Inside the Mind of a Wedding Planner

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10 Questions for Wedding Planners about Services and Pricing

Here are the answers that we received from some planners. We would love to hear your answers too!

1.  Do you charge a flat fee, hourly or a percentage?

• Flat fee with a la carte items available either at set fees or hourly
• Flat fees based on services needed/requested
• Flat fee for packages, hourly rates apply for consulting only which can then be applied to a package if desired
• Percentage of the budget for full service planning, and hourly for a la carte services
• Flat fee or hourly
• Flat fee or hourly (very few people choose hourly). Prior to this year, was a percentage
• Flat fee, but hourly services are available on a limited basis
• Percentage for full planning, hourly for consultations, packages for day of/two months beforehand

2.  Do you have packages or a list of services?

• List of services
• I use an Excel quoting spreadsheet that we developed.  I calculate the price based on the interview.  Prospective clients are not given a list, but a summary
• Both – we offer packages and a list of “add-on” services that would not apply to all brides
• I don’t believe in packages, such as (Platinum, Gold, Silver). I list my services, and customize to what the client needs
• Yes
• Yes
• We offer a list of services for couples to choose from
• I have packages set for month(day) of planning and for partial planning

3.  Do you post your pricing on your website?

• Yes, I post “starting at” which helps cut down on price shopper inquiries
• Starting price for Month Of.  We are dropping full-service and focusing more on design
• We post “starting at” prices on the site for packages, pricing is shown for the add on services
• I do not post pricing on my website
• I place starting prices on the site, custom packages available
• Yes, starting prices
• We post starting prices for planning services on our website
• Yes, it weeds out people (potential clients and or other planners trying to contact me for info, I don’t have time to bother with it)

4.  Do you have a minimum price or minimum list of services that a client must hire you for?

• No
• Yes, but it is a minimum profit. So, often I have to calculate Month Of, plus design profit and accept or decline.  Day of plus chair covers is not a fit….
• No
• It depends on what the client needs. If they hire us for place card designs, seating charts, etc then the price will definitely be lower than that of full service planning
• No
• I have a minimum number of hours (5), which only is associated with an hourly hire, which almost nobody does
• Yes. Our month of services are the minimum we offer. But, as in planning, there is gray area where we will consult with brides who may find us to be outside of their financial comfort zone
• Consultation would be the least expensive, starting at $150

5.  Do you increase your fees every year?

• I’m in my second year, so yes I did
• No
• No, only as the market will bear
• I am just starting out so no, not at this time
• Only been in business 2 years, so not yet
• Yes
• Yes
• Right now yes – I’m jut starting out so I’m slowly increasing my prices

6.  If you have a company with more than one planner, do the planners charge different fees?

• I used to charge $1800 for DOC and $2500 to guarantee me.  I no longer do that.  I can never guarantee me, because a floral/design client has priority
• Currently I am the only full time planner.  I bring in Day Of Assistants as needed and those are included in the package price based upon the guest count, venue and scope of services
• Currently, I am the only planner. I do have an assistant and associate
• We currently have one planner from which the fees are based

7.  Do you offer design services?  Do you charge separately for planning and design services?

• No
• Yes.  Absolutely
• Yes, we offer design services, and we do charge separately
• I do offer design services, and if someone wants our company to do all design, I collect a larger retainer fee
• Its in the full service package and can be added to a day of package
• Yes, limited design (we’re not “designers” - but we’re pretty good!) Our top tier package includes more comprehensive design; our most common package includes more basic design suggestions and resources
• Yes, we provide design services. The design services can be a chosen service for us to provide inside of their planning services
• Design as in décor design? For me this would be included in full wedding planning

8.  Do you submit custom proposals to prospective clients?  If so, do you display each individual service price or an overall price?

