When you’re getting ready to bring on an assistant it’s crucial to understand the difference between an employee and an independent contractor (IC) when hiring help, as well as to familiarize yourself with your state’s specific labor laws. I’m sharing all about how to hire and pay a wedding planner assistant.

An employee is someone you direct in terms of what to do, how to do it, and when to do it. As their employer, you’re responsible for paying employment taxes, providing workers’ compensation, and complying with labor regulations.

On the other hand, an independent contractor (IC) is someone who already knows how to perform the tasks they’ve been hired for and requires little to no guidance from you. They operate as self-employed professionals, which means you are not responsible for paying their taxes or providing benefits.

However, there’s a lot of gray area when it comes to hiring in the wedding industry. It’s important to carefully consider the nature of the relationship you have with your assistants or team members and ensure you’re classifying them correctly. Misclassification can lead to legal and financial penalties, so when in doubt, consult a professional or review your state’s labor laws to stay compliant.

Tax Information

If you decide to hire an Independent Contractor (IC), you’ll need them to complete a W-9 form. The information on this form is essential for filing your taxes, as it provides the details you’ll need to issue a 1099.

A few key things to keep in mind:

• All 1099 forms must be delivered to your ICs and submitted to the IRS by the end of January.
• However, if the total amount you paid an IC during the previous year is less than $600, you’re not required to issue a 1099 or submit any forms for them.

Staying on top of these requirements is critical for keeping your business tax-compliant and avoiding any headaches during tax season.

How Much to Pay Them

You can decide if you want to pay your assistants by the hour or a flat rate.

Where to Find Help

If you’re considering hiring a knowledgeable wedding planner as your assistant (which I highly recommend), there are several places to look. Start by checking your local wedding industry Facebook groups—many planners in your area are likely active and will respond to inquiries. Networking events are another great option for finding candidates, or you could send out a few emails to inquire.

When searching for an assistant, I suggest looking for someone with 1–3 years of experience in the industry. This is a good middle ground because they have some experience without needing extensive supervision. That said, you can also train the right person who may not have direct wedding experience but possesses the essential skills and enthusiasm to learn.

Hiring a dependable assistant is an investment you’ll never regret! A good assistant will give you peace of mind because you can’t be in two places at once. When you’re juggling multiple tasks or handling unexpected situations, having someone reliable to take over specific responsibilities is priceless. Treat your assistant well and they will be a key part of your success.

If you’ve been working solo but are feeling overwhelmed, it’s time to hire help.

When hiring an assistant, consider how much direction you’ll be providing to define whether they fall under the employee or independent contractor (IC) category.

• If you hire a friend with no wedding experience, you will likely need to direct them on what to do and how to do it—this would likely categorize them as an employee in most states.
• However, if you hire another wedding planner who owns their own business, they already have the skills to complete the tasks independently. This is typically classified as an independent contractor (IC), as they require minimal direction from you.

Being clear on this distinction ensures proper legal classification and compliance with local labor laws.

Check out our blog post about the Role of a Wedding Planner Assistant. to learn more about bringing on a wedding planner assistant.