Choosing a wedding coordinator is one of the most crucial decisions in your wedding planning journey. Given the many details and logistics involved in pulling off a successful wedding, a coordinator serves as your guide, consultant, and troubleshooter; however, not all coordinators are created equal, which makes it essential to ask the right questions.

This article provides you with a list of 10 must-ask questions to ensure you pick the perfect match for your big day in Chicago.

questions to ask your wedding coordinator in chicago: why it matters

Finding the ideal wedding coordinator goes beyond skimming through reviews or checking out portfolio images. Asking insightful questions helps you dig deeper into the coordinator’s work style, experience, and suitability for your specific wedding needs.

This process is akin to conducting an interview and allows you to assess whether their responses align with your expectations. Ultimately, the right questions can save you time, money, and emotional distress, making your big day a dream come true rather than a logistical nightmare.

question 1: “what’s your experience with chicago-specific venues?”

Local expertise cannot be overstated when it comes to planning a wedding in Chicago. Whether you dream of a glamorous event at an upscale downtown hotel or a more intimate affair in a historical Chicago landmark, a coordinator with extensive knowledge of local venues will better navigate permits, vendor partnerships, and hidden logistical challenges. Their relationships with local suppliers can also get you exclusive deals and smoother coordination on the day of the event.

question 2: “how do you handle emergency situations?”

Emergencies can arise without warning, be it a sudden downpour during an outdoor ceremony or a no-show vendor. Therefore, you want a wedding coordinator well-versed in crisis management.

Ask about specific situations they’ve encountered and how they handled them. Did they have a plan B for outdoor venues? How did they handle a delay in the catering service? A competent coordinator will have a solution for most problems, and their answers will help you gauge their level of preparedness.

question 3: “what services are included in your packages?”

It’s easy to assume that all wedding coordinators offer a standard set of services, but this isn’t always the case. While some may include full-service planning right from selecting your venue to managing the day-of logistics, others may only offer partial planning or specific task assistance.

Make sure to delve into what is precisely covered under each package and what might incur additional charges. Knowing this upfront can help you choose a package that fits your needs and avoids unpleasant surprises later.

question 4: “can you work within our budget?”

Discussing money can be awkward, but it’s essential to have a candid conversation about your budget. The right planner should be able to tailor their services to fit your financial scope without compromising quality.

If you have a strict budget, discuss what can realistically be achieved within it. Whether it’s offering cost-saving tips or finding vendors who can deliver services without breaking the bank, a good planner can make your budget stretch further than you imagined.

question 5: “do you have preferred vendors?”

Many wedding coordinators have a list of preferred vendors that they like to work with. While this can simplify your planning process and possibly offer cost benefits, it’s important to ask if this list is flexible. Maybe you already have a specific photographer or caterer in mind.

Make sure your coordinator is open to collaborating with vendors outside their preferred list and discuss any potential fees involved in doing so.

question 6: “how do you handle day-of coordination?”

The actual wedding day is a culmination of months, sometimes years, of planning. Ask your coordinator how they intend to manage the day’s events.

Will they be present from start to finish? How do they handle timing and flow, from ceremony to reception? Understanding their day-of strategy will give you peace of mind, allowing you to focus on enjoying your special day.

question 7: “what’s your backup plan if you can’t make it on the day?”

Although unlikely, there could be a situation where your chosen coordinator can’t make it on your wedding day. Ask them about their contingency plans. Do they have a capable second-in-command who will take over? Is there a refund policy in such cases? Knowing there is a backup plan will help you feel more secure in your choice.

question 8: “how many weddings do you coordinate per year?”

This question can give you an idea of the coordinator’s experience level, as well as how much attention they can give your wedding.

If they handle too many, they might be spread thin; too few may indicate a lack of experience or high demand. However, it’s essential to balance this information with other indicators such as reviews, references, and your gut feeling during the conversation.

question 9: “what’s your payment schedule?”

Understanding the payment schedule is essential for managing your budget effectively. When is the deposit due, and how much is it? Are there installment options?

Knowing the financial commitments upfront can help you decide whether the coordinator’s services align with your budgeting plans.

question 10: “can you provide references or testimonials?”

Last, but not least, ask for references or testimonials from past clients. While online reviews are helpful, talking to a former client can provide more in-depth insights into how the coordinator operates, their strengths, and even areas for improvement.

the importance of compatibility

After gathering all this information, take a moment to assess how comfortable and confident you feel with the coordinator’s answers. Compatibility goes beyond professional skills; it also includes personal rapport, as you’ll be working closely with this person for an extended period.

Make sure your personalities mesh and that you can envision them helping you bring your wedding dreams to life.

don’t forget…

The choice of a wedding coordinator is more than a simple box to check off on your wedding to-do list; it’s a pivotal decision that has a domino effect on all other aspects of your celebration. The right coordinator not only brings logistical expertise but also adds a layer of emotional support, ensuring that you can focus on the occasion rather than getting bogged down by details. Armed with these 10 essential questions, you’re better equipped to navigate the sea of options and find the perfect fit for your Chicago wedding.

For many couples, finding a coordinator who resonates with your needs and vision is a task easier said than done. That’s where professional guidance can be invaluable.

At Anticipation Events, we pride ourselves on offering tailored solutions to meet diverse needs. From day-of coordination to comprehensive planning, we have a package that’s just right for you. We invite you to reach out to us for an initial consultation, where we’ll discuss your vision, answer any questions you may have, and explore how we can make your dream wedding a reality.

Ready to make your Chicago wedding a seamless and memorable event? Don’t leave it to chance. Contact Anticipation Events today and take the first step toward planning the wedding you’ve always envisioned.