Getting Comfortable: A Quick Intro

• Tell me about your wedding date, how fixed is it, and any timing pressures around it.
• Who is driving most of the planning, you, your partner, or a family member? Options: You, Your partner, Shared equally, A family member, A hired planner, Other
• How many guests are you expecting now, and how firm is that number? Options: Under 50, 50-100, 101-150, 151-200, 201-300, 300+
• What worries about planning keep you awake at night?
• Which parts of planning have you already done or booked? Options: Venue, Caterer, Photographer, Florist, Rentals, Officiant, Invitations, None, Other
• Do you prefer a hands-on planner or someone who orchestrates quietly behind the scenes? Options: Hands-on collaboration, Planner-driven with approvals, Complete delegation, Unsure

Where Priorities Bend: Budget, Family, and Tradeoffs

• What single budget surprise would make you walk away from a vendor choice?
• How do you prioritize budget versus experience for key items like venue, food, and photography? Options: Budget first, Experience first, Balance both, Depends on the item
• Who in your family or partner circle has veto power over major decisions, and how have they used it so far? Options: No vetoes, Partner has veto, Parent(s) have veto, Multiple stakeholders, Unsure
• Describe a non-negotiable element for your day, and why it matters more than other items.
• If a vendor you love is unavailable on your date, what would make you accept an alternative versus shifting the date?

The Look You Really Want: Vision That Means Something

• Most inspiration boards focus on visuals. If we planned around three emotional moments you want guests to remember, which moments would you choose?
• Which specific ceremony or reception details in your saved images are absolute must-haves? Options: Ceremony backdrop, Tablescape and centerpieces, Lighting and atmosphere, Attire and styling, Guest experience elements, Other
• On a scale of 1 to 5, how critical is vendor flexibility to reproduce those looks within your budget? Options: 1, 2, 3, 4, 5
• Do you want direct involvement in styling decisions or prefer to delegate them to professionals? Options: I will lead styling, We will decide together, I prefer vendor lead, Unsure
• Name the one constraint that would force a different visual plan, for example budget cap, strict venue rules, or family requirement.

Timeline and Logistics, Not Just Pretty Pictures

• If the ceremony runs late by 30 minutes, what part of the day would you rather protect and what are you willing to lose?
• On a scale of 1 to 5, how closely do you want the day-of timeline managed minute by minute? Options: 1, 2, 3, 4, 5
• Identify the person you expect vendors to call first on the day, and why them. Options: Primary contact (partner A), Primary contact (partner B), Family liaison, Assigned planner, Venue coordinator, Other
• List the top three vendor handoffs that must not fail on the day.
• Is there any vendor or family member whose absence or disagreement would stop the wedding from proceeding? Options: Yes, No, Maybe / depends, Unsure

Where This Could Break: Risks That Change the Plan

• Name the single risk that would make you postpone or cancel the celebration, weather, vendor failure, or family conflict.
• Describe how you've already prepared for that risk, if at all.
• Have you arranged a backup venue or date flexibility in case of major issues? Options: Yes, backup venue confirmed, Yes, we have flexible date options, No backup plans yet, Unsure
• List the people who are aware of these risks and able to make quick decisions if they occur.
• Can you obtain required permits, licenses, or health approvals within the next 8 weeks? Options: Yes, within 8 weeks, No, it will take longer, Not required for our event, Unsure

Other Paths You Are Considering

• You're weighing alternatives, what would have to be true about your current DIY plan or another planner for you to stick with it?
• Select the options you are considering right now from the list below. Options: Full-service planner, Partial planner, Day-of coordinator, Venue-provided coordinator, Friend or family, DIY, Other
• Rank these priorities when comparing proposals, from most to least important. Options: Price, Reliability, Style match, Vendor relationships, Availability on date, Responsiveness, References
• Has anyone on your side proposed managing coordination without an outside vendor? Options: Yes, a family member suggested it, Yes, we considered DIY, No outside proposal has been made, Other
• Tell me the single factor that would make you sign within a week if two proposals looked similar.

Practical Readiness: What Must Be True

• Assume the venue requires certified staff and proof of insurance, can your current plan meet that requirement within four weeks? Options: Yes, covered, No, needs arranging, This requirement would block proceeding, Unsure
• Please list any contracts or deposits already signed, including who holds them and dates.
• Can your point person for payments release credit card or vendor payment information if a vendor requests it? Options: Yes, they can release payment details, No, they cannot, We prefer alternative payment handling, Unsure
• Identify who will own guest list updates and seating changes during the final month. Options: Partner A, Partner B, Family member, Assigned planner, Venue contact, Other
• Is there any venue rule, homeowner association condition, or permit term that would prevent the ceremony or certain decor elements? Options: Yes, significant restrictions, Some minor restrictions, None known, Unsure
• Are there any legal or scheduling constraints that would force us to stop or delay signing a planning contract? Options: No blockers, ready to proceed, Possible blockers, need review, This would stop us, Unsure

