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Ah, yes. Vendors who take forever to get back to me drive me up the wall too. HOWEVER, the term "forever" is relative to who you are and what your personality makeup is.
For instance, if you work in the corporate world, someone taking more than 1 hour to get back to you could be considered forever. The wedding world is very different. You are dealing with artists who (mostly) own their own companies. That means, along with doing their art (floral, photography, etc.) they are also wearing every hat that involves running a business: advertising, marketing, networking, branding, accounting, filing, following up on leads…..you get the idea. Wedding vendors work on the weekend and usually take time off during the week (if they’re lucky!). So the organized ones have certain days or time blocks that are dedicated to office work and emailing/calling clients back.
What I recommend is this:
-Compile your list of questions so you have ONE email with questions 1, 2, 3, etc. so you don’t bombard that vendor every day. Chances are, unless it is certain crucial weeks, your questions aren’t life or death urgent.
-ONLY flag the email as urgent if the question truly is and you need an answer ASAP. Don’t be known as the boy who cries wolf because you think every question is important. Clearly state in the email why your question needs to be answer by a certain time such as: “I need to get the wording of the menu by tomorrow as I have to put my invitation order in by Friday. Thank you for your time!”
-Know that your vendor is juggling as many as 50 other brides at the same time. And a personal life/family/pet rock.
-In the wedding world, if you don’t have an answer back within 3 or 4 days, it is totally appropriate to re-forward your email with a polite “hi! I’m just following up on the questions I sent you!”. That usually makes the vendor feel bad for not getting back to you -
Gosh, I'm not a nutritionist and I don't know you and your body/blood type, so I have no idea, but I wish you all of the luck!
If I were you, I'd find a good nutritionist to talk to. -
I only refer vendors that I have already worked with, or vendors who have been referred to me by another wedding planner. My reputation is on the line with every name that I recommend, so I don't recommend based on the work alone.
I wrote a blog last year that elaborated on this topic a bit: http://amberevents.blogspot.com/2009/11/not-all-referrals-are-equal.html -
This is a great question and this is how I handle it with my clients:
About 6 weeks prior to their wedding, the couple & I create the Timeline of the entire day. Once this Timeline is finished, I send the DRAFT of it to the photographer, venue/catering manager, and band/DJ asking if they have any problems with it or anything they need to add to it?
Most of the time, the vendors aren't thinking about my clients wedding that far out, but my draft gives them a chance to see if anything is conflicting with the way that they work. Then as the wedding gets closer, my clients and I keep adding to the details of the Timeline. I do NOT cc vendors on these revisions as it's just too much too soon for them.
If my client's wedding is on a Saturday, I send ALL paperwork (timeline, vendor contact info, floorplans) via email to all vendors the Friday one week before (8 days out). I also ask every vendor to confirm with me via email and I keep track of it in a spreadsheet. If a vendor has not confirmed with me by Wednesday of the week of the wedding, I re-send the email and call them to follow up.
You're right about vendors getting things mixed up with other weddings--the simpler things are made for them, the better they perform. I DON'T send multiple drafts of things to vendors for just that reason.
Good luck!
Long story short: while vendors working weddings with me know the general plan of what is going on (when to arrive, etc), they don't get final paperwork until 1 week prior to the wedding. -
Oh, hello, heavy and awesome question!
Short answer: I am a wedding planner with a very creative eye and fabulous ideas.
These days, "wedding designers" are all the rage, and while that's great and the pictures are super pretty, there are a lot of people who are being hired because they can put together a gorgeous inspiration board or photoshoot, but they don't even know what a BEO (Beverage Event Order) is. Unfortunately, the client loses out because she doesn't know better. She assumes that her wedding designer also has the tools to plan and execute a smooth wedding day. This is not always the case.
Vendors are pulling their hair out with all of these new wedding designers running the show. Please, please take note: DESIGN IS ONLY ONE FACET OF A WEDDING DAY! Only one. You can have the most gorgeous decor in the world, but if the flow is wrong, timing off, couple stressed, guests uncomfortable/bored, entertainment lacking, and catering terrible, you will NOT have a fabulous wedding day.
