The short answer
A wedding planner contract should describe the scope in tasks, not labels: when the planner starts, how many meetings and hours are included, which vendors they will contact and for what, how many assistants attend on the day, whether the rehearsal is covered, how the fee is calculated, which expenses you reimburse, and what is excluded. "Full service" or "day-of" means only what the contract lists.
Is a wedding planner the same as a coordinator? Read the scope
A wedding planner and a day-of coordinator are defined by the task list in each contract, not by the label. Labels such as "full planning", "partial planning" and "day-of coordination" do not define your scope; the task list in your contract does. Read the scope section line by line and note when the service starts. A "day-of" package may begin weeks before the wedding with a handoff meeting and vendor confirmations, and a "partial" package may start at a set number of months out.
Turn the scope into a list of tasks you can tick off, such as venue search, vendor recommendations, budget tracking, design, timeline, floor plan, vendor confirmations, and setup and breakdown on the day. If a task you expected is not listed, ask whether it is included and have the answer added to the contract.
- Date the service starts
- Venue and vendor search
- Budget tracking
- Design and floor plan
- Timeline and run sheet
- Vendor confirmations before the day
- Setup and breakdown on the day
Do wedding planners attend the wedding and the rehearsal?
A wedding planner attends the wedding day and the rehearsal only as the contract states. Check for a cap on planning meetings, on planning hours, or on both, and whether calls and site visits count. Note the rate for time beyond the cap and how it is billed. For the wedding day, record the number of on-site hours, when they start, and how many assistants attend. An eight-hour day that starts at noon may end before the reception does.
Ask whether the planner attends and runs the rehearsal, whether it counts toward on-site hours, and what overtime costs on the day. If a named planner matters to you, check whether the contract names that person or allows a substitute from the team, and whether you are told in advance of any change.
- Number of planning meetings
- Planning hours cap and extra-hour rate
- On-site hours and start time
- Number of assistants on the day
- Rehearsal attendance
- Named lead planner
Which vendors will the planner contact, and for what?
Find what the contract says about vendors. It may say the planner recommends vendors, attends vendor meetings, reviews vendor contracts, confirms details in the final weeks, or acts as the day-of contact. Each is a different task. Check whether the planner is only the contact for vendors they recommended or for all of yours.
Also look for a statement about referral fees or commissions from vendors, and ask the planner to confirm in writing whether they receive any. Check who signs vendor contracts and who pays vendors. If payments pass through the planner, ask how you will see each vendor's invoice.
How is a wedding planner fee calculated: flat or percentage?
There is no single wedding planner fee you can rely on; the contract sets how yours is calculated. A flat fee is a fixed amount. A percentage fee depends on a base, and the base matters as much as the rate. The contract may apply the percentage to your "total wedding budget", to "all vendor contracts", or to "vendor services booked through the planner". Ask whether the base includes the venue, tax, service charges and your attire, and when it is measured: at signing or after the wedding.
For example, a hypothetical planner charges 12%. On a total budget of $40,000, that is 0.12 x $40,000 = $4,800. If the base is vendors booked through the planner, totaling $28,000, the fee is 0.12 x $28,000 = $3,360. If the base is final spend and the budget grows to $45,000, the fee becomes $5,400.
Do wedding planners decorate? Expenses and exclusions
Expenses may include mileage, parking, lodging for a wedding far from the planner's base, meals on the day, and shipping or supplies. Check whether they are billed at cost or at a flat rate, whether they need your approval first, and when they are invoiced. Add the planner and each assistant to your vendor meal count if the contract asks for meals.
Whether a wedding planner sets up decor depends on the scope and the exclusions. A contract may exclude setting up decor, handling cash or tips, moving heavy items, guest travel arrangements, or tasks after a stated end time. Knowing what the planner will not do tells you what to assign to someone else, such as a family member who packs up personal items at the end of the night.
- Mileage, parking and lodging
- Meals for the planner and assistants
- Approval before expenses are incurred
- Tasks the contract excludes
- Who covers each excluded task
When do wedding planners get paid, and what if we cancel?
Record the retainer and each payment with its date. For a percentage fee, check when the final amount is calculated and billed. For example, with the hypothetical $4,800 fee above and a $1,500 retainer, $3,300 remains; if it is split into two payments at 90 and 30 days before the wedding, each is $1,650.
Then read the cancellation and termination terms from both sides: what you owe if you cancel at different points, what happens if the planner ends the agreement, and how work already done is billed. Whether any money is returned depends on the contract and the law where you are, which varies by state; ask the planner to state the terms in writing.
Planner contract review
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Term | What the contract says | Page / clause | Question to ask |
|---|---|---|---|
| Scope tasks and start date | — | — | — |
| Meetings and planning hours | — | — | — |
| On-site hours and assistants | — | — | — |
| Rehearsal | — | — | — |
| Vendor communication | — | — | — |
| Referral fees or commissions | — | — | — |
| Fee: flat or percentage, and base | — | — | — |
| Expenses and approval | — | — | — |
| Exclusions | — | — | — |
| Payments and cancellation | — | — | — |
A message you can make your own
Add your document reference and the questions that apply. You decide what to send and send it yourself.
Thank you for the proposal. Before we sign, could you confirm a few points in writing? On what date does your service begin, and how many meetings and planning hours are included? How many on-site hours and assistants are included on the day, and do you run the rehearsal? Which of our vendors will you contact, and for what? If the fee is a percentage, what exact base is it calculated on and when is the final amount billed? Do you receive any referral fees from vendors? Finally, which tasks are excluded?
Common questions
How much does a wedding planner cost?
A wedding planner costs what the contract calculates, and there is no single figure you can rely on. The amount depends on the scope, the hours and meetings included, the number of assistants on the day, and whether the fee is flat or a percentage of a stated base. Ask each planner for a written quote on the same scope, then compare the task lists as well as the totals.
Does a day-of coordinator only work on the wedding day?
A day-of coordinator works only the days the contract lists, so check for a start date. Some day-of packages include a handoff meeting, vendor confirmations and a timeline in the weeks before the wedding. If yours starts on the day itself, ask who will handle the final vendor confirmations and gather the arrival times, and write that name into your plan.
Do wedding planners get commission from vendors?
A wedding planner may or may not receive referral fees or commissions from vendors; the contract and the planner are the only sources for yours. Look for a disclosure clause, and ask the planner to confirm in writing whether they receive any payment from vendors they recommend.
Is a percentage planner fee better than a flat fee?
A percentage planner fee compares with a flat fee only once you know its base and how your budget may change. Calculate the percentage on the base the contract names, then again at a higher final spend. A flat fee stays the same unless the scope changes; a percentage fee moves with its base.
Does the planner handle vendor tips and final payments?
A wedding planner hands out tips and final payments only if the contract says so, and some contracts exclude handling cash. If you want the planner to deliver tip envelopes or final checks, ask them to confirm in writing. List each envelope on the run sheet with the vendor name and amount, and name who holds the envelopes until then.
Do wedding planners need insurance?
Whether a wedding planner needs insurance for your date depends on the venue contract and local rules. Some venue contracts require each vendor, including the planner, to carry liability coverage and send a certificate of insurance by a deadline. Check the venue contract, then ask the planner whether they carry coverage and can send the certificate in the form the venue asks for.
What if we need more planning hours than the contract includes?
Extra planning hours are billed at the rate and increment the planner contract states, so find both before you sign. Ask the planner to tell you when you are close to the cap, and put a monthly check on your calendar so extra hours are a choice, not a surprise. Ask for any added hours to be confirmed in writing.