The “B” Word - Budgets and Spending Priorities

The past few weeks have been a whirlwind of excitement in the MasterPiece Weddings office, what with the holidays and wrapping up our last weddings of 2009. So, to jumpstart things back up again we thought it might be fun for someone else to chime in a bit.

Karry Castillo, of Uniquely Yours, is a dear friend and wonderful planner in the industry, and was kind enough to send along a post on breaking down the budget and assessing priorities - critical tasks to be able to take on as a wedding planner. Read below for her advice. And, thank you Karry for your wonderful post!

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Let’s face it, everyone wants to save money these days and make their dollars go farther than ever before. Clients value smart planners who are savvy when it comes to developing budgets, even more so when their projections for their dream weddings come under budget.

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One of the very first steps in your planning process with any client is budget development. Much of the information you will require to develop a client’s budget should be covered during your first few consultations. Every wedding is different, so a budget that works for one client most likely will not work for another. True, you can find all kinds of budget profiles and recommended percentages in the bridal publications and online. But if you are really providing custom services, then you should be focused on your client’s spending priorities. The standard budget percentages for food and beverage apply to most weddings, being 50% to 60% of the overall budget, but there is great flexibility among the other budget categories dependent upon your client’s personal spending priorities.

One of your budget-focused tasks should be to review the major wedding budget categories and discuss which categories will be included in the budget and whom will be paying for those category products/services. Another important task in this process is to prioritize the budget categories. A bride who loves photography will want to allocate more money towards a gifted photographer, whereas a bride who is a “foodie” will want to allocate more money towards an amazing food and wine experience for her guests.

Knowing the spending priorities and parameters will make development of the budget easier for you, resulting in a well thought out budget plan that will guide the decisions you make with your clients through the planning, referral, and design processes. Your clients will feel valued because you have taken the time to listen to their desires and respected their spending parameters. And you will have become a rockstar planner in their eyes, proving the value of your services from the beginning.

I'M A PLANNER ON BE A PLANNER: Valerie Metrejean

Valerie Metrejean | Southern Fete

Name: Valerie Metrejean

Location: Lafayette, Louisiana

Company: Southern Fete, The Wedding Shoebox, Butterscotch Press

Years in Business: 1 and 1/2

Website: southernfete.com, theweddingshoebox.com, butterscotchpress.com

Blog: southernfete.wordpress.com

What do you specialize in (Day of Coordination, Full Service Design…)?

Full-service design. Southern Fete caters to brides who want a creative approach to their wedding day.

What are your three favorite sources of wedding inspiration?

Southern Weddings Magazine, Martha Stewart Magazine and House Beautiful Magazine. All magazines! I graduated in journalism and have so much appreciation for printed materials. All that inspiration chocked full in something I can carry anywhere. But of course, wedding blogs also. I could get lost for days perusing them!

What made you get started in wedding planning?

I was a bridesmaid in three weddings in 2 months. I saw so much stress and wished I could do more. When I looked into working for a local wedding planner, I saw an open market and launched my own business. I never imagined I would ever own my own business.

What is one thing in your office that you could not live without, technology excluded?

Hands down my MacBook. Visually though, I’ve been able to create my office infusing my own personality completely. OK, I’m a little biased but it’s beautiful! And it keeps me inspired me to constantly make other things beautiful.

If you could make one recommendation to a new planner, what would it be?

Knowledge and experience are invaluable. I completely recommend getting certified and training like Melissa offers. Also know that at some point you need to just do it. Don't be afraid that you aren't ready. When I started, I had helped a wedding planner with one event. That’s it. I booked 5 weddings before I had done one by myself because I carried myself with confidence. I have heard too many wedding planners say they should have started sooner. Don’t wait!!

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Be a Planner Explains: Bouquets

Have you ever wondered or, better yet, been asked why brides - and bridesmaids, for that matter - carry bouquets? Sure, it's an antiquated tradition and today there are plenty of alternatives but, believe it or not, it all started with a purpose.

Bouquet by Karen Tran Florals via SWOONOVERIT.

In the 15th Century, it was common to take your yearly bath (yes, I said yearly) in May. So, June seemed to perfect time for a wedding (ever wondered why June was such a popular wedding month?). But in June you still had to worry that you might have a little body odor. The bride began carrying a bouquet to mask any potential odor and avoid the possibility of leaving the groom gasping for air.

Over time, of course, the bouquet became more symbolic than anything else. And now, many florists even advise against particularly fragrant flowers - you certainly do not want to be sneezing at the altar. And while a bouquet of the 15th century may have been fresh flowers picked from outside that morning, a bouquet today is usually a carefully planned and crafted masterpiece.

Some of our favorite sources for floral inspiration? Karen Tran Florals and Artfool.

I'M A PLANNER ON BE A PLANNER: Brandi Hamerstone

Brandi Hamerstone | All Events Planned

Name: Brandi Hamerstone
Location: Main office is located in Chagrin Falls, OH but area market is all of Northeast Ohio
Company: All Events Planned (opened previously under A Planned Event)
Years in Business: All Events Planned was created and wedding planning began under that name only in July. Personally as a wedding planner, I have had over 8 years of experience. Working with weddings through hotels, off-site catering companies and even private business clubs have given me a full range of knowledge and ability through each different source.
Website: www.alleventsplanned.com
Blog: http://adayinthelifeofaplanner.blogspot.com/

What do you specialize in (Day of Coordination, Full Service Design…)?
I would say that most planners agree, we specialize in it all. I enjoy full service weddings because it gives me the opportunity to get to know the bride, get to know her likes, dislikes and her expectations. This allows me, as a planner and friend to the bride, to have all the answers and to stay one-step ahead of any issues or last minute decisions.

Day of Coordination is more of an on the spot activity. It gives you a little more excitement on the day and requires the planner to be organized, detailed and ready for anything. I would say that Day of is more of an adventure and gives you the ability rely heavily on your experience and expertise to ensure the day is perfect.

What are your three favorite sources of wedding inspiration?
Wedding magazines will be my first. I subscribe to every single one that even mentions weddings. The times that you can sit with a bride a leaf through, page by page and explore colors, details and design are the best times to get to know them and their style. I hope print never goes away! Get Married is a new magazine that I have personally enjoyed and my clients have had a great response to as well!

