Should I Hire a Wedding Planner?
Do I really, actually, truly need one?
Wedding Planners (AKA - your new best friend, your mediator when tensions run high, your new therapist, or whatever you need them to be) almost seem too good to be true. “Should I hire one? Do I need one? How do we find the perfect one?”… We get these questions so often as our couples start their wedding planning process. While most venues we recommend include a complimentary wedding designer from the property staff, adding in the distance of your chosen destination, the complexity of your vision, and not being familiar with the venue while you plan your Indian Destination Wedding - it is no surprise that hiring a wedding planner has crossed your mind! While we don’t think every couple needs one and while we have seen so many couples of ours navigate the process without one, the value a great Indian destination wedding planner adds is impossible to overlook.
Stunning mandap at Grand Palladium Costa Mujeres for Priya and Abhi’s wedding planned by Xanath Banuelos; courtesy of Cristina Civallero
As some quick background, our company started as a Indian destination wedding planning business - we have so many fond memories making new BFFLs (best friends for life) from amazing clients and the thrill of waking up at 3AM to oversee the mandap construction can’t be replaced! Now, Shaadi Destinations partners with only the best wedding planners across the United States, Mexico, Jamaica, and more. We spend hours vetting, equipping, and verifying each planner we recommend to our couples!
We know this article will help you make the most critical decision in your planning adventure. There are 3 main questions you need to ask yourself to come to this decision!
Anvita and Natesh enjoying their Pithi celebration on the beach of Dreams Playa Mujeres at their wedding weekend planned by JC Castillo Weddings! Courtesy of Agave Photo Studio
Question 1 - Do I have the time and energy it requires?
Be honest, now :) Wedding Planning should be a fun and enjoyable process. Let’s not forget this is one of the biggest days of your lives! Eventually, it will come down to really putting down all your energy and efforts towards every small little detail and yes, it will take a lot of your time as well. We all have a lot going on in our lives but we completely understand that life tends to get crazier the older we all get - from more work responsibilities to starting to take more ownership in the care of our own parents to making more of a time commitment to our new fiancés!. Countless Shaadi Destinations couples are currently in residency, fellowship, taking professional exams, embarking on new entrepreneurial projects, etc.
Shradha and Sameer trusted Nirali Shah Events with their nuptials and LOVED being able to relax during their wedding weekend instead of stressing about the details! Courtesy of Andre Gouin Photography
If there is a lot going on with your job or school or just life itself, a wedding planner will definitely save the day! From dealing with vendors, negotiating, looking for innovative ideas and making every single event your own… Forget about dealing with a large volume of staff all from different companies and the endless emails (and sometimes lack of replies to those emails) that come with the planning process. The greatest thing about hiring a wedding planner for your Indian destination wedding will be that they will be your one and only point of contact. So sit back and relax, and let a professional handle all business!
That being said, if you happen to have a gap year, a slow season ahead, a mother or sister or friend with lots of spare time (or experience planning weddings), you may just have the right amount of time and energy to continue on your planning adventure planner-free. If so, let’s see the next question you should ask yourself!
Rishi on the way to greet his Dulhan Richa in Playa Mujeres, Mexico at their wedding planned by JC Castillo Weddings! Courtesy of Sweet Caribbean Photo
Question 2 - Do I have the skillset required to plan a 200+ person, 3-day, international event?
There are many crucial character traits and skills you need to possess in order to be successful with wedding planning. Let’s talk about the most important ones (check yourself as you go!!!)
The ability to remain calm: This is by far (in our experience), one of the most important traits you need to plan successfully. There will be a new reason to meltdown every other day as hiccups arise that you will have to deal with. For example, perhaps your DJ double booked, your Masi forgot to book her flight and now everything is triple the price, or the baraat horse is having a bad morning! It’s very important to project ease while dealing with not only both families but also the vendors and staff you’ll be teaming up with throughout the process! People aren’t perfect, so it’s really about staying calm as you strategize for plan B, C, or D! If you have a short fuse, hiring some help will definitely go a long way!
Budgeting and Negotiation Skills: As wedding planners, staying on budget while planning someone else’s wedding may seem like an easy thing to do. However, balancing everything our couples want to accomplish with the amount of money our Brides and Grooms have decided to invest can oftentimes be a little tricky. Keeping in mind that in some cases, budget scenarios might change at the very last minute (for example, a last minute raise or another life expense that coincides in timing with your wedding). This means we need to stay ready in case we need to make changes to our original plans on very short notice. This is why we say budgeting skills and being very resourceful are super important throughout this process to deal with any inconveniences that could come up. If you are someone who has a hard time saying ‘no’ to budget creep (ie - that $5 upgrade per person for a slightly better chair cushion), it might be worth hiring a planner who can keep you in budget!
