When you start planning your wedding, one of the first big decisions you’ll face is whether to hire a wedding planner and how to find the right one. With so many moving parts, personalities, and priorities, choosing a planner can feel like a huge task. But with a little guidance (and some insider insight from us at Eventlightenment), you’ll know exactly what to look for and how to start.

First, it’s important to understand the difference between a venue coordinator and a wedding planner. While both are key players in bringing your day to life, they serve very different roles. A venue coordinator is primarily focused on the venue itself: overseeing catering, managing venue staff, and ensuring that everything within that space runs smoothly. Your wedding planner, on the other hand, is focused on you, your story, your family, your priorities, and your overall vision for the day. Think of your planner as your creative director and logistical expert rolled into one. They’re the person who keeps the big picture in focus while managing all the fine details that make it happen.

Both roles are important, but only a wedding planner is responsible for ensuring that every vendor, timeline, and design element works together seamlessly in service of your overall vision. A venue coordinator might know when dinner is served, but your planner ensures the candles are lit, the photographer is ready, and your guests are exactly where they need to be at the perfect time.
When it comes to finding the right Rhode Island or destination wedding planner, style and budget are usually the first things couples think about, and yes, those matter. You’ll want to look for someone whose aesthetic aligns with yours and whose services fit comfortably within your budget. But just as important is personality fit. You’ll be spending a lot of time with your planner, so finding someone you connect with and trust makes the process infinitely more enjoyable and stress-free.

At Eventlightenment, we always recommend hiring your planner early, ideally before choosing a venue. A seasoned planner can help you shape a realistic budget, identify the venues that align with your priorities, and connect you with vendors who fit your style and personality. By involving your planner from the beginning, you can avoid costly mistakes and ensure every decision supports your overall vision from day one.

As you begin reaching out to planners, take the time to review their services carefully and understand what’s included. Some offer full-service planning that covers everything from design and logistics to day-of coordination, while others may offer partial planning or management services. Make sure the offering you’re considering aligns with your needs and the level of support you expect.

Equally important is understanding the fee structure. Some planners charge a flat fee, while others work on a percentage of your overall wedding budget or even a hybrid model. Don’t hesitate to ask clarifying questions before signing a contract; a transparent planner will welcome those conversations. And yes, always confirm that your planner carries business insurance. It’s a simple but essential sign of professionalism and accountability.

Before you sign anything, please read your contract carefully. Make sure you fully understand the terms, deliverables, and policies regarding cancellations, additional hours, and communication expectations. A good planner will walk you through it and ensure everything is clear before you commit.

If you’re not sure what to ask during your consultation, here are a few great starting points:

• How many weddings do you take on in a given season or weekend?
• What does your planning process look like? (For example, scheduled calls, timelines, and communication style.)
• What does day-of staffing look like?
• Is there anything you don’t handle in terms of coordination or planning?

Each of these questions gives you valuable insight into how a planner operates and whether their approach aligns with your comfort level.

Choosing your Rhode Island or destination wedding planner is more than a logistical decision; it’s about finding a trusted partner who can bring your vision to life while keeping the process joyful and stress-free. When you find that fit, everything else falls beautifully into place.

If you’re just beginning your search and would like to explore whether the Eventlightenment Team might be the right fit for you, we’d love to chat about your vision and help you start the adventure of planning your perfect celebration.