Breaking The Ice: Wedding Planners' Guide To Client Conversations

Starting a conversation with a new client as a wedding planner can be daunting, but there are a few things you can do to make the process easier. Firstly, it's important to remember that your client is likely excited and eager to get started, so finding ways to keep them busy and excited without giving them more personal attention than you can manage is key. A solid onboarding process is crucial – this will help you to manage your client's expectations and ensure they feel confident that they've made the right choice in hiring you. It's also a great opportunity to set some boundaries, such as your typical response times and preferred methods of communication. Giving your client something to do, like a questionnaire or recommended reading, can help to burn off their excited energy and ensure they feel well cared for.

Another important aspect of the onboarding process is drafting the budget. It's crucial to understand your client's financial desires and limits upfront so that you can do your job effectively. Creating a budget questionnaire can be a helpful way to gather this information, and it's also a good idea to schedule a budget meeting to go over their answers and create a tentative budget.

Once you've got the onboarding process and budget sorted, it's time to start thinking about how you'll communicate and meet with your client. Offering to meet in a comfortable setting, such as a coffee shop or via video call, can help to put your client at ease. Keeping the tone of the meeting purposeful yet relaxed is also important, especially as not every detail of wedding planning is exciting to discuss. It's crucial to be mindful of this and keep the meeting fun and engaging for all involved.

Finally, always make sure to take thorough notes during client meetings and send a meeting recap within 24-48 hours. This will ensure that everyone is on the same page and that you have all the information you need to move forward with planning your client's dream wedding.

Network with vendors

Networking with vendors is a great way to get awesome, qualified leads for your wedding planning business. Here are some tips on how to network with vendors effectively:

• Research other wedding vendors in your area, including photographers, stationery professionals, hair and makeup artists, entertainment companies, and floral designers. Pay attention to those who cater to similar couples and styles as you do, as these are the vendors you want to focus on meeting.
• Compile a list of these vendors and start following them on social media. Interact with their posts to begin building a relationship.
• Reach out with a personal email and follow up with a phone call. Invite them for coffee or a tour of a venue to get to know them better.
• After the meeting, be sure to send a thank-you note or email expressing your gratitude for their time. You can also post a photo from your get-together on social media, giving them a shout-out.
• Stay in touch by sending holiday cards or checking in from time to time.
• Be generous with referrals. Don't be afraid to refer people who have the same job as you. This will foster good relationships and lead to future collaborations.
• Attend local industry events and join local Facebook groups to meet and connect with other wedding vendors.
• Read online reviews and blogs from other event planners to identify vendors with consistently good reviews. Reach out and schedule a time to meet and get to know them.
• When reaching out to vendors, introduce yourself and your business, and explain why you think you would be a good fit for their clients. For example, you can say something like, ""I am a professional wedding planner in [city] and am currently building my list of recommended event professionals. I have been following your business on Instagram and love the style and quality of your work. I think you might be a great fit for my clients."

Reach out to venues

Venues are a crucial part of the wedding planning process, and as a wedding planner, it's important to establish good relationships with them. Here are some tips to help you reach out to venues effectively:

Identify Venues That Align with Your Clients' Vision

Before reaching out to venues, it's essential to have a clear understanding of your clients' wedding vision, style, budget, and priorities. Identify venues that match their desired aesthetic, location, and size. Creating a list of venues that you and your clients are excited about will help narrow down your options and ensure a better fit.

Research and Network with Venue Owners/Sales Teams

Spend time researching the venues on your list. Learn about their offerings, packages, and unique features. Identify the owners or sales teams of these venues, and reach out to introduce yourself and your business. Remember, networking is about what you can offer them, so think about how you can help them and showcase your value. For example, you could offer to promote their venue to your network or highlight their strengths to potential clients.

Make Connections and Build Relationships

When reaching out, be genuine and express your interest in working with them. Ask about their availability and pricing to ensure they are in line with your clients' needs. If they seem like a good fit, suggest a meeting or phone call to discuss further details and get to know each other better. Building a good relationship with venue owners or sales teams can lead to future collaborations and referrals.

Stay Organized and Follow Up

Keep track of your communications with venues. Double-check all the information you provide, including dates, names, and contact details. If you don't hear back within a few business days, don't be afraid to follow up. It shows your enthusiasm and ensures that your message hasn't gotten lost in their inbox.

By following these steps, you'll be well on your way to establishing great connections with venues and providing your clients with a fantastic experience.

