Once you have taken a few courses or familiarized yourself with the wedding industry and wedding planning start to finish, you will need to start laying out your business. What types of packages or services will you offer and how much will you charge. For some, this aspect of business planning is very stressful. Trying to find a balance between what you feel comfortable doing, what you are able to offer, and how much you wish to command as a successful wedding planner can leave you with doubts as to whether that's what you are actually worth or if brides will even be willing to pay that much.
For the first part of this post, we are going to offer a few suggestions on packages, services, or products you can offer as a wedding planner. Take a look at these examples:
- Full Service Package- For this package you will plan the wedding along side the bride and groom from start to finish. Choosing a theme, color palette, decor designs, food selection, and location are just some of the tasks you will offer to the bride and groom in a full service package. While your particular details may fluctuate a bit, here's a look at an example full service wedding planning package: -Unlimited meetings, phone calls, and emails to plan and evaluate all wedding details
-Assistance with event design, theme and décor concept development.
-Customized budget according to your spending goals
-Tracking of deposits, payments due and final balances
-Décor personalized to the couple including invitations, floral design, stationary, favors, table design, etc.
-Planning and scheduling of honeymoon and any needed flights and hotels
-Suggested bridal wear according to personal style, figure and theme of the wedding
-Scheduling and attendance to all dress fittings
-Recommendations on all vendors, as well as scheduling and attending all vendor appointments
-Contracting of all negotiations to optimize pricing
-Reviewing of all vendor contracts and monitoring of all vendor obligations
-Coordination of stuffing, stamping, addressing and mailing of wedding invitations
-Ongoing phone calls, emails and meetings with vendors necessary to plan all details
-Advice on wedding traditions, etiquette and protocol
-Management of the guest list
-Assistance with all wedding stationary including Save the Dates, Invitations, RSVPs, Place Cards, Menus, Programs, etc.
-Organization of transportation needs and hotel accommodations for wedding party and out of town guests
-Determination of availability and negotiation of discount rates for hotel room blocks
-Scheduling of all wedding day transportation
-Scheduling of hair and makeup for wedding day
-Scheduling and attendance to bridal portrait, including arrangement of gown and bouquet delivery
-Development of floor plan and seating chart for wedding day
-Planning of ceremony and reception schedules, pew seating, processional and recessional
-Distribution of detailed wedding itineraries to all wedding vendors
-Pickup of all personal items for wedding day and delivery to ceremony and reception venue
-Planning and execution of rehearsal dinner and wedding rehearsal
-Detailed wedding day schedule and timeline for bridal party and family
-Delivery of wedding gown to the ceremony site
-Detailed wedding day timelines for wedding vendors, venue and banquet staff
-Set up of chairs, arch, aisle runner, candles, programs, etc. at the ceremony site
-Set up and decoration of reception area, including chairs, tables, and linens
-Set up of guest book, place cards, engagement photos, bridal portrait, menus, candles, favors, etc. at reception site
-Supervision of all vendor delivery and set up on day of wedding at ceremony and reception site, as well as any interference needed
-Assist bride and wedding party in dressing room prior to ceremony
-Organization and distribution of all personal wedding flowers
-Behind the scene event management and troubleshooting, including our Wedding Day Emergency Kit
-Coordination and timing of ushers, house party, attendants, bride and groom
-Assistance with photographer order of pictures after the ceremony
-Transport of personal items (and even flower arrangements) from the ceremony to the reception
-Bustling of the wedding gown and arrangement of refreshments upon couple’s arrival to reception
-Coordination of presentation of the bride and groom
-Coordination of entertainment and all announcements of events (first dance, dances with family, champagne toasts, cake cutting, bouquet toss, etc.)
-Monitoring of specially requested photographs and videography during the reception
-Distribution of gratuities to the necessary vendors
-Supervision of bride and groom exit and passing out exit favor to guests
-Pickup and return of all personal items to the family at the end of the evening (gifts, cake topper and top of cake, bride’s bouquet, couple’s toasting glasses, cake serving utensils, etc.)
-Return of all rental items including cake boards, linens, furniture, easels, etc.
-Return of groom’s and groomsmen tuxedos to rental location
- Partial Service Package- This package is more for the brides and grooms who want to do a lot of the planning themselves but may not have the time to get everything done or they may not know where to start. You can offer vendor recommendations, a budget breakdown, a timeline/checklist, and a few consultations during the planning process. This package will highlight a few of the important services from the Full Service package but will be more budget friendly but help the bride when she absolutely needs it. You may decide to also include the Day-Of Services in this package but that will be determined by you.
- Day-Of Service Package- On the day of the wedding there will be a lot going on. Vendors will be setting up the venues, guests will need to be directed, and someone will need to ensure the day is running smoothly, handle any mishaps, and avert any disasters. Most brides DO NOT want to worry about this since they will be busy getting dressed and ready. That is where a wedding planner becomes invaluable. A Day-Of Package may offer some or all of the following:-A preliminary consultation with the couple 6-8 weeks before the wedding day to gather the information concerning vendors, wedding party, venues, etc.
