Information and Your Planner

October 9th, 2017
Here's me pinning flowers on a family member.  Naturally, you want me to know who gets which flowers.  (Photo by HappyBuddy Photo Art.)

Here’s me pinning flowers on a family member. Naturally, you want me to know who gets which flowers. (Photo by HappyBuddy Photo Art.)

Because most people don’t work with wedding or party planners (or coordinators) most of the time, when they hire one, they have to figure out how best to work with them.  If you’re in that position yourself, let me give you one really big tip on how to make the most of your planner or coordinator.

The first thing you can do to make sure your planner can do her best job is give her information, lots and lots of information.  I have had clients say to me (in these exact words), “I don’t want to overwhelm you with information.”  But it is my job–and it is my specialty–to hold and use and organize massive amounts of information.

In fact, most of what you might need a planner to do is organizing information.  Never thought of it that way?  Well, it’s true:  The schedule for your event is a document that organizes and systematizes information, as is the ground plan.  And you’ll get the best, most functional schedule or layout if you give your planner every bit of information at your disposal, even information that doesn’t seem vital.  Your planner might also be in charge of your decorations.  What she needs is not just the decorative items, themselves, but also the information about where they go and how.

You could say that my motto is, “There is no such thing as useless information.”  As a planner or coordinator, I am often asked the most obscure questions by other wedding vendors.  You never know what someone will want or need to know in order to make your event stellar.

So, please, overwhelm me with information.  I love it when you tell me everything you need–and everything you’re thinking is important.  When that avalanche of information arrives on my desk, I’m always so happy, because then I know I can do my absolute best work to make your wedding or event turn out as you envision it.

Why You Should Hire a Day-Of Wedding Coordinator

January 4th, 2016

I am asked sometimes why anyone should hire a wedding planner or coordinator.

Beautiful wedding day.  Photo by Magical Moments Photography.

Beautiful wedding day. Photo by Magical Moments Photography.

After all, you can probably do all the planning yourself. With some time, a few organizational skills, and the ability to see the project through, you can plan your wedding by yourself. Of course, it is a large job that takes a lot of time and attention. Most people find the process momentarily frustrating. At the same time, it can be very rewarding. You might even find that it is a lot of fun.  (Of course, if you can’t even think about doing all the planning yourself, I’d be happy to help you!)

On the other hand, when it comes to day-of wedding coordination, almost everyone needs someone to do the job. In the past when brides were typically younger, the mother of the bride often took care of the coordinating. Sometimes the Maid of Honor does all the work.  These days, though, most couples want to allow their families and friends to enjoy the wedding day and not have to deal with the details.

Even if your wedding is simple and straightforward, if you hire a day-of coordinator, you are also hiring a professional consultant who can help you with the planning. It’s well known that a so-called Day-Of Coordinator is really a Month-Of Planner.  When I am working with a couple, I tell them that once they hire me, they can call me or send me an e-mail any time if they need guidance or a vendor referral or just someone to bounce an idea off of.  And that’s just a start.  You have access to my extensive vendor list and all my experience in planning and coordinating.  My true function is to make sure that the wedding goes smoothly, and that means that I start working toward that goal as soon as I am hired. If I can prevent costly mistakes or solve a problem months in advance, then I am doing my job as day-of coordinator.

Also, I have resources that you might not have.  Especially if your wedding is non-traditional or if you want to make sure it is environmentally friendly, I have access to vendors and other resources that you might not know about.

Maybe you have been to a wedding and thought it all went so smoothly that there was no need for a coordinator. That is actually the highest compliment you can pay to a day-of wedding coordinator. From the point of view of the guests, it should all look effortless, and that means that someone has put all the details together into a beautiful wedding day.

What a Day-Of Coordinator Really Does

July 13th, 2015
My goal is to keep your guests having a good time.  Photo by Light on Life Images.

My goal is to make sure your guests are having a good time. Photo by Light on Life Images.

When I’m coordinating a wedding or party, I do a lot of things that are visible:  I put out the place cards; oversee the decor (if there is no decorator); manage the processional; communicate with the DJ; and so on.  But there is a whole category of things I do that no one ever sees, and those are perhaps the most important things I do.

The things you’ll never see or know about are things like these:

  • If the air temperature is too cold or too hot, I find a building engineer and ask them to make the room more comfortable.
  • Adjust the lighting when dancing starts.
  • Help guests who have special needs or problems.
  • Look for lost items.
  • Call taxis for guests.
  • Replace toilet paper in the bathrooms.
  • Fix any problems that come up with the caterer or other vendors.

These are the non-glamorous parts of the job, but I consider them among the most important ones because they keep your guests happy.

Why Should I Hire a Day-Of Wedding Coordinator?

June 3rd, 2013

I am asked sometimes why anyone should hire a wedding planner.

Beautiful wedding day.  Photo by Magical Moments Photography.

Beautiful wedding day. Photo by Magical Moments Photography.

After all, you can probably do all the planning yourself. With some time, a few organizational skills, and the ability to see the project through, you can plan your wedding by yourself. Of course, it is a large job that takes a lot of time and attention. Most people find the process momentarily frustrating. At the same time, it can be very rewarding. You might even find that it is a lot of fun.

On the other hand, when it comes to day-of wedding coordination, almost everyone needs someone to do the job. In the past when brides were typically younger, the mother of the bride often took care of the coordinating. Sometimes the Maid of Honor does all the work.  These days, though, most couples want to allow their families and friends to enjoy the wedding day and not have to deal with the details.

Even if your wedding is simple and straightforward, if you hire a day-of coordinator, you are also hiring a professional consultant who can help you with the planning. When I am working with a couple, I tell them that once they hire me, they can call me or send me an e-mail any time if they need guidance or a vendor referral or just someone to bounce an idea off of. My function is to make sure that the wedding goes smoothly, and that means that I start working toward that goal as soon as I am hired. If I can prevent costly mistakes or solve a problem months in advance, then I am doing my job as day-of coordinator.

Also, I have resources that you might not have.  Especially if your wedding is non-traditional or if you want to make sure it is environmentally friendly, I have access to vendors and other resources that you might not know about.

Maybe you have been to a wedding and thought it all went so smoothly that there was no need for a coordinator. That is actually the highest compliment you can pay to a day-of wedding coordinator. From the point of view of the guests, it should all look effortless, and that means that someone has put all the details together into a beautiful wedding day.