Also know that the wedding designer is NOTHING without the vendors that make the pretty happen, and many of the designs come from them also: florists, stationers, rentals, linens, etc. So in my opinion, it is a multi-layered process and there is rarely one person truly designing the entire wedding.
For myself personally, I do create inspiration boards when my clients hire me for design. Inspiration comes from the venue, from them, from photos I've seen, or even dreams I've had. I will also sometimes outsource to a trained designer if a project is beyond my scope. I know my limitations and don't claim to be everything to everyone. -
My business is still in its early years (3rd to be exact), so the referral base hasn't built as high as it's going to get. It takes some serious HUSTLING to get business. Previous numbers: 2009 I did 16 weddings, 2008 13, 2007 5. 2010 has been awesome so far and the number will be higher than 2009 by quite a few. I don't want to do more than 25 though, that's way too much work!
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I like long walks on the beach in the moonlight. Oh, you want interesting stuff. Ok. I stole this list from my Facebook account from over a year ago where people "tag" you and ask you to write 25 random things about yourself. I think there are some weird/unique things in this list.
1.Since I was 2, my official title has been "Amber Jean the Queen". I guest two year olds can be narcissistic too.
2. I originally wanted to be the Queen of England, but when I told my dad that, he said there already was one. So I settled for "Queen of Pueblo". I don't think that anyone from Pueblo, CO can be *that* narcissistic though.
3. I think I'm funnier than people realize.
4. In one year I will have been with my husband for half of my life. And I still really, really like him. I think I'll keep him for a while.
5. I'm crazy about what my husband calls "dress movies". I'll see any movie with ballgowns, corsets., feathers, or fans. 'The Duchess' was the most recent--it was pretty good and my god the dresses!
6. I tivo Masterpiece Classic on PBS every week to watch all of the Emily Bronte and Jane Austen movies.
7. I don't give a rat's ass about tabloid news, but I do care about celebrity weddings. I'm studying up for my someday celebrity client.
8. I've always had a crush on Prince William.
9. I love Anne of Green Gables so much that I've gone to Prince Edward Island. It really is THAT pretty.
10. I like good satire no matter who it's aimed at.
11. I like cheap beer and expensive wine.
12. I kind of related to the poor guy in the twisted movie "Perfume" because I think my husband smells better than anything in the world and I can't get enough of him. If I could bottle that up I'd sell it. Not if that involved killing him though. I didn't relate to that part.
13. I wasn't allowed to own Barbies growing up because my parents thought it would mess with my self esteem.
14. I was born with Amblyopia, Strabismus, and Ptosis all on one eye. The odds of that are like winning the lottery. Only not in a good way.
15. Horror movies terrify me, but I like adrenaline thrills like rollercoasters, rock climbing, and skydiving.
16. I truly believe that if I were scared badly enough my heart would stop and I would die.
17. I used to perform and compete in Irish Step Dance. Yes, Riverdance.
18. I've wanted a horse my entire life.
19. I used to sew ballgowns for the Victorian costume balls I would go dance at. I love to waltz in a ballgown.
20. Yes, I'm a nerd.
21. I've only recently realized that as much as I love music, LIVE music isn't that important to me. My incredibly talented husband thinks this is blasphemy.
22. I love bluegrass music.
23. I cry very, very easily.
24. I still like to climb trees.
25. I want to be like my Grandma Jean--she was the most loving person I've ever known. -
Great question! Much of what I do is aimed to save a client time, so with both packages I do check with the vendors I am about to refer to see if they are available. They don't hold dates though, so sometimes they are no longer available when my client finally gets to them.
With my Production package, I am doing much more legwork for my client, and instead of saying "I recommend these three caterers, have fun!" like I would with my Direction package, I am the one doing the communication, proposal obtaining, and scheduling of tastings.
