What a Wedding Planner Can Save You (Hint: It’s More Than Money)

Congratulations. You’ve just gotten engaged, and now it’s time to plan one of the most important days of your life! Perhaps, you’ve been dreaming of your nuptials for some time and have a vision of what you want your day to look like — down to the color palette.

Truth be told, planning a wedding is more than just picking out your favorite flowers or choosing your wedding party. It involves the management of many tiny details paired with epic organizational feats. Just as a successful business requires a CEO, a successful wedding needs a wedding planner. 

In the long run, a wedding planner will save you countless headaches. In fact, the best wedding planners will also save you from budget mistakes, wasted time, stress, and regrets. At PartySlate, we’ve talked to many couples over the years, and the feedback is always the same: They were grateful for their wedding planner. Those who skipped hiring one report their regret.

We reached out to 7 talented wedding planners across the country to learn more about the wedding planning process. These planners have seen it all — from insurance mishaps to day-of weather catastrophes. Keep reading to hear first-hand accounts of how wedding planners routinely save the day and make the planning process feel easy — so you can actually enjoy this time of joy and celebration.

1. A Wedding Planner Will Save You Money

Stay on Budget

photographer: Ricky Rodriguez Photography | wedding planner: Jordana Marie Events || photographer: Brett Heidebrecht | wedding planner: Fête Nashville Luxury Weddings

Before you begin to assemble your vendor team (or finalize your wedding aesthetic), it’s important to consider your budget. “This should be a realistic amount that takes into account all the expenses you’ll need to cover,” Jaclyn Watson, Owner and Principal Planner of Jaclyn Watson Events LLC, shares.

Think of it as a map to get you from point A to point B. Yes, there may be unexpected turns and detours along the way. However, it’s important to know where you’re going and how you plan to get there. Your planner will be a guiding force in this process.

To begin, your planner will most likely recommend a budget breakdown. This way you’ll know to expect to spend a certain percentage of your budget on your venue, your caterer, and so on. Your event planner can also help you stay on budget in the following ways:

Prioritize Expenses: “Once you’ve set a budget, you’ll need to prioritize your expenses,” Watson of Jaclyn Watson Events says. “Decide on what is most important to you, and allocate your funds accordingly.” For example, some couples may want to make their bar area the focal point of their celebration, while other couples might prioritize entertainment and opt for a custom-designed dance floor.

Make Your Budget Go As Far As Possible: A great wedding planner pairs creative thinking with seamless strategizing. This, along with inside knowledge of the events industry, will allow your planner to make a bigger impact with a limited budget.

Recommend the Right Vendors: Your planner will also be able to draw on their vetted vendor network to find the right vendors that fit your budget breakdown.

Negotiate Contracts & Industry Discounts

photographer: Lucie B Wedding Photography | wedding planner: Dhalia Events || photo courtesy of & wedding planner: Hollywood POP Gallery

Reading vendor contracts is both time-consuming and cumbersome. A wedding planner will help you read the fine print and ensure that there are no hidden fees or surprises within your contract. 

Your planner will also be able to rely on existing relationships with venues and other vendors to negotiate contracts and find the best price to fit within your wedding budget. 

Anticipate Hidden Costs

photographer: Dmitry Shumanev | wedding planner: Everly Rose Events || photographer: Maha Studios | wedding planner: Michigan Avenue Events

Many couples are surprised to learn that an initial price point often deviates from the final cost. Ashley Chanel, Owner and Designer of Ashley Chanel Events, shares, “Grey area is your enemy in this. We strive to make sure that we budget appropriately, and present our clients with gorgeous events within their budgets. There is nothing worse than being presented with something that blows your budget up.”

Your planner will help you consider the following hidden costs within any given contract:

• Insurance
• Taxes
• Service Fees
• Tips
• Overtime fees
• Event breakdown fees

2. A Wedding Planner Will Save You Time & Resources

Recommend Wedding Venues

photographer: Fitz Carlile Weddings | wedding planner: Nahid’s Global Events || photographer: Natalie Watson Photography | wedding planner: H Three Events

Choosing a wedding venue may be one of the most common first steps in the wedding planning process, but we always recommend hiring your wedding planner first. Your planner will know the venues available in your area and be able to recommend a shortlist based on your wedding style, guest count, amenity needs, and more.

