Phone Consultations: Tips For Talking To Your Wedding Planner

Planning a wedding can be a daunting task, and it's easy to get overwhelmed. A wedding planner can help you manage the process and bring your dream wedding to life. The first step is to arrange a consultation, which can be done over the phone, in person, or via video call. During the consultation, the wedding planner will ask you a range of questions to understand your vision, budget, and expectations. They will also explain their services, process, and pricing. It's important to be prepared for the consultation by knowing your budget, guest list, and any specific requirements you may have. This will help the wedding planner create a customized proposal for you, including a quotation for their services.

Ask about their wedding style and colours

When it comes to wedding planning, it's important to ask the couple about their wedding style and colours. This will help you understand their vision and expectations for their big day. Here are some tips and questions to guide your phone consultation:

Ask about their wedding vision

Start by asking the couple to describe their ideal wedding. Do they want a simple, elegant, or themed wedding? Are they envisioning a rustic celebration in a barn or a glamorous event in a ballroom? Understanding their style preferences will help you create a cohesive look and feel for the wedding.

Discuss colour palettes

Colour is a crucial element in wedding planning. Ask the couple about their favourite colours or if they have a specific colour palette in mind. This will guide your choices for flowers, decorations, bridesmaid dresses, and other design elements. Remember that different colours can evoke different moods and emotions, so consider the atmosphere the couple wants to create.

Explore theme options

If the couple is interested in a themed wedding, delve deeper into their ideas. Do they want a seasonal theme, such as a winter wonderland or a spring garden party? Are they envisioning a specific cultural or travel-inspired theme? Understanding their theme will help you incorporate cohesive details throughout the wedding.

Inquire about personal touches

Encourage the couple to think about personal touches they want to incorporate. This could be something meaningful to them as a couple, such as a shared hobby or their favourite vacation spot. These personal touches will make their wedding unique and memorable.

Understand their priorities

Ask the couple about the aspects of the wedding that are most important to them. For example, they might prioritise the venue, the decor, the entertainment, or the guest experience. Understanding their priorities will help you allocate their budget effectively and ensure that their vision is brought to life in the areas that matter most to them.

Offer inspiration and ideas

If the couple is unsure about their wedding style or colours, offer inspiration and ideas to spark their imagination. Share mood boards, colour swatches, or photos from previous weddings you've planned. Sometimes, seeing visual examples can help them clarify their vision and make more confident decisions.

Remember to approach the consultation with flexibility and openness. The couple might not have all the answers right away, and their ideas might evolve as you plan together. By asking thoughtful questions and offering guidance, you can help them define their wedding style and colour choices, setting the foundation for a beautiful and personalised celebration.

Discuss budget and pricing

Discussing the budget and pricing is a crucial aspect of wedding planning. Here are some detailed instructions on how to approach this topic during a phone consultation with a wedding planner:

Understand the Couple's Vision and Expectations:

Start by asking the couple about their dream wedding. What style and theme are they envisioning? Do they prefer a simple, elegant, or themed wedding? Understanding their vision will help you determine the overall budget and pricing.

Determine the Overall Wedding Budget:

Ask the couple about their overall budget for the wedding. This can be a tricky conversation, but it's essential to get a realistic number that aligns with their expectations. Discuss the average cost of weddings and explain that the budget will depend on various factors such as the location, guest count, and type of wedding (e.g., micro wedding, traditional wedding, destination wedding).

Break Down the Budget:

Once you have an idea of their overall budget, start breaking it down into categories. Ask them about their priorities and allocate funds accordingly. Some essential categories to consider include:

• Venue
• Catering
• Live entertainment/music
• Photography and videography
• Wedding planner
• Event rentals
• Lighting and decor
• Wedding attire
• Flowers
• Guest entertainment
• Transportation
• Wedding cake

Be Transparent About Your Fees:

Explain to the couple how your fees are structured. Do you charge a flat fee, an hourly rate, a percentage of the overall wedding budget, or a combination of these? Be clear about any additional expenses that may arise, such as travel costs, parking fees, or food during the event.

Offer Cost-Saving Strategies:

Share some cost-saving strategies with the couple to help them stay within their budget. Suggest ways to prioritize spending and provide alternatives for expensive items. For example, suggest ways to save on flowers by choosing in-season blooms or using fewer floral arrangements.

Discuss Payment Options:

Talk about payment options and when payments are due. Will you require a deposit upfront, and what is the payment schedule like? Be transparent about any late payment fees or penalties to avoid surprises.

Provide a Detailed Quote:

After understanding the couple's vision, budget, and your fees, provide them with a detailed quote. Outline the services included in your package and any additional costs that may be incurred. This will help set clear expectations and ensure the couple knows exactly what they are paying for.

Remember, the key to a successful budget discussion is transparency and clear communication. Be honest about the costs involved and work collaboratively with the couple to create a wedding that fits within their budget and aligns with their vision.

