The Truth About Wedding Vendor Pricing, from a Professional Planner

As a wedding coordinator and consultant, I answer a lot of questions from people planning weddings. One of the most popular is why things cost what they cost in the wedding industry. 

It’s a fair question! The truth is, there are many factors behind wedding pricing that aren’t always obvious at first glance. Understanding these can help you budget more effectively and choose the vendors that are the best fit for your special day.

In order to understand why vendors charge what they charge, I’d like to share the following advice.

Look for Price Ranges

When you’re shopping for wedding services, having a general idea of what something will cost can save you a lot of time. Even if a vendor’s work is highly customized, many will provide starting prices or price ranges on their websites. This allows you to decide whether they are within your budget before reaching out. Some vendors may note that prices vary depending on the details of your event—this gives you flexibility in deciding what fits your vision.

Understand Inventory and Availability

One aspect of wedding pricing that couples might not realize is that vendors are selling their time, particularly the day of your wedding. For example, your deposit reserves the date in the vendor’s calendar, preventing them from booking other clients for that day. The final payments often cover the work done in the lead-up to the event, which includes consultations, planning, and preparation. It’s important to recognize that a lot of the work happens behind the scenes before your big day arrives.

Breakdown of Costs

To help you understand the value of their services, some vendors might break down their fees into hourly rates. For transparency, I have a “math behind my fee” page on my professional website that shares how many hours I put into a wedding. It’s a useful resource for me to explain why I charge what I charge since often, people planning think of my work as “only” happening on the 12ish hours of a wedding day.

For example, if a vendor charges $3,900, they might explain this as $97.50 per hour, accounting for taxes, business expenses, and time spent preparing before and after the event. This can give you a clearer picture of how much work goes into making your wedding day seamless, from vendor coordination to problem-solving on the day itself.

Scope of Services

In the wedding industry, many vendors might use the same job titles (e.g., “wedding planner” or “day-of coordinator”), but the scope of their services can vary greatly. When comparing vendors, make sure you understand what each one offers, so you can compare their fees fairly. Some may offer full-scale planning, while others focus on specific tasks like coordinating the day itself. Asking for a detailed description of their services can help you determine which one fits your needs.

Why Some Fees are Non-Refundable

Many wedding vendors now have non-refundable deposits, especially after the uncertainty caused by COVID-19.

Unfortunately, it can be hard for people planning weddings to understand this. That’s understandable. How many other industries can you think of where people expect thousands of dollars be paid upfront for an event that may be happening more than a year away?

This can seem daunting, but it’s often because once a vendor books your date, they can’t offer that time to anyone else. If a portion of a fee is refundable, be sure to ask how that process works.

Referrals Can Lead You to the Right Fit

Finally, not every vendor will be the perfect match for every couple—and that’s okay. If a vendor quotes you a price outside your budget, they might be able to refer you to someone else whose services are a better fit for your needs. This can help you find the right vendor while ensuring that everyone is happy with the arrangement.

Understanding these details will help you feel more informed and confident as you navigate the wedding planning process. Happy planning!