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What Does a Wedding Planner Do? Do You Need One?

Updated: Oct 29, 2025


Woman in black dress arranging flowers on a table in a garden setting with string lights. White roses and greenery create an elegant mood.

Planning a wedding can feel a bit like trying to juggle flaming torches while riding a unicycle. Fun? Yes. Stressful? Absolutely. That’s why so many couples turn to a wedding planner – someone whose job is to keep all those moving parts in check while you focus on saying "I do."


This article explores what a wedding planner really does, when you might need one, how much they cost, and whether you could plan the whole thing yourself. Spoiler: both options can work – it just depends on your style, budget, and tolerance for spreadsheets.


Key Takeaways:


  • A wedding planner saves you time, reduces stress, and keeps everything running smoothly.

  • They’re especially useful for big weddings, destination weddings, or couples short on time.

  • You can also plan your wedding yourself – with the right tools, checklists, and a bit of patience.



Quick navigation // Table of Contents

7) FAQ

  • What is the difference between a wedding planner and a wedding coordinator?

  • Do I need a wedding planner for a small wedding?

  • How to find the perfect wedding planner for my wedding?




What Does a Wedding Planner Do?


A wedding planner is part project manager, part designer, part therapist. Their mission? To turn your Pinterest board dreams into a real-life celebration without you losing sleep over vendor contracts.


Here’s what they usually handle:


  • Budget Management – helping you allocate funds wisely (yes, even that doughnut wall has a price tag).

  • Vendor Sourcing & Negotiation – finding caterers, florists, and photographers who match your vision and budget.

  • Timeline Creation – ensuring the day flows seamlessly, from morning prep to sparkler send-off.

  • Logistics – managing transport, rentals, and last-minute hiccups (rain plan, anyone?).

  • Design & Styling – pulling together colours, décor, and overall atmosphere.


In short, a planner lets you focus on marrying the love of your life, not whether the DJ has arrived on time.




When Do You Need a Wedding Planner?



Not every couple needs a planner – but some do, desperately. Here are situations where hiring one is especially helpful:


  • Destination Weddings – If you’re getting married somewhere far from home (whether it’s Queenstown or you’re flying by helicopter to a breathtaking mountain peak) a local planner knows the best venues and suppliers.

  • Busy Couples – If both of you are working full-time and can’t spend evenings buried in vendor emails.

  • Large Weddings – If your guest list could fill a rugby stadium, logistics will be complex.

  • DIY Enthusiasts Gone Overboard – Sometimes you just need someone to rein in your 12 Pinterest boards.


If you’re unsure, think about how much time and energy you’re willing to dedicate. Wedding planning is rewarding, but it can also be a second full-time job.




How Much Does a Wedding Planner Cost?


Here comes the tricky part: money. Hiring a planner in New Zealand can range anywhere from NZD $2,000 to $8,000+, depending on their experience and the size of your event. Some charge a flat fee, others take a percentage of your total wedding budget.


So, is it worth it? Consider this:

  • They save you countless hours of research and admin.

  • They often negotiate discounts or better deals with vendors.

  • They prevent expensive mistakes (like double-booking a venue – yes, it happens).


Ultimately, you’re paying for peace of mind. If you value your weekends and sanity, the investment might be priceless. If you’re curious about broader costs beyond planners, check out our article on the Average Wedding Cost in NZ.




They Are the Best Wedding Planners in NZ


Seven people in black attire stand smiling under a floral arch in a scenic outdoor setting with mountains. They hold black folders.

Illustrative image only :)


New Zealand is home to some outstanding wedding planners who make magic happen. Here are a few we recommend checking out:


  • Stac Weddings – Invercargill

    Stacey is known for her calm, organised approach and beautifully styled weddings. She helps couples enjoy the planning process while creating celebrations that feel effortless and unique.


  • One Fine Day – Queenstown

    Known for stunning destination weddings with a personal touch. They’re brilliant at creating celebrations that feel both elegant and relaxed.


  • Married By Friends – Wanaka

    Led by Soph, this creative and friendly team offers personalised wedding planning and styling across New Zealand, making the whole journey fun, relaxed, and stress-free.


This list isn’t exhaustive, but it’s a good starting point. You can also explore this helpful overview of wedding planners in New Zealand to discover more professionals across the country.




If You Want to Plan Your Wedding for Yourself


Hands holding a pen and paper on a wedding planning checklist. Calendar pages, phone, rings, gift, and flowers on a white desk. Serene mood.

Maybe you love planning. Maybe you have spreadsheets colour-coded for fun. Or maybe you just want complete creative control. That’s fantastic – self-planning can be both rewarding and cost-effective.


Here’s how to get started:


  1. Set Your Budget – Be realistic and allocate funds for the must-haves first (venue, food, photographer).

  2. Create a Timeline – Map out tasks month by month so you don’t end up panicking two weeks before.

  3. Use Templates – There are plenty of free wedding planner templates online. Just download, print, and customise.

  4. Get a Good Book – A classic wedding planner book can be surprisingly useful for checklists and inspiration.

  5. Stay Organised – Keep all contracts, invoices, and notes in one place.


To make things easier, I’ve created a free Wedding Checklist you can download. It covers everything from booking your venue to remembering the cake knife.




Final Thoughts


So, do you really need a wedding planner? The honest answer: it depends. If you want a professional guiding hand to handle the chaos, hire one. If you enjoy organisation and have the time, you can absolutely plan it yourself.


Either way, remember the point of the wedding: celebrating your love. Whether you’ve got a planner in heels running around with a clipboard, or you’re the spreadsheet warrior doing it all yourself, what matters most is the joy of the day.




FAQ


What is the difference between a wedding planner and a wedding coordinator?

A wedding planner helps design, organise, and manage your wedding from start to finish. A coordinator usually steps in closer to the day to ensure everything runs smoothly.

Do I need a wedding planner for a small wedding?

Not always. For intimate weddings, you may not need a full planner, but a coordinator or a detailed checklist can still be very helpful.

How to find the perfect wedding planner for my wedding?

Start by checking their style, reviews, and past work. Meet in person (or online) to see if your personalities click – trust and communication are key.



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George, the creative partner at Red Guy Films with red beard in white shirt, blurred background with warm bokeh lights, outdoors setting, relaxed and cheerful mood.

I’m George, the filmmaker and creative partner behind Red Guy Films — I create cinematic wedding films full of emotion and meaning. I began my career in television and advertising back in 2005, and I’ve been telling real stories ever since.


 
 
 

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