Outline your services

The services I offer are month-of coordination, full-service planning, or à la carte planning. I can also help with any additional events that take place over the wedding weekend, such as a rehearsal dinner or welcome gathering. I can also help with design and styling, and will be there on the day to manage all the pros.

I will be your advocate, conveying your vision to other pros when you can't be there. I can handle the invitations, from the wording and ordering to addressing and mailing. I can also coordinate guest list management and RSVPs.

I can coordinate delivery, arrival, and set-up times with all the other vendors, including the photographer, florist, musicians, and caterer/banquet manager. I can also help you select these vendors, walking you through the process of choosing the best people for the job.

I can create a timeline for the planning process, and for the day itself, making sure everyone sticks to the schedule. I will be there on the day to manage any issues that arise, and to ensure everything runs smoothly.

I can also help you build and prioritize your budget, and will be transparent about my own payment structure. I can work with a percentage of your budget, or a flat fee, and there may be additional expenses on top of the base fee, such as travel, parking, and food.

I carry personal liability and professional indemnity insurance, which will protect you in case anything goes wrong.

Explain your process

My process is simple and straightforward, designed to make your wedding planning journey as stress-free as possible. Here's a step-by-step breakdown of what you can expect when working with me:

Step 1: Initial Contact and Introduction

The first step is for you to reach out to me via email, phone, or my website contact form. I will then confirm my availability for your wedding date, and we will schedule our initial consultation call. This call is an opportunity for us to get to know each other and ensure we're a good fit to work together.

Step 2: The Consultation Call

The consultation call is all about understanding your vision for your special day. I'll ask questions about your wedding, including the number of guests, the budget, the theme, and any other details you've already finalised or are considering. This is also your opportunity to ask me any questions about my services, pricing, and how I work.

Step 3: Proposal and Quotation

Within a few days of our initial call, I will put together a detailed proposal for you. This proposal will outline the services I can offer, tailored specifically to your needs, along with a quotation for those services. I usually provide a few options to ensure we create the right package for you.

Step 4: Confirmation and Deposit

Once you've reviewed the proposal and decided on the package that suits you best, we will finalise the contract. There will be a deposit to pay, and then we can officially get started on planning your dream wedding!

Step 5: Planning and Execution

Throughout the planning process, I will be in regular communication with you, keeping you updated on progress and seeking your input and decisions as needed. I will handle all the logistics, coordination, and any challenges that may arise, ensuring that your wedding day runs smoothly and is everything you've ever dreamed of.

Step 6: Final Confirmation

In the lead-up to your wedding, we will have a final confirmation to ensure that every detail is in place and that we are ready to bring your vision to life.

Step 7: The Big Day

On your wedding day, my team and I will be on-site to ensure that everything runs like clockwork. We will manage all the logistics, troubleshoot any last-minute issues, and make sure you and your guests have an unforgettable experience.

My process is designed to be flexible and tailored to your unique needs. I understand that every couple is different, and I am dedicated to providing a personalised approach that reflects your vision, budget, and expectations.

Let's work together to make your dream wedding a reality!

How to book

Booking a phone consultation with a wedding planner is a straightforward process, but it's important to be prepared so that you can make the most of the call and get the information you need to decide whether to hire the planner. Here's a step-by-step guide on how to book a phone consultation with a wedding planner:

• Find Potential Wedding Planners: Start by searching for wedding planners in your area or, if you're planning a destination wedding, in your desired location. You can use online directories or social media to find planners and read reviews from past clients.
• Reach Out: Once you've identified a few potential candidates, contact them via email, phone, or their website contact form to express your interest and inquire about their availability for your wedding date. This is also a good time to ask about their consultation process and whether they offer phone consultations.
• Schedule a Phone Consultation: If the planner is available on your date and offers phone consultations, schedule a call. Most initial consultations last around 30-45 minutes and can be conducted over the phone or via video call. Try to find a time when you know you'll be uninterrupted so that you can focus on the call.
• Prepare for the Consultation: Before the call, review the planner's packages, services, and pricing information. Think about the type of event you're planning, your budget, the date, time, location, number of guests, theme, and any other details you've confirmed. It's also a good idea to write down any questions you have about their services and how they can assist you.
• Provide Initial Information: During the consultation, the planner will likely ask about your wedding plans, budget, and any specific requirements you have. Be honest and realistic about your budget, and don't be afraid to ask questions. This is your opportunity to get to know the planner and understand how they can help you.
• Discuss Next Steps: After the consultation, the planner will usually provide a proposal or quotation for their services within a few days. They may offer different options or packages to choose from. If you're happy with their proposal and want to proceed, you'll typically need to pay a deposit and sign a contract to secure their services.

Remember, the phone consultation is a two-way process. It's not just about the planner assessing your needs but also about you deciding if the planner is a good fit for your wedding. Don't be afraid to ask questions and trust your instincts. If you feel confident and comfortable with the planner, that's a good sign.

Frequently asked questions