Planning Pod Blog


Fresh insights and best practices for event professionals

Be prepared when you meet with clients

by | Aug 9, 2010 | Uncategorized

Some clients are more lackadaisical than others when it comes to hiring their wedding or event planner, but they all come with questions. So, take time before you meet with clients to prepare yourself for the questions they will more than likely ask. Here is a list of 30 questions you should be prepared to answer (even if they don’t ask):


  1. Will you commit to the client’s budget and not push them towards vendors and items that they cannot afford?
  2. Can you offer them discounts with any vendors?
  3. Do you accept commissions, kickbacks or professional discounts from any vendors you refer?
  4. Do you charge hourly, a flat rate or a percentage of the client’s overall budget?


Your business:

  1. How many weddings are you usually coordinating at once?
  2. Are you a member of any associations?
  3. Are you certified? From where?
  4. What’s the average size of the weddings you plan?
  5. Do you have a business license?
  6. What is your refund policy in case of cancellation?
  7. How many full-service weddings do you plan per year?
  8. Is wedding planning your full-time job?
  9. How many weddings have you planned?


Scheduling and Communication Skills

  1. What was the most challenging wedding you’ve planned and how did you handle it?
  2. How do you keep in touch with clients?
  3. Can you provide pictures and references from previous weddings you’ve planned?
  4. Will you make a checklist of all of the tasks that the client needs to accomplish?
  5. How will you make sure everyone involved (vendors, wedding party, bride/groom, families) stick to the schedule?


Wedding Specific Questions

  1. Will you be at all of the vendor meetings and/or tastings?
  2. Will you advocate the client’s vision to vendors and make sure they stay true to the client’s ideas?
  3. Will you read over vendor contracts for the client, and what are some common hidden fees to watch for?
  4. Can the client only choose from your preferred vendors, or can they hire someone even if you haven’t worked with them before?
  5. What will you wear to the client’s wedding?
  6. Will you be the only planner working on my wedding, or will their be other planners or assistants assigned to my wedding?
  7. Who will take over for you if for some reason you cannot attend the client’s wedding?
  8. Will you assist in booking and planning the honeymoon?
  9. Do you handle the wedding invitations including wording, ordering, addressing and mailing?
  10. Are you available for etiquette questions?
  11. What won’t you help with?
  12. Do you foresee any issues with the client’s wedding date/venue like weather, travel, etc?


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