I know I’m going to ruffle a few feathers with this one. There are several reasons clients may opt to only hire a day-of planner, but usually it’s because that’s what their budgets allow. In my humble experience, and please feel free to disagree with me, there are pros as well as cons to hiring a planner only for one day.
Pros
1. Planners get work. In these difficult economic times, it’s essential to stay in motion. Every time you do a job, regardless of how long or short the job is, you meet potential new clients and make new connections that may prove to be very valuable in the future.
2. At a wedding or any other big event, it’s important to have someone who can keep things on schedule. Even though many event spaces employ wonderful banquet managers, a planner you’ve hired personally will have a deeper understanding of what you want and what makes your event unique. A banquet manager is first and foremost the employee of the event space.
3. A day-of planner makes it possible for clients to relax and enjoy their event.
Cons
1. I do not understand how a planner can follow up properly on all of the intricacies of an event in a single day, especially because it usually takes 3 to 6 months to plan an event. For example:
- With the florist – Will a day-of planner know what the florist promised the client? What time are the flowers being delivered? What time are they breaking down?
- With the venue and food – Will a day-of planner know what was promised at the tasting? Has overtime been negotiated?
- And this is only the beginning – What about what was promised with regards to photos, video, music, lighting, cakes, etc…
2. I can’t tell you the number of times clients have come to me and said that since they’ve already hired all of their vendors and therefore done all of the “leg work,” I should lower my rates. But it’s not that simple:
- If clients choose to hire their own vendors that’s their choice. Unfortunately for them, a good planner might have been able to negotiate a better contract on their behalf.
- Hiring vendors is only a small portion of the service a good planner will provide. MANAGING vendors is at the heart of a planner’s work.
- Following up on seating arrangements and handling priority guests such as the guest of honor and important family members is also a lot of work. Often, there is essential information about these guests that a planner needs to be told in advance. It’s hard to learn everything in one day.
3. Client expectations. I hope that if you’re a planner who does day-of events, you realize that your clients are still expecting a very well-run event. This is not impossible, but it’s definitely a challenge if you don’t know all the details. Remember, good planning is about having as much information as possible.
I have a suggestion for both clients and planners that might help this system work more effectively. What if you, as the planner, encouraged your clients to hire you for the entire month of their event instead of just the day? Of course, this also means PAYING you ACCORDINGLY. A full month will give you the opportunity to familiarize yourself with every aspect of the event and will help you do your job more effectively.
Now, a question for those of you who take day-of jobs: Do you find that you can run a successful event even if you’ve only been hired for one day? If so, how do you accomplish this? Maybe I can learn something from you that will help me change my mind! Please share your opinion and experience in the comments.
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George Bernard Shaw once said: “You see things and say, ‘Why?’ But I dream things that never were and say, ‘Why not?’” That quote embodies how Preston Bailey approaches every event.
Mindy Rossignol
March 31, 2011
I have never met a Day of Coordinator who doesn’t start working with their client At LEAST 30 days rior to the event. I always do. While I may not be involved in the hiring of the vendors, by the time the wedding day comes I have ensured all the vendors i’s are dotted and t’s are crossed and I know what my client expects to see on their big day!!!
If there are Day of Coordinators out there who ONLY work the day of and nothing in the weeks leading up to the event, then I too would LOVE to know how they do it!!
Mindy Rosssignol
Private Weddings and Events
Wesley Swafford
March 31, 2011
Preston:: Thank you for this topic! This is such a struggle for DOC clients. I always feel as though i dont have full control over the logistics of the event. They never run as smoothly and almost always something goes wrong that could have otherwise been prevented. It’s a double edge sword. As a business owner, i dont want to turn the job away, but i dont necessarily want my reputation attached to an event i really had nothing to do with. Do you suggest only offering month of planning instead day of?
Your insights are always valued. xoxo from kentucky.
Jenni LaChance
March 31, 2011
I do offer a day of service- because sometimes my clients do not want the full planning experience (which I do try to encourage them to think about). I also suggest that they disclose the information of the vendor selection to me. I then follow up with the florist and other vendors to see what is going on the day of the wedding. I require a consultation and a meeting for all of my day of clients. This way I know what they want and I know who to contact to make sure it happens.
Chris daniels
March 31, 2011
They must start ahead of time, and they end up doing a lot of the work usually…I suspect most of tem are either building a career/resume, or having some fun work.
SO much to track the day of, and they can really really mess something up if they’re not easy for all the vendors to communicate and work with…..budget constriictions may make a mistake with these……….