Staying organized: Organization is critical while planning an Indian destination wedding. Each event comes with a million little details, from which appetizer you’ll be serving at which minute mark to the volume of the wireless microphone a speaker might use to the temperature in the ballroom - and that’s just for a simple event! If you struggle a little in this area (let’s definitely keep it 100), then you should probably consider adding a wedding planner to your team (... ASAP). Make sure you are a master of organizational planning before getting into the game!
Resourcefulness: You need to be able to think ahead and work out deals with all teams involved! Be ready and prepared for any given scenario. In a previous blog, we discuss the last minute resourceful negotiation idea of pre-determining your rain backup swaps (ie - bistro lights for ballroom draping) - this is a great example of being scrappy!
Creativity (or the ability to stalk Pinterest and Etsy): You will definitely need to get creative when it comes to seating arrangements, agendas, itineraries and all the small details like place cards, lighting, decor, etc. If you’re not innately a super creative person with a strong visual aesthetic and able to tie themes together, you would need to make up for it by being comfortable with research. New trends are shared all over social media, magazines, and blogs and many more wedding related events and spaces. If you happen to be someone who benefits from inspiration - starting off with some Pinterest boards might be a great idea to get you started! Couples also rely heavily on the Shaadi Destinations Instagram for new ideas when they don’t have the time or creativity to think of something entirely new! Planners we recommend excel here in creating something new for each couple.
At Grand Palladium Costa Mujeres, Megha and Krishan were able to put their full trust in Amy Patel of The Storybook Events to make their events come true at a brand new resort! Courtesy of Rizwan Ghumro Studios
Question 3 - Do we have the budget for it?
There is a saying among us wedding planners: every decision should make sense in the brain, the heart, and the pocket. There is no doubt that bringing someone into your team to help with the many tasks that involve planning a wedding, will bring a lot of value back to you. A lot of our couples struggle, though, to quantify how much their planner will cost vs how much money they will be able to save by the planner leading negotiations. What we have learned first-hand is that when managing a larger budget (which Indian weddings typically carry), planners can often find creative ways to maximize every dollar. It’s not just that they know how to negotiate the line item price of your decor bill, but it’s also that they can find waste and eliminate or they can think of something more budget friendly that carries a high impact!
There are no good or bad budgets; all budgets are equally as perfect but so it happens that some of them require you to be a lot smarter with your decision making. Wedding Planning fees will typically range from $6K to $30K, depending on many factors such as where they are based, the tasks they will be performing, how much destination wedding planning experience they actually TRULY have, etc. Stay tuned as we will be diving more into this in the near future :)
An unforgettable moment at Monisha and Jinesh’s Indian destination wedding at Hard Rock Hotel Riviera Maya planned by Shaadi Destinations in-house; Courtesy of Hiram Trillo
As we are sure you can tell by now, a wedding planner’s job sure ain’t easy! But it is definitely not impossible for you to do on your own (especially when you remember your venue will likely include some complimentary support as well). The secret to all of it is being able to structure your wedding in a way that’s easy for you to keep track of every decision you make. And most importantly, for you to enjoy every single step of the process. Regardless of your decision, Shaadi Destinations will make sure you are best equipped to plan your Indian destination wedding as seamlessly as possible. If you choose to self-plan, we will share with you tips and tricks on how to take full advantage of the on-site coordinators! If you choose to bring on an expert, we will introduce you to credible, vetted, and amazing destination wedding planners for you to interview and choose from who have real, proven destination wedding experience. What are you waiting for? Let’s plan your wedding in paradise!
Shaadi Destinations is the premier, award winning, modern-day destination wedding travel agency for South Asian couples seeking a streamlined process, incredible experiences, and a party friends and family will never forget! We save our couples thousands of dollars while throwing them the wedding festivities dreams are made of.
We live and breathe destination weddings - with just one consultation, you will be light years ahead in your destination wedding planning process. In less than one week, Shaadi Destinations will find you the most perfect resort that meets your needs, your budget, and your desires. With our vendor relationships and pre-negotiated exclusive perks at resorts across Mexico and the Caribbean, we are confident we can find exactly what you are looking for. You'll find we have the best rates, best incentives, and best booking experience.
