Things to consider when hiring wedding planners and coordinators in the Philippines

Planner/Coordinator Background & Fit

• What’s your specialty: full planning, partial planning, or on-the-day (OTD) coordination?
• How many Philippine weddings have you handled, and in which cities/regions (e.g., Metro Manila, Tagaytay, Baguio, Cebu, Davao, Boracay, Palawan)?
• Do you have experience with church weddings, civil ceremonies, and destination/out-of-town weddings?
• What is your maximum number of weddings per day/week, and will you personally lead ours?
• Who will be our main point of contact, and how responsive are you (email, Viber, WhatsApp, SMS, calls)?
• Do you have recent weddings we can review (photos, videos, case studies, testimonials)?
• Are you familiar with our venue and its coordinators/security/corkage rules?

Services & Scope

• What specific tasks are included in your package (planning timeline, budget tracking, supplier vetting, RSVPs, guest list, seating charts, program flow, rehearsal)?
• What’s the difference in inclusions between full, partial, and OTD coordination?
• Do you assist with marriage license scheduling, church requirements, permits, and supplier permits (if needed)?
• Will you create a comprehensive wedding day timeline and distribute it to all suppliers and the entourage?
• Do you handle RSVP management and guest communications (transport info, dress code, QR codes, digital invites)?
• Will you help with prenup (engagement) shoot planning, styling, and logistics?
• Do you provide rehearsal direction for ceremony traditions (cord, veil, arrhae/coins, unity candle, Bible/rosary bearers)?
• Do you assist with program planning (couple entrance, speeches, games, money dance, cake cutting, bouquet/garter, SDE showing)?
• Do you help with creative direction (theme, color palette, moodboards) or should we hire a stylist/event designer separately?
• What coordination do you provide for OFW/overseas couples (timezone-friendly meetings, proxy tasks, e-signatures)?

Team & Day-Of Execution

• How many coordinators will be onsite for our guest count, and what are their roles (bride/groom handler, church lead, reception lead, logistics)?
• What time will your team start and end on the wedding day? Is overtime available and how is it charged?
• Will you bring emergency kits (sewing kit, stain remover, safety pins, meds), and who handles valuables and ang pao/gift box security?
• Do you manage cueing for SDE playback, lights and sounds, spotlighting, and host handoffs?
• How do you manage supplier arrivals, setup checks, and sound checks?
• Can you share a sample wedding day run-of-show you’ve executed?

Supplier Network & Procurement

• Do you have a vetted list of Philippine suppliers across categories (photo/video, HMUA, gown/suit, florist, caterer, stylist, lights & sounds, host, band/DJ, mobile bar, photobooth, logistics/transport)?
• Do you receive commissions from suppliers, and if so, how do you ensure our best interests and transparent pricing?
• Can you negotiate rates, freebies, and corkage waivers with our venue and suppliers?
• Will you review supplier contracts and catch red flags (hidden fees, curfews, exclusivity, cancellation terms)?
• How do you handle supplier substitutions if someone backs out last minute?
• Can you coordinate out-of-town supplier logistics (travel, lodging, per diem) and who shoulders those costs?

Budgeting & Payments

• Can you help us create and maintain a realistic budget with Philippine market price ranges?
• How do you handle payment schedules and reminders for each supplier?
• What contingency do you recommend (e.g., 10–15%) and how do we allocate it?
• Do you track gratuities and settle small day-of expenses? How is petty cash handled and liquidated?
• Can you propose cost-saving alternatives without compromising the guest experience?

Timeline & Project Management

• What’s your planning process from onboarding to post-wedding wrap-up?
• Which tools do you use (shared spreadsheets, project boards, calendars), and will we have access?
• How often will we meet and what are the milestones (site visits, tasting, mock-ups, rehearsal)?
• How do you keep us on track if we miss a decision deadline?
• Can you provide a Gantt/timeline tailored to our target date and lead time?

Venue, Logistics & Rules (PH Context)

• Are you familiar with our venue’s curfew, sound limits, generator backup, vendor accreditation, and security requirements?
• How do you plan load-in/load-out routes, elevators, and parking for suppliers?
• What are the corkage policies for alcohol, lechon, desserts, and external suppliers, and how do we manage them?
• How will you coordinate with barangay/traffic advisories, especially in high-traffic areas or fiesta schedules?
• For beachfront/mountain venues, how do you plan for terrain access, tides, and erosion/weather risks?

Ceremonial & Cultural Details

• Can you guide us through Filipino wedding traditions (pamanhikan, arrhae, cord and veil, principal sponsors/ninongs-ninangs)?
• How do you integrate multicultural or faith-blended ceremonies?
• Will you prepare cue cards for readers, sponsors, and the host?
• Who brings and safeguards ceremonial items (arrhae, cord, veil, unity candles, marriage certificate pen)?

