What Questions Should You Ask a Wedding Planner?
When interviewing wedding planners, ask about their experience with venues similar to yours, their pricing structure (flat fee vs. percentage), communication style, and availability on your date. Crucial questions should also cover their vendor network, how they handle emergencies, and whether they'll be personally present throughout your wedding day.
Experience and Background Questions
Start your wedding planner interview by gauging their experience and approach to weddings. These foundation questions help determine if their style matches your vision.
Pittsburgh has unique venues from industrial-chic Carrie Furnace to elegant Omni William Penn ballrooms. A planner who knows your venue's quirks (like the Phipps Conservatory's strict vendor policies or the wind patterns on Mt. Washington that can send centerpieces flying) brings invaluable insider knowledge.
Review their work—not just pretty Instagram photos, but complete weddings. Notice how they handle different styles and budgets. When checking references, ask past clients about responsiveness and problem-solving skills. Did they respond to late-night panic texts about cookie table logistics? Could they handle last-minute detours when Fort Pitt Tunnel traffic threatened to derail the timeline?
Some planners are meticulous spreadsheet wizards who track every boutonniere pin, while others excel at big-picture creativity but delegate detail work. Neither is wrong—just make sure their approach aligns with your needs.
Logistics and Services Questions
Planners offer everything from "month-of coordination" to "full-service planning," but these terms aren't standardized. Get specific: Will they attend vendor meetings? Create detailed timelines? Coordinate transportation? Handle room blocks for out-of-town guests navigating Pittsburgh's neighborhoods?
Weather contingencies are essential in Pittsburgh, where we can experience sunshine, fog, and thunderstorms in the same afternoon. A great planner has backup plans for their backup plans.
Some busy planning companies send associates to execute the wedding day. If building a relationship with one person matters to you, clarify who'll be there when it counts.
Avoid planners who spread themselves too thin. If they're coordinating three weddings across Pittsburgh in one weekend, they simply can't give each couple their full attention when inevitable timing hiccups occur.
Communication and Compatibility Questions
Some planners stick to scheduled check-ins, while others welcome texts anytime. Neither is wrong, but mismatched expectations lead to frustration.
Great planners are diplomatic intermediaries when your future mother-in-law insists on traditional cookie table protocols while you're dreaming of a modern dessert wall.
This question reveals their working style and helps set boundaries. The answer should balance professionalism with flexibility.
Listen for answers that go beyond generic responses. Do they have unique connections with vendors? Special expertise with your cultural traditions? A sixth sense for weather patterns at outdoor venues?
Finding Your Perfect Wedding Planning Partner
The right wedding planner is part project manager, part therapist, part creative director, and part miracle worker. They should make you feel confident, heard, and excited—not anxious or confused. Trust your instincts during these conversations; your planner will be by your side during one of life's most meaningful (and occasionally stressful) experiences. After interviewing potential planners, give yourself time to reflect before signing contracts.