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Wedding Planner Checklist

Wedding Planner Checklist

The Wedding Day marks the beginning of a lifelong journey with a beloved partner. Wedding events hold immense significance and are cherished by the newly married couple. Handling weddings can be daunting, particularly we are currently dealing with a pandemic.

As an event planner, you have a vital role in planning and managing the wedding day. It is a significant event that requires your expertise and professionalism.

Effective communication and coordination are crucial, especially when addressing the concerns of vendors and clients. Being at the core of the event, you must ensure excellence in your responsibilities.

You should be able to design and prepare a wedding plan that can comply with your client’s desires to be called a “Dream Come True!”.

Now, how can you, as an event planner, make your client’s wedding day to be as remarkable as it could be? 

How can you let your client experience the most out of their special day?

As an event planner, you aim to design, plan, and manage your client’s wedding. From engagement photos to finding and selecting vendors to make checklists and ensure that the wedding day will become successful.

Well, let us take a look at some of the basic principles in managing a wedding event:

Identify and Set a Wedding Budget

As an Event Planner, you must be fully aware that budgeting is where the rest of your planning process depends. After all, it must be heartache when you fall in love with the extravagant venues, excellent vendors, and even gorgeous wedding dresses and then realize that it’s entirely out of your client’s range.

Hence, you have to sit down with your clients, preferably with the couple, and then discuss their overall budget and its allocation with other future expenses.

Know Your Client’s Wedding Theme

Identifying a wedding theme is a significant part of the wedding planning process. Your choice of venue, colours, design and even the setup itself should be in harmony with the wedding theme. You have to think about how your clients want their wedding to look and feel.

• What type of flowers are they going to use?

• What are the stage decorations?

• Are they going to use fresh flowers or artificial flowers?

• What is their preferred wedding colour?

• How are they going to use lights?

• Are there candles perhaps to make it more romantic?

Indeed, knowing your client’s theme will serve as one of your skeletal guidelines in knowing whether you are still in line with your client’s preferences. This can also be the basis of your creative ideas and suggestions, which they must surely appreciate.

Wedding Invites

As an event planner, you value guests’ significant role during weddings since they serve as a support system to the couple. Thus, you have to know the approximate number of guests present at the venue. 

Why? Your event floor setup determines the number of tables, chairs, and arrangements based on expected guests, especially during the pandemic. Ensure a safe and spacious environment for attendees.

Although you might not have a final guest yet until a bit later, knowing the approximate number of guests is important.

In addition to that, other vendors such as the catering services, flower suppliers, and stylists must also be asking for the approximate figures of guests so that they will know and plan ahead accordingly.

Wedding Reception

Once the budget, theme, decorations, and guest count are confirmed, it’s time to choose the perfect venue. Consider the client’s vision and criteria like space, privacy, ventilation, sounds, lights, and view. Couples may opt for garden, beach, or waterfall weddings, but enclosed spaces like function halls, hotels, or resorts are common choices. Additionally, knowing guests’ locations is crucial. As an event planner, it’s your responsibility to ensure the chosen venue fits the budget and plan.

Choose A Wedding Dress

Every bride has their own taste of wedding dress. Of course, all want to be at their best on their Wedding Day. This is true both for the Groom and the Bride. Taking an ample amount of time to look and choose what they feel is the best is very important for feeling satisfied and confident. 

Hence, choosing a wedding dress is ideally done at least six months prior to the wedding. This will give more time for adjustments if necessary. The bride’s wedding dress colour is usually white, typically associated with light, goodness, purity, and innocence. Of course, it will always be up to the couple which colour and style they will choose based on their taste, preferences, and budget.

Choose A Wedding Ring

You will surely agree that wedding rings play an important role in wedding ceremonies. Once the couple exchanged their wedding vows with each other along with their wedding rings, they were making a pronouncement of their eternal and unbreakable bond of lifelong love and marriage commitment. Because of this, your client must be anxious about which type of wedding ring is the best for them. 

Let me show you some of the factors that your client may consider:

Choose a Metal for the Band

The metal used for a wedding band is usually made from yellow gold or white gold. Since pure gold is naturally soft, it has to be mixed with alloys to make it stronger. You can identify its gold purity based on its karat, either 14K or 18K. Gold has a naturally yellowish colour, so to make it appear white gold, it is usually mixed with palladium and nickel along with rhodium coating. For the yellow gold, the alloys used are copper, silver, zinc, and nickel. Your client’s choice depends on their taste, style and budget since there is very little price difference between them.

Choose a Stone and Carat Size

Some couples prefer having a clear diamond stone on their wedding rings. This will indeed give more value to the ring itself. Of course, your client’s choice of metal for the band and carat size depends on their preferences, budget, and style.

Identify the Ring Size

Whether the wedding ring is very expensive or not, no one would want to wear a ring so loose that it can fall off or so tight that it can cut off their blood circulation. Hence, the couple should ensure that they both get their fingers accurately measured.