Blogs have been a new source of inspiration. Until I started mine, I did not realize how many were out there, available to assist the bride, the planner or any of the vendors in their wedding journey. I love the photos, color layouts and even writing styles. You get to know so much about a person by how their blog is situated and it is just a click away if you want your client to enjoy the content as well!

Lastly would be my portfolio. Being able to show bridal clients what I have done, what I can create and what other brides have chosen for their events is priceless.

What made you get started in wedding planning?
I attended PA Culinary in order to obtain a degree, not in culinary, but in hotel/restaurant management. Even during school I was drawn to only the dynamics of events and planning. While in college, I worked for an exclusive club in downtown Pittsburgh as part of the event planning staff. As I worked my way up the ranks there, I stayed true to my love of event planning. After transferring from PA to OH I was able to find a job as a Catering Director at another exclusive club. Weddings were my love, my pride and my joy. Through the years of working, I stayed with events but always just felt a deep connection with weddings. I love sharing those special moments, those once in a lifetime events with clients. It takes so much to make it perfect, but at the end of the day, it is always worth it!

What is one thing in your office that you could not live without, technology excluded?
That’s the tricky part there, technology excluded. My husband, that’s a fair response right? He is sometimes in the office. He is supportive of every decision I make and is always available for last minute assistance on site and even for appointments. I was lucky to find a man who loved weddings (or maybe loves his wedding planner wife) as much as any man could. He’s even drive hours away to drop off items that I’ve needed for wedding shows and when a steamer broke on-site he showed up minutes later with a new one. Wrinkled dress crises avoided!

If you could make one recommendation to a new planner, what would it be?
Never stop learning and listening. This advice is for anyone in any field really though. As a planner, you can never know too much about the industry, about other vendors or even about other planners. Always be open to new advice, new styles and sometimes criticism. (of the constructive type, that is) Someone from California emailed me about the layout of my blog. Frankly, what they said was true and after I made a few of the changes they suggested, I actually got compliments on my “new blog layout.” Not much can be said for ignoring good advice.

Lastly, don’t be afraid of competition. There are 100’s of planners everywhere, find out what you are good at and be the best. Everyone planner has their own “specialty” and you just have to find yours. As long as you are good, there is nothing to feel threatened by as a wedding planner. Good planners stay good and when a better planner comes along, learn from them and then, yup, you’ll get better at planning too!

Day-of vs. Month-of Planning

Here's another from the MasterPiece Weddings feature defining the difference between day-of and month-of planning. Be sure to check out the MasterPiece Weddings blog for the rest.

Written by Melissa, of MasterPiece Weddings:

I think there is a misconception as to what a Day Of Coordinator (or Month of...or whatever your planner calls it) and what a Full Service Wedding Planner can do to help you.

There are similarities and differences.

Both services will be there on your wedding day or organize and orchestrate your wedding day. And you get to work with a planner, but the similaries sort of end there.

If you have a Full Service Coordinator they will do the following, plus a TON more:

• Help with budget
• Review contracts and negotiate your contracts, make sure nothing is missing or duplicated
• Offer Vendor Recommendations
• Attend your meetings with your vendors (offer our opinions)
• Assist with décor
• Help with Set up and possibly breakdown
• Be “In-the-know” with every aspect of your wedding
• Create and extensive timeline for each vendor involved in your wedding
• Organize and Orchestrate your Rehearsal and Wedding Day
• More extensive time on the day of the wedding
• And Much, much more!

What can a Day Of Coordinator do for you:

• Be there on the day of your wedding and your rehearsal to organize and orchestrate your day
• Meet with you 1 or 2 times prior to your wedding
• Be there for a limited amount of time on your wedding day
• Create a timeline
• Coordinate your Ceremony

It really depends on what you need. How much you’ve planned.

I'M A PLANNER ON BE A PLANNER: Mark Kingsdorf

Mark Kingsdorf | Queen of Hearts Wedding Consultants

Name: Mark Kingsdorf
Location: Philadelphia, Pennsylvania (service greater Philadelphia, southern New Jersey, and Delaware)
Company: The Queen of Hearts Wedding Consultants
Years in Business: February 2010 will be our 10th anniversary
Website: www.QOHweddings.com
Blog: www.QOHweddings.com/blog

What do you specialize in (Day of Coordination, Full Service Design...)?

We offer both Wedding Day Services and Full Service Event Design but specialize in Green/ Eco Friendly Weddings and Long Distance Planning

What are your three favorite sources of wedding inspiration?

Nature, my culinary experience, photographers websites

Why did you get started wedding planning?

Totally by accident, I am a classically trained chef with catering background – was getting out of my restaurant and was asked by a photographer to speak with a client who was having problems with their caterer planning their wedding.

What is one thing in your office that you could not live without, technology excluded?

My Emily Post Wedding Etiquette book - I still refer all the time

If you could make one recommendation to a new planner, what would it be?

Take a part time job working for a catering company as a server…. You’ll learn about catering which makes up 50% of the average wedding budget and most of the wedding day, learn how long it takes to set up, serve and breakdown an event; as well as make some great connections not only with the catering company but with wedding professionals you’ll work with on events.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Day-of Coordinator

Recently over on our sister blog, MasterPiece Weddings, we held a "Planner Week" discussing topics surrounding planners and wedding planning. So, over the next few days, we would like to share with you some highlights from our post topics.

First up, what is a wedding coordinator? What do they do? Do you need one the day of?

Here's the post, written by Melissa and directed to brides...

There is a lot of controversy going around as to hire or not to hire someone to help you on your wedding day… and I wonder why.

Let me clarify, we are a wedding planning company in Gainesville, Florida. That is what we do…that’s all we do. Full Planning. Day Of. We’ll plan anything, anywhere. Anything on the Planet we can Plan It! But I digress.

Why do you need a Day of Coordinator, Month of Coordinator- whatever you call it… someone to help you on the day of or month of your wedding. You have your wedding planned, your contracted with all of your wedding vendors. Now what? You don't want your mom or Bestie to be running around making sure your details are handled...

