9 Tips to Hire the Right Event Organiser for Your Wedding

Planning a wedding is one of the most exciting yet stressful experiences. Hiring the right event organiser can make all the difference with so many moving parts to coordinate.

A wedding organiser helps manage the many details of your special day, from vendor coordination to décor design and timeline management. However, with so many wedding planners out there, how do you choose the right one?

This article will guide you through the essential 9 steps to hiring the perfect event organiser for your wedding.

1. Understand Your Wedding Needs

Before you start looking for an event organiser, it’s essential to know exactly what you want for your wedding. Do you need someone to handle every detail or just specific aspects like venue setup or coordination with vendors? Some couples only need a “day-of” coordinator, while others prefer full-service planning from start to finish.

Think about the size, theme, and overall vibe of your wedding. Are you envisioning a large, elegant event, or a small, intimate gathering? Having a clear understanding of your vision and budget will help you narrow down your search for a planner who specialises in your type of wedding.

Full-Service Wedding Planner

A full-service event planner manages everything from the early planning stages to the day of execution. They help with vendor selection, venue coordination, budgeting, design, and logistics.

smiling blonde event manager with clipboard looking at camera in banquet hall with decorated tables

Partial-Service Wedding Planner

If you’ve already started planning but need help tying up loose ends or managing specific aspects, a partial-service planner could be a good option. They’ll assist with particular tasks you find overwhelming, leaving you more control.

Day-Of Coordinator

A day-of coordinator is perfect for couples who want to manage the planning themselves but need someone to ensure everything runs smoothly on the day. This service is often more affordable but still ensures a stress-free experience on your wedding day.

2. Start Your Search Early

Like many wedding planning aspects, timing is critical when hiring an event organiser. Good wedding planners get booked up quickly, especially during peak wedding seasons. Starting your search at least a year before your wedding date will give you access to a wider selection of planners and give you peace of mind that everything will be handled in advance.

Ask friends or family members for recommendations. If you’ve recently attended a wedding where everything seemed to run like clockwork, inquire about the planner they used. Online reviews are also a good resource. Websites like Google Reviews, Facebook, and even Instagram can provide insight into past clients’ experiences with various planners.

3. Check Credentials and Experience

Once you’ve narrowed down your list of potential organisers, it’s time to dig into their backgrounds. A wedding planner’s qualifications and experience should align with your expectations. Here are a few key questions to ask during your research:

  • How long have they been in business? A more experienced planner is likely to have better relationships with vendors and will know how to handle any issues that arise.
  • What types of weddings have they planned before? Every planner has a specific style. Some may specialise in luxury weddings, while others might focus on destination weddings or smaller, more intimate events.
  • Do they have any formal qualifications or training? Many professional wedding organisers have certifications from recognised bodies like the Australian Bridal Service (ABS) or the Wedding Planning Institute of Australia (WPIA).

Look for someone who has experience in your preferred wedding style and has worked with venues similar to the one you’re considering.

Young elegant brunette woman in silk evening gown sitting by served table and looking at camera while enjoying wedding party

4. Review Their Portfolio and Style

Each wedding planner has a unique style, and it’s essential to find one whose aesthetic matches your vision. Most organisers will have a portfolio showcasing their previous work, either online or available upon request. Carefully review their portfolio to ensure that their style aligns with your taste.

Do they specialise in traditional weddings, modern events, or something more eclectic? If you have a specific theme in mind, like a rustic or beach wedding, check if they’ve executed similar weddings in the past. Reviewing their portfolio will help you determine whether they can translate your ideas into reality.

5. Conduct Interviews

Once you’ve reviewed portfolios and narrowed down your options, set up interviews with your top choices. This is a critical step, as it allows you to get a feel for the planner’s personality, communication style, and whether they understand your vision.

Some essential questions to ask during your interview include:

  • What services do you offer? Make sure their offerings align with what you need, whether it’s full-service planning, partial planning, or day-of coordination.
  • How many weddings do you plan at a time? You want to ensure they won’t be overstretched and can dedicate the necessary time to your event.
  • Can you provide references? Speak with past clients to get a sense of their experience working with the planner.

Also, assess their personality and communication style. You’ll be working closely with this person for months, so it’s crucial to choose someone who listens to you, communicates well, and whom you feel comfortable with.

6. Discuss Budget and Fees

Cost is a crucial factor in hiring a wedding organiser. Planners typically charge in one of three ways:

  • Flat fee: A set price for specific services, regardless of the wedding’s size or complexity.
  • Percentage of the budget: The organiser charges a percentage of the overall wedding budget, often ranging between 10-20%.
  • Hourly rate: Some planners offer hourly consultation services for couples who need advice but want to manage the planning themselves.

It’s essential to clarify upfront what the organiser’s fees include. Some planners may charge extra for specific services, such as vendor coordination or travel expenses for destination weddings. Ensure that you understand their pricing structure and how it fits into your overall wedding budget.

Wedding guests clapping for the bride and groom

7. Verify Vendor Relationships

A good wedding organiser will have established relationships with vendors such as wedding catering services, florists, photographers, and venues. These connections can often result in discounts or better service for you. Ask the organiser about their preferred vendor list and whether they can help you secure deals.

However, make sure the planner doesn’t have any exclusive arrangements that might limit your options. You want to be able to choose the vendors that suit your preferences, not just the ones with whom the organiser has connections.

8. Discuss Communication and Availability

Communication is key when planning a wedding. During your interview, ask about how the planner prefers to communicate and how often they’ll be in touch. Some planners may prefer email, while others might favour phone calls or in-person meetings.

It’s also essential to clarify their availability. Will they be accessible to answer questions or provide updates throughout the planning process? Will they be present on the day of the wedding to manage everything, or will they send an assistant? Make sure you’re comfortable with their level of involvement and accessibility.

9. Trust Your Gut

At the end of the day, trust your instincts. After speaking with potential planners, you should have a good sense of who is the best fit. Choose someone you feel confident will bring your vision to life, stay within budget, and keep you stress-free on your big day.

Your wedding is one of the most significant moments of your life, and the right organiser can ensure it goes off without a hitch. When you find someone you connect with, who understands your vision, and who has the skills and experience to execute it flawlessly, you’ll be well on your way to planning the wedding of your dreams.

Final Thoughts

Hiring the right event organiser for your wedding is a process that requires time and consideration. By understanding your needs, reviewing potential organisers’ experience and style, and ensuring clear communication about budgets and expectations, you can find someone who will turn your dream wedding into reality.

If you’re feeling overwhelmed by the planning process, take a step back and remember that the right organiser can relieve much of that stress. Start early, do your research, and trust your instincts, and your wedding day will be a magical, seamless event that you and your guests will cherish forever.