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Hiring a Wedding Planner: Start to Finish

Ever wondered what the process is for hiring a wedding planner? I can say with certainty that it's not a one-size-fits-all model, as each planner has carefully crafted their process over time using the methods that work best for them. But if you stick with me, I'll take you through my process from start to finish!

***Please note that since I provide different levels of wedding packages, this is a very basic outline of the services that I provide to encompass what you can expect for any package.***

Where do We Begin?

If you've landed on my website, it means you were probably looking for a wedding planner in your area and I came up in your google search. Or maybe you landed here from one of my social media sites, which is a common way that clients have found me recently (Instagram being the most popular). Whatever the case may be, I'm happy you are here! If you explore my website, you'll see many helpful wedding planning blog posts, some freebies, and learn more about me and the services that I offer. If my website aesthetic and personality appeal to you, you'll want to see what the next steps are and you'll either fill out my contact form on my contact page, or you'll fill out the interest form for wedding services. Once I receive your information, I will review it and reach out to you to schedule an initial consultation call with you and your partner.

Consultation Call:

The consultation call usually lasts about 20-30 minutes, and it is a great way for us to get to know each other and see if we are a good fit. It is important that we both feel it is a good fit, because this is an important day for you, and it's also extremely important for me to get it right. During the consultation call, I will ask you some basic questions about your love story and the vision you both have for your special day. There's also the opportunity to ask me any questions you may have, and for us to discuss next steps should we both decide it's a good fit. After getting a clearer image of what you need from me and what you would like your day to look like, I will draft up a proposal to send you.


No later than 24 hours after our consultation call, I will email you a proposal to look over. The proposal will include some basic information about you and your wedding, and will also include some key focal points for me that outline how I will make sure your wedding priorities are taken care of. The proposal will also include the services I will provide you that are tailored to your specific needs, as well as the price for those services. It's a big decision to make, so it's understandable that you would take some time getting back to me. Once you decide to move forward, I'll send you the contract. I'll need the signed contract and the deposit outlined in the contract to secure your date.

You've Signed the Contract and Sent in the Deposit. Now What?

Once you are officially an Alexandria Elaine Events Client, you'll receive my onboarding packet which explains EVERYTHING you might need to know. The documents that we'll work on together will be explained, and so will your planning appointments.

Planning Appointments:

We cover a lot in our planning appointments, so you'll want to be sure and bring a notebook and pen, and your calendar. These planning appointments differ in frequency and intensity based on the level of package that you book but they all have the same end goal in mind: to ensure that you have an incredible wedding day. Before each planning appointment, I will let you know exactly what you can expect to go over, and might also assign you a few "homework" items to complete post-appointment. I will have my own "homework" after each planning appointment to get important components like your day-of timeline and floorplans done correctly and on time.


The planning appointments aren't the only times that I'll be working on your wedding. I will be working continuously on your wedding from the day of signing to ensure everything gets done. There are a lot of little steps along the way that need to come together, but don't constitute a meeting with the clients. In addition to our planning appointments, you will also be able to email me whenever you need to for questions, advice, etc. That is a service that I offer with any package free of charge because I want to be accessible to you and give you that peace of mind that should come with hiring a wedding planner. We'll also have numerous phone calls and a site visit and final venue walkthrough just to make sure we don't miss anything and that we all feel great with the wedding day plans.


Depending on your package, it might be included that I will attend your rehearsal (schedule permitting). I like to be at the rehearsal, because I get to meet some of the important people in your wedding party and family (which will help me be better at coordinating on the wedding day) and so I am able to see the walking order and the pace and also address any last-minute concerns from the wedding party and family. Sometimes the officiant will run the rehearsal (which is the case for many religious weddings), and sometimes the planner will run the rehearsal. If you'd like me to run your rehearsal just let me know! Running the rehearsal basically includes coordinating the lineup of the wedding party and giving them the cues on when and where to walk. We walk through it a few times and then when everyone has it down we are ready for wedding day!

Wedding Day:

This is it- the big day! We've done so much planning to get to this point, and we're about to see it all pay off. We've poured countless hours into creating the perfect day-of timeline for you, and this document will serve as the key to the day. You'll see me arrive in set up clothes with my wedding emergency kit, which is filled with last minute items you or your wedding party may need, and I will have a binder with me that has all important documents. These documents include extra vendor copies of the timeline, your marriage license, your vendor contracts, and any other lists/documents that are important for your day. I will be at your wedding from getting ready time to the cleanup to ensure that things run smoothly on your beautiful day. If you need anything at all, come find me- I'm your go-to person that day! Your family and wedding party can rest assured that I will handle any last minute problems discreetly as possible and to the best of my ability.

When thinking about hiring a wedding planner, re-read this post and think about all of the added value that a planner can contribute. Not only will hiring a planner give you peace of mind leading up to your wedding day, but they are also someone who will cheer you on along every step of the way and make sure that you have an unforgettable day. The organization and the emotional support that you gain from having a planner is truly priceless. And if you still don't see the value in hiring a planner, I encourage you to reach out to me and let's talk about it!

Until Next Time,

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