• Who is going to organize your wedding day, create your schedule for the day of your wedding, go over your contracts, make sure you and your fiancé – your mom can be guests at your party!

• Who is going to open the door for you right before you walk down the aisle… hint – NOT your mom, she’s already seated.

• Who is going to take care of THAT drunk guest at your wedding, that just so happens to be a prominent judge and is making a fool of himself and pulling down his pants on the dance floor – hint, NOT your mom!

• Who is going to inform your caterer that they didn’t include the green beans on the buffet, or make sure your 2 Vegan guests can't be served a vegetarian meal… hint- NOT your mom!

I know you said that your fiancé can be the “point” man for your wedding day, but really, when it comes time to cut the cake, and you want 20 more minutes to mingle with your friends before, is he going to stop mingling to inform the caterer, the photographer, the videographer, the DJ or Band that you need more time, because by the time he does that, you’ll need another 40 minutes. Because he just wasted 20 informing everyone.

That’s our job, we do all of that and SO MUCH more, really… it’s worth the money…. I promise!

Does that make more sense as to what a wedding planner will be doing on the day of your wedding?

I'M A PLANNER ON BE A PLANNER: Lisa Green

Lisa Green | Anderson Green Events

Name: Lisa Green
Location: New York City
Company: Anderson Green Events
Years in Business: Established in 2007
Website: www.andersongreenevents.com
Blog: www.andersongreenevents.blogspot.com

What do you specialize in (Day of Coordination, Full Service Design…)?
I specialize in ensuring that the bride is a bride and the groom is a groom on their wedding day. My services range from Day Of to Full Planning.

What are your three favorite sources of wedding inspiration?
Photographers websites and blogs, Interior Design magazines and blogs and DIY projects I find around the web. I look at all the wedding blogs too but mainly for color inspiration.

What made you get started in wedding planning?
I LOVE planning and organizing. Planning parties, planning trips, planning just about anything. It drives my husband insane when I announce that we are having a dinner party, since I treat it like a royal affair. My mother worked in fundraising events, so I’d been exposed to planning events from a young age. After college I worked at Sotheby’s and then a hedge fund and realized that I wasn’t doing what made my happy {or let’s face it, what I was great at}. I had an opportunity to work for a planner and as they say, the rest is history! Out of chance / luck / destiny & the right timing, my firm was born. Its grown organically in two years and I am having the best time helping to create seamless and beautiful weddings.

What is one thing in your office that you could not live without, technology excluded?
Besides my office mates, Lulu and Max {my french bulldogs}, I would say SPACE. While I love certain technological advances that are wonderful and great, I still like pen and paper and being able to write notes and keep my day planner close to me. I also like space so I can spread out and work on projects ~ putting together welcome bags, or creating inspiration boards. Being cramped just doesn’t cut it for me!

If you could make one recommendation to a new planner, what would it be?
Research and know the industry inside and out. Do your homework. Know who the ‘key’ players are in every field. Without research, you’ll never be able to formulate new trends or to stay ahead of the curve. Read a ton of business books to educate yourself not only in weddings and event planning but in business overall. Don’t forget that while planning weddings is awesome, you need to also be schooled in accounting, filing, marketing, advertising and technology. Write a solid business plan. If you treat your business like a business and not a hobby, everyone will treat it that way too. And lastly, remember that timing is everything.

I'M A PLANNER ON BE A PLANNER: Melissa DiStefano

And now, the grand finale... an interview with the big cheese Melissa herself.

Melissa DiStefano | MasterPiece Weddings

Name: Melissa DiStefano
Location: Gainesville, Florida
Company: MasterPiece Weddings, MasterPiece Certified
Years in Business: 15
Website: www.masterpieceweddings.net | www.beaplanner.com
Blog: http://masterpieceweddings.blogspot.com | www.beaplanner.com

What are your three favorite sources of wedding inspiration?

Blogs (none specific, because really, I can find inspiration in a Home Depot circular), Wedding Magazines, and my clients (for without them, I wouldn’t be…)

Why did you get started wedding planning?

You’ve probably heard this story before, and it’s sort of a funny story, I assisted a wedding planner while in High School, and she was the epitome of everything you DO NOT want to be as a wedding planner. She was feared and scary! I vowed to never be a wedding consultant if that is what it meant to be in this industry. When I moved away to go to school at The University of Florida (Go! Gators!) I assisted a fabulous couple that are wedding photographers – loved them! They taught me everything right about the wedding industry! I had a family emergency and moved back home for about a month and when I came back my job was filled. So, I got a job assisting another wedding photographer – complete 180! He was mean, and terrible – I worked 20 hour days and got paid $25 (for the whole day)! I came home from one August wedding, it was 102 degrees outside - I was exhausted, had sweat in places I didn’t know you could sweat in, and my poor husband had waited up for me. I walked into the front door and laid down – started to cry and said “I might as well just become a freakin’ wedding planner!” as he stumbled over me on his way to bed, he said “well, then just do it” – the rest is history.

What is one thing in your office that you could not live without, technology excluded?

Gosh, this is a hard--- why do I ask this question! Okay, deep breaths… I would have to say Amanda – does that count? Or is that slave-like – but I pay her. So it should count, right? But really, seriously! Without Amanda and Erinn (now I am up to two things, I totally suck at this!) they are my left and right hands and I love them for their crazy mind reading abilities, and to know when something needs to get done, and just do it.

I love you guys!

If you could make one recommendation to a new planner, what would it be?

READ.THIS.BLOG! And if I can be shameless… wait, it is my blog, I can be shameless.

No, seriously, get educated, take classes, take a course like www.beaplanner.com course. Get in the industry, learn from people. Don’t just say “Hi, I’m Sally, I’m a Wedding Planner," just because you totally loved planning your wedding. That’s not fair to the educated professional (can I stress PROFESSIONAL) wedding planners.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

I'M A PLANNER ON BE A PLANNER: Amanda B. Young

Amanda B. Young | SWOONOVERIT, LLC

Name: Amanda B. Young

Location: Gainesville, Florida

Company: SWOONOVERIT, LLC and MasterPiece Weddings

Years in Business: The doors of SWOONOVERIT, LLC officially opened in April; MasterPiece has been in business for 15 years - I began working weddings for Melissa in July of 2008 and was brought on as a regular assistant in May of 2009.

