What full planning, partial planning and month-of coordination actually include, how to judge a wedding planner without a directory, and who should actually be at the venue on the day.
A wedding planner is not one job but three, usually sold separately: full planning, which runs from early decisions to the final night; partial planning, which picks up once venue and date are set; and month-of coordination, which manages the final weeks and the day itself without having run the earlier planning.
The service exists to manage the moving parts a wedding accumulates: a dozen or more suppliers, a timeline that has to hold across an entire day, and family or cultural requirements that need tracking alongside everything else. It earns its fee by making sure nothing depends on the couple remembering it themselves.
A large, multi-supplier or multi-day wedding, or a couple with little time to manage the lead-up, tends to benefit most. A smaller wedding at a single venue with an in-house coordinator, or a couple who enjoy the logistics themselves, can often do with month-of coordination alone, or nothing at this level.
This category shows verified planners once they exist for a location. Where none has been verified yet, the page says so, and the guidance below still applies.
Verified listings
Nothing listed here yet.
Where to go next
Gavin would rather leave a page empty than fill it with names he cannot stand behind, and checking a business properly takes time, so these pages fill slowly.
In the meantime, the guidance above is the part that helps: how to choose, what to ask, and what usually goes wrong. If you want a name, Gavin will tell you who he has worked alongside, and why.
Judge a planner on weddings they have actually run rather than a proposal document or a moodboard, since almost anyone can assemble a good-looking plan on paper. Ask to see the working documents from a real wedding: a supplier schedule, a floor plan, a run sheet, not only the finished photographs.
Who actually turns up on the day
Many planning businesses are small, sometimes a single person with occasional freelance help, and the person who pitches you is not always the person present on the wedding day. Ask directly who will be at the venue from setup to pack-down, and get the answer in writing rather than assuming it is whoever you met first.
Without a directory of names, ask for two recent couples you can contact directly, and ask what went wrong on at least one wedding, since a planner who claims nothing has ever gone sideways is either new or not being straightforward.
Confirm the fee structure against your budget before you fall in love with a planner: some charge a flat fee for a defined scope, others a percentage of total spend, which changes their incentive on every other booking. Ask whether they have worked at, or will visit, the venue you are considering.
What to ask
Which service is this: full planning, partial planning, or month-of coordination, and what exactly does it include?
Who will personally be at the venue on the wedding day, from setup to pack-down?
How many weddings have you run in the last two years, and can you share two references?
What is your fee structure: a flat fee, a percentage of spend, or something else?
How do you handle a supplier who does not arrive or under-delivers on the day?
Do you attend supplier meetings and site visits with us, or only manage them remotely?
What is the deposit, and what is the cancellation policy if plans change?
How do you handle a change in guest numbers close to the date?
Contracts and logistics
Planner fees are typically staged against milestones rather than paid as one lump sum: a deposit to secure the date, a payment as planning begins in earnest, and a final instalment before or on the wedding itself. Cancellation terms usually reflect how much work has already been done, not a flat penalty.
Ask who the backup planner is if the lead person is unavailable through illness or an emergency, since a one-person business needs an answer and a planner worth hiring will already have one. Confirm arrival time on the day, well ahead of the first guest, and what sign-off looks like at the end of the night.
Checklist
Get the exact service level and inclusions in writing before you pay a deposit.
Confirm who will personally be at the venue on the day, not just who pitched you.
Ask for two recent references and actually contact them.
Confirm the fee structure and whether it changes with your total spend.
Get a named backup for the lead planner in case of illness or emergency.
Confirm what time the planner arrives on the day, ahead of the first guest.
Get cancellation and postponement terms in writing before you sign.
Do we still need a planner if the venue has an in-house coordinator?
Often not, if your wedding is contained to that venue and its included suppliers, since an in-house coordinator manages the site well. A planner earns their place when suppliers, guests or ceremony elements sit outside what the venue's own coordinator is responsible for, such as an outside caterer or family logistics.
What is the difference between a planner and a coordinator?
A full planner is typically involved from early decisions such as budget, venue and suppliers, while a coordinator, sold as month-of or day-of, picks up an already-planned wedding a few weeks out and manages the final logistics and the day itself. Ask specifically which one you are buying.
How much does a wedding planner typically cost in South Africa?
It varies widely by scope, region and whether the fee is flat or a percentage of total spend, so ask for a written quote broken down by task rather than a single number. Comparing more than one quote on the same scope is the only reliable way to judge a fair figure.
