How to Choose a Wedding Planner: A Step-by-Step Guide

Planning a wedding can feel overwhelming, especially if you're organising a celebration in France. Whether you're a UK couple dreaming of a château wedding or French locals wanting professional support, selecting the right wedding planner can make the difference between a stress-free celebration and months of sleepless nights.

The truth is, not all wedding planners are created equal. Some excel at intimate gatherings, others thrive on grand celebrations. Some specialise in rustic barn weddings, while others focus on high-end château affairs. Finding the right match for your vision, budget, and personality requires more than just picking the first name that appears in your Google search.

Given that’s the case, let's walk through, step-by-step, everything you need to know about choosing a wedding planner who'll actually make your life easier, not more complicated.

Understanding What Type of Wedding Planner You Actually Need

Before you start reaching out to planners, you'll want to get clear on what level of support you're after. Wedding planners typically offer different service levels, and knowing which one fits your situation will save you time and help you budget more accurately.

• Full-service planners: handle everything from venue hunting to day-of coordination. They're brilliant if you're busy professionals, live far from your wedding location, or simply want someone else to manage the entire process. For destination weddings in France, this level of service often makes the most sense.
• Partial planning services: might cover just the final few months of planning or specific aspects like supplier coordination. This can work well if you enjoy the early planning stages but want professional help with the complex logistics.
• One-the-day coordinators: step in during your final weeks to execute your plans. They're perfect if you love planning but want someone else to handle the actual day so you can relax and enjoy your celebration.

For weddings in France, you'll also want to look for planners with destination wedding expertise. This isn't just about knowing pretty venues (though that helps). It's about understanding French marriage laws, having relationships with reliable local suppliers, and navigating any potential language barriers.

Working Out Your Budget and Understanding How Planners Price Their Services

On the surface, wedding planner pricing can seem like a mystery. But most follow fairly standard models. 

Most planners charge a percentage of your total wedding budget, typically ranging from 10% to 20%. For instance, on a €40,000 wedding, this could mean planner fees ranging from €4,000 to €8,000. High-end weddings with budgets exceeding €150,000 might see planner fees of €30,000 or more, depending on the planner's experience and the wedding's complexity. 

This model gives you predictable costs from the outset and often means the planner's level of involvement scales appropriately with your wedding's complexity. However, it's worth noting that this structure creates a potential incentive for planners to encourage higher spending since their fee increases alongside your budget.

That’s one reason why flat fee arrangements are becoming increasingly popular, especially for partial planning or specific service packages. These give you more predictable costs and can often provide better value if you're working with a substantial budget.

Some planners also offer hourly rates for consultations or specific tasks, which is worth pursuing if you just need advice on particular aspects of your planning rather than full-service support.

Regarding the pricing structure, remember to ask about additional costs that might not be included in the initial quote. Things like travel expenses for site visits and accommodation during your wedding weekend can add up quickly if you're not expecting them.

Special Pricing Considerations for Weddings in Dordogne

If you're planning a wedding in the Dordogne region, particularly for larger celebrations with up to 200 guests, it's helpful to understand the typical costs for wedding planners in this area. Based on recent data, wedding planner fees in Dordogne for weddings with up to 200 guests generally range from €3,500 to €6,500 for full-service planning. This estimate is derived from a combination of national averages and regional insights, adjusted for Dordogne's rural charm and the logistical demands of larger weddings.

• Service Level: Full-service planning, which includes everything from venue selection to day-of coordination, typically falls within the higher end of this range. Partial planning or day-of coordination may be less expensive, often starting around €1,500 to €2,500.
• Wedding Size and Complexity: Larger weddings, such as those with 200 guests, require more coordination, especially in a destination setting like Dordogne. This can push fees toward the upper end of the range.
• Planner Experience: Planners with extensive local knowledge and strong supplier relationships may charge more, but their expertise can often lead to savings in other areas of your wedding budget.

While Dordogne is a more rural and potentially affordable region compared to areas like Provence or the French Riviera, the costs for large weddings tend to align with national averages due to the increased complexity. For example, some planners in Dordogne list starting prices around €3,500 for full-service planning, which may reflect the needs of larger events. It's always a good idea to contact planners directly for tailored quotes, as prices can vary based on your specific requirements.

Researching Potential Wedding Planners and Building Your Shortlist

The research phase is where you'll separate the wheat from the chaff. You're not just looking for someone with a pretty Instagram feed (though that doesn't hurt). You need someone with the right experience and local knowledge to make your wedding dreams actually happen.

Location expertise is absolutely crucial, especially for weddings in France. A planner who knows the Dordogne inside out might struggle picking out suitable Provence venues, and vice versa. So, look for planners who regularly work in your chosen region and can demonstrate genuine local knowledge.