Website: www.swoonoverit.com | masterpieceweddings.net

Blog: theblissfulbride.blogspot.com | masterpieceweddings.blogspot.com

What are your three favorite sources of wedding inspiration?

This is hard because I can - and do - find inspiration in just about everything. Firstly, I am basically obsessed with wedding magazines. Perhaps it's the editor in me kicking in, but I love reading the articles and swooning over the gorgeous photos. I'm particularly obsessed with The Knot and Real Simple Weddings. But other than that I would say that mostly my best wedding inspiration comes from things that aren't wedding related: particularly interior design and fashion. I love exploring these fields and watching them translate into weddings and wedding trends.

Why did you get started wedding planning?

Because I realized I loved everything about weddings - from the fun things like florals and linens which appealed to my creative side to the nitty-gritty things like budgets and timelines which applied to my type-a personality. My first job was as a technical editor and was something that I loved, but it, unfortunately, had no appeal to fulfill my creative mind. When I discovered a world where I could have the benefits of both I knew, immediately, that it was for me.

What is one thing in your office that you could not live without, technology excluded?

You're going to think I stole Erinn's response, but since we practically share a brain it shouldn't surprise you that we both had post-it notes as our answer. I love them. I have an entire drawer full of different sizes and shapes depending on my needs. And yes, I use them all.

If you could make one recommendation to a new planner, what would it be?

Don't stop dreaming. I know, it's cliche. But, we are only limited by what we believe we can do. If you don't think you can do something then you probably won't be able to. So, approach every new situation with an open heart, an open mind, and a world of confidence.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Preserving the Cake

We have talked a lot about business advice on Be a Planner, but have not addressed much advice for the planning itself. So, this is one that we, as wedding planners, get all the time. And, unless you want to ruin the topper for your clients you should probably be prepared with this know-how as well; you'll inevitably be asked about this.

Preserving the cake topper is simple. That is, as long as you do it right.

Case in point:

Something was seriously wrong here.

[Source.]

First, you should carefully wrap the cake in layers of baking paper, then layers of foil. Then, place the cake in a plastic container and voila! Stick it in the freezer. That easy. When you remove it [probably a year later] you should pull it out about a week before eating to give it plenty of time to slowly thaw.

The secret is in the wrapping process. Many people will just throw it in tupperware and throw it in the freezer. This is a bad idea. This wrapping process does a good job at securing in the moisture of the cake and keeping the cake from getting freezer burn. I should know, after all, we just pulled out ours a couple months ago. And, I'll admit, it was almost as delicious as ever.

I'M A PLANNER ON BE A PLANNER: Erinn Ryan

Now that we've been posting "I'm a Planner" features for a while now, we thought it might be fun to give you all a little more insight into our office and staff at MasterPiece Weddings. We're kicking it off with Erinn, our fabulous intern.

Erinn Ryan | MasterPiece Weddings

Name: Erinn Ryan
Location: Gainesville, Florida
Company: MasterPiece Weddings
Years in Business: I've been working with MasterPiece Weddings since January 2009.
Website: www.masterpieceweddings.net
Blog: www.masterpieceweddings.blogspot.com

I also have a personal blog where I keep up with different events I am working as well as my own wedding plans: www.behindtheknot.com

What are your three favorite sources of wedding inspiration?

I get the most wedding inspiration from places I have traveled to. I grew up in Lousiana so a lot of my inspiration comes from the deep south. Soulful city venues, good food, and big families is what I tend to grativitate towards and love the most. I love Martha Stewart magazines, design blogs, and high fashion accessories. But really, most of inspiration comes from keeping up with wedding trends and doing a lot of research on the internet.

Why did you get started wedding planning?

I'm in school for Event Management and worked at a ceremony venue and saw weddings every weekend. I loved working with the bride and seeing how all the planning comes together. I took a certification course with Melissa from MasterPiece and knew I needed to be in this industry right away. I started taking internships and working weddings from the planner perspective and have never looked back!

What is one thing in your office that you could not live without, technology excluded?

Post It's and Multi colored sharpies. I'm a list maker and if I don't write it down when I think of it, my thoughts would never follow through! Oh, and my Vera Bradley Day Planner because I don't trust an online calendar. What happens if one day it just wasn't there?! Too scary :)

If you could make one recommendation to a new planner, what would it be?

Take the time to learn from different professionals in the area. As a new planner coming in to the industry, I'm constantly working with different vendors and asking questions on how their work is completed. I think it makes you appreciate the different aspects of weddings more and it's great to be able to recommend different people and details to your clients.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

The Legal Nonsense

In case last Monday's post confused you, or perhaps intrigued you, passing along one of my favorite business resources seemed like a good idea. If you're sifting through this business stuff... LLCs, corporations, trademarks, copyrights... and still cannot figure out which way is up, you need to check out my friends over at Legal Zoom (www.legalzoom.com). This site has, quite literally, everything you would need to sort through the details.

Not only will Legal Zoom provide you with the information to get you headed in the right direction, but they will even do it for you [for a price, of course]. And, the best part? Legal Zoom has a question center - even if you are not a client you can call or e-mail them your questions about business.

Do you have a favorite business resource? We'd love to hear.

I'M A PLANNER ON BE A PLANNER: Christy Bareijsza

Christy Bareijsza | The Red Carpet Events, LLC

Name: Christy Bareijsza, CMP, CMM

Location: Jersey City, NJ and Napa, CA

Company: The Red Carpet Events, LLC

Years in Business: Established 2001

Website: www.theredcarpetevents.com

Blog: www.theredcarpetevents.blogspot.com

What are your three favorite sources of wedding inspiration?

For me, inspiration comes from numerous sources whether it's the excitement in a Bride's eyes when speaking about her favorite color or a particular flower, the desire to constantly re-invent designs and create an original and memorable event for each couple and finally the ability to be located in an area that has anything imaginable right at your fingertips to assist in the creative process.

Why did you get started wedding planning?