Market your business where your customers hang out

Marketing your wedding planning business in the right places is crucial to reaching your target audience and boosting your business. Here are some strategies to market your business where your customers hang out:

• Network with wedding vendors: Wedding vendors such as photographers, stationery professionals, hair and makeup artists, entertainment companies, and floral designers are already in front of your ideal clients. Reach out and introduce yourself to these vendors, focusing on how you can serve and help them. Building relationships within the industry will make it easier to book clients.
• Reach out to wedding venues: Couples first decide on their wedding venue, so research and connect with venues where your ideal clients would get married. Making connections with venue owners and sales teams will help you land your first client.
• Market on social media platforms: Determine which social media platforms your target audience uses the most, such as Instagram, Pinterest, TikTok, or Facebook, and focus your marketing efforts there. Post engaging content consistently, use relevant hashtags, and interact with your audience. Additionally, consider using GIFs to make your posts more fun and engaging.
• Utilize free online directories: List your business on free online directories and wedding planning sites like WeddingWire or One Wed. This will help your business show up in more search results and may even provide a boost to your website's SEO.
• Establish a strong online presence: Ensure your website is user-friendly, visually appealing, and optimised for search engines. Use well-researched keywords, optimise each page for search engines, and improve your website's loading speed. Additionally, consider starting a blog to share valuable content and attract your ideal clients.
• Leverage testimonials and reviews: Ask clients for testimonials and reviews, and showcase them on your website and social media platforms. According to Wedding Wire, 80% of couples consider reviews "very important," and they are more likely to book a vendor with both positive and negative reviews.
• Get featured in publications: Pitch your unique story or business ideas to wedding blogs, magazines, and local or national news publications. Getting featured will increase your exposure and boost your website's credibility.

Set up an onboarding process

Setting up an onboarding process is crucial to the success of your wedding planning business. It is the first opportunity to impress your clients and familiarise them with your policies, procedures, and the overall experience of working with you. Here are some steps to set up an effective onboarding process:

Affirm Their Purchase

Even if your client has parted with a significant sum of money, they may still feel unsure about their purchase, especially if your services are less "tangible" than other wedding vendors. Therefore, it is important to make the most of the short window after they sign the contract and place their deposit. Create a quick win for them to check off their list and feel like they are getting started.

Clear the Path from Overwhelm

Give your clients something to do to burn off their excited energy and keep them busy while you make room for them in your busy schedule. Throughout the onboarding stage, have a few touchpoints and at least one milestone. For example, in the first 30 days, get them to import their guest list, clarify their budget, or upload contracts of vendors they have already booked.

Communicate Boundaries and Set Expectations

Let your clients know your boundaries and response times. For example, inform them if you are okay with being texted late at night or on weekends. Also, set expectations for what they are responsible for and when you will need things from them.

Gather Information

Ask your clients questions to gain a better understanding of their vision and expectations. However, be cautious not to overwhelm them with too many questions upfront. Send them a questionnaire to fill out, and ask for clarification if needed.

Add an Element of Surprise and Delight

Find a way to surprise and delight your clients during the onboarding process. For example, send them a quick email or give them a call to let them know you saw or found something they might like. Remember, the experience should be fun!

Draft the budget

Drafting the budget is one of the most important steps in the wedding planning process. It will affect every decision and purchase you make from now until your big day, so it's crucial to create an accurate budget that you and your partner are comfortable with. Here are some steps to help you draft a comprehensive wedding budget:

Determine the Total Budget:

Firstly, figure out exactly how much you can afford to spend on your wedding. Consider your savings, how much you can save during the engagement period, and any contributions from family or friends. Set an absolute limit that you can't exceed, and be realistic about what you can afford.

Understand Typical Cost Breakdowns:

To guide your budget allocations, it's helpful to know the typical cost breakdown for weddings. On average, the reception venue, catering, and rentals take up about 40% to 45% of the budget. Photography and videography take about 12%, wedding attire and beauty 9%, flowers and decor 10%, and so on. These are just averages, and you can adjust them based on your priorities.

Create a Detailed Breakdown:

Now, create a detailed breakdown of expenses. Start with the priorities and must-haves for you and your partner. Then, go through each category and set realistic limits. For example, under "bride's attire," include line items for the dress, accessories, and alterations. Be sure to account for taxes, tips, and other hidden costs.

Consider All Expenses:

Think about all the expenses that might come up during the planning process and on the wedding day. This includes things like hair and makeup trials, food and drink tastings, bachelor/bachelorette parties, and transportation costs. Don't forget to include an extras" fund for unexpected expenses.

Be Strategic and Flexible:

Remember that you don't have to spend top dollar on everything. Shop around for cost-effective options, and don't be afraid to cut back in areas that are less important to you. For instance, you might skip the wedding cake or opt for a less expensive venue to stay within your budget.

Use Helpful Tools:

Take advantage of wedding planning tools and apps that can help you create and manage your budget. For instance, WeddingWire offers a free budget planner tool that allows you to customize numbers, track spending, and schedule payments.

By following these steps, you'll be well on your way to drafting a comprehensive and realistic wedding budget that fits your needs and priorities.

Frequently asked questions