For UK couples, language skills matter enormously. While many French wedding suppliers speak English, having a planner who can communicate fluently in both languages will save you countless headaches when it comes to contracts, detailed discussions, and problem-solving.

While experience and track record are important, we think it’s best to place more emphasis on looking for planners who've handled weddings similar to yours in terms of size, style, and budget. 

It almost goes without saying that someone who specialises in intimate elopements might not be the best fit for your 200-guest celebration. Similarly, if you're drawn to rustic, relaxed celebrations, a planner whose gallery is full of formal ballroom affairs might not be your ideal match, no matter how good their reputation is. 

You also want to ask them about their supplier relationships, particularly in France, where personal connections are crucial. A planner with strong relationships can often secure better pricing, preferred dates, and superior service from local suppliers.

Taking a Close Look at Their Track Record

Anyone can create a beautiful website and claim to be an expert. What you need is evidence that they can actually deliver what they promise. This is where a bit of detective work pays off.

Recent client testimonials tell you far more than generic five-star reviews. Look for detailed feedback that mentions specific challenges and how the planner handled them. And, of course, pay particular attention to testimonials from couples with similar circumstances to yours.

Don't hesitate to ask for supplier recommendations. Wedding suppliers who regularly work with a planner can give you insights into their professionalism, reliability, and problem-solving abilities that you wouldn’t necessarily get from cherry-picked client testimonials.

You can also look at any industry recognition they may have through awards, magazine features, or professional associations. While it’s not everything, it will indicate a planner's standing within the industry and suggest their peers respect their work.

Most importantly, at that all-important initial consultation, ask for examples of how they've handled problems. Weddings rarely go exactly according to plan, and you want someone who can think on their feet when your original outdoor ceremony location gets flooded the night before your wedding.

The All-Important “Vibe Check”

Here's something many couples overlook: you're going to be working closely with your wedding planner for months. If their communication style drives you mad or their personality clashes with yours, those months are going to feel very long indeed.

Communication style varies enormously between planners. Some prefer formal, structured updates. Others are more casual and chatty. Some respond to emails within hours, others take a few days. None of these approaches is inherently better, but one will likely suit you better than the others.

Personality compatibility matters more than you might think. If you're laid-back and flexible, a highly structured, detail-obsessed planner might make you feel micromanaged. If you're naturally anxious about details, a very relaxed planner might not provide the reassurance you need.

Having that trust and confidence in your choice will often come down to gut feeling. After your initial conversations, do you feel confident that they understand what you want? Do their questions suggest they're thinking about potential issues you hadn't thought of? Do they seem genuinely interested in your wedding, or are you just another booking?

For French weddings, cultural sensitivity can be particularly important. Whether you're incorporating French traditions into your celebration or bringing other national, religious, or symbolic customs to a French venue, you want a planner who understands both cultures and can help you navigate any potential misunderstandings.

Special Considerations for Planning French Weddings

On that note, planning a wedding in France can often come with its own set of challenges, whether you're an international couple or French locals. The right planner will understand these intricacies and help you get through them smoothly.

While a local French wedding planner will have much better local knowledge, including aspects such as which châteaux are available for hire and when venues are closed due to local holidays, etc., they’ll also handle (or at least advise on) the necessary paperwork. If you’re planning a legal marriage in France, there are a lot of hoops to jump through, and they can help you make an informed decision as to whether you should just get married (officially) in your home country before having a symbolic ceremony in France. 

Again, if you’re hosting a French destination wedding, the best planners can seamlessly handle logistics in and around the wedding, such as ferrying dozens of people arriving from abroad to and from the airport and sorting local accommodation for them.  

Of course, the language advantage is critical. While you might be confident in French, can you read professional wedding supplier contracts in French and be confident in what you’re signing? If not, a planner can act as that crucial bridge or even anglicise contracts for you so you enter into any supplier relationship with your eyes wide open. 

Likewise, some of your requirements might need more nuanced translations (rather than literal) to avoid having faux pas made by your French wedding suppliers, who do not quite understand what you meant.    

Lastly, timeline understanding is particularly important because French weddings often follow different patterns from British or American celebrations. The vin d'honneur, the structure of the dinner service, and the flow of the evening can all affect planning decisions.

Conducting Thorough Interviews

Once you've narrowed down your list, it's time for proper conversations. These initial consultations are your opportunity to get a real feel for how each planner works and whether they're the right fit for your wedding (this is when you’ll get an answer to the “vibe check” question.

Most established planners offer an initial consultation, though policies vary on whether this is complimentary or involves a fee. Either approach can work, but paid consultations sometimes result in more thorough discussions since both parties are more invested in the time.

Come prepared with your basic information: guest count estimates, budget range, preferred dates, and any venue ideas you're already exploring. The more context you can provide, the more useful advice you'll receive.

