Planning a wedding involves countless decisions, from creative direction to practical logistics, and choosing the right wedding planner is one of the most important you’ll make.
Whether you’re planning a countryside marquee celebration, a London wedding, or a multi-day event at a private estate, your planner becomes your guide, advocate, confidant and coordinator throughout the entire process.
But not all planners work in the same way and understanding what’s included (and how they operate) before you book is essential.
If you’re considering professional support, here are some of the key questions worth asking before hiring a wedding planner.
WHAT EXPERIENCE DO YOU HAVE?
Experience isn’t simply about how long someone has been working in weddings, but also the types of celebrations they regularly plan.
You may wish to ask:
- How long have you been planning weddings?
- What types of weddings do you specialise in?
- Do you have experience with marquee or private home weddings?
- Have you worked at our venue or venues similar to ours?
- Have you planned weddings with a similar budget to ours?
Different weddings require different skill sets. For example, planning a marquee or dry-hire wedding typically involves considerably more logistics than working within a traditional venue, from power and flooring to supplier access, installation schedules and weather contingency planning.
At Katrina Otter Weddings, we plan and manage celebrations across London and the UK, including countryside estates and marquee weddings at venues such as Cornwell Manor, Wilderness Reserve, Holywell Hall and private homes.
You can learn more about our services on our Full Wedding Planning and Wedding Day Management pages.
WHAT SERVICES DO YOU OFFER?
Wedding planners often offer different levels of support, including:
- Full Wedding Planning
- Partial Planning
- Wedding Day Management
It’s important to understand exactly what is included within each service.
Ask questions such as:
- When does your support begin?
- Will you help source venues and suppliers?
- Do you manage the wedding budget?
- Will you create timelines and running orders?
- Are you present throughout the whole wedding day / weekend?
Some planners are primarily design-focused, while others specialise in logistics. Full-service planners typically provide both creative guidance and operational oversight.
Understanding this early helps ensure the level of support aligns with your expectations.
HOW ARE YOUR FEES STRUCTURED?
Most full-service wedding planners in the UK charge between 12–15% of the overall wedding budget, or a fixed planning fee depending on the service offered.
This reflects the time involved in:
- Venue and supplier sourcing
- Budget management
- Planning meetings and consultations
- Timeline development
- Logistics coordination
- On-the-day / weekend management
You should also clarify:
- Whether VAT is applicable
- Travel or accommodation costs
- Assistant fees
- Site visit and meeting attendance
If a planner’s fee is significantly lower than others you’ve spoken to, it’s always reasonable to ask why. This may reflect differences in experience, service scope, commission or the number of weddings they take on annually.
Transparency at this stage helps avoid misunderstandings later.
DO YOU ACCEPT / TAKE COMMISSION FROM SUPPLIERS?
This is one of the most important (and often overlooked) questions to ask.
Some planners receive referral fees or commission from suppliers they recommend. While this isn’t uncommon in the industry, it’s important to understand how it may influence recommendations.
Our approach is always transparent: We do not accept commission, referral fees, or incentives from suppliers… and we never have. Any commission offered will either be removed from the supplier’s quote or, where this is not possible, passed directly back to our clients in full. This ensures all supplier recommendations are made solely on merit, suitability for the brief, quality of work, and value.
WHO WILL I BE WORKING WITH DAY-TO-DAY?
Some planning companies operate with larger teams, meaning the person you initially meet may not be the person planning your wedding day-to-day.
It’s helpful to clarify:
- Who your main contact will be throughout the planning process
- Who attends planning meetings
- Who will be present on the wedding day / weekend
- Whether assistants are included and if they are, how many
HOW MANY WEDDINGS DO YOU PLAN EACH YEAR?
This question can provide useful insight into a planner’s availability and working style.
Planning fewer weddings annually often allows for:
- More personal attention
- Greater flexibility for meetings and calls
There’s no universal “right” number, but understanding this helps you gauge how your wedding will fit within their schedule.
HOW OFTEN WILL WE MEET OR SPEAK?
Planning styles vary significantly between planners.
You may wish to ask:
- How many planning meetings are included?
- Are regular calls part of the service?
