How to find the right wedding planner
What to look for, what to ask, and the mistakes that cost couples money.
A good planner can save you time, stress and sometimes money, whereas a poor fit can do the opposite.
"Wedding planner" is not a protected title in Sweden, so anyone can use it, and that is why it is worth knowing what to look for.
What to look for
Experience with weddings similar to yours, in your size, style or area
A clear way of working: what happens first, what next, and who does what
Good relationships with local vendors and venues
A communication style that suits you, ideally with fast and clear answers
A person you feel relaxed with. You will talk to them a lot.
That they have an agreement and insurance
Questions to ask before you book
How many weddings like ours have you planned?
What does your fee include, and what does it not?
Do you work alone or with a team? Who will be there on the day?
What happens if you are ill or unavailable?
How do you handle problems on the day?
Can we see a contract, and speak to a recent couple?
A note on experience
Experience is valuable, because a coordinator knows what can happen and notices what others miss. But every wedding is new, and a newer planner who is alert and present can be excellent too. Be careful with anyone who says “Relax, I’ve got this” or “We’ve done this a hundred times”: when someone feels too sure, they can stop paying attention.
Warning signs
No written agreement
Vague or changing prices
No network of local vendors
Pressure to decide right away
Slow or unclear communication before you have even signed
Photo: By Maizoni
Mistakes that cost couples money
Skipping the budget talk. Everything else depends on the number.
Booking the venue without a guest count in mind. Booking first is not always a mistake, but you need a rough guest count before you do, because the number of guests usually decides the total cost.
Forgetting hidden costs: VAT, service charges, transport, overtime and a weather plan.
Booking key vendors too late. The best ones fill up early, and last-minute choices cost more.
Choosing on price alone. The cheapest quote often leaves things out.
Skipping written agreements. A handshake does not help if something goes wrong. Read why every vendor should have an agreement.
Trying to do everything yourselves. It is possible, but it costs time, and often a little joy.
Waiting too long to ask for help. A planner can save you the most if you bring them in early.
Where to start
Our guide to How to plan a wedding in Sweden takes you through it step by step. And the Vendor Conversation Guide helps you ask the right questions to everyone you meet.
At The Wedding Agency we match couples with a planner or coordinator who suits their wedding, free of charge. Tell us about your day and we will take it from there.
What to look for in a wedding planner, what to ask before you sign, and the mistakes that cost couples money.