Are you in the early stages of wedding planning and wondering if you might need a planner? Discover why hiring a New England wedding planner is one of the best investments you can make for a seamless, stress-free planning process. In this expert feature, I’m sharing insight from Sam Sheehy of The Perfect Match Weddings—a sought-after New Hampshire wedding planner known for designing intentional, highly personalized events across New England. Whether you’re newly engaged or deep in the planning process, this guide will help you understand the true value of hiring a full-service planner to bring your vision to life.

Do I Need a Wedding Planner for My New England Wedding?

If you’re wondering whether hiring a planner is really necessary, you’re not alone. So many of the couples I work with ask the same thing—especially if they’ve booked a venue that offers partial coordination or planning. But from what I’ve seen firsthand, there’s a big difference between having someone manage logistics day-of and having a dedicated expert by your side through the entire planning process. The truth is, even the most hands-on venues can’t replace the role of a dedicated planner.

A seasoned New England wedding planner isn’t just about setup/breakdown and timelines—they bring your vision to life, manage the moving pieces behind the scenes, and create space for you to actually enjoy this season of life. Especially here in New England, where weather shifts, travel logistics, and venue styles vary so much, having someone who knows their way around makes all the difference for your experience. Your wedding planner becomes your personal wedding guide, your advocate, and the person making sure every detail comes together to execute your vision. They play a much bigger role than many people realize! Which is why this post will dive into their role, and help you decide if you need a New England wedding planner.

How a New England Wedding Planner Impacts Your Planning Process

As a New England-based wedding photographer, I’ve seen firsthand how impactful it is when couples hire a planner who truly understands their intent and vision for their wedding day. An excellent wedding planner brings clarity, calm, and creative vision to the table—ensuring your wedding day flows effortlessly, both for your guests and for yourselves!

To give you expert insight into the real role of a wedding planner, I interviewed Sam Sheehy, the founder of The Perfect Match Weddings, a highly sought-after New Hampshire wedding planner known for crafting timeless, detail-driven events across New England.

In this spotlight post, Sam walks us through the full-service planning process she and her team offer—from building your vendor dream team to designing a timeline that leaves space to breathe. Whether you’re just starting to plan or wondering if you need a planner, this guide will display the true value and importance of hiring a luxury wedding planner in New England—so you can focus on what matters most: getting married to the love of your life!

Meet a New England Wedding Planner: Sam Sheehy of The Perfect Match Weddings

To begin this vendor spotlight, I asked Sam to introduce herself so you can get an understanding of her business background and her approach to wedding planning in the New England area.

We click with couples who are ready to place their trust in us to transform their vision into reality. Our clients trust in our network of vetted vendors fully and aren’t afraid to let us take creative liberties. Before I became a wedding planner, I briefly used my degree in public relations to work in a PR firm in Boston. I quickly realized I longed for the ability to lean into my creative side in addition to utilizing my organizational skills and have always loved consuming anything wedding related – movies, magazines, etc. I took a leap of faith and ended up with a dream career I thought only existed in the movies!”

How a Wedding Planner Elevates Your Experience — From Vision to Execution

New England weddings are known for their timeless charm, and the beauty of the 4 seasons—but behind every effortless celebration is a team of professionals making it all happen. One of the most valuable investments you can make early on is hiring a wedding planner who deeply understands the local industry. From logistics to design, a planner brings clarity, structure, and vision to what can otherwise feel like an overwhelming process.

Unlike other regions, New England presents unique challenges: unpredictable weather, limited seasonal availability, and a wide range of venue styles—from historic estates to gardens to waterfront resorts. A local planner knows how to work within these nuances. They’ll help you navigate lead times, secure trusted vendors, and plan for those “just in case” moments (hello, rain plan). More importantly, they bring a calm, experienced voice into the planning process—someone who’s seen it all and knows how to adapt with grace.

A great quick example to go along with the point above—let’s say you’re getting married on Nantucket and you’d much rather enjoy being a bride than trying to figure out hotel accommodations, the ferry schedule, and making sure everyone makes it on the island for the wedding. You’d be the perfect client to a New England wedding planner—they will take all of this off of your back (among many other planning responsibilities).

A planner is also your creative partner. They’ll take your ideas and elevate them into a cohesive experience that feels both intentional and personal. Whether you’re planning an intimate gathering in the White Mountains or a coastal wedding on the Cape, having someone who can manage the vision and the logistics allows you to actually enjoy the journey—and the day itself. When your planner knows the region inside and out, every decision becomes easier, and every detail has purpose.