How You'll Know We're the Right Fit

• Imagine we presented a plan matching your top three needs, what remaining concern would keep you from signing?
• Please specify the three outcomes that must be delivered for you to feel the planner earned their fee.
• When would you expect a formal proposal after our first in-person or virtual meeting? Options: Within 48 hours, Within a week, Within 2 weeks, Longer than 2 weeks, Unsure
• Would you prefer a fixed-fee package or a flexible hourly add-on for last-minute work? Options: Fixed-fee package, Flexible hourly add-on, A la carte options, Not sure
• Given references and a sample timeline within 48 hours, could you commit to a decision within two weeks? Options: Yes, decision within two weeks, No, need more time, Depends on proposal details, Unsure

• Design & Planning Walkthrough

• Confirm the current state and its cost
• You confirm the proposed design reflects your top three priorities and fits within the stated budget range.
• Deliver a detailed design proposal with itemized cost estimates and two vendor backup options within 5 business days.
• You confirm the recommended vendor slate and backup options reduce the risk of no-shows and availability conflicts versus your current list.
• Walk through the proposed design concept using your scenarios
• Confirm vendor availability windows and place provisional holds for the proposed date within 3 business days.
• Provide your top three design priorities and any non-negotiable budget caps within 3 business days.
• You confirm the draft timeline prevents the major day-of conflicts you identified and fits the venue constraints.
• Review the recommended vendor slate and tradeoffs
• Step through the draft timeline with a real scenario
• You agree the remaining checks and deadlines required to proceed to Service Scope & Packages.
• Provide final guest count estimate and venue access or load-in constraints needed to finalize the timeline.
• Validate alignment, forced validation
• Agree remaining checks and decision criteria

• Design & Planning Walkthrough
• Design & Planning Walkthrough Deck
• Design Proposal Brief

• meeting
• slides
• document

• Reserve Ceremony and Reception Venue
• Negotiate and Execute Vendor Contracts
• Deliver Day-Of Run Sheet and Timeline
• Finalize Catering Menu and Service Logistics
• Manage Rentals and On-site Setup
• Design and Install Ceremony and Reception Decor
• Create Floorplan and Guest Seating Assignments
• Oversee Rehearsal and Bridal Party Run-Through
• Provide Day-Of Event Direction
• Manage Vendor Confirmations and Final Payments
• Prepare Emergency Contingency Plan and On-Call Support
• Coordinate Transportation and Guest Logistics
• Coordinate Photography and Videography Shot List
• Obtain Required Permits and Insurance Certificates
• Deliver Post-Event Wrap-Up and Vendor Reconciliation

Reserve Ceremony and Reception Venue

• Which venue spaces do you need reserved for the ceremony and reception (for example ceremony lawn, banquet hall, cocktail terrace)?
• Do you have a confirmed event date and at least one backup date you want us to secure with the venue? Options: Yes — confirmed date and 1 backup, Yes — single confirmed date only, Flexible within a date range
• How many total hours of venue access should we reserve for setup, ceremony, reception, and breakdown? Options: Up to 8 hours, 8-12 hours, 12+ hours
• Who on your side will sign the venue contract and provide payment authorization for the venue deposit?
• Confirm the evidence that will validate the venue reservation (for example signed contract, deposit receipt, venue reservation confirmation number). Options: Signed contract and deposit receipt, Written reservation confirmation from venue, Other - describe

Negotiate and Execute Vendor Contracts

• Please list the vendor categories you want us to negotiate contracts for (for example caterer, florist, photographer, DJ/band, rentals).
• Specify any nonstandard contract terms you require (for example guaranteed start/end times, penalty clauses, cancellation thresholds).
• Do you already have written proposals or quotes from vendors that we should use as negotiation baselines? Options: Yes — attach proposals, No — start from scratch, Some — attach what you have
• Who on your team is authorized to approve final vendor agreements and payment schedules?
• Indicate maximum acceptable vendor cancellation or change fees you will accept (state percentage or flat fee per vendor). Options: No more than 25% of vendor fee, No more than 50% of vendor fee, Flat fee acceptable — specify in free response

Deliver Day-Of Run Sheet and Timeline

• Outline the key time anchors we should build the day-of timeline around (ceremony start time, cocktail hour start, reception entrance, cake cutting).
• How many distinct timeline versions do you want (for example vendor-facing, bridal-party copy, printable guest timeline)? Options: One consolidated timeline, Two: vendor + guest, Three or more: vendor, team, guest
• Who should receive the vendor-facing run sheet for direct vendor instructions and contact info? Options: Vendors only, Vendors + wedding party leads, Vendors + venue contacts, Custom list — specify
• What acceptance criteria will confirm the day-of run sheet is approved (for example your signed approval plus vendor acknowledgements)? Options: Signed approval by couple and written vendor confirmations, Approval by couple only, Other — describe
• Specify the deliverable formats you want for the run sheet and timeline (for example printed copies, editable digital file, cue cards for emcee). Options: Printed copies, Digital PDF, Editable spreadsheet/Doc, Combination