-Confirmation of vendor orders and coordination of vendor schedules for deliveries and set-up
-Review & confirmation of Hotel room bookings for out-of-town guests and/or wedding party
-Wedding Party Guides which will outline the day's schedule and expectations for each individual in the wedding party- these will be given to the wedding attendants ahead of time so they may look over the schedule & expectations and have any questions answered before the big day
-Coordination & direction of the ceremony rehearsal the night before the wedding
-Handling of all wedding day logistics & problem solving on behalf of the bride & groom
-Running of local errands and assistance with last minute emergencies
-Supervision and assistance with venue set-up for ceremony and reception (this includes setting up decorations, setting up guestbook & gift table, distributing favors, and other decorative details necessary on the wedding day)
-Coordination & direction of ceremony activities such as processional, recessional, & receiving line
-Assistance with distributing vendor fees & tips
-Attendance at the entire reception to handle any questions, concerns or last minute tasks during the party
-Clean up and tear down of venues as necessary. Delivery of any items that need to be returned once the reception is over.
- Hourly Consultations- Some brides and grooms may choose to hire you on an hourly basis to help them out only as they need it. It can be a great way to stick to a tight budget and still get the help and advice they require to keep their wedding planning going smoothly.
- Destination Weddings- Destination weddings take a lot more work to plan since they require planning everything from afar. Some brides just don't have the time to do all of the research and make all of the contacts with vendors that a destination wedding requires. That is why a destination wedding package can be very popular. These are essentially Full Service packages that also include travel fees and time.
- Invitation Service- Stuffing, addressing, and stamping envelopes can take a lot of time and some brides have no desire to do this with 200+ wedding invitations so this is a great additional service to offer. (Think a la carte services) You may even be trained in calligraphy which can bring in a premium since it can take a lot of time.
- Wedding Rentals- You may decide to purchase a number of things like pew bows, aisle runners, chair covers, centerpieces, candles, and other wedding decor (or you may just acquire them over time by donations from brides after their wedding is complete) which you can then rent out to other brides. They may or may not be actual clients which buy planning packages, so you may want to set up a different website or marketing campaign for the rentals themselves.
These are just a few ideas of the most common packages available. The possibilities and combinations are seemingly endless and feel free to leave a comment of something you would like to offer that's different from the rest! The key is to make sure you only offer what is in your comfort level.
One of the best ways to get rich from your wedding planning business is to pick a niche. While wedding planning itself may seem like a niche in the event planning industry, you can focus on a certain specialized wedding type in order to create any even more targeted niche, which can mean more money! If you become a specialist in a certain type of wedding, everyone in your area who wants to have that type of wedding will turn to you.
If you have a specialized knowledge of Indian weddings or Green weddings, you can use this to your advantage to create a niche that will turn you into an expert in no time. Here's a list of wedding niches you can work with:
- Green Weddings
- Small Weddings (under 100 guests)
- Themed Weddings
- Destination Weddings
- Budget Friendly Weddings
- Bi-Cultural Weddings
- Gay/Lesbian Weddings
- Specific Cultural Wedding (Indian, Jewish, etc.)
- Military Weddings
- Second Marriages
Once you have found a niche that you feel you can excel in, make sure to market your wedding planning business to focus around your niche. Your marketing campaign should focus on advertising to eco-friendly brides and grooms if you are choosing a Green wedding niche. Find forums, wedding planning websites, or magazines that talk about your specific niche and use that as your advertising media.
Each decade brings with it new trends and traditions related to weddings. Over the past few years weddings have become more one-of-a-kind and are breaking the mold of what was once considered to be age-old traditions.
Technology has played a major role in the transformation of today's brides and grooms and as a wedding planner, it's your duty to stay on top of trends and new traditions to help create a unique event that is tailored specifically for each one of your diverse clientele.
For starters, Bridal couples now use the internet to gather ideas, inspiration, and information on wedding planning. They typically will no longer rely on bridal magazines or the telephone book for locating local vendors or learning about new trends. This means you must make a presence on the internet whether it's through your website, or even a blog that offers brides free information on what's going on in the industry. When they establish your authority and wedding expertise, they will be more willing to choose you as the person to turn their wedding dreams into reality.
Bridal couples are opting for more unique and non-traditional details and themes. More couples are combining different cultural traditions, color combinations, and food and drink options that would never have been used 25 to 50 years ago. The need and desire to be unique and different will allow you to expand your creative side and have fun doing things you may have never done before.
Many couples are also opting for Green Wedding Options. Many brides and grooms have become more environmentally conscious and want to use decor, favors, or venues that are beneficial to the environment. It will be best to research local Green Wedding practices so you can offer ideas and advice for couples who need inspiration for holding a planet friendly wedding.
Also browse through monthly wedding magazines, high-profile wedding planning blogs, or even attend local seminars that detail the new trends and traditions that will be brought up over the next few years. Brides today expect you to be knowledgeable, flexible, and understanding in the desire to be unique and socially & environmentally conscious. Stay on top of these trends and ideas and be ready and willing to share them with your bridal couple.
