Everything You Need to Know About Hiring a Wedding Planner for Your Destination Wedding
There’s no right or wrong way to plan your wedding—as long as you stay true to you
Before we dive into hiring a wedding planner, it’s worth remembering that there are no hard rules when it comes to planning your dream wedding.
It doesn’t matter what friends, family, or trends suggest—at the end of the day, you’ll be the ones remembering how it all unfolded and, most importantly, how it felt. Nothing feels more right than knowing you honoured what was true for both of you.
That said, planning a wedding in Thailand from afar can feel overwhelming, especially when you can’t make in-person decisions and have limited familiarity with the local wedding industry. While many Thai venues are experienced in assisting overseas couples, a wedding planner can take the stress off your shoulders and help turn your vision into reality.
As a Phuket-based wedding photographer who has captured countless destination weddings, I’ll answer some of the most common questions couples have about wedding planners—and share my personal advice on making the process smooth and enjoyable.
To help you decide, let’s start by exploring some common questions about hiring a wedding planner
Wedding Planner: @theweddingblissthailand ✦ Florals: @iamflower.co ✦ Venue: @comopointyamu.phuket
What is a wedding planner? What do they actually do?
A professional wedding planner guides you through the entire wedding journey—from shaping your creative vision to coordinating vendors and ensuring your day runs smoothly. Like waving a magic wand, their job is to take the stress off your shoulders so you can enjoy the process and the celebration itself.
Here’s a snapshot of how a wedding planner can support you:
Collaborate with you to define your overall wedding theme and aesthetic
Guide budgeting and prioritising what truly matters to you
Create a detailed timeline and roadmap to keep everything on track
Research, recommend, and coordinate with vendors
Review contracts, manage payments, and ensure all logistical details are handled
Maintain communication with all key parties involved, so everyone’s on the same page
Solve any problems that may arise, from unexpected weather to last-minute changes
Organise and oversee rehearsals, deliveries, set-up and pack-down on the wedding day
In short, a wedding planner is your expert guide (with all the insider industry knowledge), wearing every hat so you can focus on the bigger picture without worrying about the smaller, but crucial, behind-the-scenes details.
What’s the difference between a wedding planner and a wedding coordinator?
While the terms sound similar, a wedding planner and a wedding coordinator play very different roles.
A wedding planner is involved from the very beginning, guiding you through the planning, logistics, and budget to bring your creative inspirations to life. Depending on the level of service, they work to make your entire wedding planning journey as seamless and stress-free as possible.
Wedding Planner: @weddingsbyelizabethanne ✦ Florals: @kuts_flowers ✦ Venue: @villacozzano ✦ Executive Production Team: @wed_vibes
A wedding coordinator, on the other hand, focuses primarily on the execution of your wedding day. Communication usually begins only a few weeks before the event, and their job is to manage on-site logistics and ensure the day runs smoothly.
Many venues include a coordinator as part of their packages, but their role is to keep everything on track rather than shape your overall vision.
Do you need a wedding planner or a wedding coordinator?
Many popular wedding resorts and venues in Thailand offer an in-house wedding planner or on-site/ day-of coordinator. While they’re incredibly helpful with venue-specific logistics, their role is usually limited to what the venue can provide. This often means working within a set list of preferred vendors, décor options, and styling setups.
If you’re dreaming of a highly personalised wedding with specific aesthetics, unique details, and a more elevated experience, hiring an external wedding planner is often the better choice.
An independent planner works solely for you, with no competing interests, and can source a much wider range of vendors, creative ideas, and design possibilities.
Wedding Planner: @me_eventsphuket ✦ Florals: @iamflower.co ✦ Venue: @sripanwa
Some venues may refer to their on-site/day-of coordinator as a “full wedding planner”, so it’s essential to clarify exactly what their services include.
Ask whether they handle the entire planning process from start to finish, or if their role is focused on managing venue-related tasks only. This helps you avoid misunderstandings and ensures you have the support you need on the day you’re envisioning.
How far in advance should you hire a wedding planner?
Because your planner will lead the entire planning process, they’re ideally the first vendor you book. If you’ve already found a planner whose style and approach you love, it’s best to secure them as soon as you can.
Wedding Planner: @theweddingblissthailand ✦ Florals: @iamflower.co ✦ Venue: @elitehavens
For popular wedding destinations in Thailand, such as Phuket, Koh Samui, Chiang Mai, and Krabi, planners are often booked out a year (or more) in advance, especially during the busy November-April season.
Booking early also gives your planner more time to help you lock in the right venue and trusted vendors, ensuring everything comes together cohesively and without last-minute stress.
Planning a wedding in Phuket? Explore my curated list of 8 drool-worthy wedding venues in Phuket!
How much does it cost to hire a wedding planner in Thailand?
