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How An Everything-Handled Wedding Planning Package Pays For Itself
This Page BUSTS The Big Myth That Wedding Planners Are An Unobtainable, Unneeded Luxury That Few Need, Or Can Afford.
Above: A demonstration of the myth that a planning package is an expensive addon, vs. the reality of it reducing overall costs, paying for itself without compromises. Keep reading to see how it's achieved.
WARNING—this page also reveals the truth they’re hiding from you: Many of your vendors won’t want you reading this page or learning the truth, because it will change the way you see some of them.
For most couples, a wedding planner SHOULD be seen as an essential service provider (much like a florist, photographer, or caterer), rather than an out-of-reach or unnecessary luxury, especially how they can become very affordable or even cost neutral while handling just about everything, but instead…
They’re a well-kept secret by the industry.
This leads to the big question: WHY are wedding planners kept a secret?
That’s a critical point I’ll make shortly, and it’s probably best you know the facts you aren’t being told.
– Ella Neivandt
Regional Victorian Wedding Planner, Stylist, and Coordinator
The 3 Ways A Wedding Planner Covers Their Own Costs
#1: Avoidance of Mistakes
Just a few examples (click to expand):
So many couples end up with bags and baskets of spares that never got used, and because the labels get taken off during prep the day or week before, they can’t be returned.
When you don’t have a baseline understanding of the right amount of decor, overbuying “just in case” stuff is inevitable.
Examples include:
- Candles
- Signs
- Flowers
- Table decor (eg. vases)
A WEDDING PLANNER COULD SAVE YOU: $1,000+
NOTE: If you were to book a planning package, I have a decor collection you can use if you’d like, which is another method to keep costs down.
This is a two-fold problem: first, a couple is scrolling Pinterest weeks out (a mistake in itself), and they see a wedding trend or fad they must jump on. This will often completely clash with their chosen style, and they’d be better off not having added anything.
The second part of the problem is that it’s just another added cost that’s only making the style worse, not better.
Frequent culprits tend to be plants and odd decor choices. Styling experience and discipline prevents this.
A WEDDING PLANNER COULD SAVE YOU: $500+
Common, and also a really good example of just one of the hundred small things that add up to a budget blowout.
A couple forgets something, or there’s an error and whatever it is needs to be re-done with rush-fees. The other related fee is when packdown isn’t organised properly, and a vendor has to arrive at midnight to packdown, or make a special trip the next day. (Sidenote: I’ve had to do both of these before, it’s not a nice experience packing up in the dark when it’s freezing cold at 1AM when you’re already exhausted and your whole body aches, so a surcharge is understandable!).
These expenses often include:
- Express postage fees: $50 – $150
- Vendor rush-fees: an extra $200 – $500, sometimes it’s even an extra 20% on top!
- No warning, or late warning after-hours packdown fees (or inconvenient packdown options) $100 – $250
These things are accounted for and worked into planning when a professional handles it all for you.
A WEDDING PLANNER COULD SAVE YOU: $350 – $900+
When you don’t know vendors in a region, what they offer, and the best ways to communicate with them, you’ll sometimes book several when only 1 is needed.
The issue isn’t the hire item costs, but the delivery fees. Having to pay it several times over becomes very expensive and fast.
A WEDDING PLANNER COULD SAVE YOU: $800 – $1,000+
I’ve got a good idea of who can provide what, but I also have methods to find out everything a vendor can provide which means you’d rarely pay multiple delivery fees—often it’s just 1 decor and hire item vendor.
#2: Opportunities & Secrets
Just a few examples (click to expand):
So many couples don’t realise how much a venue can provide very affordably or even free — and venues even tell me: “We would have provided this to the couple for free if they’d just asked!”
On top of knowing how to score freebies and discount items, I know how to evaluate if something’s a great deal or if you should give it a miss.
A WEDDING PLANNER COULD SAVE YOU THOUSANDS KNOWING WHAT TO ASK AND LOOK FOR…
An easy win: lots of your wedding’s styling elements can be moved from ceremony to reception space (providing your wedding is all being held at the same location).
There are right and wrong ways of doing this so nothing gets damaged (which incurs bond fees), it’s done quickly, and everything goes exactly where the floor plan demands it… without you needing to wrangle your guests to do the work for you. When done right, easy savings.
A couple of examples of how much reusing or moving styling elements can save:
- Florals: $500 – $1,000
- Furniture & Decor: $100 – $1,500
A WEDDING PLANNER COULD SAVE YOU: $600 – $2,500+
NOTE: The total saved can climb even higher if your venue has some amazing “natural features” that can be used for photo ops, meaning you don’t need to hire backdrops—I always point these out when I see them.
One of the most effective secrets to pulling down overall wedding costs is by knowing what the WRONG ways of doing things are, and getting the planning and execution right the first time without having to make costly fixes.
Formulas, systems, methods, best-practices, and procedures developed from practice, observation, and speaking to and learning from other experts means everything planned, styled, or coordinated starts from a place of real world experience rather than guesses and Google searches.
Just a few examples of knowing “right and wrong” include:
- An aesthetic style that’s classy and refined, and not tacky, cluttered, clashing, costly, and hard to manage
- Knowing when a vendor or venue is giving a great deal, while also knowing when to rule out a good vendor because of a small exception that could jeopardise your wedding (eg. unfavourable terms in the fine print, or service offerings missing a crucial piece)
- Understanding which entertainment options actually create the most memorable moments for you and your guests versus those that cost a lot but add little value
BOTTOM LINE: Having years of experience means knowing what does and doesn’t work, resulting in better choices, and a lower budget that still results in stronger guest experience and impact.
