguments between you and your spouse to be. Don’t treat it like a test, that will just stress both of you out. Sit down casually together, preferably when neither of you are overtired. Make a date night out of it, or even pop open a bottle of wine at home. Go over these 30 wedding planning questions to set you up with the first steps to planning your wedding!

A romantic date night set up with rustic wedding vibes, wine and candlelight and dried flowers — Setting A Romantic Scene to discuss Wedding Planning Questions

1. What is your wedding budget? How much do you want to spend? How much are you willing to spend to get the wedding of your dreams?

2. How will you pay for the wedding? Can you finance it yourselves? Do you need to ask for financial help from a family member, or take out a loan? If yes, how much and from whom or where?

3. When do you want to get married? Perhaps you have a favourite season, or a special date that you would like to say your ‘I do’s’ on. Ideally have a rough idea of day, month or at the very least a season to narrow it down when it comes to searching for a wedding venue. The theme or style of your wedding can be a big factor in deciding the season. If you are in love with all things winter wonderland, it makes no sense choosing a spring-time wedding!

4. How many guests would you like to invite and how many guests do you expect to come? If you have a preferred venue, check their capacity before you come up with a final number that may not fit into your event space.

5. Are you going to have the wedding in your own country or a destination wedding? A destination wedding will be ideal if you are dreaming of escaping a cold climate to get married in the sun or you can imagine setting your wedding scene in your favourite country from your travels together!

Santorini-church-destination-dream-weddings-Budapest — Santorini Wedding Destination

6. Do you have a wedding venue in mind? You may be surprised to find out that one or both of you have a preferred wedding venue, especially if having a wedding or getting married has not been the topic of conversation before.

When contacting wedding venues, here are the top questions you need to ask them!

7. Do you have an alternative venue if your first choice is not available? Are you willing to compromise on price or travel distance if a Plan B needs to be made?

8. What style of wedding venue would you like? There are so many styles to choose from. Do you want an indoor or outdoor venue for your wedding ceremony and reception or a combination of both?

If you are considering getting married in Hungary it has a vast variety of venue styles; from romantic vineyards and castles, to elegant hotel rooftops, industrial lofts and art galleries to rustic barns and ruin pubs. Should your wedding location not provide such a diverse choice, you can always transform an event space with the right florals and decor to create any style you desire .

9. Will you plan the wedding yourselves or hire a wedding planner/wedding coordinator? If you choose a destination wedding I would highly recommend hiring a wedding planner! Don’t rely on the event coordinator at your chosen venue to deal with all the details. The chances are they won’t! You may also be handed off to other on-site event coordinators throughout the process. If you hire a wedding planner, he/she will start the process with you and guide you all the way through until the end. If you are planning a wedding close to home then it can be a great benefit to pass on the wedding planning duties to a wedding coordinator in the final weeks. It will make for a much more enjoyable day for you both!

10. How involved do you want to be in the planning process? I’ve noticed that the grooms are getting more involved these days but perhaps due to hectic work schedules and other life commitments it may not be possible for you to be equally involved. Come up with a plan that best suits your personalities and your time.

11. What type of ceremony would you like? If religious, what religion? You could have to compromise if you are of different religions or beliefs! It may be an option to agree to an interfaith marriage, whereby a professional officiant creates a customised ceremony to honour each of your faiths.

12. Do you want the ceremony outdoors? If you belong to a certain religion this may not be possible, as they can have strict rules and will only allow the exchange of vows and the ceremony in the house of worship. Also consider the climate and preparing a Plan B if the weather interrupts your outdoor ceremony plans.

13. Will you write our own vows ( if permitted ) or stick with a classic vow script?

bridal-wedding-vows-dream-weddings-budapest — Hand Written Vows | Photo: @pinewoodwedding

14. Do you know who you want to officiate the wedding? Perhaps a family member or mutual friend is a justice of the peace, minister or priest.

15. Who will be your witnesses? In most cases you will need 1 each! Requirements may differ between countries, however if you are considering getting married in Hungary, each witness must provide an identification card ( Passport if a foreign national or a Hungarian I.D card if they are a Hungarian national).