This culled list will eliminate the need to tour countless venues in the hopes of finding the perfect fit. Moreover, your planner will be able to schedule tours — saving you one more step in the planning process. 

Recommend Vendors

photographer: Jenny Fu | wedding planner: Pejy Kash Events || photographer: RH Photoarts | wedding planner: Dure Events

An experienced wedding planner will take the time to get to know you as a couple, as well as your family dynamics. This knowledge will guide them to recommend the best vendors to fit your preferences.

Additionally, your planner will be able to suggest vendors that are actually available on your wedding day, saving you time and energy during your initial outreach. Once you’ve chosen your vendor team, you can sit back and relax. A full-service wedding planner will be responsible for interacting with your chosen vendors, coordinating trial runs, and finalizing any logistics.

Organize Logistics

photographer: Kieran Harnett | wedding planner: Tara Fay Events || photographer: Allan Zepeda Photography | wedding planner: Rafanelli Events

In the photos above, two wedding planning teams take a last look over the reception details to make sure nothing is amiss. What’s not seen in the photos, however, is the long hours of preparation that went into each design. 

The time between your engagement and wedding celebration should be one of joyful anticipation and quality times with friends and family (cue the engagement parties and wedding showers). 

If you choose to forgo a wedding planner, you will inevitably end up responsible for countless organizational tasks — including that final walkthrough before the reception. Instead, with a planner on your side, you can focus on finalizing your color scheme, choosing your florals, tasting cakes, and more — while your planner takes care of the following:

• Keep quotes and proposals organized
• Keep track of deposits and what’s still owed
• Keep a running to-do list and timeline for the event

Plus, many wedding planners often offer specialized services that alleviate planning stress. Heather Lowenthal, Owner of Posh Parties, shares, “Clients are often surprised that we track RSVPs with no additional cost. Not only do I prefer to track them, I feel it is key for the planner to be in control of tracking these so we can stay up to date with guest counts, guests’ names, and table assignments.”

Brett Galley, Director of Special Events at Hollywood POP Gallery, shares how their team offers a specialized service that facilitates easy planning right up to the big day itself. “Multi-day events and weddings are trending right now,” he tells us, “and Hollywood POP Gallery offers private, personalized digital itineraries that can be shared with guests on a phone app for instantaneous access.”

3. A Wedding Planner Will Save You From Stressful Moments

Vendor Management

photographer: Emily Wren Photography | wedding planner: Kyle Michelle Weddings and Events || photographer: Sarah Kate, Photographer | wedding planner: Pop Parties

In addition to negotiating contracts and being your main point of contact, your event planner will also manage any difficulties that come up with your vendor team. For example, you will want to make sure that you are able to enjoy your ceremony without worrying about whether a microphone is set-up for the officiant. Similarly, you will want to be able to experience the magic of your reception without stressing about any noise ordinances. Let your planner manage any potential stressful vendor situations, so you can enjoy one of the most important days of your life.

Lowenthal of Posh Parties, shares, “We showed up at a venue last year where the power was not working for the band. We definitely had a moment of panic, but we then figured out a solution by using extension cords attached to outlets in other parts of the venue. The band had power seconds before the guests entered the room. Whew!” Now imagine this scenario without a wedding planner.

Plan Timelines & Day-of Flow

photographer: Dmitry Shumanev | wedding planner: L’amour Events Production || photographer: Celia Kelly Photography | wedding planner: TYGER Productions

Your planner will be responsible for keeping the wedding party (and vendors) on time. Trust us, you don’t want to have to be responsible for tracking down missing family members and wondering when the cake is going to show up.