The main point here: it’s all about those finer details and the thousands of tiny ins-and-outs only professionals learn through years of experience and networking.
#3: Smart Allocation & Impactful Spending
Just a few examples (click to expand):
A decision will be made on how to approach favours, because (spoiler alert,) most weddings have guest favours costing thousands that guest hate—sometimes even leaving them behind! Custom-run stubbyholders are a good example. Talk about low-impact, high cost!
Typical options I’ll recommend for the best impact include:
—Option A: Go all-in, and carefully plan high-impact guest favours that surprise and delight your guests…
—Option B: Bag up some un-eaten wedding cake, or something else your guests can look forward to enjoying the next day…
—Option C: Create something meaningful, that requires a little bit of your time (a great example: personal appreciation messages tailored to each guest, hand written by you on premium cardstock).
WITH OPTIONS B AND C, A WEDDING PLANNER CAN SAVE YOU UPWARDS OF THOUSANDS OF DOLLARS.
Overkill and wastage comes in many forms. Aside from the obvious (mentioned above, eg. too much decor etc), you can overdo services too.
Some examples of smarter budget allocation include:
-Paying for several hours for a vendor, instead of overdoing it by booking an entire night
-Booking vendors who can fit multiple roles when it makes sense, and knowing who’s good at what
This is a lot more of a case-by-case basis so it’s hard to put a dollars-saved amount, but even if it’s only a few hundred saved, it all ads up…
Having seen and handled this many times, I know the right amount of stationery so your style looks classy and not tacky, and the ins-and-outs when it comes to knowing what to order without creating issues.
DIY couples tend to focus on stationery and really overdo it, which not only increases the budget, but it looks tacky as well! That’s why it’s so important to have a stylist oversee everything.
Examples of stationery and signage done correctly and incorrectly:
-DIY (eg. template website) has a reasonable range of $200 – $250, but couples often spend $350 – $400+
-A professional designer has a reasonable range of $350 – $400, but couples often spend $650 – $800+
A WEDDING PLANNER COULD SAVE YOU: $150 – $400+
Throughout the entire planning process (but especially at the very start) I’ll be closely inspecting EVERY choice made to see if it makes sense.
The goal is to make your wedding as lean and as high-impact as possible without exceeding your set budget, but cutting the “bloat” is where things can get a bit hairy…
Examples of impact-analysis:
- Pinpointing which vendors are essential vs. the nice-to-haves
- Evaluating each essential vendor’s addons and upgrades
That last one in particular is where the controversy comes from, and returns to the very first point I made:
Some essential vendors in this industry are hesitant to recommend wedding planners because they know it means they make less from you.
A good wedding planner will advise against booking something that’s low-impact and high-cost because it’s not really adding true value to your wedding. And lots of vendor addons and upgrades are sold to you as must-have-essentials, when they don’t really do much for you or your guests.
That’s the secret. Vendors can make more money by NOT telling you about wedding planners, despite how much better your wedding would be.
ODD EXAMPLES DEMONSTRATING HOW INSIDER KNOWLEDGE TRANSLATES TO RESOURCEFULNESS THAT REDUCES COSTS
A CATERING STORY: Doing some math for a couple, I realised that despite incurring a $1,000 non-preferred vendor penalty fee with the venue, they could book a very specific caterer for what they needed and would still end up better off budget-wise.
RESULT: $3,304 SAVED
A STATIONERY STORY: Instead of using a professional stationery designer, I sourced the invites online via design websites I use. Save-the-dates were decided against as well, with digital ones being sent with an included wedding website.
RESULT: $785 SAVED
AN AIRBNB STORY: A couple needed accommodation, and I was able to secure an off-limits, unbookable Airbnb by leaning on my reputation. The other option they had was $500 more, and also wasn’t as nice!
RESULT: $500 SAVED (and a much nicer experience)
A MARQUEE STORY: A company was offering a marquee at a steal, but the issue was, they were very new. So I rang around and spoke to venues, checking the new company’s reputation and evaluating the risk. After getting the all clear, I recommended the couple move forward which led to a booking. The marquee was very underpriced, saving the couple a lot of money.
RESULT: ALMOST $7,000 SAVED
The Next Step
By now it should be clear: a wedding planner “pays” for themselves by the time your wedding day arrives, and who doesn’t want everything handled so they can enjoy their engagement and wedding day?
I can’t guarantee you’ll get the exact list I’ve included on this page, but if I’m handling your planning, there are always dozens of ways I find that will keep costs down without making compromises, and they keep racking up as more planning decisions are made—this page really only scratches the surface.
Wedding planning really is a second job, and a stressful one. If you’d like to have me handle it for you, consider booking a call with me to discuss if it makes perfect sense for you.
Before you do, you should:
- Have a budget starting at $45,000 minimum (it might sound steep but it’s hard to have a normal wedding on any less, you make lots of sacrifices)
- Not have a “Rustic” style (I can’t style this because I’ve never trained in it – I’m not a fan)
- Be getting married somewhere in regional Vic or Moama
If you’d like to explore the idea of working together, click the button below and book a call or in-person meeting with me.
And remember: With payment plans, booking a wedding planner like me is probably well-within your reach and the best wedding planning decision you’ll make!