Begin with one brief, not three different sales conversations
Send each planner the same summary of your destination, venue status, guest count, budget range, ceremony type, events and support needs. Ask for the proposal to respond to those points. Without a shared brief, one planner may quote full planning, another may assume the resort handles guests, and a third may price event-week coordination only. The totals will look comparable while describing different jobs. A consistent wedding profile gives you a fair starting point and makes omissions easier to see before enthusiasm or a polished portfolio takes over.
- Use the same wedding facts and questions for every planner
- State what the venue or resort has already agreed to handle
- Ask planners to identify assumptions behind their proposal
- Keep optional work separate from the core service
Compare scope and responsibility line by line
Create rows for venue liaison, supplier sourcing, contracts, budget updates, design, guest transport, room coordination, ceremony paperwork, rehearsal, event-day management and post-event tasks. Mark each row as included, excluded, optional or unclear for every proposal. Then name who owns excluded work. A resort coordinator may cover hotel inclusions but not independent suppliers or off-property events. The couple may retain invitation and room communication. What matters is that every important responsibility has an owner and that the proposal reflects the wedding you are actually planning.
- Included work should describe an outcome, not only a broad label
- Excluded work needs a named alternative owner
- Optional services should show the additional fee or pricing method
- Unclear wording becomes a question before any deposit
Normalize fees before deciding which proposal costs less
Separate the planner fee from taxes, travel, accommodation, assistants, event-day staffing and supplier costs paid through the planner. Note the payment schedule, currency, exchange-rate responsibility, cancellation terms and how changes in guest count or event scope affect the fee. A lower headline can become the higher commitment once travel and additional events are added. Equally, a larger proposal may include work another planner expects the couple or venue to manage. Compare the complete expected commitment and the responsibilities included, rather than ranking three headline numbers.
- Record fee currency and taxes
- Add travel, accommodation and required staffing
- Check how extra events or guests change the fee
- Compare payment, cancellation and postponement terms
Assess communication using the process they describe
Ask how decisions are recorded, how often updates are provided, who attends meetings and who becomes your main contact during wedding week. Look for a process that suits the way you make decisions from home. Fast replies during a sales conversation are encouraging, but they do not replace a clear communication plan for the following year. Relevant destination and venue experience matters when it helps the planner anticipate practical issues. Ask for examples connected to your setting and scale rather than treating follower counts or a single visual style as evidence of fit.
- Named day-to-day contact and backup
- Expected update rhythm and decision record
- Examples relevant to your venue model and guest logistics
- Clear process for changes, concerns and event-week escalation
Turn differences and unknowns into final interview questions
Shortlist the material differences, then ask each planner the questions that apply to their proposal. Confirm ambiguous responsibilities, test how they would approach one realistic challenge and ask what information they still need before finalising scope. Do not force every proposal into identical wording; the goal is to understand the trade-offs and choose deliberately. Our Handpicked Planner Report is designed for couples who want independent research and a structured comparison they can use themselves. It keeps proposal differences, evidence and unknowns visible before you book.
- Ask about the largest unresolved responsibility
- Test one destination-specific logistics scenario
- Confirm what would trigger an additional charge
- Write down the reason for your preferred option
Common questions
Questions couples ask
Should we choose the cheapest destination wedding planner proposal?
Not until scope, travel, staffing, taxes and excluded work are normalized. The lowest headline fee can cover a narrower job, while a higher figure may include responsibilities you would otherwise need to manage.
How many planner proposals should we compare?
Usually two or three focused proposals are enough when the planners have been selected against one brief. A larger list often adds inconsistent assumptions and makes meaningful comparison harder.
What if a proposal only says full-service planning?
Ask the planner to describe the decisions, suppliers, guest logistics and event-week responsibilities included. A service label is not a sufficient scope when your venue and other suppliers also have coordination roles.
Can Caribbean Wedding Search compare proposals for us?
The Handpicked Planner Report provides independent research, explained fit and structured comparison for you to use. Private Planner Search adds personal introductions, proposal support and help reaching an appointment decision.