Can a planner also manage our overall wedding budget?
Many will help track spending against a budget as part of full planning, but confirm this explicitly rather than assuming it is included. Ask how often they report spending back to you, since a planner who only shares a final number is managing suppliers, not managing your budget.
“I decided to get engaged while my lovely girlfriend went to the UK for a short trip and I used the time to get a ring made while she was away. Gavin and his team gave me great advice and freedom. They helped me create and design my own ring, and taught me so much about the choices I have. They made the whole process a fantastic experience and I will totally send my friends back for the one on one experience.”
“Gavin and his firm were recommended to us by a mutual friend. From the very first contact, Gavin conducted himself in a very friendly but professional manner. Gavin clearly demonstrated the love and understanding of his business. His attention to detail and willingness to listen to our needs was very reassuring. We are extremely pleased with the design, quality of our jewellery and the superb service. It was certainly one of the best shopping experiences we have had. Our friends have found Gavin amazing and are very impressed with their purchases. On purchasing diamonds, we highly recommend others to contact Gavin. We certainly look forward to doing business with his company for years to come.”
“My experience with Gavin was nothing less than exceptional. He provided excellent customer service, quality diamonds, and competitive prices. He was very knowledgeable and an excellent teacher. I learned everything I needed to know before purchasing the right diamond. I would recommend him and his company to anyone considering the purchase of a precious stone.”
“Great experience dealing with Gavin. I have had many good experiences dealing with Gavin. The jewellery and stones are breathtaking and very reasonable in price. The service we received was so efficient and good advice was given to us when choosing specific stones. We look forward to many more dealings with Gavin.”
“My experience with Gavin goes back some years. Not only have I and my wife been advised and purchased from the company; we have, in addition, successfully referred a number of our friends to Gavin. His knowledge, service and flexibility have ensured that we consult them on any occasion where we are thinking of purchasing jewellery.”
“Gavin Ruschin has been my preferred supplier of diamonds and designer jewellery for the past five years. During this period of knowing Gavin, I feel extremely privileged to have a supplier of such character and integrity servicing me personally, my company The BLD Group and our clients. Gavin has through excellent service become one of the most credible suppliers on our books. His honesty, unconditional professional service, excellent pricing and pleasant manner have earned him the respect and reputation of the highest degree amongst my clients, which include professional sportsmen and sportswomen, leading business people and politicians.”
“I decided to get engaged while my lovely girlfriend went to the UK for a short trip and I used the time to get a ring made while she was away. Gavin and his team gave me great advice and freedom. They helped me create and design my own ring, and taught me so much about the choices I have. They made the whole process a fantastic experience and I will totally send my friends back for the one on one experience.”
“Gavin and his firm were recommended to us by a mutual friend. From the very first contact, Gavin conducted himself in a very friendly but professional manner. Gavin clearly demonstrated the love and understanding of his business. His attention to detail and willingness to listen to our needs was very reassuring. We are extremely pleased with the design, quality of our jewellery and the superb service. It was certainly one of the best shopping experiences we have had. Our friends have found Gavin amazing and are very impressed with their purchases. On purchasing diamonds, we highly recommend others to contact Gavin. We certainly look forward to doing business with his company for years to come.”
“My experience with Gavin was nothing less than exceptional. He provided excellent customer service, quality diamonds, and competitive prices. He was very knowledgeable and an excellent teacher. I learned everything I needed to know before purchasing the right diamond. I would recommend him and his company to anyone considering the purchase of a precious stone.”
“Great experience dealing with Gavin. I have had many good experiences dealing with Gavin. The jewellery and stones are breathtaking and very reasonable in price. The service we received was so efficient and good advice was given to us when choosing specific stones. We look forward to many more dealings with Gavin.”
“My experience with Gavin goes back some years. Not only have I and my wife been advised and purchased from the company; we have, in addition, successfully referred a number of our friends to Gavin. His knowledge, service and flexibility have ensured that we consult them on any occasion where we are thinking of purchasing jewellery.”
“Gavin Ruschin has been my preferred supplier of diamonds and designer jewellery for the past five years. During this period of knowing Gavin, I feel extremely privileged to have a supplier of such character and integrity servicing me personally, my company The BLD Group and our clients. Gavin has through excellent service become one of the most credible suppliers on our books. His honesty, unconditional professional service, excellent pricing and pleasant manner have earned him the respect and reputation of the highest degree amongst my clients, which include professional sportsmen and sportswomen, leading business people and politicians.”