• Custom with overall price for services
• Yes, but I start with an estimate.  No need for all that flowery writing if we’re far apart on price. I have been doing individual price.  Open to change.
• Yes, each proposal is customized to each couples needs based on the initial consultation.  Proposal pricing reflects one overall price
• After I meet with a client for a consultation, I do submit a proposal based on the needs of the client with an overall price on my services, as well as a retainer fee (non-refundable)
• Yes and I give a breakdown of whats included in the final price
• Yes to custom proposals if a client wants them. Some clients book on the spot. Proposal includes a line item budget based on their vision, and budget includes a line item for our fee
• Each couple receives a proposal based on the services they have chosen
• We display an overall price for the services chosen
• No not really. This would only happen for full planning

9.  Do you give out your pricing over the phone or do prospective clients have to meet with you first?

• No, unless it is a destination wedding they are planning out of state
• I give starting, prices, and sometimes a range.  Honestly not very consistent on this.  But I have wasted a lot of time on “consults to nowhere”.  I do get the best results when I meet with clients first
• I do not offer pricing over the phone or e-mail
• I do not give pricing over the phone or during a consultation. I tell my clients up front that pricing will be given upon submission of the proposal. The clients can then look over the proposal and decide to accept or decline pricing and services
• Typically, fo rme, pricicing is discussed at the consult
• I usually give a starting rate over the phone but nothing more specific until we’ve had a formal meeting
• We absolutely do not give out pricing over the phone. What we do is very customized and personal. A quick rate given over the phone is a disservice to our clients. Neither party is aware of what is truly needed without a consultation
• Over the phone/email is fine as my prices are set

10.  Do you give discounts?  If so, for what?

• Yes, for those who book the “day of” (I know, that term is not favored in the industry) a year or more out, I give an incentive discount for them to book and take advantage of the price. Also, I will give a discount to someone really close to me
• I give discounts for military and also for MOC with design ($1500)
• No, I do  not offer discounts, however in an effort to close a deal, I will include an add-on service such as rsvp services or guest hospitality services
• I usually give discounts if I am participating in a bridal show or networking forum. If clients get a complimentary consultation and book my services, I usually give 15% off. Not often, maybe once or twice a year
• I had a running offer for bride that attended a show
• Almost never, but one wedding website we advertise on has a 5% off discount
• Yes, we offer 10% discounts on planning/design services for those in the education field and those in the military. One discount is given per couple
• No

If you are a wedding planner, we encourage you to answer these questions honestly (whether you give us the answers or not) and assess whether your service offerings and pricing are working for you.  We will gather the answers that we receive and post them in the near future so that we can share with everyone.  If you would prefer to email us the answers:  please email to staff {at} outstanding-occasions {dot} com.

Wedding Planner Manners

Just a quick message to all the wedding planners out there:  please don’t treat the vendors/wedding professionals you work with like servants.  I keep hearing a lot of stories about wedding planners in many cities that treat the wedding professionals that they work with horribly.  The wedding planners that are doing this are making it really hard for the wedding planners that actually care and want to create meaningful and respectful relationships.  Here are ten (common sense) rules regarding wedding planners and other wedding professionals:

1.  Their time is just as valuable as yours.

2.  They are professionals.  If they are not doing a good job or there is an issue, then tell them or decide not to work with them.  If they are doing a good job, please let them know it and say thank you.

3.  The client is not just YOUR client, so please don’t refer to a client as “your client” to them.  You don’t own them.

4.  You work with these professionals because they are talented.  Please don’t belittle them or tell the client that you could do what they do, but just don’t have the time.  It’s disrespectful and rude!

5.  Working with wedding professionals is about building great relationships.  Treat them as you would want to be treated.

6.  It is not a dictatorship, so please stop barking orders.

7.  If there is a problem with the product or service, let the wedding professional know, but please don’t berate them in front of the client.

8.  Don’t play the “you owe me” card!  If you refer them three clients, you can’t demand three clients in return.  Yes, we all like to be referred, but sometimes it isn’t a 3-3 score.

9.  Don’t continually ask the wedding professional to do something for you for free.  Make sure that you are giving back to them as well.  If you really care about them, you will want them to succeed and profit and they can’t do that if you are asking them for free services all of the time.

10.  You don’t pay them a check, so please don’t treat them like an employee.  Talk to them as a colleague and someone that you respect, not like a child.