Candace Polk
March 31, 2011
Currently, I am restructuring my company and with that I decided to no longer offer “day of” services to clients. This is why:
There is really no such thing as “day of” because in my experience, the client(s) always ends up asking you to do more than following up with the vendors, making sure the vendors are paid, and ensuring that everything runs smoothly on the “day of” and there is just no way to come in on the day of and be able to complete these tasks, which is why pretty much every planner that does “day of” states that services begin 30 days before.
With all these extra tasks and starting 30 days before, you end up not really getting paid the amount you should, which is why I decided to offer clients “Month of” services, which entails a higher fee.
The main issue I have is that you enter this situation with vendors already hired, etc. and like you said “MANAGING vendors is at the heart of a planner’s work.” Ask yourself, why set yourself up to take responsibility or have your name attached to an event that someone else put together?
Andrea
March 31, 2011
I really enjoy working with clients that have a planner because I know I will be able to do my delivery without a hitch. On the other hand I don’t appreciate when the planners use their tactics to get me to lower my prices. I respect their work and their pricing why can this be a two way door??? For that single reason a prefer the day of better. Thank you
Do
Wendy Kidd
March 31, 2011
I whole-heartedly agree! My company does not offer “Day Of” for thesereasons. We instead offer a package that allows them to meet with us up front once to set them in the right direction, then we come back in two months before the wedding date to allow us to be in on the final decisions/meetings. Plus, we required copies of all proposals, contracts, BEOs, etc so we know all plans exactly and we have time to get to know our clients and their personalities so we can truly represent them on the wedding day. We let clients know this is the minimum level of service we offer, no negotiation, as it is the only way we feel comfortable that we can make sure their day is everything they want. While not all of them will hire us, they at least come away with a little more understanding in what to look for in a DOC package.
Mindy Rossignol
March 31, 2011
Andrea,
Speaking as a planner who often negotiates for my clients, please understand it has nothing to do with lack of “respect” of your pricing. It is my JOB to negotiate for my clients. If you read any wedding blogs, planning sites etc you will notice they ALL tell couple’s to negotiate, so that is what they expect. If you look at Planners as potential “repeat” business, maybe you could see the benefit’s to taking a small percentage off for their clients. Trust me, if you don’t another florist will. It is better than a planner who won’t even recommend you unless you pay them a referral fee!
Carolyn
March 31, 2011
Preston:
In regard to hiring a “Day of ” person. I agree in as far as working with the client a month before. I do that. I tell the client that is interested in Day of that my service is really “Month of”. In that time, I review every agreement made with their hired vendors. I help with the time line and confirm all the arrangements the week of the event.
I do agree that noone can do an effective job just jumping in on the “Day of”. While there are many competent banquet managers, I feel that their main concern is what the client contracted with them. My day of clients have told me that it was the best thing they did, as they enjoyed their day.
Amanda
March 31, 2011
I completely agree with Mindy.
Bea
March 31, 2011
Preston I just LOVE your blog and I admired you as well.
I have been a day of planner, and had a day of planner for my own wedding as well. But in all cases, we start joining the client to all appointments (or at least 3 general meetings, to catch up with everything), we become like sisters… I don’t get involved in hiring vendors, or make the appointments or pay them… I contact them, let them know that I will be in charge on the wedding day, and I know all the details as if I were the bride herself… I never take this type of jobs without knowing in detail what the bride wants, needs and has been offered… Either as a wedding planner or day of planner, I’m always on call, since that’s what the bride needs after all, a shoulder to lean on on her wedding…
Kristy Giardino
March 31, 2011
I agree with Preston’s points. As I started my company which was in the height of the credit crisis. I decided that I was going to split my packages and offer both Day of and Month Of Coordination. I feel that this split allows all brides (even those with small budgets) to have a coordinator for their wedding and be able to enjoy the day. The DOC is a more budget friendly and I work my clients 1 week before the event so that I can go through all they have planned, ask the questions that are needed and I call the vendors just so i can confirm that this is what the bride was expecting. With MOC I am to charge a higher rate where I can offer more services to the client. For example, with month of I will have a meeting with the bride when she first signs the contract so that I offer assistance with vendor referrals and what she should be working on until the month before her wedding. Once the final month approaches we have another meeting to go over all her planning and work. I then will work with her final tasks to be done. I also attend 2 final vendor meetings and complete a walk through. I find that the MOC package is the most popular and bride usually call me about 3-4 months before there wedding when all the real craziness begins… This is when they come to terms that they need help!.. LOL
kayla
March 31, 2011
I totally agree with this blog. I have never had the Echelon experience, however, I had an awesome party at a beautiful venue at the pier on the waterfront-downtown Baltimore. My planning started about 6months prior to the vent and my planner took so much off of my hands. I for the most part only needed to find my dress. The decor, rentals, guests, was all taken care of by the planner.. With my input. On the day of the event I had to worry about nothing, but enjoying what masterpiece of a party that was made.. Thorough event planning is a must and I look forward to possibly working with Echelon.