Pay attention to the questions they ask you. Good planners will want to understand not just your practical requirements, but also your priorities, your stress tolerance, and your vision for the day. They should be asking about your relationship, your family, and what elements of the wedding matter most to you.

These conversations are also the perfect opportunity to look out for any red flags. Planners who immediately push you towards their preferred suppliers without understanding your style, who seem vague about their process, or who make the conversation feel like a sales pitch rather than a consultation might not be the right fit.

And never feel pressured to make a decision immediately. Good planners understand that choosing the right team member is important and won't push you to sign a contract on the spot.

Reading the Fine Print Carefully

Once you've found a planner you'd like to work with, take time to review their contract thoroughly. This document will govern your relationship for the next several months, so it's worth understanding exactly what you're agreeing to.

Contract terms should clearly outline what services are included and what falls outside their scope. Pay particular attention to supplier management policies, communication expectations, and what happens if you want to make changes to your original brief.

Payment schedules vary between planners, but most require a deposit to secure your date, with remaining payments spread across the planning timeline. Make sure you're comfortable with the amounts and timing, particularly if you're managing currency exchange for a French wedding.

Cancellation policies have become increasingly important since the pandemic showed us all how unpredictable life can be. Understand what circumstances would allow you to cancel or postpone, what refunds might be available, and how such situations would be handled.

Insurance coverage is often overlooked, but it is increasingly important. Ask whether your planner carries professional indemnity insurance and public liability coverage. This protects both of you if something goes wrong. And never just take their word for it, ask for copies/proof of their policy. 

Backup plans for planner illness or emergencies should also be clearly outlined. You want to know that your wedding won't be left without professional support if your planner faces an unexpected crisis.

Making Your Final Decision

After all your research and interviews, you'll more than likely find yourself in a position to make your choice. But before you do, just bear in mind this decision will affect your entire wedding experience, so it's worth taking the necessary time to get it right.

Firstly, make sure you’re comparing apples to apples when going through your options. A planner offering full service will naturally cost more than one providing day-of coordination, but they're not directly comparable options. So make sure you're looking at similar service levels when making price comparisons.

Trust your instincts about personal fit. Planning a wedding involves sharing lots of personal information and making decisions about intimate celebrations. You want someone you genuinely like and trust, not just someone with impressive credentials.

Something else to take into account is that this will be a long-term working relationship. You'll be in regular contact for months, sharing stresses and excitement, making countless decisions together. As we mentioned earlier, personal compatibility often matters as much as (if not more) professional credentials.

Lastly, don’t be scared to do some last-minute reference checking with previous couples whose weddings were similar to what you're planning to get that much-needed reassurance before taking the plunge. 

Setting Up for Success with Your Chosen Wedding Planner

Once you've made your choice and signed your contract, the real work begins. Taking time to set clear expectations and establish good working patterns will make the entire process more enjoyable for everyone involved.

Communication preferences should be established early (ideally before contract signing). How often do you want updates? Do you prefer email, phone calls, or face-to-face meetings? Are there particular times of day or week that work better for both of you? Getting this right from the start can avoid a whole heap of frustration later.

Those initial planning timeline discussions help you understand what to expect and when. Good planners will provide you with an overview of timelines and key decision points for different aspects of your big day.

Building your team of wedding suppliers together is often one of the first major tasks, and your planner's approach to this will set the tone for much of your planning. Understand how they typically present options, what information they provide about each supplier, and how involved you'll be in the selection process.

Remember that while your planner brings expertise and experience, this is still your wedding. A good wedding planner will guide you towards decisions that work for your budget, style, and priorities, but the final choices should always feel authentically yours.

Bringing It All Together to Create an Incredible French Wedding Celebration

Choosing the right wedding planner is about finding someone who combines practical expertise with personal chemistry. And while it may feel like a chore to go through, research, and narrow down your list of potential candidates, the investment in time you make during the selection process will pay dividends throughout your planning journey. 

To reiterate, a planner who truly understands your vision and works well with your communication style will make the entire experience more enjoyable, not just more organised. That’s how influential the right planner can be on your wedding celebration.

So, as we’ve said, take your time to make this decision. Ask plenty of questions, trust your instincts, and remember that the cheapest option isn't always the best value. Your wedding planner will play a significant role in bringing your celebration to life, so choose someone you're genuinely excited to work with.

If you're planning a wedding in France and need recommendations for trusted wedding planners, we've worked with many of Southwest France's most respected individuals as the region's leading wedding event production company. 

Through several years of providing comprehensive sound, lighting, staging, and technical services across the Dordogne and surrounding areas, we've built extensive industry relationships and can offer valuable insights into which planners might be the best fit for your specific requirements and wedding vision. Just get in touch with us if you’d like to get some advice. 

We’ve also compiled an exhaustive list of wedding planners in Southwest France to make that initial research phase a little easier.