Are You Being Held Accountable?

There is nothing more frustrating to me than people, especially wedding professionals, that are not held accountable. If you say you will have a floral proposal to us by Friday, then send it by Friday and not Monday.  If a DJ says they will call us back by Tuesday, then I expect a phone call by Tuesday.  If you don’t send the proposal on time or call us back when you say you are going to, please don’t be alarmed when we are a little annoyed when we talk to you next.  Just because you are the “Preferred Vendor” at a resort or the “Best Photographer” doesn’t mean you can disrespect others or think your time is more valuable.  And yes, wedding planners do it too.  Even I have missed a deadline here or there in regards to another wedding professional.  It doesn’t make it right, though, and I have and would admit my failure to deliver in a timely manner and apologize.

Basically, it boils down to setting realistic expectations. If you say you will have the floral proposal sent out by Friday, is that realistic and will you have the time to do it by Friday?  If not, can you extend the date (but remember, that just because you don’t realistically have the time, doesn’t mean it shouldn’t be sent by Friday.  Maybe you need to delegate or reevaluate your internal process.)

Secondly, hold yourself accountable or find someone who will hold you accountable (an accountability partner.)  At Outstanding Occasions, Jennifer and the rest of the Outstanding team are my accountability partners.  Believe me, if Jennifer or I don’t get something done on time, we have no problem telling the other to “get the job done.”  Yes, sometimes our egos get damaged a bit, but in the end, we are better off.  In the same sense, if we are working with another professional and they don’t meet their deadline, we speak up and hold them accountable.  We expect the same in return.  Believe me, we will all be better in the end for it!

So I ask you, are you setting realistic expectations?  Are you being held accountable?

NOTE: No, I did not get in a fight with a florist or a DJ this week and no, this isn’t a specific event, so don’t call or email me for “the scoop.”  I was just using examples and was not trying to pick on florists or DJs.  We are all guilty of these things, but we need to become aware of our faults and acknowledge them so that our businesses stay healthy and can grow.

Making Your Goals Managable

Since the beginning of 2010, I have been chatting with a lot of small business owners and talking about their goals.  It is so great to see so many people wanting to change the game. Unfortunately, many times I see that the long list of goals becomes overwhelming and the “goals” usually come to a halt.  So before that happens, make an Action Plan!

1.  Make a list of your long term goals and your short term goals.

2.  For each goal, determine what actions you need to take to accomplish it.  Write down each action individually.

3.  For your long term goals, determine how many years it will take you to reach them.  Categorize the goals by number of years (i.e. 1-2 years, 3-4 years).

4.  Now, for the short term goals, let’s make them managable.  I suggest getting a 2010 calendar.  For each month, make three columns.  Column 1 will include any events or business/personal travel that you have scheduled for that month.  Column 2 will include any projects that you need to get done for clients/colleagues.  Column 3 includes items that will help grow or improve your business (Remember, we need to work ON our business and not just IN our business.  For more about that subject, check out book #7 here.)

5.  Review your list of goals.  Are you realistically able to accomplish them all in 2010? Some things may need to be added to the 2011 list instead.  (It is better to do a smaller amount of items really well instead of doing a lot of things mediocre.)

So what are you waiting for?  Begin to make your goals managable!

Are You Competing or Are You Changing the Game?

Yesterday was a tough day for me.  After the new year, I was empowered to make 2010 the best year yet for Outstanding Occasions and for myself, but somehow yesterday, I couldn’t focus.  All I could think about was a “competitor.”  I tried to email…I thought about it, I tried to read…I thought about it, I spoke to a colleague…I thought about it.  I pretty much let the “competitor” consume my whole day.  But then, after referring back to Blue Ocean Strategy and reminding myself that we are not competing with anyone (and after a little reassurance from Liene and Andria) I stood up, took a deep breath and said, “Heather, you got this.  Jennifer and I, along with the Outstanding team are not going to “compete” with anyone.  We are going to attract clients that are great and also clients that love us and we don’t care about what the “competitors” are offering.  We are just going to do US and do it BIG!  We are not going to do the typical marketing that wedding planners do, we are not going to spend lots of money on ads that have no ROI, nor are we going to accept the status quo.”  (The rambling to myself continued, but that was the gist of it.)