In order to turn Brides-to-be into your clients, you need to make a great first impression. Meeting with prospects can be very intimidating for new wedding planners. Make sure to follow these 5 steps to help you prepare for your first meeting with a potential client.
1) Prepare, Prepare, and Prepare some more! It's extremely important to make sure you prepare your pitch and materials in advance. Set a goal for your meeting, whether that's getting your client to sign a contract or simply getting them your marketing materials and portfolio in order to show your skills and credentials so that they keep you as a top consideration if they intend on meeting with other clients. Prepare all of the forms, contracts, or materials that you want to give to them and organize them neatly in a nice folder or portfolio notebook.
2) Be early, not late! As a wedding planner, it's extremely important to show that you are great with deadlines and schedules so nothing can be more detrimental than showing up late to your appointment with your potential clients. Check out the general traffic situations en route to your meeting location and remember to leave in plenty of time to arrive early.
3) Dress professionally and appropriately! You should wear something professional and look well-groomed for any appointments you have with potential clients, clients, and vendors. Whether it's a suit, a business dress, or an office trendy outfit, you should look clean and polished. If you carry a purse, bag, or briefcase, remember to have it clean and organized so you can find things quickly and easily. If a bride-to-be feels that you are unorganized or sloppy, they may feel that you will not be able to adequately plan and organize their wedding.
4) Stay calm and relaxed during the day before your meeting! It's important to avoid all stressful situations that can cause anxiety or negative feelings. These can be projected at your meeting and can cause you to not be focused on the task at hand. It's not the time to have a debate or discussion that can end up projecting itself during your meeting with potential clients.
5) Stay free of distractions! Nothing ticks me off more than when I see someone conducting a business meeting and forgetting to turn of their cell phone. This meeting is focused on gaining a client and nothing seems more rude than being interrupted during an important discussion or finances and planning the biggest day of a couple's lives together. Turn off your cell phone, put away your laptop or tablet, and focus directly on your potential clients.
Remember, it's so important to listen even more than you talk. Answer questions as they arise but don't be afraid to say "I don't know, I will have to find that out for you". It's better to tell the truth and sound eager to help than it is to lie and deceive about your connections or abilities.
Potential clients will almost certainly wish to see examples of work you've done before to get a better understanding as to whether you will be a good match for their styles and tastes. This can be extremely frustrating for a new wedding planner that doesn't have many (or any) weddings under their belt. There are ways you can get a small portfolio together even before you have your first wedding.
First, if you have assisted friends and family members with planning aspects of their wedding, such as suggesting flower combinations for centerpieces, creating DIY wedding favors, or designing the tablescapes for the reception, ask to use those pictures in your portfolio. Your friends or family members may even write you a reference for the great job you did with assisting them on their wedding day.
If you haven't helped any friends or family members yet, have you planned your own wedding? If you are married, you almost certainly picked out your own flowers and maybe even did your own DIY wedding crafts. You can also use these pictures in your portfolio to help beef it up.
Still in need of more photos? Go to your local florist, pick out some amazing flower combinations and throw together an impromptu tablescape complete with your very own centerpiece. Set the table with beautifully coordinated linens, and use some well-placed candles to add to the atmosphere than snap a few photos. You can do this two to three different times with different flowers and color combos to give the brides an idea of your abilities.
What you should NOT do is use Stock photography. This will imply that you have done or created that work yourself and that would be wrong. It's much better to use your own photos to avoid legal action.
If you are putting the portfolio on your website and only have 8-10 photos, only place them in one album instead of 4-5 separate albums with only 1 to 2 pictures. If you are creating a real photo album, choose a small yet professional looking album for your first few photos. It's better to hold off on the 200 picture photo album when you only have 10 photos.
It can be quite nerve racking when you receive your first few calls from potential clients looking for more information. I remember the very first time someone called me, I was literally shaking because I was afraid I would mess up or sounds like I didn't know what I was talking about. I'm sure the person could tell since she never called back.
Almost immediately after I fielded that call, I put a folder by my computer that contained a few things that would help me should another Bride call with questions. I included a list of all the packages and services I offered along with the prices so I wouldn't misquote what I had on my website.
I also created a call log sheet which I then stuck a few copies of into the folder. This allowed me to remember to ask the questions I needed such as when they were looking to get married, what type of services they were interested, and their contact information should they call again.
Finally, I asked my friend to call me at random (when I wouldn't be expecting it) and pretend she was a Bride calling to ask about my services so I could practice what I would say and get feedback on what worked and what didn't. One week later I had my second call from a potential bride and gained a client! I was much more confident in what I wanted to say and get across, plus I remembered to ask the right questions so that I knew exactly what the Bride was looking for the next time she called.
It helps to practice, so the best thing to do is practice your "sales pitch" to a friend or family member who will be glad to give you the constructive criticism you need to become more confident and sound like you've been doing this job for years.