Sam’s expert insight about the impact of starting out the wedding planning process is as follows,

“Hiring a planner early on in the process will help you get the most value out of your investment. Many couples make the mistake of booking their venue and a few big ticket vendors, before realizing they could use the help of a planner. By the time we are brought on board, a large portion of the budget has already been spoken for and may lead to a couple becoming “venue broke”. When working with a planner from day one, we take the time to understand your budget, expectations and priorities and guide you through each decision before you sign any contracts.”

When to Hire a New England Wedding Planner

To dive deeper into the specific timeline of hiring a wedding planner for your New England wedding, Sam adds,

“The right time to hire a planner depends on the level of service you are looking for. Many planners, including my team and myself, divide their services into roughly 3 packages—including full service planning, partial planning, and event management (also widely known as ‘day of coordination’). The three packages are outlined below so you can get an idea of the differences:”

Full Service Wedding Planning

“When working with a full service planner, you will want to bring them on either right when you begin the planning process, or shortly after securing your venue. Most planners can listen to your budget, expectations and priorities and help you select the right venue for you and ensure you aren’t overspending. However, even if you have already booked your venue, the sooner you can hire a planner before booking other vendors the better so that they can guide you through every step of the process and connect you with their network of vendors. On average, our couples bring us on board anywhere from 18 months to 8 months prior to their wedding”. 

Partial Planning

“This is a very grey area in the wedding planning world and every planner will structure this package differently. In short, it is typically somewhere between the full service package and the event management or day of coordination package. This is for couples that either don’t have the budget for a full service planner, or have booked their venue and a handful of vendors, and are looking for assistance with the rest of the process. In our partial planning package, we manage your catering, rental and floral vendors since they are often 3 of the most logistically involved. Most couples book this package about 18 months to 8 months in advance as well”. 

Event Management or Day of Coordination

“Here’s the thing… ”Day of Coordination” really doesn’t exist. There is no way for a planner to show up on the day of your wedding with no prior knowledge and pull off the day successfully. In the wedding planning community, there is often frustration over the use of this term because it sets unrealistic expectations for couples. Instead, we offer an event management package. This package kicks off 2 months prior to your wedding so that we have enough time to collect all the information we need, ask the right questions, and touch base with all of your vendors to ensure a smooth wedding day. About 6 months prior to your wedding is a good time to book this package to ensure we are available for your date”.

The Wedding Planner’s Role from Start to Finish

Sam describes the role a wedding planner plays in the whole wedding day experience and process, “A wedding planner’s role is multifaceted and requires many different skillsets in order to get the job done successfully. When working with a full service wedding planner, their role will typically entail the following:”

1. Budget Guidance

• Determining a realistic budget based on your guest count, expectations and priorities
• Understanding how much of your budget you should allocate to each vendor
• Budgeting for unexpected expenses (additional guests, emergencies, gratuities, etc.)
• Managing deposits and final payment due dates

2. Vendor Sourcing and Management

• Tapping into the planner’s network to connect you with the vendors that are the best fit for your style, budget, and needs
• Reviewing and negotiating contracts
• Managing communication with the vendor from the time of inquiry through completion of the wedding day – (questions, updates, meetings, emails, etc.)

3. Design

• Creating a wedding design that’s Pinterest worthy, but not a Pinterest copy and paste
• Understanding your design priorities and why they are important (have nature and florals always been a big part of your childhood? –  that should be reflected in the design!) Your wedding planner can help you invest in the areas that are most important and scale back in the areas that don’t matter as much to you. 
• Sourcing the linens, napkins, chairs, chargers, glassware, paper goods, florals, etc. to make this design possible

4. Logistics

5. On Site Coordination

Timeline of New England Wedding Planning | Month by Month

The purpose of this collaborative post is for you (as someone who is likely planning a wedding) to fully understand the entire process, role, and timeline of working with a New England wedding planner. Next, I asked Sam to give her thoughts on a generalized timeline for wedding planning and booking vendors.

“After 2020, we saw an uptick in weddings and how far out couples were booking their venues and vendors. Due to the pandemic, many couples had to postpone their weddings, which led to a backlog of weddings each year, making resources scarce. As of early 2025, we are seeing things get back to “normal” and it seems as though couples may not need to book quite as far out as recent years past. While every wedding is different, here is a timeline that displays the general rule of thumb for the whole process “

Choosing Your Wedding Venue or Location & Wedding Date

“Depending on the location and season, you should be touring wedding venues, and making a decision by 18 – 9 months out of your ideal wedding date”. Of course, availability will differ from venue to venue, so if a specific date is a must have for you, make sure you book farther out!