- Is email support unlimited?
- Will you attend supplier meetings and site visits with us?
- What is your typical response time?
For couples planning from overseas, flexible communication and regular updates can make a significant difference to the planning experience.
WILL YOU REVIEW SUPPLIER CONTRACTS?
Supplier contracts can vary widely, particularly for marquee structures, catering and production.
Many planners will review contracts before they are signed in order to:
- Highlight key terms and conditions
- Check payment schedules
- Flag potential limitations or risks
Having an experienced planner review contracts can provide reassurance before commitments are made.
WHO MANAGES SUPPLIER CONTRACTS AND PAYMENTS?
Another helpful question to ask is how supplier contracts and payment schedules are managed throughout the planning process.
Depending on the planner, this can vary significantly. Some planners introduce suppliers but leave couples to manage contracts and payment schedules themselves. Others take a more involved role.
You may wish to clarify:
- Who keeps track of supplier payment deadlines
- Whether the planner reminds you when payments are due
- Whether contract administration forms part of the planning service
For many couples having someone monitor these details ensures nothing is missed and keeps the process organised.
DO YOU WORK IN OUR CHOSEN LOCATION?
Some planners focus on specific regions, while others work more widely across the UK.
It’s worth asking:
- Where do you regularly work?
- Have you worked at our venue before?
- Do you have relationships with local suppliers?
- Are there additional travel costs?
While previous experience at a venue can be helpful, it isn’t essential. An experienced planner will know how to assess a new location quickly and identify the right supplier team.
At Katrina Otter Weddings, we regularly work across London, the Cotswolds and throughout the UK, but we also love planning weddings in new locations and collaborating with new venues and suppliers. Every wedding is approached with a fresh perspective, ensuring the supplier team is chosen based on experience, suitability and the brief — rather than simply familiarity.
HOW DO YOU BUILD A SUPPLIER TEAM?
A wedding planner’s role often includes recommending and coordinating the supplier team responsible for bringing the celebration together.
You may wish to ask:
- How do you select suppliers?
- Do you provide multiple options for each service?
- How do you ensure suppliers work well together?
An experienced planner will curate recommendations based on your priorities, budget, guest experience and overall vision — introducing professionals who align with both your style and the logistical needs of your celebration.
HOW DO YOU APPROACH BUDGET PLANNING?
Budget management is one of the most valuable aspects of working with a wedding planner.
Ask how the planner approaches:
- Budget allocation across suppliers
- Managing overall spend
- Identifying areas where investment matters most
An experienced planner helps ensure your budget is used strategically, prioritising the elements that will have the greatest impact.
HOW DO YOU HANDLE CHALLENGES OR LAST-MINUTE CHANGES?
Even the most carefully planned weddings occasionally require adjustments.
An experienced planner will have systems in place to manage:
- Weather contingencies
- Supplier delays
- Timeline adjustments
- Guest logistics
- Multi-location and multi-day celebrations
Much of this work happens quietly behind the scenes, ensuring your wedding day runs smoothly.
HOW FAR IN ADVANCE SHOULD WE BOOK A WEDDING PLANNER?
Many couples assume they should secure a venue first before contacting a planner.
In reality, involving a planner early can be extremely helpful, particularly when choosing venues, managing budgets or planning marquee weddings where logistics are more complex.
Some couples book a planner 12–18 months in advance, while others seek support closer to the wedding through Wedding Day Management.
WHAT HAPPENS AFTER WE BOOK?
Finally, ask about the planner’s onboarding process.
Typically, this may include:
- An initial briefing / kick-off meeting
- Budget and priority discussions
- Planning timelines
- Venue or supplier sourcing
Understanding the next steps helps ensure the process begins smoothly.
FINAL THOUGHTS
Hiring a wedding planner is ultimately about compatibility and trust.
By asking thoughtful questions about experience, services, fees and working practices, you’ll gain a clearer understanding of how each planner operates, and whether their approach aligns with your priorities.
If you’re considering extra support for your wedding, you can learn more about our Full Wedding Planning and Wedding Day Management services here, or get in touch to begin the conversation.
Photographer: Hannah Duffy Photography
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