Welcome to “Ask a Vendor”! We’re Maggie and Amber, wedding photographers based in Cincinnati with over 13 years of experience capturing love stories. In this series, we reveal wedding planning tips and secrets from a trusted industry professional to help you plan smarter, stress less, and fully enjoy your big day.
We recently talked with Hannah Sanders of Hannah Elaine Events, one of Cincinnati’s top wedding planners, and she shared with us her best tips, insights, and behind-the-scenes experiences. Whether you’re newly engaged or knee-deep in seating charts, these wedding planning secrets are here to help.
Inspired by the thoughtful details and behind-the-scenes magic that make a wedding day truly unforgettable? So are we. We are Cincinnati-based wedding photographers specializing in capturing weddings with intention, beauty, and an editorial eye. Whether you’re planning an elegant estate celebration or a day filled with personal touches and emotional moments, we’re here to document it all with care and creativity. Browse our portfolio, learn more about us, or reach out to start a conversation—we’d be honored to tell your story.
What Does a Wedding Planner Actually Do?
One of the most misunderstood aspects of wedding planning is figuring out who’s responsible for what. Hannah helped us break down one of the first (and most important!) wedding planning secrets: understanding the roles of a planner, a coordinator, and a designer.
A wedding planner guides you from day one—helping with timelines, vendor recommendations, logistics, and sometimes design. A designer focuses mainly on the aesthetics, like florals, color palettes, tablescapes, and overall visual cohesion. A coordinator, on the other hand, typically steps in closer to the wedding day to manage the timeline and make sure everything runs smoothly based on the plans you’ve already made.
As Hannah explained it:
“A planner offering full planning services and design is there with you from day one, guiding you, holding your hand and walking with you throughout the whole experience—managing your vendors too.”
So, if you’re looking for someone deeply involved in creating a seamless and cohesive event, hiring a full-service planner (like Hannah!) is key. They’re not just there to put out fires—they’re there to prevent them in the first place.
Wedding Planning Secrets for Budgeting Like a Pro: Start with Your Priorities
Cincinnati-based wedding planner Hannah shared her go-to advice during our chat:
“The best advice I could give would be at the very beginning of the budgeting process, once you know all that you have to work with, sit down with your partner and each of you write a list of your top three priorities that you want to have for your wedding.”
Hannah always asks her couples to do this exercise independently, then come together and compare their lists.
This simple step reveals so much. Where your lists overlap, you’ve just found your non-negotiables—those are the areas you should invest your energy and budget. Where your lists differ, you can compromise and allocate accordingly. Maybe one of you values live music while the other prioritizes floral design—that’s completely okay! The goal is to build a day that reflects both of you.
Pro Tip: Priorities help you stay grounded when decisions get overwhelming—and trust me, they will.
Top Budget Priorities Couples Should Consider
Hannah shared one of the most common mistakes she sees is couples diving into planning without a clear understanding of costs. Pinterest and Instagram are filled with dreamy wedding content, but what they don’t often show is the price tag behind that editorial-style floral arch or custom-tented reception.
Begin with a total budget that aligns with your comfort level. From there, assign rough percentages to different categories—such as venue, food, photography, florals, etc. —based on your priorities. Be sure to factor in gratuities, transportation, rentals, and unexpected expenses, as they are always likely to arise.
If you’re unsure where to begin, a planner can help you allocate your budget realistically and suggest vendors who match your style and investment level. Hannah also emphasized how important it is to get specific when it comes to certain vendors—especially photography. Here’s what she had to say:
“Photography is also a really, really big one. I try to get my couples to be specific about what they like by using descriptive words like ‘light and airy’ or ‘documentary style.’ That way, couples can figure out what they like, and I can make recommendations based on their preferred style.”
Getting clear on your style not only helps you find the best wedding photographers in Cincinnati (hi, it’s us!), but also ensures you’re investing in a team that understands your vision from the start.
How to Make the Guest Experience Truly Unforgettable
Every couple wants their guests to have a great time—but guest experience starts long before the dance floor opens.
Little things, such as signage, comfortable seating, shade on a hot day, or a clear timeline, go a long way. Your guests should never be wondering where to go or what’s happening next.
One of Hannah’s favorite ways to elevate guest experience is to weave in personal touches. Love late-night ice cream dates? Bring in a dessert truck. Obsessed with jazz? Hire a small live trio for cocktail hour. These details don’t just entertain—they tell your story.
“All of my couples say they want their guests to have an amazing experience. My biggest advice would be to integrate the most important things to you as a couple into your wedding day.”
When Should You Book a Wedding Planner?
If you’re unsure where to start or overwhelmed by all the decisions, one of the smartest wedding planning secrets is to hire a planner early. Hannah recommended reaching out as soon as you get engaged—especially if you need help with vendor recommendations, timeline planning, or just figuring out where to begin. She said:
“If they want me for partial planning (six months out from the wedding), I would say that six months out works well. If they have no idea where to start or what vendors to book and which order to book the vendors in, I would say from day one, start reaching out to planners.”
For couples who have already selected vendors and need someone to coordinate everything, a partial planning package can be the perfect fit. This typically starts about six months before the big day, giving your planner time to step in, tie up loose ends, and keep things running smoothly. But whether you need full-service planning or just day-of coordination, starting the conversation early means your planner will be familiar with your vision from the beginning—and that can make all the difference.