Weather, Risk & Contingencies

• What’s your rainy/typhoon backup plan for outdoor ceremonies and receptions (tents, flooring, generators, dehumidifiers)?
• How do you decide when to trigger Plan B, and who has final say?
• Do you have experience with brownouts and generator coordination?
• What’s your approach to medical emergencies (first aid, nearest hospitals, allergy/dietary protocols)?
• How do you handle force majeure, earthquakes, and government advisories?

Design, Styling & Production

• Do you collaborate with a stylist/florist on layout, mock-ups, and sample centerpieces?
• Can you advise on stage design, backdrop, LED wall specs, and ceiling installations given venue limits?
• How do you ensure the aesthetic is consistent across stationery, flowers, attire, and rentals?
• Will you run a technical rehearsal with lights & sounds, host, band/DJ, and AV team?

Program, Entertainment & Guest Experience

• Can you help curate entertainment (choir, quartet, rondalla, cultural performers, fireworks—subject to permits)?
• How do you manage pacing to avoid dead air and ensure SDE timing?
• What’s your plan for kids, seniors, PWD guests (seating, ramps, assisted access)?
• How do you coordinate food service timing with program segments to keep dishes hot and photos uninterrupted?
• Can you implement guest messaging (Viber/Telegram announcements, QR maps, shuttle schedules)?

Food, Beverage & Cake

• Will you schedule and attend tastings and review menus for dietary restrictions (halal, vegetarian, allergies)?
• How do you handle corkage for wine/spirits and service of signature cocktails?
• Who manages cake delivery timing, stability in warm venues, and cutting logistics?

Photo, Video & Content

• Do you assist in creating the shot list and family formals list?
• How do you keep the day on schedule so the SDE team has enough time and power access?
• Will you arrange a content corner or flat-lay station for details (invites, rings, shoes, arrhae)?
• Can you manage photo permits for public locations (parks, heritage sites, bridges) for prenup shoots?

Attire, Beauty & Prep

• Will you coordinate gown/suit fittings and delivery schedules?
• How do you plan HMUA timelines for the bride, groom, entourage, and moms?
• What’s your backup plan if a key HMUA or stylist is late or unavailable?

Legal, Church & Government Requirements

• Can you guide us on marriage license steps (PSA documents, CENOMAR, seminars) and lead times in our LGU?
• For church weddings, can you manage canonical interview schedules, banns, pre-Cana, and required documents?
• Who handles couriering/filing of post-wedding documents and certifications?

Destination & Out-of-Town Weddings

• What are your travel, lodging, and per diem policies for coordination and suppliers?
• Do you have local supplier partners in our destination (e.g., Tagaytay, Baguio, La Union, Cebu, Siargao, Palawan, Boracay)?
• How do you plan for ferry/flight delays and baggage for equipment?
• Are there additional permits or environmental fees we should budget for?

Technology & Data

• Do you use digital RSVPs, QR guest check-in, seating apps, or e-signatures for contracts?
• How is our data stored and protected, and who has access?
• Can you share a single source of truth (dashboard) for timeline, budget, and contracts?

Communication & Etiquette

• How do you prefer we make decisions (email thread, shared doc, weekly call), and what’s the SLA for replies?
• Do you handle sensitive family dynamics and speech vetting?
• Can you brief our entourage and principal sponsors on expectations and timelines?

Pricing, Contract & Policies

• What are your package rates and what’s customizable?
• What add-ons do you offer (rehearsal coverage, after-party management, content coordinator, RSVP service)?
• What are your payment terms (deposit, milestones, final payment) and accepted methods (bank transfer, e-wallet)?
• What’s your cancellation, rescheduling, and force majeure policy—especially for typhoon season?
• How do you handle overtime, additional coordinators, peak date surcharges, and out-of-town fees?
• Can we see a sample contract before booking?

After-Event Closeout

• Will you coordinate supplier egress, return of rentals, and item inventory (gifts, souvenirs, leftover alcohol, décor)?
• Do you facilitate post-wedding debrief, final payments, and official receipts?
• Can you provide a post-event report with learnings and recommendations?

Red Flags to Watch (Ask Directly)

• Have you ever missed a wedding day call time? If so, what happened and what changed since?
• What’s one recent crisis you resolved (e.g., sudden downpour, supplier no-show) and how?
• If we call your last three couples today, what do you hope they’ll say—and what might they critique?

Final Fit Check

• Why do you believe you’re the right planner/coordinator for our vision, budget, and timeline?
• What would our first 30 days together look like, step by step?
• What’s one thing other planners overlook that you will proactively manage?