This week it’s all about finding a good middle ground for planners, designers and clients, so that we can all work together effectively and efficiently. Today, I’m sharing my top 10 suggestions and reminders specifically for planners:
1. It’s very important for designers and other vendors to meet with clients directly. This allows them to get a good idea of what the clients want before the designing and other work begins. As a designer, I have gotten a lot of misguided information from planners who thought they knew what the client wanted but didn’t.
2. Don’t agree to any prices with clients before you consult vendors. I’ve worked with planners who have given me a budget and said, “That’s all you have. Make it work.” And then, of course, they expect the world. In this situation we usually end up either losing money or designing garbage.
3. Before you rent a venue, you must make sure you have a strong understanding of the scope and size of the job you’ve been hired to plan. It’s essential that you negotiate plenty of time for your vendors to install and breakdown everything. Designers and other vendors hate it when guests start to arrive and they are still working.
4. Here’s some great information I’ve gotten from former clients: Planners, make sure you or an associate stays at the event from beginning to end. I’ve heard clients complain that their planner left the event before it was over.
5. If you’re doing a wedding, remember that it’s the bride’s day. Make sure that you or an associate remains in very close contact with her throughout her ceremony and reception. This is when she’s most vulnerable and needs you the most.
6. While the job is being installed, you (or an associate) should be present at all times. Something almost always goes wrong, and you want to be there when it does so you can make sure it gets resolved quickly and appropriately.
7. Vendors are responsible for the breakdown of an event, not the planner. However, planners should always make sure that the venue is left in top condition.
8. After every event, it’s important for planners and designers to have a wrap-up meeting. This helps everyone understand what went well and what could have been better. This is also a great time to review feedback from the client.
9. Planners shouldn’t use one designer or vendor exclusively for all of their clients — no matter how well they happen to work together. Instead, establish a relationship with at least two strong vendor candidates in every field. This way you’ll be ready to respond to each client’s specific needs. For instance, it’s unlikely that a planner will recommend me to a client who prefers minimalistic simplicity.
10. I honestly think that the universe is extremely generous and that there is more than enough work for all of us. So, planners, never bad mouth other planners to clients just to get a job. It’s neither nice nor professional.
I’ve learned a lot in the many years I’ve been in business, and I’ve worked with a lot of planners along the way. I’m very happy that, after so many years, I usually get to choose the planners I work with. And it has been my experience that a large event won’t be successful without a good planner.
Now, here are a few questions for you:
If an event is well under way but far from over, is it OK for a planner to leave? Have you ever been bad-mouthed by another planner? Do you think it shows loyalty when a planner only recommends one vendor? Or, do you think it’s better when planners give their clients a choice of vendors?
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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.
Wendy
April 6, 2011
I NEVER leave a wedding before it is over! I stay and help to pack up the personal belongings of the couple, help to clean up anything left behind from a vendor, look for items left behind- either from a guest or a vendor and see to all the final details of the close of the evening.
I choose who I recommend based on the personality and the budget of the bride. I know too many good people not to share the wealth!
I don’t know if I have ever been bad mouthed by another planner. I certainly don’t tell a prospective client not to hire someone.
Thanks, Preston, for keeping us all in the loop and for your good advice.
Michelle
April 6, 2011
A planner should NEVER leave an event before it is over. As the planner I am there to represent my client and until the last vendor departs the facility I am there to make every ‘I’ and every ‘T’ is compelte. My loaylaty is to my reputation which is making sure every client is matched with the ‘best’ vendor for them. This translates into making sure the client’s budget is priority and the vendor fits the client’s budget and personality. Do not know if I have been bad mouthed but I hope that as professionals we remember that the goal is to make sure the client is happy and personal feelings, grievences or other non-essential elements do not have a place.
Rayna L. Brown
April 6, 2011
Thanks for the article. 1) Before I did my first “paid” wedding, I had a planner tell me that it isn’t a planner’s “duty” to stay until the end and that she usually leaves. My very first wedding, I left before it was over and I have yet to get over the bad feeling. I honestly couldn’t wrap my head around that concept. I took the couple out to dinner a couple of weeks after the wedding because I felt horrible. Never again! What good are we if our bride and family has to run around at the end of her wedding packing things up and trying close things out. From that, I ALWAYS stay until things are wrapped up. Me fee compensates me for me time. Period.
2) Is it loyalty? No, i think it’s inexperience to have “one” vendor. Every client is different and so is every vendor. I can’t imagine that one vendor would be able to adapt to every single client’s expectations. Each vendor has their own style, clientele brand, personality etc. and part of my responsibility is to provide my client with a vendor that suits them without them having to meet 20 different people. I do the match making and hopefully get it right the first time because I should know my vendors and their work. 3) I have yet to be bad mouthed by a planner and I pray it doesn’t happen but if I does, I’ll keep moving forward and pray that they don’t experience the same behavior they exhibit…
Stacy Parker
April 6, 2011
1. Never leave an event before it’s over! Emergencies can happen up until the very end.
2. We’ve been bad-mouthed a few times. We secretly smile because it means we’re being noticed. Ha! We have always stayed out of the drama, knowing our integrity and performance would right the record. The vendors who tell us about the bad-mouthing have always respected us for taking this stand.