As far as how many I refer, I usually start with three photographers, DJ’s, and videographers, and will refer more if my clients don’t like the three that I’ve chosen for them. I base my recommendations on personality (because everyone I refer is a stellar vendor) and usually in that first batch my client is very happy. For caterers and florists I usually refer two vendors, because this is a much more time consuming process and I feel that I know my client enough to know which two would be the best match.
Regarding budget, I aim to refer vendors that will be in my client's (realistic) budget and would never send a client with a $3,000 floral budget to a florist with at $5,000 minimum.
I hope that helped! -
I honor my clients' privacy, but sometimes I do give my vendors a bit of background as to why my bride is asking for a certain thing or not returning emails/voicemails in a timely manner. Many time my brides work until 10:00 or 11:00 PM at night and I explain to their vendors and potential vendors when they can expect responses, answers, etc. I don't talk about personal conflicts that my clients are going through, and I do NOT badmouth my clients. It really aggravates me when a vendor talks disrespectfully about a client to me.
For potential clients who aren't my clients, you better believe I talk to some of my coordinator friends about them. We get some craaaaaazy inquiries and we tend to swap stories about them. -
You left off the best one: CHAMPAGNE!
I seriously love, love Champagne and believe that it doesn't need to be saved for special occasions. The only reason I don't drink more of it though, is the fact that you have to commit to the whole bottle when you open it up, and if it's just my hubby and me drinking, that makes for a headache the next morning.
So my next favorite is red wine. Heady, deep, oaky, thick red wine. The bottle can be corked back for more goodness the next day. -
I'm starting at the beginning. I started working when I was 15 and have probably not gone more than 2 weeks without a job (or two at the same time)
-Cashier at Hobby Lobby Craft Stores, Fayetteville, AR
-Carhop at Sonic Drive Thru in Fayetteville, AR(I wore roller skates.....ONCE)
-Florist at a small flower shop in Fayetteville, AR
-Event Coordinator at a religious center in Fayetteville, AR
-Administrative Assistant to the director at Springdale Public Library
-Executive Assistant to a marketing company in Manhattan Beach, CA
-Office Manager of a small law firm in Brentwood, CA
-Personal Assistant for a family in the Encino Hills
-Wedding Planner Extraordinaire! -
Without a doubt, moving from Arkansas to Los Angeles as a 21 year old newlywed. My husband and I had $3,000, no place to live, no jobs, and parents that did not/could not bail us out of financial pickles. I look back on that time and am amazed that we got through it, and got through it still married! We've been through some tough times, but have been able to stick it out together.
I look back on all we've accomplished and I'm so proud! Sink or swim? How about water ballet, baby?! Bring it on, Los Angeles! -
Why, Hello, Dana, you lovely redhead, you!
While my hubby's jalapeno poppers rank up there in awesomeness, I think my favorite thing about our couples weekend at an awesome house out in Palm Desert was the relaxing atmosphere (hot tub! pool! mimosas! naps!) combined with inspiring conversation amongst new friends. I came back to LA fired up and excited to tackle new challenges.
Oh, and my Pina Coladas were pretty good too ;) -
For the services that I provide, I feel that negotiation is a fine, fine line. While I do believe that in life, it doesn't hurt anything to ask, if a potential client is too aggressive with negotiations, it sends up huge red flags and I don't want to work with them anymore. Basically, a potential client is telling me in between the lines that they don't value my services.In the past I've been talked way, way down, and I ended up having a bad taste in my mouth for that client, and anger at myself for pretty much working for free. As ugly as this sounds to say: this is how I pay my bills.
I have been known, however, to work within a client's certain budget a bit if they are getting married on a non-Saturday within the next few months, because the likelihood of me booking that date is slim. I do NOT adjust my rates for a Saturday during prime wedding season though, because chances are I'll book that date at my full rate.