Finalize Catering Menu and Service Logistics

• Which service style do you prefer for the meal service (plated service, buffet, family-style, food stations)? Options: Plated service, Buffet, Family-style, Stations, No preference
• Specify dietary restrictions and allergen requirements among your guests that the caterer must accommodate (for example gluten-free, nut allergy, vegetarian).
• How many main-course choices or stations should the menu include (for example single entrée, two entrée choices, multiple stations)? Options: Single entrée, Two entrée choices, Three or more / stations
• Do you require a specific staffing ratio from the caterer (for example 1 server per 10 guests) or minimum staff counts? Options: Yes — provide desired ratio, No — rely on caterer recommendation
• Which acceptance evidence will confirm catering is finalized (for example signed menu, final headcount deadline met, deposit paid)? Options: Signed menu and deposit receipt, Final headcount and caterer confirmation email, Other — describe

Manage Rentals and On-site Setup

• List the rental categories you expect to require (for example tables, chairs, linens, flatware, glassware, lighting, staging).
• When must rentals be delivered and removed according to the venue (delivery window and removal window)? Options: Delivery day before event, Delivery morning of event, Delivery two days before
• Who will act as the on-site point of contact for rental deliveries and signed receipts on delivery?
• Specify any venue loading dock restrictions, elevator limits, or setup time windows we must schedule with rental vendors.
• Do you require photographic inventory on delivery and a signed delivery receipt for all rented items? Options: Yes — photos and signed receipt, No — standard receipt only

Design and Install Ceremony and Reception Decor

• Describe the design aesthetic and key decor elements you want installed (for example color palette, ceremony arch, reception focal installations).
• Which ceremony backdrop and reception centerpiece styles are required (for example lush florals, modern geometric, minimal lanterns)? Options: Lush floral, Modern/ geometric, Minimal/lanterns, Mixed styles, Custom — describe
• Do you want a mockup or sample centerpiece installed prior to final install for approval? Options: Yes — mockup requested, No — approve from design renderings
• Who will provide or own large installed pieces after the event (for example signage, arch) — will you retain them or return to vendor? Options: You retain items, Items returned to vendor, Mix — specify
• Specify teardown responsibilities and timeline for decor removal immediately after the event.

Create Floorplan and Guest Seating Assignments

• Provide the final guest count we should use to create the floorplan and seating assignments. Options: Less than 50, 50-100, 101-150, 151-200, 201+
• Which floorplan constraints must we respect (for example fire egress, ADA access, stage placement, band footprint)?
• Do you prefer fully assigned seating, open seating, or a hybrid approach (for example assigned tables but open seating at cocktail areas)? Options: Assigned seating, Open seating, Hybrid — assigned tables only
• Who will supply the guest list with meal selections and RSVP data that we will use to populate the seating chart?
• Are there VIPs, family members, or reserved tables that require special labels or proximity on the floorplan? Options: Yes — list VIPs, No special labeling required

Oversee Rehearsal and Bridal Party Run-Through

• When would you like the rehearsal scheduled and which participants must attend (for example wedding party, officiant, musicians)?
• Do you want a written rehearsal script that defines processional and recessional order and cue points? Options: Yes — include written script, No — verbal run-through only
• Who will confirm rehearsal attendance and act as the rehearsal point person for last-minute changes?
• Specify any cultural or religious ceremony elements that require additional rehearsal steps or timing considerations.
• Will you need us to coordinate vendor arrivals for the rehearsal (for example musicians, officiant, AV techs)? Options: Yes — coordinate vendor arrivals, No — vendors handle independently

Provide Day-Of Event Direction

• Identify the primary on-site contact we should escalate to for decisions during the wedding day.
• What specific day-of deliverables do you expect from event direction (for example vendor coordination, timeline enforcement, guest flow management)? Options: Vendor coordination, Timeline enforcement, Guest flow management, All of the above
• Are there family dynamics or decision-makers we should be aware of and escalate to during the event? Options: Yes — describe in free response, No
• Do you want an assistant team in addition to the lead coordinator and, if so, how many assistants (for example 1, 2)? Options: Lead only, Lead + 1 assistant, Lead + 2 assistants, Lead + 3 or more
• Specify any hard stop times or noise curfews at the venue we must enforce on the day of the event.