I branched out to wedding planning to help give couples a different approach to the planning process and allow them the same value and vendor accountability my corporate clients experience. I often feel social Clients are considered a "one time event" by most in the industry and aren't valued and treated correctly. By balancing the two areas of business and ultimately my expertise, the couples are able to benefit through our cross market of multi-event services, top-notch vendors and enticing discounts.

What is one thing in your office that you could not live without, technology excluded?

My Chocolate Labrador, Cocoa

If you could make one recommendation to a new planner, what would it be?

I recommend to all new planners to educate yourself and understand what you a contracting, especially with a venue. For most, that is the skeleton of your event and the majority of the Client's budget. If the contract is not negotiated correctly, due to the Planner not understanding the terminology and ultimately the consequences from it, it is your responsibility to amend that. Contracts are more then just pricing and concessions, and are not considered important by most until something truly goes wrong and you don't have negotiating leverage or legal repercussions to solve the situation.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Sole vs. LLC and Other Business Jargon

When creating a business, one of the first things that has to happen is to decide what type of business it will be. And by that I don't mean what you are going to do, I mean how you are going to file. You were planning on filing that money with the government, right?

For event planners there are a few options that steal the show:

• The Sole Proprietorship: The sole proprietorship is for businesses owned by one person. It is the simplest and most prevalent type of business. It is also the easiest to set up - all assets and aspects of the company are owned by and the responsibility of one person. The downside? That one person bears the responsibility of any debts or liabilities of the company as well.

• The Limited Liability Company (LLC): The LLC is an increasingly popular form of company. This company type combines the best worlds of a corporation and partnership through personal protection and tax benefits. Members are not held responsible for company debts. But the disadvantage is that they do tend to cost more to set up than the other types.

• The S-Corp: The S-Corp has liability protection and single taxation - meaning the corporation's income or losses are passed through to the shareholders. It is, however, easier to set up than an LLC. The only difference here really is in record keeping procedures - essentially, it has a little more to do with formalities but might cost you a little more in filing.

Does that make sense? Did I miss anything? Ultimately, it's kind of a hard choice but it really depends on you and what you are looking for in your business. Obviously, business types vary greatly and, thus, so do the types of ways you can form them. The same thing won't be right for everyone. Your thoughts?

I'M A PLANNER ON BE A PLANNER: Kathryn Kalabokes

Kathryn Kalabokes | Dream A Little Dream Events

Name: Kathryn Kalabokes

Location: San Francisco, California

Company: Dream A Little Dream Events

Years in Business: 5 years (just celebrated in July!)

Website: www.dreamalittledreamevents.com

Blog: www.dreamalittledreamevents.blogspot.com

What are your three favorite sources of wedding inspiration?
The wine country. Just driving up there gets me inspired. The colors, the vineyards, the food and I guess the wine doesn’t hurt. I also love going to flea markets, antique stores and local street festivals to find really cool vintage finds. Plus, good old Martha Stewart Weddings may seem obvious, but I really do find creative inspiration through those pages.

Why did you get started wedding planning?
I started my business to get away from doing corporate events, which I had done for years, and get into social event planning. I had done a few bridal showers and birthday parties when I was asked to do my first wedding. I was so incredibly nervous. I had helped on numerous weddings while interning in the past, but running your own had a whole new feel to it. It was thrilling! I have never looked back.

What is one thing in your office that you could not live without, technology excluded?
A wooden cutout that was a flea market find that says “dream.” I look up at it often throughout my day to take a moment to breathe and remember what got me here, even when I’m having one of my most stressful days. It reminds me of my first tiny little office that you could barely walk through, and how all my hard work has taken me to where I am today.

If you could make one recommendation to a new planner, what would it be?
What I have seen is a lot of girls plan their own wedding, and then they go right into opening up their own business as a planner, without any training or business knowledge. A lot of money and time can avoid being wasted by taking a few months to shadow another planner in your area. Most are open to it, as I have had many come through my doors to ask my advice and work under me before taking the plunge of opening their own business. Once you decide that this is something you have the patience to do, then go for it! Do it the proper way though; get a business license, get insured, have a place of business operation, and please, above all else, don’t do this as a hobby. You will do your clients (and wedding planners as a whole) a huge disservice, and you will ultimately not reap the emotional rewards that this business offers.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Become a Notary

[Image Source]

You might be surprised. A notary? Why would you want to become a notary?

Well, Melissa of MasterPiece Weddings has, in the past year, utilized her notary public license at least a handful of times. In one case, the bride and groom's minister became unavailable at the last minute. Lucky for them, with MasterPiece Weddings coordinating things Melissa was able to step in and preside over the ceremony while I [with an assistant, of course] lined up and oversaw the processional.

In another case, the bride was so nervous that she decided being legally married ahead of time would relieve the stress. She and the groom-to-be arranged to meet Melissa mid-week, in her office, where Melissa said a few words, signed the paperwork, and sealed the deal.

Regardless of the situation, it's safe to say that as a wedding consultant Melissa has made use of her license far more often than she thought she would. While having a notary public license is far from required [or even expected!] in the wedding consulting world, it certainly acts as a cushion and a nice trick up your sleeve.

For more information, be sure to check out your state laws. For the State of Florida you can find out more information on the process here as well as a list of bonding agencies to help you with the application process here.

The Emergency Suitcase

[Source]

Okay, so it might not be that big [though it certainly feels that way sometimes!], and, it's definitely not a Louis. But as planners, most people know that one of our famed assets is the emergency bag. But the real question is, what do you have in yours?

There are the typical standards that any planner should have and should know to have [bobby pins, hairspray, nailpolish remover, scissors, floral wire], but what items do we love that are not so well known? Here are a few:

Chalk: For touching up any stains or marks on the wedding dress. It's a quick fix that works well on nearly any material.

Pipecleaners: These are good for almost anything - jewelry repair, fixing items to pews, etc.

Black socks: You wouldn't believe how many groomsmen [and grooms!] forget theirs. The last thing you need is them going down the aisle in white ones [or without any!].

Gorilla tape: The super fix. This tape will stick on anything and is strong enough for even last-minute clothing repairs.

