Wedding planners begin their work by getting to know their clients and gaining an understanding of the vision they have for their celebration. From there, planners use their industry knowledge to bring those ideas to life and best serve couples.
Here are some of the insights planners share with their clients.
Be up front about the budget
"No matter who your client is, whether they are entry-level or luxury, everyone has a budget,” said Bryce Carson, events director with Roberts & Co. Events.
Meaghan Cody, owner and lead planner with Sweet Pea Events, agrees. She said realistic budget discussions help couples avoid spending all their money on one single aspect of the wedding, such as the venue, and not have funds left for the rest of the wedding.
“Budget is such a hard conversation to have, and it’s not something people want to talk about, but it’s so important,” Cody said.
Cody said it is important for everyone to understand the budget could flex a bit.
Carson also said one of the biggest mistakes couples make when budgeting is simply factoring in the cost of the main events of the wedding day itself and not considering the cost of the other events during the wedding weekend.
Create a personalized planning timeline
Carson tells all his clients that their planning timeline will be individualized and reflect their specific priorities. As such, that timeline will likely differ from other couples and from the advice typically found online.
With this, Carson suggests first booking vendors, like photographers, that can only do one event per day. Other vendors that can serve multiple events in a day, like florists and caters, can be booked later. He also tells couples to be open to vendors who haven’t worked at their chosen resort or venue before as long as they match their desired style.
Finding vendors that are highly experienced in one specific service and are relational is important, said Jennifer Kraft, owner and president of Kraft Event Management.
“I like to use vendors that are not doing 10 events in one weekend and who can focus on my clients and our needs,” Kraft said. “I do tend to lead towards smaller vendors that are experts in that specific field.”
Plan for the entire weekend
Couples today are often planning for more than a single day and making their wedding celebrations last an entire weekend. That means they are also searching for venues that include multiple event sites.
“The biggest question mark people have these days is, ‘How can this all work into the grand scheme of a wedding weekend,’” Carson said. “For us, it's showing them how we can best work their vendors across multiple days and best utilize their venue and all the different spaces so it's not the same repetitive event.”
To accomplish this, Carson said luxury hotels and resorts offer a wide variety of spaces for various events. Having an outdoor element for wedding events is important for many couples, and the numerous ballrooms and restaurants at a resort provide options to host other events.
“When you have hundreds of thousands of square feet spread out across the resort, your guests can really experience it,” Carson said.
Kraft said she spends time determining if boutique properties will be a fit for couples that enable them to have a customized experience.
“I like to work in niche, five-star properties that really offer our clients an experience besides sleeping rooms, and I talk to my clients about curating what that property can offer,” Kraft said.
Look for the extra perks
When weddings are held at luxury hotels and resorts, planners are often able to secure additional benefits for their clients.
“There are always concessions and perks that you can definitely negotiate and get thrown in (at luxury properties) … whether it be room upgrades for the parents, room upgrades for the bride and groom, or an anniversary staycation,” Cody said.
Trust between the planner and clients is key
Mistakes in the wedding planning process can easily happen if there is lack of trust between planners and clients.
“If your client goes rogue and goes outside what the planner suggests, that can be a huge mistake because it can lead to hiccups and problems that need to be fixed down the road,” Cody said.
To help build this trust, Cody said transparency is essential. She said she never hides anything from her clients and is fully honest, and that’s especially important when it comes to finances.
Encourage clients to stick with their favorite style
With friends, family, and social media all having an opinion on wedding styles, it is important for planners to make sure clients feel confident in the style they prefer for their wedding.
Carson tells his clients not to get caught up in social media trends once they have decided on their desired style. Kraft echoed this concept saying she often tells her clients not to go by what their friends think they should do at their wedding but to instead stick with what best reflects who they are.
From honest budget discussions to a personalized timeline and negotiating extra perks, planners use their insights to both build trust and offer their clients a truly luxury wedding experience.
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