Surat residents, Sandeep Bhatt and Pooja Sanghvi, who have been engaged for a year, planned to organise their wedding — to be held in December — by themselves. However, soon their do-it-yourself (DIY) enthusiasm turned into a budgetary nightmare.
“Wedding planning hit an obstacle as venue rental quotes, catering costs, and photography/videography estimates far surpassed our expectations,” said Bhatt. Moreover, the projected expenses for decorations and flowers were depleting our contingency fund, he added.
In June, they drew up an estimated budget, which was initially Rs 10 lakh but later inflated to Rs 18 lakh. “Stress and disagreements mounted while planning for the wedding,” Sanghvi said.
The would-be couple realised the need for professional help.
"Soon, we appointed a wedding planner. The planner assessed our situation and came up with a wedding plan," she said. Now, the estimated expenses for their wedding have been reduced from Rs 18 lakh to Rs 12 lakh. The wedding planner will charge 10 per cent of the total expense for the marriage.
Vikaas Gutgutia, Founder and Managing Director of FNP Weddings, recounted a similar experience with a couple, who had initially opted for DIY wedding planning. However, they soon found themselves exceeding their budget due to costly choices: booking a popular venue during peak season and selecting an expensive catering option without exploring alternatives. Their décor vision also expanded, incurring unforeseen expenses. Fortunately, Gutgutia intervened. He helped them reassess their plans to pinpoint areas for saving costs without sacrificing quality.
Planning a wedding amidst peak season presents similar challenges, as scores of couples rush to secure venues, vendors, and services during the wedding season and budgets go haywire.
Who needs a wedding planner?
Couples who desire a stress-free ceremony and seamless wedding experience often benefit from hiring a wedding planner. This includes busy professionals, those planning destination weddings, or couples organising multiple events lasting up to three days. “Besides, couples with limited wedding planning knowledge, planning a destination wedding or customised wedding requirements, can greatly appreciate the expertise of a planner,” said Manya Singh, Co-Founder, Weddingplz.com, a wedding vendor search portal. She added, that even those with modest means can benefit from planners' vendor connections and budget management skills.
Couples seeking luxury weddings or requiring meticulous attention to detail can also rely on wedding planners.
Also read | How to plan your wedding on a budget: 5 handy tips for smart spending
Factors that influence wedding planner fees
The fee for a wedding planner's services is determined by several key factors, including location, number of guests, seasonality, event specifics, and the planner's professional background and expertise.
Wedding dates
In case the date of a wedding is between November and February — considered to be the peak season — the wedding planners' fees surge because of their high demand. “Couples opting for off-season weddings can often secure better deals, with planners potentially offering discounts ranging up to 15 per cent,” said Gutgutia.
Scale of the wedding and customisation
The cost of a wedding is directly proportional to its scale. “Lavish weddings with extensive guest lists come with higher price tags. On the contrary, smaller gatherings are considerably more budget-friendly," said Singh.
The level of customisation significantly influences wedding planning costs. “Weddings with bespoke elements, such as intricate décor, unique entertainment and fine dining, typically, incur up to 30 per cent increase in a planner's fees because of the added effort and expertise required,” said Gutgutia.
Location
Gutgutia cited that wedding planning fees in metropolitan cities such as Delhi, Mumbai, and Bengaluru surpass those in Tier-2 and 3 cities due to higher operational costs and the desire for luxury services. For example, a premium wedding planner's charge in Delhi may start from Rs 10 lakh, while the same service in a smaller city is likely to be below Rs 5 lakh.
Guest count
According to Gutgutia, larger weddings involve more complex planning and logistics, driving up expenses. Specifically, weddings with over 500 guests demand significantly more time and resources than intimate events, where up to 150 guests are invited, potentially increasing wedding planner's fees by up to 20 per cent.
Experience of wedding planner
Gutgutia said that seasoned wedding planners with a stellar reputation in luxury or destination weddings often charge premium rates, which can be justified by the exceptional value and assurance they provide to couples. For instance, a top-tier wedding planner may charge upwards of Rs 15 lakh for a high-end wedding, while small scale planners or newer entrants in the market will offer more budget-friendly options.
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Pricing structures of hiring a wedding planner
- Flat fees for full-service wedding plan
In the wedding planning industry, various pricing models are utilised, but most wedding planners opt for a flat-fee module. “This structure is straightforward and transparent, allowing couples to budget without worrying about additional charges tied to fluctuating costs,” said Gutgutia.
The flat-fee approach is effective in delivering high-end, organised services, ensuring all aspects of the wedding planning process are covered at a pre-agreed cost. For example, a comprehensive wedding planning service could start anywhere between Rs 1 lakh and 15 lakh, depending on the size and complexity of the event.
- Percentage-based fees
Other common pricing models include percentage-based fees, where wedding planners charge a percentage of the total wedding budget, typically ranging between 10 and 15 per cent. For a wedding that costs Rs 30 lakh, a wedding planner's fee could be between Rs 3 and Rs 4.5 lakh.
- Management fees
“For couples who have chosen their vendors, we provide coordination and management expertise, typically charging a fee of 5 to 10 per cent of the overall wedding budget,” said Akash Bachchan, Director, Wedding Sutras, a wedding planning firm.
- Partial wedding plan
The estimated cost of a partial wedding plan can range from Rs 1 lakh to Rs 3 lakh of the total wedding budget. “This involves a more targeted scope of services such as venue or vendor selection,” said Singh.
- Hourly rates for consulting
“Some wedding planners charge hourly rates, though this is rare and usually reserved for smaller-scale consultations or specific niche services like decoration consultation, or budget management,” said Gutgutia. These rates can vary depending on expertise, ranging between Rs 5,000 and Rs 20,000 per hour.
Additional fees for destination weddings
Destination weddings often come with a higher price tag because of complexities like travel, logistics, and remote vendor management. “So, the wedding planner charges an additional Rs 2 lakh to Rs 5 lakh for the destination wedding because of the additional logistics involved,” said Singh. These charges can go up based on the complexity and destination location of the wedding.
Also read | Knot on a cruise: 45% of Indian couples ready to stretch budgets by up to 50% for destination weddings
Advice for wedding couples
Bachchan advised, when planning a wedding, couples should allocate up to 15 per cent of their total budget for planning services.
“For couples considering hiring a wedding planner, my advice is to thoroughly research potential planners and assess their experience, services offered, and client testimonials,” said Gutgutia. A skilled wedding planner can not only streamline the planning process but also help identify cost-saving opportunities and ensure that the event runs smoothly, he added. Planners often have established relationships with vendors, which can lead to better rates and reliable service.
Also read | Marriage & money: Why coming together is crucial, moneywise
Should you hire planners at all?
Wedding planners can use their professional expertise to get the best deals and relieve couples from all kinds of stress during their special moments in life. However, you need to meticulously analyse their fee structures too, lest the plan to keep the budget under control may go for a toss. Carry out a cost-benefit analysis on the basis of factors that influence their fee structures before taking an informed call.
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