Velcro: Again, this can be used for anything - some options: afixing the runner to the aisle, additional clothing repairs.

Extra earring backs: You never know when you'll need them.

What about you? Do you keep anything interesting in your emergency bag or have you heard of/seen something interesting someone has kept in theirs?

I'M A PLANNER ON BE A PLANNER: Katasha Butler

Katasha Butler | K Sherrie+Company Planning Atelier

Name: Katasha S. Butler

Location: Indianapolis, Indiana and available WORLDWIDE

Company: K Sherrie+Company Planning Atelier

Years in Business: 2 years

Website: www.ksherrieco.com

Blog: www.theweddingworkroom.com

What do you specialize in (Day of Coordination, Full Service Design…):

We specialize in full-service, custom planning for today's chic and discerning bride. We were the first planning firm in Indy to offer "couture and luxury" wedding planning. I can say, most of our brides contract with us for our style and aesthetic. We are very much into clean and modern style, yet, very detailed and personalized design. We make sure they guests leave saying--"Wow--that was so them!" or "Did you see that??"

What are your three favorite sources of wedding inspiration?

Being that I'm a purveyor of all things stylish (!), I get my inspiration for wedding designs from everywhere. As of late, I find myself reading a lot of home interior blogs and retail furniture sites. Two of my current favs: Apartment Therapy Chicago and Horchow. For strictly wedding pretty, I really like Style Me Pretty and Southern Weddings blog. I usually never mark them "Mark as Read" in my Google Reader. And--that's more than three. . .sorry.

Why did you get started wedding planning?

I love throwing great parties! Parties that are very well put together and no small detail has been overlooked. And, really--a wedding is a great big party with extra meaning and feeling. This is what I used to daydream about while in pharmacy school. Then, whenever classmates got engaged, we would plan their weddings during class time. I've always known that I would be an entreprenuer. There is no better thing to work doing what you love to do and would do for free anyway.

What is one thing in your office that you could not live without, technology excluded?

My hard bound notebook. All of my notes for almost every meeting I attend for any of my clients is in that notebook. It's very pretty and pink and green, of course!

If you could make one recommendation to a new planner, what would it be?

Keep a 50,000-foot view of what most people are doing in the industry. Don't fall into the trap of only doing what so-called experts are doing--or in reality--telling you what to do and not doing it themselves. I've come to find there is a lot of "smoke and mirrors" in this industry and I excel when I do what I do best--and that's being Katasha. Every day. All day.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Class Recap: Be a Planner

A few weeks ago, you may recall that we held one of our seminar classes. So, during the course, I played photographer and snagged a few photos of some of the festivities. As you can see, the course is not only incredibly informative, but also fun.

Day One: Watching videos - including the legendary "what to do when you have 20 bridesmaids and 20 groomsmen?"

Melissa demonstrates how to properly dress a bride.

Melissa demonstrating how to assemble a bouquet.

Ashley (our summer intern) putting together an emergency boutonniere.

And a gorgeous cake courtesy of the fabulous Kathy of KB Kake Kreations.

And how cute are these two!?

[In case you didn't know - we're based out of Gainesville, FL - home of the gators!]

And, cake demolished after being taught how to properly cut and serve it.

Mmmmm. Cake eating time.

And some of Kathy's legendary Kake Truffles as we discuss alternatives to wedding cakes.

As you can see, we certainly have some fun over the course of our two-day jam-packed seminar. But, this is not to make it seem like it is all fun and games; we also discuss the business side of things and strategies for developing and maintaining your own. That part of the course just doesn't lend itself to much photo entertainment.

And don't forget: we're also offering the course again October 3-4 in Ocala, Florida. For more information check out this post or send us an e-mail (beaplanner {at} masterpieceweddings {dot} net).

I'M A PLANNER ON BE A PLANNER: Saundra Hadley

Saundra Hadley | planning...forever events

Name: Saundra Hadley

Location: Evansville, Indiana

Company: planning...forever events

Years in Business: 6 years

Website: planningforever.com

Blog: planningforeverblog.com

What do you specialize in (Day of Coordination, Full Service Design…):We specialize in making sure our brides have a fabulous day and laugh while planning their wedding. However we do offer Wedding Day Management up to Full Service Planning, and separate Design/Decor services.  

What are your three favorite sources of wedding inspiration?

Blogs (life style design and photographer blogs), hip TV show set designs (I'll watch a Real World episode just to see how they designed the house), and my clients (it amazes me how many talented and creative people there are; they just don't know how to pull it all together).

Why did you get started wedding planning?

All my friends were getting married (this is early 90's) and I did not want to have to buy the hideous bridesmaid's dresses that we were subjected to purchasing (dresses now are fun, funky and elegant). So I offered my skills to stand in the back and coordinate/direct vendors. VOILA! Worked like a charm and I fell in love with a career.

What is one thing in your office that you could not live without, technology excluded?

My chocolate lab, Ranger. He loves everybody, licks my toes unexpectedly, a delight to hug which makes your stress just float away and gives me the needed breaks from my computer that I would normally forget to take. 

If you could make one recommendation to a new planner, what would it be?

Do not try to be every bride's planner. Instead be unique and draw on your own strengths that make you different from others. Some people won't get it, but most will respect you for being different (and sometimes envy).

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Kickback Question

I'd like to open the floor for a question that came up from a photographer friend of mine. We recently mentioned the issue of ethical compensation, but Jemma raises a great point:

What about non-financial kickback, i.e. an assumption or understanding of future referrals on the part of whoever you have referred people to? Should one recommend a vendor based on the knowledge that this may then get them more referrals in return? Sometimes you know up front, like when your reception venue only works with certain caterers. If it is happening behind the scenes, would that be ethical?

What do you think? I'll tell you next week how I feel.

Photo Credit

I'M A PLANNER ON BE A PLANNER: Karry Castillo

Karry Castillo | Uniquely Yours Wedding & Event Specialist, Inc.

