The Goal of Your Wedding Coordinator Discovery Call

Before diving into questions, clarify the core purpose of this initial conversation. Your goal is not just to book the client, but to determine if they are a good fit for your services and if you can genuinely meet their needs and expectations within a profitable framework. Key objectives include:

• Understanding the couple’s vision, priorities, and needs for their wedding day.
• Assessing the complexity and scope of their event.
• Identifying potential challenges or unique requirements.
• Communicating your value proposition and how your services align with their vision.
• Evaluating budget alignment.
• Establishing rapport and trust.
• Gathering information needed to create an accurate service package and quote.

Structuring Your Discovery Call (Elements of a Script)

While you don’t want to sound robotic, having a structured approach ensures you cover all essential points. Think of this as a guide rather than a rigid script. Here’s a potential flow:

1. Introduction & Rapport Building (5-10 mins): Briefly introduce yourself, thank them for their time, and make a personal connection. Share your passion for wedding coordination.

2. Understanding the Couple & Vision (15-20 mins): This is the core information-gathering phase. Ask open-ended questions about their journey, their vision for the day, key priorities, and what they envision for the guest experience.

3. Event Details Deep Dive (15-20 mins): Get into the specifics. Discuss date, venue(s), estimated guest count, vendors already booked, status of planning (what’s done vs. what’s left), specific logistical concerns (e.g., multiple locations, complex setup).

4. Exploring Their Needs & Pain Points (10-15 mins): Why are they seeking a day-of coordinator now? What challenges are they facing? What support do they specifically need on the wedding day and in the weeks leading up to it? This helps you understand their specific value drivers.

5. Explaining Your Process & Value (10 mins): Briefly explain what ‘day-of coordination’ means in your business (be clear about what’s included and what’s not). Highlight how your approach solves their stated pain points and ensures a stress-free day. Share a brief success story if relevant.

6. Discussing Budget & Expectations (5-10 mins): Gently explore their budget expectations. This is crucial for fit. Frame it around ensuring you can provide the level of service they need within their planned investment. Manage expectations about what’s feasible.

7. Next Steps (5 mins): Clearly outline what happens after the call. When can they expect a proposal or pricing information? How will you deliver it? Invite final questions.

Key Questions for Your Wedding Coordinator Discovery Call Script

Here are some questions to adapt for your script, categorized by goal:

Getting to Know Them & Their Vision:

• “Tell me about how you two met and the proposal story!”
• “What words would you use to describe the overall feeling or vibe you envision for your wedding day?”
• “What are the top 3-5 priorities for you on the wedding day?”
• “What elements of the wedding are most important for you to focus on enjoying, rather than managing?”

Understanding the Event Details:

• “What is your confirmed wedding date and venue(s)?”
• “Approximately how many guests are you expecting?”
• “Which vendors have you already booked? (e.g., photographer, caterer, DJ/band)”
• “What have you completed in the planning process so far, and what major tasks are still outstanding?”
• “Are there any unique logistical challenges you foresee, like tight setup windows or multiple locations?”

Identifying Needs & Value Drivers:

• “What prompted you to look for a day-of coordinator at this stage?”
• “What worries you most about the wedding day logistics?”
• “What specific tasks or responsibilities are you hoping a coordinator will handle for you?”
• “How involved do you want to be in the final logistical details leading up to the day?”

Exploring Budget & Expectations:

• “To ensure I can propose services that align with your expectations, do you have a planned investment range for wedding coordination?” (Phrasing this delicately is key)
• “Aside from coordination, are there any other areas where you feel you might need extra support?”

Remember to listen more than you talk. Your goal is to understand their unique situation.

Connecting Discovery to Pricing and Value

The information gathered during the discovery call is indispensable for crafting a service package and price that accurately reflects the value you provide and the actual scope of work. Avoid quoting a price on the call unless you offer strictly templated, non-negotiable packages and the client’s needs clearly fit one.

Use their answers to:

• Tailor Your Offering: Does their venue require extensive vendor coordination? Are there complex transitions between locations? This might indicate the need for a more comprehensive package or specific add-ons.
• Identify Value Drivers: What are they most afraid of going wrong? What do they want to enjoy most? Frame your services in terms of solving those specific problems and enabling those desired experiences.
• Justify Your Price: If their needs are complex (e.g., a large guest count, DIY heavy elements, multiple venues), you can explain how your proposed package and price account for the increased time, effort, and expertise required to manage those specifics. This moves the conversation away from hourly rates and towards the value of a stress-free, perfectly executed day.

Modern pricing strategies often involve presenting tiered packages or configurable options. Based on the discovery call, you might recommend a specific tier (e.g., ‘Standard’ vs. ‘Elevated Day-Of Support’) or suggest relevant add-ons (e.g., ‘Additional Planning Hours for Complex Logistics’). A tool like PricingLink (https://pricinglink.com) is designed specifically for presenting these kinds of interactive pricing options to clients, allowing them to visualize what’s included and select add-ons, making the connection between their discovered needs and the investment much clearer after the call.

Handling Common Discovery Call Challenges

Even with a great wedding coordinator discovery call script, you’ll encounter common hurdles:

• Scope Creep: Clients might describe needs that go beyond standard day-of coordination. Politely acknowledge their needs and explain how your packages address them, or note that certain requests might fall under a different service level or require custom pricing. Use the call to define boundaries early.
• Budget Misalignment: If their stated budget is significantly lower than your entry-level price, it’s kinder and more professional to address this gently on the call rather than sending an out-of-range proposal. You can explain your pricing structure and ask if their budget has any flexibility or if perhaps your services aren’t the right fit at this time.
• “Just Need a Quote”: Some clients only want a price without sharing details. Explain that your pricing is tailored to the specific needs and complexity of their wedding day and requires a brief conversation to ensure accuracy and value. Stand firm – a quick, uneducated quote harms both you and the client.

Post-Call Process and Tooling

After the discovery call, the information you gathered informs the proposal and pricing presentation. Ensure your follow-up is prompt and professional. You’ll use the details from the call to customize your service offering and the way you present the investment.

While many tools exist for the overall client journey, think about the pricing presentation specifically. Static PDFs or spreadsheets can be confusing when offering options or add-ons identified during discovery.

• Dedicated Pricing Tools: This is where a focused solution like PricingLink (https://pricinglink.com) excels. After your call, you can build an interactive pricing link featuring the relevant package tiers, add-ons (like extra hours, rehearsal dinner coordination), and options discussed. The client clicks the link, sees everything clearly laid out, selects what they want, and submits. It streamlines this specific step beautifully and filters serious leads.

• All-in-One CRM/Proposal Software: Many wedding professionals use comprehensive platforms that include proposal generation, contracts, invoicing, and project management. Popular options include HoneyBook (https://www.honeybook.com), Dubsado (https://www.dubsado.com), and Aisle Planner (https://www.aisleplanner.com) (which is wedding-specific). These are excellent if you need an integrated solution for your entire workflow. For comprehensive proposal software including e-signatures, you might look at tools like PandaDoc (https://www.pandadoc.com) or Proposify (https://www.proposify.com).

PricingLink doesn’t replace your contract or invoicing software, but its laser focus on the interactive pricing presentation step can be a powerful enhancement, particularly when the discovery call reveals needs best met by presenting clear, configurable options.