 

Select and Book Vendors

It’s now the time for selecting and booking the right vendor and people who will ensure that your client’s big day runs smoothly. This is a serious stage of Wedding Event Planning because this is where most of your client’s budget will go. The success of your client’s wedding depends on the collaborative performance of each vendor.  

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Here are some types of vendors that are commonly hired in Wedding Events:

Caterer

Meals are an essential part of wedding events; some are even looking forward to it! Yes, you don’t want your client’s guests to be hungry! Of course, after the whole day’s preparation and celebration, having sufficient and flavoursome meals will make that day even more satisfying and enjoyable. 

True, you should not only look for a caterer who can prepare delightful and delicious food, but you should also look at their food presentation. This will be served on your client’s wedding day, so you want to make sure that it is perfect! Aside from that, you also want to confirm if the couple or some of the guests has food allergies so that your caterer can adjust accordingly.

Wedding Photographer

They say that pictures capture a moment in time, but wedding pictures capture a lifetime. It can bring back the people and emotions you felt at that time and even share them with your friends, relatives, and your children and grandchildren. It carries the moments you cherish and the beautiful stories of your special day. Indeed, you want your client to experience that, and an excellent and professional photographer plays an important role in capturing your client’s wedding day.

True, other vendors are important such as food caterers, florists, sounds, and lights, but all of these will be gone after a period of time. However, it captures memories not just for a time but for a lifetime when it comes to wedding pictures.

Florists

Having a gorgeous flower arrangement in the venue can add tremendous depth to your client’s wedding. Beautiful flowers and their good fragrance often symbolize love and romance because of their elegance and extraordinary charm and thus are aesthetically pleasing to the one seeing it. 

This significantly contributes to the happiness and satisfaction of the couple and guests. Hence, you have to ensure that your florist can provide the flowers and wedding bouquet that you need on your client’s wedding day. Of course, their arrangement should reflect the theme of the event. 

Most of the couple prefers fresh flowers, but some prefer dried flowers. Both have their advantages and disadvantages, and so as an event planner, how would you help your client decide whether fresh flowers or dried flowers are the best choices for them? 

Let’s discuss some of the factors that they can consider:

Fresh Flowers

What could be more precious than having fresh flowers on your client’s wedding day? They say that fresh flowers can make people feel loved, secure, and relaxed, especially with their favourite blooms and scents. It has the power to generate happiness and can significantly affect the moods of those seeing it, and since your client’s wedding day only happens once in a lifetime, you want to bring life to that day!

This is true especially to the Wedding Bouquet that the bride will take as she walks along the aisle while seeing her future husband. A precious moment indeed! But of course, they must also pay the price. It is not a secret that gorgeous flower arrangements and their stylist are pretty expensive, and the flowers themselves will not last long; thus, your client’s budget should also be considered.

Dried Flowers

Dried flowers are an excellent alternative to fresh flowers because it is much more inexpensive and can last long with low maintenance. As a matter of fact, there are beautiful dried flower blooms such as carnation, hydrangea, and baby’s breath which provide an attractive texture that you can’t see with fresh flowers alone.

In addition, dried flowers are so versatile that they can create a more traditional wedding look that adds to having a more romantic atmosphere and can perfectly fit your client’s venue and theme flawlessly. This unique touch of dried flowers can catch the eyes not just of the couple but as well as their guests. Just be careful not to squish it since dried flowers can easily flake off and thus are not invincible. And don’t forget to tell your client not to throw her wedding bouquet if she uses dried flowers.

Of course, your client can choose to mix and match across both choices of fresh and dried flowers. This can certainly make their venue decorations even more romantic!

Use Event Floor Diagramming Software

This is a must-have tool for Event Planners or Wedding Coordinators like you. This can absolutely help your event management be more efficient. It is specially designed to create beautiful event floor designs that have the power to impress and satisfy your clients!

Event Diagramming Software is a fantastic tool. It can help you organize the wedding plan. Not to mention that most of these tools are free. 

Of course, it matters is that you know how to use it and rapidly adapt to its many excellent functions.

Wedding planners, event organisers, or even DIY brides can efficiently utilize Event Diagramming Software to organize their weddings. See how you can get started with our 3D design program.

So, if you are looking for the best Event Floor Diagramming Software then EventDraw is the best tool for you!

EventDraw is drag and drop software. Our team setup the templates such as venue function spaces or outdoor site plans and customise your smart shapes with furniture and equipment.

This allows event planners to ‘drag and drop’ the shapes onto the plan to create accurate, to-scale floor plan layouts.

With this, you can create exceptional event floor plan diagrams with just 15 mins training.

Sign Up Now!

EventDraw comprises all the significant features that you are looking for in an Event Floor Diagramming Software and can create gorgeous and stunning 3D Floor Designs that can perfectly match the creativity and imagination of your clients.

Sign Up Now at EventDraw and turn your client’s expectations into a reality! 

Make the best use of your time and ensure that your client’s Wedding Day will succeed.

You may get in touch with us by filling out this form or scheduling a free demo here with us. 

Our team at EventDraw are happy to beat your existing event diagramming software subscription up to 20%.