Dianne@SilverSpoonEvents.net
March 31, 2011
When I have clients hire me for “Week-End” package…I really start working a month or three before the event. You are coorect..I do not feel you can do a GREAT job if you only hire for the Day-Of.
Thanks,
Dianne@SilverSpoonEvents.net
terri
March 31, 2011
I agree that taking on a day of job has its challenges. It is instrumental that the client is aware and understands fully my role and that we clarify expectations based on the fact that I have not been involved since the initial stages. I try meet or converse with my client as much as possible to garner as much information as possible and request viewing of vendor contracts and being formally introduced to vendors and key family members. Depending on how much time I have I try to meet with vendors as well.
Angela Parker - Richmond, VA Wedding Planner
March 31, 2011
I offer a “Day Of” Package, but explain that it’s only the name because that’s what they’re used to seeing. However, it takes at LEAST four to six weeks to understand the logistics and expectations of their day.
Some brides really expect you to work for less than mininum wage. By the time you factor in your travel time, emails, phone calls, meeting, THEN the rehearsal, ceremony, and reception. How much time have you spent working on their “Day Of”? And to the planners that do offer those prices, it hurts the rest of us!
Sullivan Owen
March 31, 2011
Mindy- I really resent the idea that you think it’s your job to negotiate. In my view as a floral designer it’s a planners job to protect their clients from contract language and ensure that to do lists get done. I don’t believe that gives you license to try to get me to lower my prices. Am I allowed to tell my clients that you should be charging less because you only started on the job 30 days before the event whereas I’ve been meeting with them for a year or more sometimes?
Any discount given to a planner will usually come back to bite you since that planner will want a special discount for every client. Preston has written about this before.
I feel fortunate to work with planners who appreciate the value of my work, I’ve never been told that I should charge less for the same designs and I wouldn’t work with a planner who asked me to.
Nishaka
April 1, 2011
Event Day Only is not a service that I promote to Prospect. If they ask, I let them know that I need to be involved in the project 30-60 prior if that is the route we agree upon. I have learned in the past that I have done more work preparing for the Event Day and loss money due to so much rework and fixing existing challenges. I focus more on Full Service Offering as much as possible.
Connie Mak
April 1, 2011
Hi Preston, your words are so assuring. Remember sometime back I asked you how to handle a bride-to-be who had planned her wedding but wanted to hire me to run her actual wedding day? Well, your advice was great but it didn’t worked out as I refused to lower my price. I stuck to it as I have a condition that day-of wedding contract must be signed 3 months prior the event. Today’s pro and cons have provided me the drive and confidence again that I am on the right track (your solutions to the ‘cons’ are superb, can I use them to reason with my clients?). Perhaps, I should consider shortening the 3 months by adopting your advice and offer more DOC services.
I can never thank you enough for these advices!
Occasions 2 Remember
April 1, 2011
As a Planner, I prefer not to offer Day or Month of Services due to the lack of control you have when you are not involved in the planning process BEFORE certain arrangements are made with vendors. It is also difficult to problem solve issues that arise that could have possibly been mitigated if the Planner was engaged in the process from the beginning.
I recognize that I may be excluding certain clients however, I feel that my clients are best represented when I have a certain degree of comfort only obtained early in the planning process!
Tamika Brown
Event Planner
lovely tip. i guess people here should understand that they need to plan in advance and not on the day of event
April 1, 2011
the planning and conceptualizing need a lot of time. but only with client’s support that can be achieved .even though we give the best there’s always some thing required at the last moment
Becky Simpson, No Ordinary Affair
April 1, 2011
Personally, Day-Of Coordination is my least favorite of all. Not only for all of the reasons you stated above, but also because my name is being associated with EVERY facet of the wedding, even though I did not have a hand in the planning.
I had one wedding where the bride’s “decor” (and I use that word loosely) was something out of a 1980′s Dollar Store nightmare. I was horrified … after all, the guests had no idea I had no hand in the planning. It was so bad that the videographer didn’t even put his name on the finished DVD … he didn’t want his name associated with the wedding either.