The way I see it, a bride will find someone to work within whatever budget she has, so I don't have to adjust my rates to fit her budget. Whether or not that vendor is experienced and qualified is another matter. -
Not show up at all? Wow! I've never had that happen before. If a vendor is running late (one that I've recommended), they always call me to let me know their status. Many times if a vendor that the client hired on their own (meaning: I did not refer them) is running late, I call them to check in on their status. Things happen and sometimes people run late. If it's someone I've worked with before and I know it's something that cannot be helped (flat tire, sick child, etc) I'm pretty confident that they'll pull through. But if it's sheer negligence, I won't refer them ever again.
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In five years I'd like to be juggling motherhood along with running a wildly successful company. I want my company to be large enough that it can really sustain itself when my husband and I decide to start a family.
Currently, we're both still primarily focused on our careers, but I see (hopefully) big changes in the next few years. -
As much as I hate black on myself, (I think I'm the ONLY woman in the world who feels this way) I wear a black suit and a big, sparkly red necklace. The necklace has become my "thing" and former brides have actually started adding to my collection!
If the wedding is in a more casual location, I skip the full suit and wear a dressy black top with black slacks. I don't wear dresses or skirts as I need to be mobile and be able to crawl under tables and bustle a bride's dress with comfort and modesty. I have a belt with a small emergency kit on it (aka "ugly fanny pack") that holds my cell phone and misc supplies.
My assistants wear black tops and black slacks. Unless the wedding is at a difficult venue with elevators and a maze to send people through, we don't wear walkie talkies and rely on our cell phones for communication. Walkies are more convenient, but the ear pieces really bother my ears. I attempt to be discreet when I'm texting my assistants, but sometimes it's not always possible. If my bride is the type that would be aggravated by her coordinators texting, then we'd wear walkies. -
Oh. Wow. I kind of don't want to answer this question.
If you are one of my clients asking, I don't want to make you feel less special, because ALL of my brides are special.
If you're a fellow planner, I don't want you to feel better or worse about yourself if my number is higher or lower than yours. We all compare ourselves to each other. You know it and I know it.
Let's just say that I'm doing very well and I personally probably have room/time for 5-7 more based on the work load that is comfortable for me. -
Yes, if you plan to visit every table during dinner, you will more than likely not have time to eat.
I recommend this:
-See each other before the ceremony to do all of your photos. That way you can join the cocktail hour and greet a number of your guests there.
-Show the slideshow before dinner as you are seated and DO NOT get up until you eat! You have to eat at your reception or you'll forever regret it.
-Make it to the tables of the elderly family/guests first as they are the ones who will be offended if you do not visit their table.
-Let your younger friends/coworker know that you'll meet them on the dancefloor.
-Don't pressure yourself to make it to all of the tables, just the elderly guest's tables. And don't attempt to take a table photo at each table, especially if you're having tall centerpieces as they have to be taken off and that takes more time.
Good luck and enjoy your wedding! -
Ok, first off, the fact that you just called me awesome is really, really sweet. You just made my morning! (the people below who call me fabulous are my friends because they know I love to call everything fabulous!)
Two jobs prior to this job I feel really trained me to be a wedding planner:
For three years I worked as an administrative/personal assistant for a very wealthy Hollywood family. I managed their home, their staff of 9, their travel, and their kid's extracurricular activities. I was the person who dealt with their celebrity friend's assistants as we would plan playdates for the nannies to take the kids on. No joke. Have you ever seen "The Devil Wears Prada" or "The Nanny Diaries"? It was kind of like that. My boss was used to being treated with 5 Star customer service and expected that from me, so I learned how to handle sometimes unrealistic expectations in a very diplomatic way. Trial by fire, you could say. It was great training and I grew thick skin. The last 1.5 years I was at this job I started interning for wedding planners and caterers in order to start my company.
The job I had prior to that was as an Office Manager for a small boutique law firm that specialized in Entertainment Law. The 4 attorneys were eccentric and crazy and I grew a backbone there. Because we were a small firm, I did everything from answer phones to file Motions and trial prep to bill hours for them. It taught me so much about business and organization.
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Amber Gustafson’s Bio
Future Teller, Mind Reader, Cat Herder, Fairy Godmother.....WEDDING PLANNER!