Manage Vendor Confirmations and Final Payments

• By when do you want all vendors confirmed and final payments scheduled (for example 4 weeks before, 2 weeks before)? Options: 4 weeks before event, 2 weeks before event, 1 week before event, On the day of event
• Which payment method will you use for final vendor payments (for example bank transfer, check, credit card)? Options: Bank transfer, Check, Credit card, Other — specify
• Who will approve final vendor invoices and sign off on the exact payment amounts?
• Do you want us to hold final payments until after the event or release them on predetermined dates? Options: Hold until after event completion, Release on scheduled final payment date, Custom arrangement — describe
• Are any vendors on milestone or staged payment schedules that differ from the standard final payment timeline? Options: Yes — list vendors and milestones, No

Prepare Emergency Contingency Plan and On-Call Support

• Describe the risks you want covered in the contingency plan (for example severe weather, vendor no-show, power outage).
• Specify the backup options you want prepared (for example alternate indoor space, backup vendors, generator availability).
• Who is the designated emergency decision-maker we should contact for last-minute on-site tradeoffs?
• Do you want 24-hour on-call support during the 72 hours around the wedding date? Options: Yes — 24-hour on-call, No — daytime support only
• Which backup vendor contacts and alternate locations must be included in the written contingency plan?

Coordinate Transportation and Guest Logistics

• How many transportation runs do you need and for which groups (for example bridal party, guests, VIPs)?
• Which pickup and drop-off locations and exact times must be included in the transportation schedule?
• Do you require shuttle coordination, on-site parking attendants, or valet services for guests? Options: Shuttle coordination, Parking attendants, Valet service, None required
• Who will manage guest-facing communications about transportation (for example texts, printed maps, shuttle signs)?
• Are accessible or ADA-compliant transportation options required for any of your guests? Options: Yes — specify needs, No

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Payment Schedule & Authorization
• Cancellation, Refund & Rescheduling Policy
• Change Order Agreement
• Vendor Authorization & Liaison Agreement
• Insurance & Liability Addendum
• Final Acceptance & Confirmation
• Electronic Signature Authorization

• Post-Event Health Check
• First Measurement Review
• Final Financial Close
• Lessons Learned and Archive

• Confirm closure or reclassification of any remaining action items and archive the engagement record.
• Detailed invoice ledger review
• Achieve a closed invoice status for the targeted percent of vendors and quantify any remaining outstanding dollar amount.
• Document resolution status for all disputed items and set final deadlines for any remaining financial actions.
• Confirm the archival plan and delivery of tax/documentation to the buyer for their records.
• Publish the final financial close statement including line-item payments, credits, and outstanding amounts.
• Initiate any agreed refunds or credit memos and document expected posting dates.
• Deliver a package of final receipts and vendor tax documents to the buyer's designated archive location.
• Review final client satisfaction outcomes
• Produce a documented set of 5 to 10 improvement items or process changes derived from the event.
• Confirm the delivery and archival of 100 percent of promised photos and vendor media, or document remaining gaps.
• Close the engagement record by confirming all action items are resolved or assigned to ongoing maintenance processes.
• Publish the lessons learned document with prioritized improvement items and recommended template updates.
• Deliver the final media archive and access instructions to the buyer's chosen storage location.
• Update internal planning templates and vendor checklists based on agreed improvements.
• Reconfirm post-event commitments and timeline
• Establish a clear list of open vendor reconciliation items and their expected close dates.
• Identify and document all urgent outstanding issues that need remediation within 14 days.
• Confirm the plan and timeline to collect remaining photos and media from vendors and guests.
• Produce and circulate a vendor reconciliation summary showing closed, pending, and disputed invoices.
• Open formal remediation items for each urgent issue with target resolution dates.
• Publish the photo collection checklist with remaining sources and deadlines for delivery.
• Present reconciliation completion metrics
• Confirm whether vendor reconciliation completion rate has reached an acceptable level or needs targeted remediation.
• Validate client satisfaction survey response rate and surface the top 3 themes from client feedback that require action.
• Agree a written corrective plan with deadlines for all outstanding reconciliations and media collection.
• Compile a prioritized list of reconciliation items requiring vendor follow-up, with target closure dates.
• Send the client satisfaction summary to the buyer and request any clarifying responses to open comments.
• Create a consolidated media delivery timeline and request missing galleries from named vendor sources.
• Dispute and refund resolution
• Review client satisfaction survey results
• Vendor reconciliation status snapshot
• Final media and asset handoff
• Facilitated lessons learned exercise
• Urgent issue triage
• Confirm tax and receipt documentation
• Photo and content collection status
• Photo and media collection plan
• Update reusable templates and checklists
• Root cause diagnosis for gaps
• Archive financials and contracts
• Close outstanding items and confirm archive
• Initial client feedback capture
• Agree corrective plan and timeline