Hiring a Wedding Planner

If you’re hiring a wedding planner, this can be done before or after your venue is chosen, and most often “Within 18 – 6 months out from your wedding—depending on the level of planning services you choose”.

Hiring Other Vendors, Photographer, Videographer, DJ/Band, Florist, Stationery, Catering, Etc.

“Within 12 – 6 months from your ideal wedding date you will want to hire your photographer, videographer, DJ/band, florist, stationery, catering, etc. (and any other vendors you’d like to participate in your wedding day). Of course, timing here depends on the couple’s priority level of each vendor”.

Choosing Your Wedding Dress / Attire & Wedding Party Outfits

“One of the most exciting and anticipating parts of the wedding planning process—choosing your wedding dress / attire and outfits for your wedding party. While you can start searching for the perfect dress or attire at any time, “Within 18-10 months out is a good rule of thumb. However, this can vary greatly depending on the designer’s turnaround time. For dress alterations, you should begin no later than 3 months out to make sure its ready in time. Within 6 months, your suit selection should be made, and any measurements and alterations should begin about 2 months out”.

Sending Save-the-Dates and Invitations

“Your save-the-dates should be mailed 10 months prior to the wedding. Formal invitations should be mailed about 1-2 months prior to the RSVP dates; and the RSVP date should be around 45 days out”.

Creating Your Reception Seating Chart

“I always suggest couples begin to work on this right away assuming all guests attend (which they likely won’t). Then, when guests RSVP “no” remove them from the list and shift things around. This is often one of the most time consuming and stressful parts of the planning process for couples, so anything you can do to chip away at it early on instead of waiting until a few weeks before your wedding is helpful. Typically, couples finalize the seating chart after their RSVPs have come in – about 1 month out”.

Week of Your Wedding & Tying Up Any Loose Ends

“When working with a planner, our goal is that you are doing nothing the week of the wedding except soaking it all in. All loose ends should be tied up by then. We typically have a final details meeting the week of the wedding to touch base one last time and answer any questions you have. Then, we send out a final details email to the couple, venue, wedding party and all vendors to ensure everyone is on the same page. The couple should use this time to pack any personal belongings (attire, gifts, personal decor, etc.) go on one last date night before they are married and get lots of sleep!”

Choosing Your Vendors With A Wedding Planner

After Sam broke down the timeline of wedding planning in New England, I asked her to get more specific about hiring other vendors. These are the questions I asked her:

1. How a planner helps choose vendors that will fit the vibe and personality of the couple
2. What makes a wedding photographer (or any other vendor) a dream to work with from a planner’s POV?

Choosing Your Wedding Vendors

“It’s important to make sure that two things click when deciding to work with a vendor. First, you have to like their work. Maybe this is their photography and editing style, their makeup, their food, etc. Second, you need to mesh well with their personality and values. Even if they are the most talented vendor, but you won’t get along with them on your wedding day, it’s not worth it.

I always inform my couples that photographers (and videographers) are the vendors that they will spend the most time with. When choosing a photo/video team, I advise them to make sure that they mesh well, because these individuals will be around all day, capturing every moment. You want to make sure that their approach is right for you. Some couples like a photographer that commands the room and gives very direct, clear instructions. Other couples like a photographer that is more soft spoken and falls into the background so you barely notice they are there.

Making sure that both the photographers’ and videographers’ work and their personality/style is a good fit is vital. On top of that, they need to be a good fit for your budget as well.

It’s important to prioritize the amount you are spending on certain vendors based on which vendors are the most important to YOU. It’s easy to do a quick google search and find what the average percentage of your wedding budget is that you should be investing in your florals. But at the end of the day, if florals aren’t important to you, you can allocate some of that money to another vendor that is more important to you”.

What Makes a “Dream” Vendor From a Planner’s Perspective

“From a planner’s perspective, while budget, personality and style are a big part of a vendor decision, what’s often most important is how the vendor works together as a team, and with planners. We look for a vendor that is a team player and wants to make the process as easy as possible for the couple. The couple has chosen to invest their money into a planner to take stress off of their plate. That means that in order for the planner to do their job well, they need to filter out some of the noise going to the couple (emails, forms, meetings, etc.) 

As planners, we are looking for a vendor that is willing to take the time to learn what our process is. For example, should the vendor email the couple directly and copy the planner or should they always reach out to the planner first? 

Every planner and couple is different for their preferences on communication style. We also love working with vendors that are professional, communicative, and timely. There is nothing worse than chasing down a vendor when they won’t reply to an email or following up with a photographer when the gallery is months overdue. When the workflow and expectations are properly communicated on both ends, each can know what to expect from one another. The end goal is always to create the best possible experience for the couple!”

Setting A Wedding Budget & Allocating to Each Vendor

Sam had recently made a post on Instagram where she explained what a realistic budget looks like for a wedding in New England. I asked her to break it all down again, and this is her take on wedding budgeting:

“It’s important to have an idea of your budget BEFORE talking with vendors, especially if they already have their pricing listed on their website. This will ensure no one’s time is wasted. So how do you know what a realistic budget is? First thing’s first – you can have a wedding with ANY budget. All you need to get married is the two of you!

However, having a clear picture of your expectations for food, decor, entertainment, and more will help us to share a realistic budget with you. And as with anything…costs are rising all the time. Your friend that got married 3 years ago is going to have a very different budget than you will.

Below we break down the average amounts our couples invest in each vendor category. Please keep in mind this varies by guest count, time of year, and location. It’s also important to remember that not all couples choose to invest in all of these categories. For example, you may opt to not offer transportation, or have a cash bar instead of a hosted bar”. 

Total Wedding Budget: $100-$200k +

VENDOR	BUDGET
Full Service Planner	18% of total wedding budget $18,000+
Florals	$10,000-20,000
Catering	$40,000-60,000
Rentals (tables, chairs, linens, lights, etc.)	$20,000
Signage	$5,000-10,000
Stationery	$3,000-7,000
Transportation (shuttle, trolley, limo, etc.)	$3,000-10,000
Venue Site Fee	$8,000-20,000+
DJ	$3,000-5,000+
Live Band	$10,000+
Open Bar (Alcohol + bartenders)	$10,000
Hair & Makeup	Bride: $500, Bridal Party: $165+/person
Officiant	$1,500+
Photography	$7,000-12,000
Videography	$5,000-10,000
Content Creation	$1,500+
Dessert	$2,000+
Extra Funds (For tips or extra expenses)	$1,000-5,000

Leaving extra room in your budget is always a good idea if possible. Think of it like the emergency fund of wedding budgeting.

Tips for Choosing A New England Wedding Planner

Because I have seen firsthand as a wedding photographer how personal the connection between a bride (or the couple) and her wedding planner is, I have a few pieces of advice for choosing your wedding planner!

Choosing a wedding planner is one of the most personal decisions you’ll make during the planning process. This person will be your sounding board, your problem-solver, and your advocate—so finding someone you trust and genuinely connect with is key. 

Start by looking at a planner’s past work on their Instagram and website. Do their events reflect the aesthetic you’re drawn to? Have they worked at venues similar to yours or in the same region? A great New Hampshire wedding planner won’t just execute your vision—they’ll enhance it with thoughtful touches and creative insight grounded in experience. Don’t be afraid to ask for full galleries or behind-the-scenes stories. The best planners have a depth of knowledge that goes far beyond what’s visible on Instagram.

During your consultation, pay attention to how the conversation feels. Are they listening with intention? Asking the right questions? The right planner will bring both organization and warmth to your experience. Sam Sheehy of The Perfect Match Weddings, for example, is known not only for her refined events but also for the way she instantly puts her couples at ease. Look for someone who brings both professionalism and calm to the table—because on your wedding day, that energy is everything.

And finally, clarify the level of support you’re looking for. Some planners offer full-service design and coordination, while others focus solely on month-of logistics. Knowing what you need (and what your schedule allows) will help you find the best fit. The right planner will feel like a true partner—someone who understands your vision, honors your priorities, and knows exactly how to bring it all to life.

Common New England Wedding Mistakes & How to Avoid Them

I asked Sam to share her thoughts on the most common wedding mistakes in New England, and how we can avoid them.

Underestimating Weather Shifts & Not Having a Rain Plan

“Rain plans are SO important. No one ever wants to talk about rain on their wedding day, but if you don’t plan for it, a surprise rain storm when you are unprepared is 10x worse. We talk with our couples early on about their rain plan so that we can make a plan they actually would enjoy if needed. This often means renting a rain tent and putting down a 50% nonrefundable deposit. Other weather factors such as extreme heat or cold, humidity, snow, and wind are important to consider when planning the design and logistics of your wedding. Consider how you will keep guests comfortable and how you will keep your decor looking flawless”.

Booking Vendors Too Late

“Booking vendors early gives you the advantage of having more options to choose from. While we are starting to see a shift in 2026 where couples aren’t booking quite as far out, in general the wedding industry plans at least 6-18 months in advance. I never want my couples to rush into a decision and regret it later, but if there is a vendor you know you want to work with, lock them in sooner rather than later”. 

How A Planner Helps You Avoid Common Wedding Planning Mistakes

“Working with a planner means having a realist on your team. So much of the wedding planning process is fun (picking out your color scheme, florals, and cake flavor) but a planner is also there to help you navigate the less fun decisions (such as weather, electricity, trash, and other logistics). As planners, we’ve seen what can go wrong and can help you plan in advance to avoid it happening to you”. 

Favorite New England Wedding Venues (Planner’s Recommendations)

To begin to wrap up the interview, I asked Sam to share with us her favorite wedding venues in New England! I know that she tends to work at particular venues with certain characteristics, but I was interested to see which ones are her top picks!

The Greenery at McKenzie’s Farm – Milton, NH

The Greenery

Owl’s Nest Resort – Thornton, NH

Owl’s Nest Resort

Wychmere Beach Club – Harwich Port, Cape Cod, MA

Wychmere Beach Club

Garage B Events – Boston, MA

Garage B Events

The Viewpoint Hotel – York, ME

The Viewpoint Hotel

The Fells Estate – Newbury, NH

The Fells Estate

Final Advice for Couples Planning a New England Wedding

A New England Wedding Planner’s Top 3 Pieces of Advice – Samantha Sheehy

2. “Set your budget and your guest count before doing anything else. You need to have a firm budget and guest count BEFORE talking with any vendors. This is the number one thing they will need to know in order to see if you would be a good fit. Don’t book a venue before understanding these other costs or you may go venue broke. 

2. This advice applies to couples everywhere – not just in New England. Do what YOU want on your wedding day. Don’t feel pressure to make your wedding like your friend, please your mom, or copy something you saw on Instagram. This day is about YOU two only. 

3. Hire a planner early on and trust your vendors. The earlier on in the process you can begin working with a planner, the more value they can provide. Lean on your vendors and their experience. They live and breathe weddings everyday, so trust the pros and let them take some stress off your plate!”

Encouragement to Hire Trusted Pros (Vendors)

“Be sure to vet your vendors. If you are working with a planner, they will do this for you. Read reviews, have interviews, ask questions, and explore all your options. As I said before, both their personality and their work needs to be a match. Value your vendors and the rates they are charging. This is their livelihood and their expertise comes at a premium. You get what you pay for! Remember that when comparing pricing!”

One Mistake You See Couples Often Make When Wedding Planning?

“Not setting a realistic budget. So often couples come to us with a number in mind and then get disappointed when they realize they either need to increase their budget or adjust their expectations. It’s important to understand that one impacts the other and one may have to flex if the two aren’t aligning. Talk with planners during the interview process to get an idea of a realistic budget for your guest count, location, time of year, etc.” 

Advice For Couples Who Are Just Beginning Wedding Planning?

“Explore all your options before committing to anything. There can be a lot of pressure to book things quickly out of excitement and the scarcity mindset in the wedding industry. Even though things book quickly, there is another to go around and it’s better to take the time and make sure it’s the best fit for you (whether that be your venue, wedding dress, or vendors)”. 

How Do You Help Couples Manage Stress And Decision Fatigue?

“As their wedding planner, I help my couples manage decision fatigue by giving them very clear options. You can choose A, B, or C, but here is why I would recommend option B. It’s important to balance giving them the final say since it is their wedding and money, but also providing my input as the professional. One of my favorite wedding planners, KNE (Kay Northrup Events) always says “Wedding planning should fit into your life, it shouldn’t become your life.” When my couples are feeling overwhelmed, I remind them of this and let them know that we can take a pause if needed, especially if they are having a busy personal life with work, family, or holidays”.  

Wedding Planning in New England—Final Thoughts

At the end of the day, your wedding should feel like you—seamless, intentional, and full of meaning. Partnering with an experienced New England wedding planner like Sam ensures every element of your day is thoughtfully designed and expertly executed. From navigating logistics to crafting a vision that feels true to you, a planner gives you the freedom to be fully present—not only on your wedding day, but throughout the entire planning journey.

If you’re looking for a trusted planner to help bring your celebration to life, I highly recommend reaching out to Sam at The Perfect Match Weddings to learn more about her services and approach. And if you’re still searching for the right photographer to document your day with care, artistry, and a calm presence—I’d love to connect. You can inquire here to start the conversation. Let’s create something beautiful together.

If you loved this post, chances are you’ll enjoy my other posts as well! Check them out below or visit my full blog page for more.

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