The cost of hiring a wedding planner in Thailand can vary widely, ranging anywhere from $1,000 to $20,000 USD and more. Many planners charge 10-15% of your total wedding budget, especially for full-scale destination weddings.
Pricing often depends on factors such as:
Their experience and level of service
Whether you need full-service planning or basic coordination
The complexity and size of your wedding, including guest count, itinerary, and logistical requirements
The location—popular wedding destinations like Phuket and Koh Samui often come with higher rates
Their availability (and exclusivity), and how many weddings they take on each season
Since every planner structures their fees differently, it’s important to ask upfront whether they charge a flat, all-inclusive fee, a percentage, or a combination of both.
Most importantly, your expectations should match your investment. While it may be tempting to go for the “cheaper” option, it’s not always the best choice.
Hiring the right wedding planner is key to achieving your vision and ensuring a seamless experience both in the lead-up and on the day itself.
Wedding Planner: @me_eventsphuket ✦ Florals: @iamflower.co ✦ Venue: @sripanwa
Should you let your wedding planner handle your budget?
Once you’ve set your total budget, clarified your non-negotiables, and outlined your priorities, it’s absolutely worth letting your wedding planner help manage the rest.
Wedding Planner: @weddingsbyelizabethanne ✦ Cake: @sweetiepie.love ✦ Venue: @villacozzano ✦ Executive Production Team: @wed_vibes
You’ll still make every final decision, but your planner can take the stress out of tracking payments, deadlines, and contracts. Keeping everything organised — including the budget — is a core part of their role.
Most planners also come with an extensive network of trusted vendors, giving them insight into realistic industry pricing, potential hidden fees, and even exclusive discounts you may not find on your own.
Above all, your planner is there to implement your goal without you needing to juggle all the moving parts. From sourcing vendors to troubleshooting logistics, they’re equipped to help you make the most of your budget while keeping the experience enjoyable and stress-free.
What questions should you ask a wedding planner before hiring them?
Since your wedding planner will play such a significant role in bringing your vision to life, it’s essential to ask anything that comes to mind.
Wedding Planner: @me_eventsphuket ✦ Florals: @iamflower.co ✦ Venue: @sripanwa
This conversation is also your chance to get a feel for their personality and communication style, ensuring you feel confident and comfortable working together.
While no question is off-limits, here are some helpful ones to guide your chat:
What is your planning style, and what services do you offer?
What is included in your packages, and what isn’t?
How many weddings do you take on at the same time?
Will we work directly with you, or with your team members?
Have you planned weddings similar to ours?
Are you familiar with our wedding venue?
How do you prefer to communicate throughout the planning process?
What will you and your team handle on the wedding day itself?
What is your fee structure, and are there any extra costs we should be aware of?
Remember, you’re a potential client, so think of your initial consultation as a mini-interview to help them earn your trust and investment.
Aside from asking them questions, they should also be asking you thoughtful questions to ensure a bespoke touch and to understand what matters most to you.
So, the main question: Is hiring a wedding planner for your destination wedding in Thailand worth it?
Planning & Design: @wondersweddings ✦ Decoration: @eliteevent.thailand ✦ Venue: @capefahn @capeandkantary
If you’re dreaming of a destination wedding in Thailand, hiring a wedding planner can be a game-changer, especially when planning from afar and navigating cultural and language differences.
A wedding planner brings invaluable local knowledge, from trusted vendor connections and negotiating expertise to understanding what’s realistically achievable.
For instance, if you have a specific colour palette in mind for your wedding arch and tablescapes, they can collaborate with a florist to recommend in-season blooms that match perfectly. Or, if you’re planning a multi-day celebration with an extensive guest list, they can suggest venues with on-site or nearby accommodation and even coordinate activities for you and your guests before and after the big day.
While wedding planning can be exciting, it also requires a lot of time, energy, and attention to detail—especially when you have a clear concept in mind. An experienced wedding planner helps create space for you and your partner to stay present with each other, enjoying the journey rather than getting lost in logistics.
From Dream to Reality: Let’s Document Your Wedding Day
Now that we’ve unpacked everything you need to know about hiring a wedding planner, the next step is choosing a photographer who will capture your entire celebration with intention, artistry, and care.
Wedding Planner: @me_eventsphuket ✦ Florals: @iamflower.co ✦ Venue: @sripanwa
As a destination wedding photographer based in Phuket, I’ve had the pleasure of working alongside local wedding planners and couples travelling to Thailand from overseas.
Honouring your wedding vision—just as your planner does—I dedicate my creative energy to getting to know you both and ensuring every frame tells your unique story.
More than just capturing images, I’ll guide you throughout your journey, and you’ll also receive my exclusive Wedding Planning Guide, covering everything from creating your wedding day timeline to gathering inspiration and discovering trusted vendors.
You can explore my wedding photography packages here or simply get in touch to discuss your vision in detail. I’d love to help turn your dream day into artful memories.
