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Wedding planner phone script template (copy and paste)

InfiVoice ยท 2026-11-14

A wedding planner often takes the first call from a couple while standing in a venue, at a tasting or in the middle of another client's day. The caller wants to know if you are free on their date and what working with you looks like, and many will call the next planner instead of leaving a voicemail. A written script makes every first call warm and captures what you need to book a consultation. Copy the one below, change the bracketed parts, and use it with a person or an AI voice agent.

Before you copy it

Decide a few things first. Which services you offer, such as full planning, partial planning or day-of coordination. Which regions you work in, how far ahead you usually book, how a consultation works, who runs it, and who answers questions the front desk cannot.

Keep one rule at the top. Never promise a date, a price or a vendor that you have not confirmed. Quote packages only from your own price list, and say who will follow up on everything else.

1. Greeting

> "Thank you for calling [Business Name], this is [Name]. Congratulations if you are planning a wedding. How can I help?"

After hours, say so and stay useful.

> "Thank you for calling [Business Name]. We are away from the phone right now and back on [Day] at [Time]. Tell me your names and your date and I will make sure [Planner] gets back to you."

2. Learn about the wedding

> "Do you have a date or a season in mind?"

> "Roughly how many guests are you picturing?"

> "Have you chosen a city or a venue yet?"

> "What matters most to you, for example the venue, the food, the music or keeping things stress free?"

Write down their own words. A couple who says relaxed and a couple who says black tie need different conversations.

3. Match the service

> "Are you looking for help with the whole planning process, part of it, or someone to run the day itself?"

Only describe the services you really offer. If they ask for something outside what you do, say so kindly.

> "That is not something we handle. I would rather tell you now, and I can point you to the kind of specialist you would want."

4. Date and availability

> "Let me check whether [Date] is open. Can I take your names and the best number first?"

> "That date looks open for a consultation. Would [Day, Time] or [Day, Time] work better?"

Do not hold a wedding date unless your own process says you do. If the date is not yet confirmed, say who will confirm it and when.

> "I do not want to guess on that one. [Name] will confirm the date and call you by [Day]."

5. Budget and pricing questions

> "Do you have a rough budget range in mind? It helps us tell you honestly what we can do."

> "Our packages start at [price from your list]. [Planner] will walk you through what is included on the consultation."

Never invent a price. If you do not list one, say that [Planner] will cover it on the call.

6. Book the consultation

> "I can book a [type, such as phone or in person] consultation with [Planner] on [Day, Time]. Does that work?"

> "Can I have both names, an email and the best number to reach you?"

> "Is there anything you would like [Planner] to know before you talk?"

Repeat the day, the time, the format and the callback number.

7. Existing clients and vendors

> "Are you already planning with us? What are your names and your wedding date?"

> "I will pass this to [Planner] right now and they will call you back by [time or day]."

Take a clear message and promise only a callback, not a decision.

8. Urgent day-of calls

> "Thank you for letting me know. What is happening, and where are you right now?"

> "I am sending this to [Name or number] right away."

Set one escalation contact for wedding weekends, and have the script pass urgent calls there at once.

9. Goodbye

> "Thank you, [Name]. You are booked for a consultation on [Day, Time] with [Planner]. If anything changes, call us at [number]. We are looking forward to hearing about your day."

Run this script as an AI voice agent with InfiVoice

You can turn this script into a voice agent that answers during venue walkthroughs, tastings and weekends when you are on site.

Start with the call flow. Paste the greeting, then add the questions in order: date or season, guest count, city or venue, service wanted, then names, email and phone number. Set existing clients and urgent day-of calls as separate branches that send a message and promise a callback.

Then add a knowledge base with your services, regions, how a consultation works, hours and the pricing you are happy to share. InfiVoice answers from that content instead of guessing. Connect your calendar so consultations land in the right slot.

Finally, test by calling it. Try a couple with a date, one with no date yet, a couple asking about price, an existing client and an urgent call from the day itself. Fix the flow, then go live.

InfiVoice bills in credits and one credit equals 60 seconds of call time. The Free plan includes 100 credits, enough to build and test the script. Pro costs $79 per month with 250 credits.

Frequently asked questions

What should a receptionist ask when a couple calls a wedding planner?

Their date or season, the guest count, the city or venue, the service they want, and their names, email and phone number. Then offer a consultation and confirm it out loud.

Should I quote prices on the first call?

Only the packages on your own price list. For anything custom, say who will cover it on the consultation.

Can an AI voice agent handle a wedding planner call?

It can ask the questions above, answer from your services and policies, and book a consultation on your calendar. Decide in advance who handles existing clients and urgent day-of calls.

Can I try this without paying?

Yes. The Free plan includes 100 credits.

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