Use this list during meetings or calls with WOs so you can compare multiple candidates objectively.
A. Profile & Experience
- How long has the WO been operating?
- On average, how many events do they handle per year?
- Have they managed concepts similar to ours? (specific traditions/intimate/outdoor/hotel)
- Have they worked at our preferred venue?
- Can we see a full portfolio of one event (not just Instagram highlights)? (photos, videos, rundown)
B. Services & Scope of Work
- What packages are available? (Full / Partial / Day-of Coordinator)
- What are the WO’s responsibilities from start to wedding day?
- Does it include:
- concept & theme development?
- budget management?
- vendor sourcing & negotiation?
- timeline & rundown creation?
- coordination with family & bridal party?
- technical meetings with vendors?
- venue loading/setup coordination?
- What is not included (excluded)? (e.g., transport, crew meals, overtime, etc.)
C. Team & Person in Charge (PIC)
- How many team members will be present on the wedding day for approximately (… ) guests?
- Who will be our main PIC? Will it be the same person we’re meeting now?
- Will there be a dedicated bridal assistant?
- How are team responsibilities divided during the event?
- If the PIC is unavailable, who will be the backup?
D. Workflow & Preparation Timeline
- When does the WO start working effectively after the deposit (DP)?
- Is there a clear monthly/weekly timeline? Can you share a sample?
- How often will we have meetings/follow-ups? Through what channels (WhatsApp/call/Zoom/in person)?
- Are there any tools used for tracking progress (Google Drive/Notion/Sheets)?
- How is the rundown created, and when is it finalized?
E. Vendors & Partnerships
- Does the WO have mandatory partner vendors, or are we free to choose our own?
- If we bring our own vendors, will the WO coordinate them? Is there an additional fee?
- Does the WO take fees/commissions from vendors? (please explain transparently)
- Will the WO assist with vendor price negotiation and contracts?
- What is the procedure if a vendor underperforms or causes issues?
F. Costs, Payment & Transparency
- What is the WO fee and what does it cover (itemized)?
- What is the payment structure (deposit/installments/final payment)?
- Are there common additional costs? (overtime, extra crew, transport, accommodation, etc.)
- Is there a minimum budget or guest count requirement?
- Can the price be adjusted if the scope is reduced?
G. Contract & Policies (Must Ask)
- Is there a written contract? Can we review it before paying the deposit?
- What is the rescheduling policy (e.g., change of date/venue)?
- What is the cancellation and refund policy?
- In case of force majeure (bad weather, disasters, etc.), what is the procedure?
- Who is responsible in case of damage or loss of items?
H. Wedding Day Execution (Operations)
- What is the wedding day timeline: when does the WO team start and finish?
- Does the WO handle:
- briefing family & guest reception team?
- coordinating the ceremony (akad/blessing) and reception?
- cueing the MC, band, documentation team, catering?
- managing photo queue and guest flow?
- How is communication handled on the day (walkie-talkies/earpieces/WhatsApp group)?
- Is there a technical meeting before the wedding day? Who attends?
- What are the SOPs for delays (late makeup, vendor delays, rain, power issues)?
I. Commonly Overlooked Details
- Crew meals: who covers them and how many portions are needed?
- Transport/parking for crew and vendors: who arranges it?
- Does the WO help create a wedding itinerary (for the couple/family)?
- Does the WO assist with managing cash gifts/presents? (if yes, how is the system handled?)
- Does the WO help manage the couple’s belongings (dress, dowry items, etc.)?
J. Quality Indicators & “Chemistry”
- If there’s a difference in opinion regarding concept/budget, how does the WO guide us?
- Can they share an example of a difficult case they handled and the solution?
- Is the WO open to our preferences, or do they tend to impose their own concepts?
- What is the WO’s main priority: punctuality, organization, intimate flow, or a grand show? (check alignment)