A full-service wedding planner will also ensure that the event unfolds smoothly from moment to moment. PartySlate recently shared a video of Sofia Richie Grainge’s carefree skip down the aisle during her aisle run through. Look closely, and you can see her planner carefully coordinating with other vendors, leaving the bride to blissfully enjoy this exciting moment with her friends and family.

Manage Difficult Interactions With Family & Friends

Weddings can be stressful for friends and family. Sometimes, emotions run high. A sibling might get hungry and irritable while waiting to walk down the aisle. Your in-laws might disagree on the order of who gives which speech. Not to fear — here’s where your wedding planner comes in.

Your planner will be on the front lines to handle difficult situations as they arise. Their strong interpersonal skills will allow them to smooth over any tension. Moreover, they’ll be able to refer back to the “wedding plan,” thereby relieving you of having to justify any decisions made throughout the wedding process.

Additionally, they’ll make sure your most important guests are in the room for big moments, so you don’t have to worry about ushering people from room to room or performing a head count during a key moment of your big day.

Deliece Knights-Barnett, Founder & CEO of Dhalia Events, shares, “We actually include something called Complimentary VIP/MOB/MOG service. While many planners will assist family members with general questions and needs, our team takes it further by having our couples identify a VIP individual of their choosing (up to 2 max) for us to assist during the planning process. We help with a range of topics, including styling, advice for MOB/MOG/VIP, general questions about the event (to take the load off of the couple), and even support for surprises or gifts that a loved one might have planned for the couple.”

Come Equipped With Day-of Kits for Emergencies

photo courtesy of & wedding planner: The Styled Bride || photographer: Max Flatow Photography | wedding planner: Events by Jesse

Your planner has navigated countless weddings. They know which emergencies tend to come up, and the quickest way to circumvent any obstacles. 

Remember that hungry sibling? Or maybe you have a bridesmaid prone to spills. Rely on your wedding planner to be on hand with a day-of emergency kit that includes everything from water bottles and granola bars to tissues and sunscreen. 

Galley of Hollywood POP Gallery elaborates, “Hiring a professional event planner gives clients peace of mind that every potential ‘crisis’ has already been considered and either averted completely or planned for with comparable show-stopping alternatives.

Is the bride’s dress torn? We have the safety pins and seamstress on hand to make sure they are updated and in perfect and stylish condition. Did the couple decide to utilize their beloved dog as a ring bearer? We have the trainer to make sure that the dog trots down the aisle in an elegant (and well-behaved) manner.”

Deal With Unexpected Complications

photo courtesy of & wedding planner: Jaclyn Watson Events || photo courtesy of & wedding planner: Ashley Chanel Events

Complications come up for every wedding, even ones that are meticulously planned. Luckily, your wedding planner has experience with creative problem solving and troubleshooting at the last minute. As Chanel of Ashley Chanel Events says, “We haven’t met a crisis we cant pivot on. We don’t call them crises, to be honest. We look at things as a way to use new muscles. I think our entire industry has learned this art over the last three years.”

Hear how other top wedding planners navigated unexpected complications — while keeping calm and allowing the couple to enjoy their nuptials.

Sanam Enayati and Charlene Sedgh, Co-Owners of L’amour Events Production, tell us, “One particular challenge we faced involved a mother of the bride who insisted on ordering the wedding cake herself, despite our warnings about the potential for logistical issues. On the day of the wedding, the cake was nowhere to be found, and after several failed attempts to reach the bakery, we knew we had to take matters into our own hands.

“Quick thinking and resourcefulness allowed us to procure a beautiful dummy cake and a round strawberry shortcake, which we expertly redecorated and combined to create a stunning and delicious wedding cake. The mother of the bride was informed of the situation, but the bride remained blissfully unaware and thrilled with the results. Our ability to adapt and problem-solve under pressure is just one of the many ways in which we go above and beyond for our clients.”

photographer: Rene Zadori Photography | wedding planner: Mary Michelle || photographer: Mustard Seed Photography | wedding planner: Grayhouse Events Atelier

Watson of Jaclyn Watson Events recalls a time when there was torrential rain before a wedding that she worked on. “Their tent had water everywhere, but our team banded together and mopped up through the night and wee hours of the morning, then reset their entire reception tent, and no one was the wiser.”