This morning I hit the gym and worked out any remaining frustration I had and now I am ready to conquer the world again!  So, I ask you, are you trying to compete or are you changing the game?

10 Business Books For Wedding Planners (or Anyone Who Owns Their Own Business)

2009 was a great year of business reading for me.  I was determined to read as much as I could in order to learn ways to take our company to the next level.  Unfortunately, during the prior years, I didn’t read as much as I needed to read.  Honestly, after four years in business school and three years in law school, I was a little burnt out on reading.  Sad but true story.  This year was different and I was yearning to learn anything I could. (And just a side note, for the people that think that they have been in the business for a long time and know what they are doing and don’t need to read or learn more, you are fooling yourself!  We never stop learning and when you do stop, you might as well close up shop.  If you don’t, the shop will close up on you, I promise!)  Anyway, I read or re-read close to 50 business books this year and I have listed ten of my favorites below (in no particular order.)  Also, check out the authors to these books, because lots of them have several books that are worth reading.

1.  Never Fly Solo: Lead with Courage, Build Trusting Partnerships, and Reach New  Heights in Business by Robert “Waldo” Waldman

2.  Purple Cow:  Transform Your Business by Being Remarkable by Seth Godin

3.  Selling the Invisible:  A Field Guide to Modern Marketing by Harry Beckwith

4.  Crush It by Gary Vaynerchuk

5.  Blue Ocean Strategy:  How to Create Uncontested Market Space and Make Competition Irrelevant by W. Chan Kim and Renee Mauborgne

6.  Tribes: We Need You To Lead Us by Seth Godin

7.  The E-Myth Revisited:  Why Most Small Businesses Don’t Work and What to Do About It by Michael E. Gerber

8.  Book Yourself Solid:  The Fastest, Easiest and Most Reliable System for Getting More Clients Than You Can Handle Even If You Hate Marketing and Selling by Michael Port

9.  The Five Dysfunctions of a Team:  A Leadership Fable by Patrick Lencioni

10.  The Little Red Book of Selling:  12.5 Principles of Sales Greatness by Jeffrey Gitomer

Now, I know it may seem nerdy, but not only did I read a lot of books this year, I took notes on every one of them.  I encourage you to do the same.  Whether you are reading them with your colleagues, staff, or just by yourself, having the notes to review after you have read the book is so beneficial.  I actually started an online business book library for our company which has a digital copy of my notes.  This makes it easy to compare notes and/or allows other team members to review the notes that I took.

So tell me, what were your top 10 books this year?

Today is the Day

Today is the day,

I am grateful to live,

To laugh, to love,

To hopefully give.

To walk, to smile,

To cuddle, to hear,

Today is the day,

And I’ll show no fear.

To listen, to learn,

To watch, to feel,

Today is the day,

And yes it is real.

To kiss, to hug,

To hold really tight,

That special someone,

All through the night.

Today is the day,

It could be the last,

To live, to laugh, to love, to give,

To walk, to smile, to cuddle, to hear,

To listen, to learn, to watch, to feel,

Today is the day,

And yes it is real.

To remember, to run

To cry, to forgive,

Today is the day,

So be thankful you live.

-Heather Crabtree, May 2009

Don’t Quit

When things go wrong as they sometimes will,

When the road you’re trudging seems all up hill,

When funds are low and the debts are high,

And you want to smile, but you have to sigh,

When care is pressing you down a bit,

Rest, if you mush, but don’t you quit.

Life is queer with its twists and turns,

As everyone of us sometimes learns,

And many a failure turns about

When he might have won had he stuck it out.

Don’t give up though the pace seems slow,

You may succeed with another blow.

Success is failure turned inside out,

The silver tint of the the clouds of doubt.

And you never can tell how close you are,

It may be near when it seems so far.

So stick to the fight when you’re hardest hit,

It’s when things seem worst that you must not QUIT.

-Author Unknown