My goal is to someday be able to decline all Day-Of brides and take on only Full-Service planning.
Jean Neuhart
April 4, 2011
I always tell potential clients that “day-of” is a misnomer. There is no way I (or anyone else) can just show up on the day itself and get it right. My “day-of” starts about 4 weeks out, attending final vendor meetings, obtaining copies of all their contracts, and doing a verbal walk-through of the wedding day.
My “day-of” service also includes preparing the schedule/timeline and calling all selected vendors to confirm with them all of the wheres, whens, and whats. I once had a potential client tell me that she didn’t need for me to do the timeline or vendor confirmations, that she would do them (in the hope of getting my price down). I declined that job.
Las Vegas Wedding Concierge
April 4, 2011
I wish I could remember who said this but here it goes.
If the same person were facing an important trial or major surgery, would they want a “Day of Lawyer” or “Day of Surgeon” to walk into the courtroom or operating room?
Would they have any expectation that their lawyer or doctor would lower their fees? Probably not.
Would they expect that it could take weeks, possibly months of consultation and planning to ensure everything would be well rehearsed and prepared for as best as possible before that important court date or surgery? Absolutely.
Why would anyone expect less for their wedding which, in some cases, the investment can cost thousands more than a trial or a surgery?
Until ALL wedding professionals, especially planners, can properly educate the brides (and venues too) as to why “Day of Coordination” is a myth, I’m afraid the verdict or prognosis will remain less than ideal.
WIPA (Wedding Industry Professionals Association), the first not-for-profit wedding trade association recently published a white paper on this very topic. http://www.wipausa.org
Suhair Kallabat
April 5, 2011
having someone there for your special day that you trust and have complete confidence in to guide you throughout the planning process and the execution of your wedding day is priceless and essential to the success of the wedding day and also to keep your sanity intact:) We have endless resources at our fingertips of only the finest, most reliable vendors in the industry and the most spectacular locations. We help you design a one of a kind, beautiful wedding that reflects your own personal style and that is as unique as the couple. Pricing is based on specific needs, time involved, size of the event and most importantly the clients specific budget needs and limitations. If their budget only allows for the day of coordinator then I make sure to have their vendor list and create a timeline and go over it with each vendor in detail, so they all know that this is the most important day of my clients lives, and its a serious undertaking and treat it as if it were our own. Our goal is to exceed the clients expectations!
Majell del Castillo
April 6, 2011
Good topic Preston! I also offer DOC package. One of the requirements is for the clients and I to meet at least one month before the wedding to discuss all that has been planned to-date. I also review contracts and see what has been promised. I also do a walk through at the venue and get in contact with all vendors to make sure we are on the same page. I don’t like attaching my name on events that I don’t have any background knowledge of. As for potential clients asking for a discounted rate since all the leg-work of planning has been done, well that has definitely happened to me before. My DOC rate is reasonable compared to other planners in my area. I agree with you…there’s so much that is still involved than just showing up on the day-of.
Korinna Peterson
April 26, 2011
Although offering Day-Of service is definitely more daunting as I don’t have full control, I have never had an issue with such jobs. I make it a point to treat the weddings as if they were almost Full Service. I contact vendors at least 3-4 weeks prior to the big day. I meet with my clients at the site(s) and I run through a long list of every possible thing I can think of to ensure that things do go according to plan.
The only downside is that sometimes you do end up working with unprofessional vendors, but that’s when I just step it up and make the best out of the situation, even if it means having to take the vendor aside just to explain to them that THEY need to step it up.
I’d love it if all of my weddings were Full Service, but the reality of it is some of my clients work with tight budgets and I’d much rather they have peace of mind on their big day with what they can afford, than to stress about where to come up with money for Full Service. I think that’s part of why my clients actually like me, it’s because they realize that I don’t mind doing Day-Of and they know that I do what I do because I genuinely want to help them have a relaxed wedding day. In my book, everyone deserves to have a great wedding regardless of what they can afford.
Mandi
April 27, 2011
I would say it’s one of the most common misconceptions that a Day of Planner is just there on the day of. The Day of Package starts at least 30 days before the wedding to insure that the planner has the information they need to execute what has been planned appropriately. Making sure to connect with all the vendors ahead of time, put together a timeline, make sure everyone is on the same page, have a document of all the days information, looking over contracts, etc!
I do think however, that there are people out there who provide just a literally “Day of” service, but most likely are just getting started in the industry and don’t know what they are doing! I’d be interested to hear if it’s possible to run an event successfully that was as well!
Mandi Wiley
Champagne Wedding & Event Coordination