Name: Karry Castillo

Location: Central Florida and Florida’s East Coast

Company: Uniquely Yours Wedding & Event Specialist

Years in Business: 4 years

Website: http://www.uywedding.com/

Blog: http://uywedding.com/blog/

What do you specialize in (Day of Coordination, Full Service Design…):
As a full service firm, we pride ourselves on offering fresh, inspired planning and design services for the modern bride. Every wedding brings a unique opportunity to bring a client’s wedding vision to life. Because of the diversity among brides in terms of the services they desire and require, we design custom packages for every client. The services that comprise a planning dossier are based upon the client’s specified needs. We offer a complimentary, initial consultation during which time we get to know our clients and have an opportunity to discuss the services they desire as well as the ones we recommend to make their planning experience seamless and successful. The consultation serves to inform the options that will be included in their package. The planning process is highly collaborative, as we partner with our clients to take their vision from inspirational concept to flawless presentation and execution, all the while providing creative advice and expert assistance throughout the planning experience. We offer full service planning and design, partial planning, wedding day management, consultation and referrals, guest attendance and menu tracking, and everything in between. Our experience spans from opulent, extensive celebrity affairs to the most intimate and simple of seaside destination weddings. We serve the entire state of Florida and are available for travel.

What are your three favorite sources of wedding inspiration?
Wow, there are so many wonderful sources of inspiration that serve our design and planning processes. One of our favorites is the Pantone Color Report. The seasonal reports keep us on top of the coming color trends each season especially as they apply to fashion which is closely linked to the trends we see in the wedding market. Another source of inspiration comes directly from our clients. Their personalities, interests, history (both cultural and familial), and lifestyles offer so much in the way of inspiring design, menu options, entertainment, venue choices and more. We feel that it is important for each wedding to tell a story about the couple from their lives growing up within their families to their shared life together. The more information we can gather about our clients, the more we can assist in creating a wedding that is highly unique and memorable to them, one that truly reflects their story. Finally, we look to the blog world. From interior design and stationery, to custom designed gowns and wedding accoutrements, to those that feature incredible weddings and inspiration boards from around the globe, there are so many amazing blogs that can inform and breathe life into any element of wedding design.

Why did you get started wedding planning?
My initial experiences in the wedding industry involved musical performance. I was performing as a flutist in weddings on weekends while I taught elementary school during the week. From that position, I was able to experience the design and planning side as an intrigued observer. As a classroom teacher and school administrator, planning both short and long range goals and objectives were second nature. My last position in the schools required extensive communication within the community for fundraising and neighborhood activities. It also required the organization and planning of all major events both academic and social, including the opening of the school. When the opportunity came for me to take maternity leave and resign from full time academia, I decided to explore the wedding market further - specifically focusing on wedding planning. I spent several months researching the industry, visiting with wedding professionals, and attending seminars before I decided to take an accredited course for wedding planners. As a planner I could utilize and meld my creative talents and planning skills to the benefit of clients who rely on my assistance and expertise to make their lives easier and their wedding day memorable; and as a business owner I could organize my environment to allow more job flexibility and time to focus on raising my young children.

What is one thing in your office that you could not live without, technology excluded?
I could not live without my linen swatch books and rental product catalogs. They are an essential part of each wedding, and I refer to them daily as we explore design and décor options and make budget related decisions.

If you could make one recommendation to a new planner, what would it be?
I would recommend you invest much time and attention to researching and understanding every facet of the industry from how to successfully operate a new business to partnering with the spectrum of wedding professionals with whom you will be involved. Invest in a wedding planning course, and get a solid educational background in planning and entrepreneurial skills before you start working with clients. Planning a wedding is not the glorified shopping spree that many new planners, mostly those that have just planned their own weddings, think it is. It is hard work, and you are taking someone’s most important day into your hands. There are no do-overs. Be prepared to develop the skill of negotiation, a sweet disposition and team building approach for working with other wedding professionals and client families, an ability to handle rejection, and a can-do attitude to deal with the pressures of things that may potentially go wrong. Be prepared to sweat on wedding day and for goodness sake, out of respect for the hard work of those that have come before you, do not copy the efforts, brand, or trademark products/services of other planners – find your own creative niche within the market. Yes, that was more than one recommendation! I love my job and wouldn’t trade my experiences as planner for anything. It has been an amazing career thus far. I have the best clients in the world, and look I forward to partnering with future couples to make their weddings all they have imagined and more!

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Vitamin B!tch

When working with various wedding professionals you need to be nice. End of story. Period.

This goes without saying. But more times than not, I hear from catering managers or photographers that tell me that after working with Joe Schmo Planner, they are appalled at their attitude and how rude they were!

Really!?!?! Is it necesary to take your Vitamin B!tch pills?

Make since, play nice, share your toys! You are going to have to work with these people again and again, and the quickest way to not get a referral is to be mean. To be not nice. To keep your composure.

Remember, more than anything, if you are stressed out, do not run off and cry, do not scream and yell at anyone, do not take it out or talk in a patronizing voice to any staff members - be professional, that is our job!

I'M A PLANNER ON BE A PLANNER: Andria Lewis

Andria Lewis | Andria Lewis Events

Name: Andria Lewis
Location: Based in Memphis, Tennessee serving Tennessee, Mississippi and Arkansas
Company: Andria Lewis Events and Studio IV (design services)
Years in Business: I've been a planner for 13 years. I've had my company for four and a half years.
Website: www.andrialewisevents.com
Blog: www.theplannerpages.com

What do you specialize in (Day of Coordination, Full Service Design…): 

We specialize in the experience for brides. Therefore, we offer planning and design services and we offer linen rentals. We also work with a fabulous stationery designer out of New Jersey for custom paper pieces for all of our brides.

What are your three favorite sources of wedding inspiration? 

My first favorite is the mind of my bride. We take what she wants and marry that with the practical and tradition to create the best wedding environments. As for tangible inspiration (on color mostly) I get that from nature and people watching (interesting patterns in clothing). I found the most beautiful redish-yellow flower recently that I snapped a photo of with my Blackberry. I'm saving it for just the right design for a bride.

Why did you get started wedding planning? 

I realized 13 years ago when a relative asked me to help plan their wedding that doing that encompassed all the talents that I wanted to use. Logistics planning (I am a Logistical Queen), planning, design, working with varying people on a daily basis, project management. And, to be truthful, because I like to run things. A little bit of control-freak is needed for a wedding planner. Seriously.