Another time, one of Watson’s brides accidentally left her veil behind at home — 100 miles away. Watson tells us, “I made dozens of calls and called in many favors, but I found the exact veil at a local shop within two hours and got it brought to the bride, so she could walk down the aisle with it.”

Can you imagine any of these scenarios without a wedding planner? The weddings could easily have been ruined for the couple if the planners hadn’t stepped in with their expertise and hard work. 

4. A Wedding Planner Will Save You From Mistakes & Regrets

Help You Navigate Ideas 

photographer: Interstellar Image | wedding planner: After Eight Event Planning and Designs || photographer: Katie Beverley | wedding planner: Becker and The Co

It’s easy to get caught up in the excitement of wedding planning. Many couples will latch onto an idea without fully thinking it through. This is where your planner can step in and point out the pros and cons of any concept. 

With years of experience behind them, they know what works and what doesn’t. They also know how each choice affects other choices down the line. For example, you might want to have your “first look” at the ceremony. However, you might not realize that you would have to miss out on your cocktail hour. This type of insider knowledge will help you decide on how you want your nuptials to unfold.

Anticipate Problems

photo courtesy of & wedding planner: AJ Events || photographer: Erin Ashlee Photography | wedding planner: Hudson & Nine

Earlier, we mentioned how a great wedding planner will have a day-of emergency kit on hand. This is because your planner is routinely anticipating potential problems that could arise during your wedding day. If you’re planning an outdoor wedding, they’ll have a backup plan for any unforeseen weather. Likewise, they’ll periodically move any gifts into a secure location so nothing is lost throughout the night.   

The team at Becker and The Co sum it up by saying, “Right planning, attention to details, and learning from mistakes prevent us from having one.”

Venues: Your planner will also know if any of your preferred venues might not be the best fit. For example, let’s say you have your heart set on an afterparty at one venue. Your planner will know if there are noise ordinances that you should be aware of in advance.

Vendors: Your planner will also be able to advise you against going with any vendors who might not be a good fit. For instance, they’ll know if your favorite caterer can’t meet your dietary needs or if a preferred band won’t be open to musical requests.

Consider Key Moments

photographer: Fred Marcus Studio | wedding planner: Amy Katz Events || photographer: The Talented Photographer | wedding planner: AE Events

Your wedding day will be one of the most important milestones in your life. With your planner on hand, you can be assured that you won’t miss out on any key moments of your celebration. You can rely on your planner to make sure:

• You get a moment alone after the ceremony
• You have the perfect first look
• You get to try all of your appetizers
• You have a drink of choice in your hand
• You eat throughout the celebration (including breakfast)

People Also Ask…

Where can I find a wedding planner?

photographer: Matthew David Studio | wedding planner: Nick Gentile Events & Weddings || photographer: KingenSmith | wedding planner: Paulette Wolf Events

A great wedding starts with a great wedding planner. Use PartySlate’s curated vendor directory to find the best planners and vendors near you. Make sure to use the filters to narrow your search by location, vendor type, services, and more.

Make sure to click into a potential vendor’s PartySlate profile to see real examples of their work and learn important facts about their business. You can even reach out to a vendor directly from their profile. You can also reach out to our contributing panel below.

photographer: Gleb Freeman | wedding planner: Ani Wolff Weddings and Wellness || photographer: Ana Isabel Photography | wedding planner: LaJoy Plans

Consider Our Expert Planner Contributors

Where can I find more wedding inspiration?

photographer: Amanda Crean Photographers | wedding planner: L’Relyea Events || photographer: Vicki Grafton | wedding planner: Kraft Events

PartySlate is your go-to resource for the best wedding and event inspiration. Browse PartySlate’s Wedding Gallery to see real events by theme, color palette, and more. For specific wedding elements like arches or entertainment ideas, check out the Wedding Idea Gallery. You can also click on the following for the latest wedding trends and evergreen inspiration: