What You Really Need to Ask a Bali Wedding Planner (Before You Book)

So, you’re thinking of getting married in Bali.

Excellent choice—sunsets, sarongs, and the kind of Instagram content that’ll make your engaged mates quietly seethe. But planning a destination wedding isn’t just picking the right flower arch and hoping the celebrant turns up. It’s about knowing who’s behind the scenes, what they’re doing, and whether they’re going to ghost you three weeks before your welcome dinner.

We’ve been doing this for a while now, and we’ve heard the good, the bad, and the "why is the fire dancer also the DJ?" stories. That’s why we’ve pulled together a list of the questions you actually need to ask before locking in a planner. Because glossy photos are lovely—but they don’t tell you who’s double-checking the generator or confirming the florist isn’t colour blind.

Let’s get into it.

1. How many weddings do you take on per year—and per month?

If your planner is juggling three weddings a weekend, you’re not getting their best. You’re getting what’s left between site inspections and frantic phone calls with a late cake vendor.

We take on a limited number of weddings each year—by choice. Not because we’re lazy (we’re not), but because we believe in quality over quantity. Every couple we work with gets our full attention, not just on the day, but in the lead-up. That means your emails don’t sit unanswered while we’re "on site" for someone else’s reception.

It also means you won’t be one of twenty weddings in the same cookie-cutter template. We tailor every event to the couple, the location, and your very real budget.

2. Do you work with a team, and who will actually be there on our wedding day?

Spoiler: your wedding planner should not be a one-person show.

While you’ll deal with one main point of contact throughout the planning, the day itself involves a team. At Bali Wedding Planner, that includes your lead planner, local site coordinator, logistics runners, and sometimes even an assistant or two for larger weddings. Everyone has a role, and no one’s guessing where the seating chart went.

We don’t disappear on the day. We’re there—from setup through to the first dance—solving problems before you even know they exist. Late bouquet? Sorted. Groomsman missing a buttonhole? Handled. Flower girl meltdown? Bribed with cake.

3. How often will we hear from you during the planning process?

Nobody wants a planner who vanishes for weeks at a time, only to resurface with a flurry of emails a fortnight before your big day. And you definitely don’t want to be the one chasing them up while trying to work out whether fairy lights are included in your hire package.

We’re not like that. Communication is key, and we treat it as part of the job—not an afterthought. Expect regular updates, proactive check-ins, and answers that don’t require a second email. You'll know where things stand at every stage. And if you have a last-minute wobble about napkin colours? We’re a phone call away.

Our rule: you should never feel in the dark. Planning a wedding should be exciting, not anxiety-inducing.

4. What’s your payment schedule and cancellation policy?

Let’s talk brass tacks—because no one wants to discover surprise fees halfway through the planning.

Our payment structure is straightforward. There’s a 50% deposit to secure your date, then staggered payments at key milestones: 30% one month out, and the final 20% the week of your wedding. If something unexpected happens, we’ll walk you through the options. We’re not here to profit from chaos.

Our cancellation policy is clearly outlined in your contract and we make sure you understand it upfront. No fine-print trickery. Just real-world terms and a planner who believes transparency builds trust.

5. What happens if it rains or there’s a power outage on the day?

Tropical paradise? Absolutely. Predictable weather? Not so much.

In Bali, rain can arrive with little notice, especially during the wet season. And power outages? They’re not uncommon. That’s why we always have contingency plans. Think covered ceremony options, backup generators, and wet-weather timelines that don’t wreck your photos or your mood.

We’ve handled everything from lightning storms to sudden downpours mid-vows. You’ll never be the one running around looking for umbrellas or wondering if the DJ’s equipment just fried. We’ve got it sorted before you even notice.

6. What happens if a vendor cancels last minute?

Welcome to the world of events, where even the best-laid plans can get thrown a curveball.

Photographer caught dengue? Band stuck in traffic from Ubud? It happens. But you won’t be the one ringing around trying to find a replacement. We have a trusted network of backup vendors we can call in at a moment’s notice—people we’ve worked with, vetted, and know can deliver.

We don’t panic. We adapt. And most of the time, you won’t even know there was a hiccup.

7. Can you help with wedding styling—like florals, lighting, and table design?

Absolutely. Styling is a huge part of what we do, and it’s where your wedding really starts to feel like you.

We’ll help you shape the look and feel of the day, from the overall colour palette to the finer details like chair sashes, tablescapes, and lighting ambience. Whether you want lush tropical elegance, minimalist modern chic, or something in between—we’ll guide you through moodboards, mock-ups, and supplier recommendations.

You can be as involved (or hands-off) as you like. Just know that we never throw together a look from leftover stock. Every element is chosen with your vibe, venue, and vision in mind.

8. Can you attend our pre-wedding events—like the welcome dinner or recovery brunch?

Definitely. In fact, we recommend it.

Pre- and post-wedding events are often where the magic happens—where guests mingle, families meet, and the atmosphere is set. We can coordinate these events to match the tone of the main day, making sure everything runs smoothly and no one's scrambling for seating or missing the gin bar.

From welcome dinners in cliffside restaurants to recovery brunches with pool floats and Bloody Marys, we’ll help make it feel effortless—and yes, stylish. Think of us as your multi-day celebration support crew.

9. Can you guide us through the legal requirements for getting married in Bali?

We can—and more importantly, we’ll help you decide if it’s worth it.

Legal weddings in Bali are possible but come with red tape. It usually involves religion-based stipulations, paperwork, embassy appointments, and waiting periods.

That’s why most of our couples choose to do the legal bit back home and have a symbolic ceremony in Bali. It looks and feels exactly the same—just without the paperwork stress. We’ll walk you through both options, help you decide what’s right, and make sure everything’s handled.

10. Are you flexible with vendors or do we have to choose from your preferred list?

We have a solid network of trusted suppliers—from photographers and florists to caterers and DJs. We work with them because they’re professional, creative, and won’t ghost us the week before.

But if you’ve got someone in mind? No problem. We’re open to working with your chosen vendors, as long as they meet our standards. That means contracts, punctuality, and a willingness to work as part of a team. We’ll vet them before locking them in, just to protect you (and your dance floor).

11. What makes you different from other wedding planners in Bali?

We’re not the biggest. We don’t try to be. But we are one of the most hands-on, thoughtful, and detail-obsessed planners on the island.

We don’t churn out weddings. We craft them—from the ground up, based on who you are as a couple. We’ve got the experience, the contacts, and the calm, collected energy you want on the day your Aunty Deb starts re-arranging the seating chart.

This isn’t just a job to us. It’s something we’re genuinely good at and genuinely love doing. That energy? You’ll feel it.

Ready to plan your Bali wedding the right way?

Let’s talk. Whether you’re just getting started or knee-deep in venue options, we can help bring clarity, calm, and killer styling to your day.

Contact us now or check out our Full Wedding Planning Services.