Define the planner’s actual role
Day-of management, weekend coordination and full-service planning involve different responsibilities and working hours. Contracts should list venue visits, quotations, budget tracking, supplier management and onsite teams.
Ask who will physically attend each event and whether any supplier commissions or referral incentives are disclosed.
- Compare written deliverables, not just fees.
- Request anonymised run-of-show samples.
- Identify the decision-maker in an emergency.
Catering and drinks: check exclusivity
Some villas and hotels require in-house food and drink teams. You may not be allowed to bring an outside caterer even if you pay separately.
Request a full service breakdown including staff, drinks, glassware, overtime, children’s meals, allergy handling and applicable taxes.
- Check exclusivity before approaching caterers.
- Confirm kitchen and dietary capabilities.
- Compare menus with equivalent service.
Photo, film and publication rights
A beautiful portfolio does not reveal attendance hours, team size or delivery timing. Check edited image counts, long film, short clips and overtime.
Commercial image usage and guest image rights should be addressed in writing.
- Specify delivery and backup arrangements.
- Record publication licences clearly.
- Confirm coverage for each event day.
Music, production and installation
An impressive entertainment proposal does not remove sound limits, power needs, access constraints or safety obligations. Venue restrictions still apply.
Have the location approve a technical plan that lists electrical loads, installation, safe guest circulation and dismantling.
- Agree supplier arrival windows.
- Confirm music limits and stop times.
- Verify insurance and responsibilities.
Compare like-for-like quotations
Record each supplier’s scope, attendance, deliverables, exclusions, taxes, payment schedule, cancellation fees and modification rules.
A lower fee excluding the third day may cost more than a transparent three-day package.
- Keep dated copies of every quote.
- Check who covers crew transport and meals.
- Do not treat a “from” price as a binding offer.
Five experienced Marrakech wedding planners · Supplier reliability and backup plans