Tips to Train your Event Management Team

Tips to Train your Event Management Team

As an Event Planner, you play a vital role in leading and managing your Event Management Team. Remember the saying, “no man is an island.” Despite your expertise, you can’t handle all tasks alone. Therefore, it’s crucial to build and manage a team that reflects your professionalism and reliability.

The performance of your team directly affects your reputation and credibility. So, it’s important to ensure their effectiveness.

Investing in your team’s development and providing them with the necessary training and support is essential.

By fostering a positive team environment and encouraging open communication, you can enhance teamwork and productivity.

Delegate tasks and empower team members to take ownership and responsibility.

Regularly evaluate their performance and provide constructive feedback to promote growth and improvement.

Recognize and appreciate their efforts to motivate and inspire them to excel.

Ultimately, a strong and well-trained event management team will contribute to the success of your events and the satisfaction of your clients.

To ensure a “wow effect” performance for clients, effective training and strategic developmental activities are crucial. Conducting training sessions helps prepare your event management team for success. It enables them to deliver exceptional experiences and exceed client expectations. Emphasizing training as a priority boosts team performance and enhances client satisfaction.

Explore some training platforms for your event management team:

Reading Materials

As an Event Planner, you must have a lot of pressures you are going through, not to mention your client’s demands, hectic schedule, and deadlines. Despite this, you still need to train your event management team. You still need to orient them about the flow and responsibilities that they are expected to do. Reading materials will thus help to fulfill this duty. You can provide it with your team members weeks or even months before the event. This will give your team members more flexibility in their training activities.

Audio/Video Presentation

Visual Presentation is much more powerful compared to the typical reading materials. Enhance your team’s understanding of the event by providing visual aids such as videos, illustrations, and images. These depictions allow them to envision the actual experience they will have at the venue. This will help them imagine how they are supposed to respond if they encounter certain situations that may arise during the events, such as emergencies or unforeseen occurrences.

Face-to-Face Training

Face-to-Face Training provides your team members an authentic experience of the actual scenario, and it also allows your team to have an active interaction with you. This will enable you to address all their queries and clarification.

How then will you ensure that your event management team is well-equipped and professionally trained to do all the duties and responsibilities that they are expected to perform? 

Let me discuss with you some of the Event Management Training tips that you can have with your team:

Arriving Ahead of Time

You have to ensure that your event staff is well-oriented and exhaustively knows when they should arrive and leave. Usually, the safest time to arrive is 30 minutes before they are required to be there. Furthermore, it will also give you ample time for your last-minute instructions and enable you to look for a replacement for staff who fail to arrive at the designated time without delays.

Importance of Communication

During the event, you and your staff will not be together in one place since you must be busy at that time and must be assigned to a different location. On this account, communication is of the utmost importance. You have to provide all the necessary contact information such as your team’s phone number, with your team members. This will give your team a way to notify you or the rest of your team in case of emergencies or any problem. 

Training will then be the time to share this important information with your members. In case you’re going to use Radio, you may also provide training on how to use them correctly.

Risks and Emergencies

At the time of an emergency, time is of the essence. This means that your event staff should act wisely as quickly as possible. You and your event staff will be the first person that each attendee will run into at this point. On this account, each of your event staff must be knowledgeable on the protocol or SOP once they were in such a scenario. You may see it necessary to train your event staff regarding first aid, use of fire extinguishers, raising the alarm, and evacuation procedures.

Safety and Security

It is your primary responsibility to ensure that all of your event staff is knowledgeable about the safety and security of the event. Your team should ensure that you can maintain crowd-control accessibility restrictions to outsiders and that all equipment is free from damage. This may also include keeping the parking space safe and clean.

In conclusion, you certainly agree that you are the core of your event management team as an event planner. Your members rely on your wisdom and guidance. Indeed, make time to train your staff. You play a significant role in their career and strengthen your event team in the long run. 

How Table Numbering Could Win Your Events Successfully
Thankfully, there is a strategic tool that you can use in your event management. This tool is called Event Floor Diagramming Software, and it is specially designed to create impressive event floor designs that have the power to amaze and satisfy your clients!

For this reason, using an event tool and training your team members to use it proficiently is vital in ensuring your team’s excellent performance!

Using Event Diagramming Software with a 3D+ walkthrough feature gives you and your team the freedom to work on areas of the business and focus on the actual event.

This Event Diagramming software will allow the whole team and even your clients to virtually meet within the event space to explore the layout with access via a tablet, laptop, desktop, or VR headset.  

Sign Up Now!

EventDraw can provide significant contributions in fulfilling your tasks and pave the way for a better organization and systematic flow of your event. 

It comprises all the significant features you seek in an Event Floor Diagramming Software. It can create gorgeous and stunning 3D Floor Designs that perfectly match your clients’ creativity.

Sign Up Now at EventDraw, satisfy your clients, and transform their imagination into a reality! 

Be a good leader by strategizing wisely to improve your team’s potential, skills, and abilities through this Event Floor Diagramming Software.