Wedding planners send a proposal or quote after an initial consultation, once they know the date, guest count, venue, and level of help the couple wants. Couples usually compare several planners, so they look at package contents, how many meetings are included, and whether the fee covers the wedding day or only planning.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
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Full, partial, and day-of services are very different. List the number of meetings, vendor sourcing, design help, and timeline creation so the couple knows what they are buying.
Fees and workload depend on these. If the guest count or venue changes materially, you have a basis to revise the quote.
Receptions often run late. Defining the covered window and an hourly overtime rate prevents disputes on the night.
Larger weddings need a lead plus assistants. Stating who will be there avoids confusion about who is actually working the event.
Couples often assume the planner's fee covers everything. Clearly state that vendor payments, rentals, and travel are separate.
Showing installment dates and the retainer up front sets expectations and reduces back-and-forth at signing.
Weddings are postponed and canceled. Specify what is refundable and what happens if the date moves.
| Service | Priced | Typical range |
|---|---|---|
| Full-service wedding planning | flat fee | $4,000-12,000 |
| Partial planning | flat fee | $2,000-5,000 |
| Month-of / day-of coordination | flat fee | $800-2,500 |
| Hourly planning consultation | per hour | $75-200 |
| Additional assistant on wedding day | per assistant | $150-400 |
| Extra venue visit or vendor meeting outside package | per visit | $100-250 |
| Destination wedding travel and planning surcharge | flat fee | $1,000-3,500 |
| Rehearsal dinner or welcome event coordination | flat fee | $500-1,500 |
Typical US ranges. Rates vary by region, experience, and job size.
Present two or three options, such as day-of, partial, and full planning, so the couple can choose a level of help. This keeps the conversation on scope rather than on negotiating a single price.
If you price at a percentage of budget, set a floor so a small budget does not leave you underpaid for a similar amount of work.
Full planning often takes 100 to 250 hours over a year. Divide your fee by estimated hours to check that the effective hourly rate makes sense after expenses and taxes.
For destination weddings, itemize flights, lodging, and per diem or add a flat travel fee so the couple can see what drives the total.
Often 14 to 30 days. Wedding dates are limited, so state that the date is not held until the contract is signed and the retainer is paid.
Share a price range or package menu, but give a firm quote after a consultation. You need the date, venue, guest count, and what they want help with.
If you quoted a flat fee, it stays the same unless the scope changes. If you used a percentage, specify in the proposal whether the fee adjusts when the budget changes.
You can list expected vendor costs as a separate section for budgeting, but make clear they are estimates paid to the vendors and not part of your fee.
Use the Wedding Planner invoice template to bill the client, or convert this estimate once it's approved.
Wedding Planner invoice template