16. What aspect of the day is most important to you? Will it be the venue, ceremony atmosphere, the decor and flowers, the entertainment, the guest experience or the food? Undoubtedly each of these aspects will be of importance to some degree. However, by listing each from most important to least important it will better help you prioritise and determine your budget!

Photo: @marycostaphoto | @100_layercake | @davidsbridal | Styling: @forrestandj & @100_layercake | Florals: @lovestruckblooms | Model: @livingkendralauren | Beauty: @fiorebeauty

17. Will you purchase wedding insurance? It’s always advisable to be covered by insurance, whether it’s a backyard wedding or a premium wedding venue. Make sure you read the small print!

18. Are you willing to cancel or postpone if a global pandemic such as Covid-19 should affect our wedding?

19. Do you want a bridal party? If yes, how many bridesmaids, groomsmen and flower girls/paige boys? Will we purchase their bridal attire?

20. What style of decor or wedding theme do you want? The word ‘wedding theme’ can seem intimidating, however a theme can be as simple as a colour. Just think of a colour(s) that you gravitate towards or your favourite flower and Pinterest or Instagram will soon have you overloaded with ideas!

21. Do you want many flowers? Is there any element that you want to highlight or to really stand out with our wedding flowers? Perhaps you have always imagined your aisle to be lined with flowers, your church door to be covered in a wedding floral arch, a staircase to be draped in florals or your dining table centrepieces to steal the show!

Brody Studios, Emphasizing the Wedding doors and entrance with florals in this rustic venue Budapest — Brody Studios Budapest | photo: @pinewoodweddings

22. Do you want children at your wedding? This is your personal choice and remember it doesn’t have to be an all or nothing situation. Perhaps you have a select number of children like nieces, nephews, or children of your best friends that you would like to be present. If you want a child-free wedding you should be clear about that from the outset. Include the info in your save the date, wedding website or say it personally so that there is no confusion.

23. Do you want a one day event or to spread it out over a few days with a welcome and/or farewell event? Will you invite everyone to each event or just a select few?

24. Are you going set up any activities for your guests, if you have a destination wedding abroad?

25. Do you have any guests that are disabled or have poor mobility? You will need to ensure that your venue is accommodating for them, from elevators to lavatories!

26. Do you want a wedding photographer or videographer? If yes, what style of photography and videographer do you want?

27. Will you do a first look? If you are not sure, check out the advantages and disadvantages here!

28. Do you want entertainment? If yes, what type of entertainment and during which parts of the day? Think about each event of the day, and what type of atmosphere you wish to create. Could your guests experience be enhanced with some background music as they arrive to your ceremony location? Some couples hire a Master of Ceremonies to ensure the flow of the atmosphere throughout the day. A designated voice that will make all necessary announcements such as introductions, letting guests know what is happening next and more!

29. What type of reception would you like? A Wedding Breakfast or Brunch, Lunch, Afternoon Tea, Dinner, Cocktail Reception, or a combination. Would you like plated service or buffet? Go with what suits your style and personality!

30. Are you going to create a wedding registry? If yes, from where and will you choose the items together? Do you want/need gifts at all? Should you ask for money in lieu of gifts? Or should you ask guests to donate to our favourite charity?

Finally it’s always a good idea to ask each other when the hard decisions need to be made, ‘how to best communicate with each other if either of you are feeling overwhelmed?’. Don’t let the planning take over your lives, ensure you have the time to plan it in a relaxed manor if possible and decide when are the occasions that ‘wedding talk’ should be avoided!

Once you have the majority of these important wedding planning questions answered, you will be all set to get your wedding plans in motion! Set the date, book your wedding venue and get down to all the fun design elements, not to mention the most enjoyable part for brides – wedding dress shopping!

Have a wonderful wedding planning experience!

If you are considering having your destination wedding in Hungary, get in touch. I can assist you in every aspect of the planning process and be involved as little or as much as you like. The following wedding packages are available for Budapest weddings:

Dream Weddings Budapest

Wedding Planner in Budapest, Hungary | Catherine Sakka-Gallagher | Full Wedding Planning Services for Stylish Weddings

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