How to Choose the Perfect Wedding Planner: Expert Recommendations
Hiring a wedding planner can be one of the most critical decisions you make during the planning process. A skilled planner can turn your vision into reality, but finding the right one requires clarity, focus, and strategic thinking. Here’s how to approach this decision with confidence:
London-based international wedding planner, Rugie from Mrs. Wedding Planner, expertly curated a stunning wedding at the Rosewood Hotel in Holborn
Define Your Goals and Priorities
Before you start reaching out to planners, take the time to outline your wedding goals. Consider these key elements:
Guest Count: Have a clear idea of how many guests you want to invite.
Location: Decide on the region or destination where you’d like to host your wedding.
Budget: Establish a realistic budget and determine where you’re willing to splurge or save.
Cultural Sensitivity: If you’re hosting guests from diverse cultural backgrounds, be mindful of traditions and preferences that should be incorporated into the celebration.
Having a solid foundation ensures you stay aligned with your vision while allowing the planner to bring their expertise to the table.
A fresh flower-filled ballroom wedding reception for 160 guests at The Langham Hotel, London
Be Clear About Your Budget
Rule No. 1: Your guest count drives your budget. Every aspect of your wedding—venue, catering, rentals—is affected by the number of attendees. Keep this in mind as you finalise your guest list.
Rule No. 2: Your goals and vision must be realistic and true to your budget. A dream wedding is achievable when you strike the right balance between what you envision and what’s financially feasible.
Rule No. 3: Identify the expertise you need from a planner and select services accordingly. Some planners offer full-service packages, while others provide à la carte options. Decide what aspects you need help with—be it vendor coordination, design, or day-of execution—and choose a planner whose offerings align with your needs.
“Here are two examples from the same location, the Lanesborough Hotel. These showcase both full-service planning and à la carte planning with two different budgets—one premium and one modest. These examples provide context for how varying budgets can shape the overall design and execution.”
Premium table rentals, stationery, favours and floral arrangements designed for an intimate 70-guest wedding lunch at the Lanesborough Hotel in London.
A wedding reception and similar guest count to the image above at the Lanesborough Hotel, London, but with a more modest table setting that aligns perfectly with the budget
Weddings Are About Hospitality
At their core, weddings are celebrations of love and togetherness. Hospitality plays a pivotal role in shaping how your guests interact and feel throughout the event. A great planner will focus on elevating your guests' experience by recommending services and setups that complement the location and match the skills required for your celebration’s complexity—or simplicity.
Keep in mind that hospitality isn’t just about grandeur but about creating an atmosphere where every guest feels welcomed and cared for.
Guests enjoying cocktail hour at a wedding reception in Tithe Barn, Hampshire
Wedding reception at The Langham Hotel in London
Be Realistic About Regional Resources
One of the secrets to a successful wedding is understanding and working with the resources available in your chosen region. From venue options to vendor availability, not every location offers the same possibilities. The most memorable weddings are those that embrace the strengths of their setting rather than forcing elements that don’t align with local capabilities. A knowledgeable planner will help you navigate these constraints while maximizing the potential of your destination.
“Rugie helped us plan our wedding in Zanzibar. We live in Norway, but she was so helpful and made everything perfect, even though we lived far away. We couldn’t have a better wedding, thanks to Rugie.”
A Norwegian-based couple treated their guests to an unforgettable destination wedding weekend, expertly planned by London-based destination wedding specialist, Mrs. Wedding Planner, at the stunning Melia Hotel in Zanzibar
Traditional taarab performers captivated guests at a destination wedding reception in Zanzibar, adding an authentic touch of local entertainment. This vibrant music, deeply rooted in Zanzibar's culture, perfectly complemented the celebratory atmosphere of the event
Evaluate Their Expertise and Connections
When interviewing potential wedding planners, focus on their understanding of your chosen location or destination. A planner with strong local connections can unlock access to top vendors, hidden gem venues, and exclusive deals.
Ask yourself:
Do they have experience planning weddings similar to yours?
Are they well-connected within the area to ensure seamless execution?
Can their expertise compensate for areas where you feel less confident?
Finding a planner whose strengths complement your weaknesses will ensure a harmonious collaboration.
“Strong collaboration and established vendor partnerships offer reassurance that the wedding planner can realistically align with your vision and deliver an exceptional result”
A fresh-flower filled wedding reception at The Rosewood Hotel in London for 200 guests by London-based luxury wedding Planner, Mrs Wedding Planner
Drawing from The Kanneh-Masons, a family of renowned entertainers, including a sibling who performed at Harry and Meghan's Royal Wedding, exclusive classical entertainment was arranged for an Afro-fusion wedding ceremony at Spanish Place. This exceptional experience was made possible through the insider expertise and elite connections of London-based wedding planner, Mrs. Wedding Planner
A fresh floral arch, designed by Mrs. Wedding Planner's trusted local partners on the East Coast, was created for a destination wedding reception in Leesburg, Virginia. Mrs. Wedding Planner has had the pleasure of collaborating with them on various events, including those in Bethesda, Maryland, and Leesburg, Virginia. As their florist of choice, they consistently bring exceptional design and expertise to every occasion.
To complement the stunning floral arrangements, quality rentals were selected to match the elegant, floor-to-ceiling windows of the country manor house, enhancing the overall aesthetic of the venue.
A beautifully simple wedding at Botley Hill Barn for a UK-based couple, with understated design elements that perfectly complemented the rustic charm of the venue
Stick to Your Vision but Stay Flexible
While your planner will bring creativity and logistical skills, it’s essential to stay true to your original plan. Share your goals regarding guest count, location, budget, and cultural nuances upfront.
At the same time, remain open to their suggestions. A great planner will build upon your vision and guide you toward options you may not have considered, always keeping your preferences in mind.
Understand Their Team’s Role
Your planner will assemble a team of professionals to execute your wedding day. From florists and caterers to photographers and stylists, their network becomes your team.
Before hiring a planner, ask them about their vendor partnerships and team management approach. This will give you insight into how realistically they can coordinate with others to ensure a flawless event.
A stunning room reveal at The Langham Hotel in London, showcasing an elegant and meticulously designed space for a memorable celebration
The most successful weddings strike a balance between dreams and practicality. Be realistic about the resources available in your chosen region and work with your planner to make the most of them. By defining your priorities, assessing their skills, and understanding their team dynamics, you’ll lay the foundation for a truly unforgettable wedding day.
As Mrs. Wedding Planner, a wedding expert based in London, we specialise in planning weddings across London and the South East, as well as destination locations including Marrakech, Zanzibar, Dubai, Germany, the US, and now expanding to the South of France. These are our preferred areas of practice, where we bring a wealth of experience and local knowledge to every event.
We regularly undertake familiarisation trips to explore new destinations and are delighted to share our insights with clients