Made in heaven: How to choose a wedding planner

Wedding planners offer various budget-friendly services tailored to different needs.

Planning for a wedding can be a strenuous task, not just for parents but also for the groom and the bride. Now, you could do it all yourself or avail of the services of a wedding planner if you want to add razmataz, a bit of style, or even some drama, like, say, a theme, to the wedding. What you get at the very least is a choice of wedding themes, destination ideas, and decoration concepts. Wedding planners are like event managers, but of course more personal, taking your choice, taste palettes, and budget all along.

But wedding planners are not meant for everyone. Let’s look at what you get from a wedding planner and what you do not.

Who needs a wedding planner?

Appointing a wedding planner can be beneficial in various situations and depending on preferences. For instance, couples with busy schedules may prefer a wedding planner to oversee the details, allowing them to focus on work or other commitments. For larger weddings or those with complex themes or multiple events, a planner can streamline the process and manage the complexity.

Then, there are destination weddings. “The wedding planner can be an asset for planning a wedding in a different city or country, which might be challenging for the couple and their families without local knowledge,” says Anam Zubair, Head of Marketing at WeddingWire India. She adds that if meticulous attention to detail is crucial, a planner's expertise in organising and coordinating can be highly beneficial.

Lastly, wedding planners often have vendor connections and negotiating skills, potentially securing better deals while staying within the budget.

Also read | Tying the knot? Tips to keep your wedding budget in control

Multiple factors influence wedding planner costs

The factors influencing the scale of a wedding depend on whether it is a mid-budget or luxury wedding. “The wedding planner cost is based on the date of the wedding, location, number of guests, and list of services to be managed and coordinated,” says Akash Bachchan, Director, Wedding Sutras, a wedding planning firm. He adds that the more the services, the higher the price, as they create a team of experts for each service.

Scale and date of the wedding

The scale of the celebration has a direct correlation with the costs involved. “A lavish, large-scale wedding with a guest list spanning several hundred attendees incurs higher charges than an intimate gathering,” says Manya Singh, Co-Founder, Weddingplz.com, a wedding vendor search portal. She adds that, additionally, the timing of the wedding — whether during peak or off-peak seasons — significantly influences pricing. Peak seasons like the October-December and January-March periods always see higher demand, resulting in higher costs for services.

Location

The geographical location plays a pivotal role in determining wedding costs. For instance, a destination wedding in Goa is likely to incur higher expenses compared to a city-based celebration. “The choice of venues also influences costs, with hosting all functions at one venue generally being more cost-effective than opting for multiple venues,” says Vikaas Gutgutia, Founder & MD, FNP Weddings. He adds that, in general, weddings tend to be more expensive in urban areas compared to rural settings, while destination weddings, given their unique settings, may entail additional costs.

Services offered and customisation

Wedding planners offer a spectrum of services, ranging from full-service planning to partial assistance. “Cost is higher in full-service planning, where the wedding planner handles every aspect of the event, from conceptualisation to execution,” says Singh. According to her, partial planning is cheaper as it offers couples assistance in specific areas, allowing them to manage certain aspects while relying on professional guidance for others. The depth of customisation and personalisation desired by the couple also affects the cost of a wedding planner.

Past experience

“Experienced planners with a successful record often command higher fees due to their expertise and reputation,” says Zubair. The value they bring to the table might justify the higher cost for couples seeking assurance and quality. “On the other hand, newer entrants in the wedding planning market may offer more budget-friendly options,” adds Gutgutia.

Estimated costs for full-service wedding plan

“Full-service wedding planning typically involves comprehensive assistance throughout the wedding planning process, from start to finish,” says Zubair. For this, the planner holds several rounds of consultations with the couple (sometimes even with their parents if there’s a large family involved) to understand the couple's vision, preferences, theme expectations, and budget. Once the plan is made, the search for vendors begins. Finally, conceptualising and executing the wedding theme, putting in place the decor and overall aesthetics, managing logistics for all events, coordinating with the guests, and overseeing the wedding day to ensure everything runs smoothly — the wedding planner is expected to do all these.

“On average, the estimated cost of full-service wedding planning falls within the range of 10–20 percent of the total wedding budget,” says Singh. This percentage may vary based on factors such as the wedding planner's expertise, the geographical location of the event, and the specific services included in the package. For full service, a wedding planner could set you back by Rs 50,000 to Rs 6 lakh.

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Estimated costs for partial wedding plan

“Partial wedding planning involves a more targeted scope of services, offering assistance with specific aspects of the wedding rather than comprehensive planning,” says Zubair. This service typically includes providing a list of preferred vendors based on the couple's needs, assisting in creating a schedule for the wedding day, offering guidance on budget allocation for various elements, helping with certain logistical aspects, and overseeing the wedding day to ensure everything runs smoothly.

“The estimated cost for partial wedding planning can range from 5 to 15 percent of the total wedding budget, depending on factors such as location, the complexity of services required, and the specific elements covered by the planner,” says Gutgutia.

Also read | How to accumulate gold for your children's wedding?

Budget-friendly services

Wedding planners offer various budget-friendly services tailored to different needs. “For couples mindful of budget constraints, some wedding planners offer only day-of-wedding coordination services,” says Singh. It’s less comprehensive than full planning; this service ensures the smooth execution of the wedding day's logistics.

Another option is consultation services, where wedding planners guide specific elements for a fixed fee. This allows couples to seek professional advice while maintaining control over the overall planning process.

“Wedding planners also offer vendor referrals, customised packages, DIY planning tools, and group workshops or webinars,” adds Zubair.