3. I feel it is our responsibility to offer the best vendor for the client. If one vendor offers the best product, service and value in their field, we would not be doing our job to recommend anyone else. It is rare, however, for one vendor to meet that criteria every single time.
It’s so important to know your local vendors. Even the ones who you would not feel comfortable recommending! Because I know my vendors so well, I usually recommend a good match on my first recommendation.
Now, if a bride asks upfront for several recommendations, I do caution her to “buy, not shop”. There are dozens of any particular category of vendors in most areas. They are all different and may offer this perk or another. But if you find someone who fits your needs, style and/or budget…book them! And then stop searching!
I’ve had brides become confused by doing too much shopping. Particularly with venues. They will fall in love with one but want to “see what else is out there”. By the end of a venue scouting day, they want a venue that has the windows from one place, the center aisle from another and the stage from another. Unless you’re going to build your perfect venue, it’s very possible that that perfect combination of features doesn’t exist. Now she’s confused and dissatisfied with her original choice because it doesn’t have “those windows” or “that stage”.
You’ll save a lot of time, stress and heartache if you stay realistic when choosing your venues and vendors and be decisive when you find something that fits you. After all, you didn’t keep looking for another man once you found your soon-to-be husband. Even knowing Brad Pitt was still out there!
Tia Paul - Cashmere Events, LLC
April 6, 2011
My staff and I are present at every event that I manage until the very end. It is imperative that you remain at the event until the end because you don’t know when your client may need your assistance. If you or members of your staff do not remain at your events until the end, you are doing your client a disservice.
lindsey
April 6, 2011
always offer options. we go for 4 in separate directions (when starting off) and narrow it down from there, or hold onto what we like and look at more options in that realm.
LavishMary
April 6, 2011
We typically go on a “break” between the first dance and the send-off. However, that “break” is typically back stage, in the coatroom, across the hall from the ballroom – always at the venue – and we always let the MC, DJ, Venue Coordinator and the Bride know where we’ll be if needed. Sometimes we’ll have an assistant stay during the dance. It’s a good compromise that allows us to put our feet up for an hour or two but keeps us close enough so that we can be onsite in seconds if something requires our attention.
Julie Blanner
April 6, 2011
I feel coordinators should work with vendors they know and trust, but while it would be much more efficient to work with the same vendors all the time, it’s providing a disservice to clients. I feel it yields cookie cutter weddings and doesn’t necessarily fit the style or budget of the bride.
I couldn’t imagine leaving a wedding before the last guests and vendor leaves.
Doyin
April 6, 2011
As a planner, i never leave before the event is over. I don’t believe the planner should leave because you have to ensure the venue is left in good condition. It’s better to give your clients a choice of vendors. Planner’s shouldn’t force vendors on their clients, the vendors you pick for your clients must match their personality. I have a planner friend who picked the wrong photographer for her client because she was trying to be loyal. Well, the client ended up firing the photographer because she didn’t like his personality. It wasn’t a proper match.
Julia Hewitt
April 6, 2011
great advice love all your points. they are dead on.
to answer your query I would never leave before an event is over. it is my personal responsibility to the client to make sure they are packed and on their way.
i bring clients to vendors i feel are a good match energetically and financially based upon the information the client has offered me and what my intuition tells me.
I don’t think anyone should bad mouth anyone- especially to a client or in front of a client. I have no idea if I have ever been bad mouthed nor do I want to get involved in that energy. i think only hurt people have to hurt people.
Savannah (Pearls and Pages)
April 7, 2011
Great topics lately, Preston! Love all of the advice and tips you’ve been blogging about regarding planners and designers. Definitely a line to be drawn between the two– important that they work together to meet the vision of everyone, especially the client. Thanks for sharing; keep up the fabulous work!!
Cheers,
Savannah
The French Bouquet: http://www.thefrenchbouquettulsa.com/blog
Maria Kirk
April 8, 2011
I totally agree that you should NEVER bad mouth another planner, vendor or anyone else! It is totally unprofessional and compltely unnecessary!
As a planner I have a great deal of respect for other planners and I see them more as great contacts than competition. Some of my referals come from other planners, and if I am booked on a certain day then I will in turn refer a bride to another planner.
Joy
April 20, 2011
We are currently being bad mouthed by a particular vendor very openly on facebook. It’s very frustrating as what we offer is not even in direct competition to their business. We offer full service planning, specialty floral, custom invitations, favors, linen rental, etc. We have been being the “bigger person” but I just don’t see how anyone could think that this is a good business practice.
As for referals we often refer to 3-4 options in their price point/style choice but are obviously open to anyone they ultimately choose. We are lucky in that we are in a smaller area compared to many of you in large cities so we are able to really get to know many of the local vendors and are able to make the right choice, knowing we are refering to very quality, reliable professionals.
Thanks so much for all you do Preston!