What is one thing in your office that you could not live without, technology excluded? 

My new event assistant Brittany!

If you could make one recommendation to a new planner, what would it be? 

My biggest piece of advice is make sure you can handle that this is not a glamorous career. A lot of times I hear that newlywed brides enjoyed planning their wedding so much, they've decided this is what they want to do. Sometimes, those brides had a wedding planner themselves, which means they didn't get the full experience of ALL we do. Someone else was doing all the grunge work for them. And for those who did do the planning themselves, they only planned that one wedding. Ask yourself, can you plan 6-7 weddings at the same time and be efficient and all you need to be for your client? This career requires a lot of multi-tasking and a lot of personality differences. You NEED to be able to handle that without blinking. Then there is the business aspect of what you do. P&L statements, inventory, employees, payroll, vendors, networking. It's all a part of it. I encourage new planners to consider it all. But, I wouldn't trade what I do for the world! It's the best job ever!

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Give Credit where Credit is Due!

One of my biggest pet-peeves is seeing an amazing inspiration board and then no credit to the where those amazing images came from.

Or when someone posts something on their blog and uses a video or an image that isn't theirs and not crediting the image.

This is copyright infringement! Those pictures belong to whomever bought them or took them, and you need to credit that photographer or the site you stole that image from. Most photographers would love to have you post their images to your site or blog, but if no one knows who took that picture, then it isn’t fair to them.

So please, be kind. Link back to who took that picture. It’s only fair, and it’s only legal!

We Have a Winner: Signed Southern Weddings

Because we know the suspense is killing you, our random winner for the signed copy of Southern Weddings is...

And comment #6 was Cynthia, who said....

Congratulations Cynthia! Please e-mail us at beaplanner {at} masterpieceweddings {dot} net for more information on claiming your prize. 

And a huge thank you to everyone who participated!

I'M A PLANNER ON BE A PLANNER: Terrica

Terrica | Fabuluxe

Name:  Terrica  (you know, like Cher...Madonna... ;) )

Location:  Golden Isles, Georgia (a combination of three Georgia islands: St. Simons Island, Jekyll Island,  Sea Island and Little St. Simons Island)

Company:  Fabuluxe

Years in Business:  5.5 years

Website: www.fabuluxeinc.com

Blog:  www.fabuluxeblog.com

What do you specialize in (Day of Coordination, Full Service Design…): 

We specialize in producing fabulous events at any level of service.  We provide custom service collections that are reflective of the clients' needs.  Since we are in a destination wedding market, we cater  to long  distance clientele who are looking for contemporary, stylish and expert  advice, so this could be a variation of  month of coordination (I truly believe there is no such thing  as "day of coordination"), full service planning or consulting.

What are your three favorite sources of wedding inspiration?   

Fashion magazines (W, Vogue, Bazaar),  Lowes (I know that sounds insane, but true), and  different eras and periods (music, fashion, etc.).

Why did you get started wedding planning?  

I eloped and wanted to plan a more fabulous wedding later.  Each time we would get started, something would come up.  I began to get to know the local vendors who encouraged me to look into it as a career.  And here we are.

What is one thing in your office that you could not live without, technology excluded?  

Pictures. I have pictures of my husband, kids and clients all around my desk.  They keep me motivated.  It really helps on those days when you feel like you can't take another "no", set back or  "I-just-can't- do-it-today-because-my-hair-is-a-mess" day, to know that other people depend on and love you for who you are and your talent.  When you realize it's not all about you, it is so much easier for you to get around whatever it is getting you down. 

If you could make one recommendation to a new planner, what would it be?  

Sit at the feet of the leaders so that it is possible to stand on their shoulders as you become successful.  New planners can avoid so much heartbreak, rejection, lost time and squandered money if they take the time to listen to those planners who are eager to help the new generation coming through.  It is always my school of thought that  we  (as planners) should all help each other, because it benefits us as a whole as an industry.  If I help Jane in Chicago, and she provides exemplary service to her client, Jane's friends and family will say "Wow, her planner was on her A game.  I think we will get one for our wedding".  And who knows, that friend or family member may come to my area to get married.  So while we are reflective of each other when we do something positive, the same can be said if something negative  occurs, so it is our job to make sure that our singular occupational reputations  are  positive.  Learn all you can, read as much as you can (a good wedding planner will not have her head in bridal magazines who discuss trends on their way out) or watching TV shows for inspiration).  They are studying fashion and culinary arts, reading business books  on sales, marketing and service,  and creating trends for other people to copy. Talk to those in the trenches, and soak up any knowledge made available to you-- and remember to give back when it is your time to help a new planner.  And secondly, just be fabulous.  From your head to your feet:  your image, your brand, your voice... all of you.  Anything worth doing is worth doing right-- so go fabulous or GO HOME.

Would you like to be featured on Be a Planner? Please see our "Be Featured" link on the right-hand column for further instructions. Submissions will be accepted at our discretion.

Ethical Compensation

As a Planner this question comes up often from clients, if I pay you a set Package or Collection price, do you make money elsewhere?

Or if you are charging by the hour, do you track time to read an email, talk on the phone, do you count driving time, what if you get stuck in traffic? Do you charge me for that time too?

Do you take a kick-back or a commission from other wedding professionals I've hired or that you recommend?

Do you up-charge any of the proposals you send me?

Well, these are tough questions and over the next week or so we are going to talk through them, and I'd like your opinions as well. So, please post your comments...

First up, let's talk ethics, is it ethical to not tell a prospective client or a client that you are receiving a kick-back? Is it ethical to even take a kick-back? Lots of planners do (we don't and never ever ever will) but does the client have a right to know that you are receiving compensation elsewhere?

What do you think?

Giveaway: Signed Southern Weddings EXTENDED

After careful consideration, we have decided to extend the deadline for the giveaway of the signed copy of Southern Weddings premiere edition. 

You have nothing to lose and copy of the gorgeous mag signed by Editor-in-Chief Lara Casey herself to win! So what are you waiting for? More details here.

The new deadline to enter is Wednesday, August 12, 2009 at 11:59 EST.