Planning process: A comprehensive guide to working with a wedding planner

If you're planning a special event or wedding but don't know where to begin, you might already be considering hiring an event planner. That would be a great decision. 

They can alleviate the stress and hassle of event/wedding planning. 

Here's a step-by-step guide on what to expect when working with an event planner.

Consultation: Your First Meeting

The journey with your event planner begins with a consultation. During this meeting, you'll discuss your vision and what you're looking for in an event planner. This meeting is also an opportunity to get to know each other and determine if you're the right fit for each other.

Bespoke Proposal: Personalised to Your Needs

After the initial consultation, your planner will create a detailed and personalised proposal outlining how they can best assist you. This proposal will include a breakdown of their services, fees, due dates for deposits and invoices, and other relevant information.

Budget and Finance: Keeping You on Track

Your event planner will keep your budget in mind and create a detailed breakdown of all expenses. You should have access to this breakdown, with regular updates when vendors are hired. Your event planner will ensure that everything stays on track, and you won't have to worry about any financial surprises.

Master Plan and Timelines: The Blueprint for Your Event

Your event planner will create a master plan with checklists and timelines to ensure everything is done in a timely manner. This blueprint will ensure that everything runs smoothly on the day of the event.

Communication: Keeping You in the Loop

Your event planner will keep you updated on the progression of your event planning and ensure that they're still in line with your event brief. They're always available for communication to answer any questions or concerns you may have.

Venue Search: Handpicked Venues to Suit Your Needs

Your event planner will research venues and present you with a shortlist of handpicked venues. They'll be the liaison between your chosen venue and yourself throughout the whole process, making sure all your requests are communicated and executed.

Design and Styling: A Unique Event, a True Reflection of You

Taking into account your style, personality, likes, and dislikes, your event planner will design and style a unique event that is a true reflection of yourself.

Not all event planners offer design services. You will discuss this during your initial consultation.

The Dream Team: Sourcing the Best Vendors

Your event planner will source and handpick all the suppliers and/or contractors in line with your design brief. They'll liaise and coordinate their work so they can deliver a memorable experience for your guests and yourself.

Itineraries: Ensuring Everyone is on the Same Page

Thorough itineraries will be shared with all vendors and parties involved to ensure everyone is aware of their roles and the timeframe.

Guest Management: Making Sure Your Guests Have a Great Experience

Your event planner will ensure that your guests have all the event's information and have a great experience. They can even arrange local favours as a welcome or organise activities for everyone to enjoy. 

Depending on your planner, RSVPing and managing your guest list might not be included in their services, or there will be an additional cost. 

You might want to have a dedicated website to host all the information and updates about your event/wedding.

Transportation: Hassle-Free Transport for You and Your Guests

This is also a service not all event companies offer. 

Your event planner will arrange transportation for you and your guests, removing the hassle of figuring out how to move from one venue to another.

Hotel Booking: Finding the Perfect Accommodation for Your Event

Another service not all planners offer.

When it comes to booking hotels for your event, an event planner can help you secure the best rates and negotiate any necessary contracts. They can also assist with managing room blocks and ensuring guests have a seamless experience.

On-the-Day Set Up and Management: Making Sure Everything Runs Smoothly

On the day of the event, They'll manage all the vendors and contractors, ensuring everything runs smoothly, and troubleshoot any issues that may arise. They'll be present throughout the entire event, making sure everything is on track, so you can relax and enjoy the occasion.

Please note, some event planners are not present “all day”. They might be present for 10 hours and you will be charged for the extra hours after that.

Depending on your event, you might actually not need them to be first to arrive and last to leave.

Post-Event Debrief: Reflecting on Your Event

After the event, your event planner will schedule a debrief meeting to discuss how everything went. They'll go through all the details and discuss what went well and what could be improved. This feedback will help them improve their service and overall client experience.

In conclusion, hiring an event planner can offer significant benefits beyond just stress-free planning. 

An experienced event planner can help you save time and money by negotiating better deals with vendors and suppliers. They can also provide you with unique ideas and creative solutions that you may not have thought of on your own, resulting in an event that is truly exceptional and memorable. 

Moreover, with an event planner by your side, you can relax and enjoy your event, knowing that everything is being taken care of. 

So, whether you're planning a wedding, corporate event, or any other special occasion, consider hiring an event planner to ensure that your event is executed flawlessly and exceeds your expectations.