Wedding Planning Secrets for Staying Connected During the Process
It’s easy to get swept up in timelines, to-do lists, and design decisions, but one of the most meaningful wedding planning secrets Hannah shares with her couples is this: protect your relationship during the process.
“I think getting lost in the planning is probably the biggest mistake that I see,” Hannah told us. “So I always encourage my clients to do a little homework. I say, I love you and this is why I give you homework. Your homework is to bust open a champagne bottle and have a date night, once a week, so that you can enjoy time together. The rule is, no wedding talk. The planning is so important, but it can be all consuming and can be overwhelming for people who haven’t done it before. The biggest mistake is forgetting each other in the process.”
Wedding planning has a way of taking over every spare minute if you let it. That’s why setting aside intentional, no-wedding-talk time is so important. Whether it’s dinner out, a cozy night in, or a weekend hike, those weekly date nights help you reconnect and remember the real reason behind all the planning.
Yes, the details matter. But your engagement isn’t just a checklist—it’s a season worth savoring. Delegate what you can. Trust your team. Let go of perfection. The most beautiful weddings are often the ones where the couple is fully present with each other—not consumed by logistics.
Emergency Kit Essentials You’ll Be Glad You Packed
Even with the most detailed timeline and experienced vendor team, the unexpected still happens. That’s why one Hannah’s go-to wedding planning secrets is to never show up without an emergency kit.
Over the years, Hannah has curated a kit that goes with her to every wedding—tucked into her fanny pack, stocked in the restrooms, and within reach at all times. She shared a few of her must-haves with us!
They include:
- Shout Wipes – Perfect for wine spills, makeup smudges, and muddy hems.
- Scissors – Ideal for cutting off hanger straps, loose threads, or last-minute tags.
- Tissues – Because it’s an emotional day, and everyone from the couple to the parents will need them.
- Straws – A favorite among wedding parties who’ve just finished hair and makeup—no lipstick smudges here.
Hannah shared a real wedding example with us. At one wedding, just as the bride began walking down the aisle, a guest suddenly became ill—mid-ceremony. Because of where they were seated (a spot she’d chosen intentionally), Hannah was able to quietly step in, help them exit discreetly, and guide them to the venue’s restroom, where she had emergency supplies waiting.
No one noticed a thing. The ceremony continued seamlessly. The bride and groom never even knew it happened until after the fact.
“We always place emergency kit items on the bathroom sink of the venues… I’m out here on standby for whatever you need.”
A Planner Supports Your Whole Family
One of the most often overlooked wedding planning secrets is hiring a planner doesn’t just benefit the couple—it transforms the experience for your entire family.
Hannah told us she’s seen it happen many times. Without a planner, the Mother of the Bride ends up running around with a clipboard, answering vendor questions, and trying to make sure every last detail is perfect. But that’s not how it should be. Your mom (or sister, or best friend) deserves to be in the moment, watching you walk down the aisle with tears in her eyes—not tracking down extra chairs or checking in with the caterer.
When Hannah is managing a wedding, she’s not just caring for the timeline—she’s caring for the people. The parents, grandparents, bridal party, and guests. She ensures that everyone knows where to be, feels supported, and can truly enjoy the once-in-a-lifetime celebration. Hannah shared:
“That’s why we do what we do, right? Because we care, we want them to have the best day possible, not just the Bride & Groom, but everyone involved.”
Wedding Planning Secret: Trust Your Vendors
If there’s one piece of advice Hannah could shout from the rooftops, it’s this: trust your vendors.
You chose them for a reason. You connected with their work, their energy, or their process—and now it’s time to let them do what they do best. When you release control and allow your team to carry the weight, you free yourself to be fully present. And that presence? It’s the heart of a truly meaningful wedding day.
One of the most underrated wedding planning secrets is that pretty details don’t just shape your experience—they’re shaped by how you feel. The right vendors protect your peace, anticipate your needs, and ensure you spend more time soaking in joy and less time solving problems. Hannah told us:
“I say this with so much love. Trust your vendors. We are in your corner; we want your day to be exactly how you envisioned it. More than anything, we want you to be fully present on your day. Trust us to take what you’ve put so much love and care into and trust us to turn that into exactly what you want it to be and just be truly present on your day.”
The Heart of It All: What These Wedding Planning Secrets Are Really About
Planning a wedding is about so much more than logistics—it’s about creating a day that reflects your love, honors your story, and brings joy to everyone involved. With the right mindset, a trusted team, and a few well-kept wedding planning secrets, your day can be as seamless as it is meaningful.
This interview is part of our ongoing Ask a Vendor series, where we sit down with trusted wedding professionals to bring you real, actionable advice straight from the experts. Stay tuned for more thoughtful conversations with the talented people who help bring love stories to life. If you’re looking for a planner who values calm, clarity, and celebration, consider Hannah Elaine Events to make all your wedding dreams come true!
At Kindred Light Studios, we specialize in photography that beautifully blends editorial elegance with heartfelt, meaningful moments. Our couples value connection, their story, and creating a wedding experience that’s as unforgettable as it is intentional. If you’re looking for a photographer who captures both the refined and the real, we’d love for you to follow along behind the scenes on Instagram or reach out to check our availability.
