Kickstarting Your Wedding Planning Career

An entry-level wedding planner assists senior planners in organising and implementing wedding celebrations. They work under supervision to gain hands-on experience, coordinating with couples, vendors, and venues to bring a couple's vision to life. Entry-level wedding planners might handle full-service planning or just specific details, such as travel arrangements or wedding day logistics. They may also be responsible for administrative tasks like answering calls and emails, creating schedules, and negotiating contracts.

Gaining experience through internships or entry-level roles

Gaining practical experience is crucial for aspiring wedding planners to clarify their career goals and gain a deeper understanding of the wedding planning process. Here are some ways to gain that valuable experience:

Internships

Internships are a fantastic way to gain first-hand experience and learn the ins and outs of the wedding planning industry. Many successful wedding planners started as interns, gaining valuable experience and building a solid foundation for their future careers.

When seeking an internship, it's important to do your research about the company and its owner. Understand their client base, the types of weddings they plan, and the opportunities available. Be personable in your application, and don't be afraid to show your enthusiasm for their work by following them on social media.

If you're unable to find an internship with a wedding planning company, consider interning for a wedding venue. Wedding venues often have site coordinators who assist hundreds of couples each year, providing valuable experience in facilitating weddings and working with various vendors.

Entry-level roles

Entry-level positions with wedding planning agencies or related industries like event planning can offer a great starting point for aspiring wedding planners. These roles provide an opportunity to learn the ropes, develop essential skills, and build a network of contacts.

When applying for entry-level roles, consider reaching out to local wedding planners or agencies and expressing your interest in gaining work experience or shadowing opportunities. You could also look for assistant wedding planner positions or send speculative applications to relevant companies, showcasing your skills and enthusiasm for the role.

Online courses and certifications

While not a substitute for hands-on experience, online courses and certifications can provide valuable knowledge about the wedding planning industry. The American Association of Certified Wedding Planners (AACWP) offers online courses and certifications that can give you a competitive edge and signal your commitment to the field.

Networking

Building a network of contacts is essential in the wedding planning industry. Join professional associations, attend seminars and workshops, and connect with other wedding planners and vendors. Networking will not only help you learn from experienced professionals but also provide opportunities to collaborate and establish yourself in the industry.

Volunteering and personal projects

Offering your services for free to local wedding planners or venues can be a great way to gain experience and build your portfolio. Planning weddings for friends and family can also provide valuable experience and help you build a reputation.

Education

Although a degree is not always necessary, relevant education can enhance your skills and employability. Consider taking event management courses at the undergraduate or postgraduate level, or look into apprenticeship programs in the events sector.

Remember, gaining experience as an entry-level wedding planner is just the first step. With dedication, a willingness to learn, and a passion for creating memorable experiences, you can develop the skills and confidence to succeed in this exciting and challenging profession.

Building a network of vendors and clients

Identify your ideal vendors:

Start by researching and identifying wedding vendors in your area who align with your style, approach, and target clientele. These could include florists, caterers, photographers, musicians, and other professionals in the industry. You can use social media platforms such as Instagram, Facebook, and Pinterest to find and interact with these vendors.

Attend networking events:

Keep an eye out for local industry events, trade shows, and networking mixers where you can meet potential vendors and industry peers. It's a great way to put a face to a name and build more personal connections. Don't be afraid to step out of your comfort zone and introduce yourself to strangers – these events are made for networking, and most people will be expecting to meet someone new.

Utilise online tools:

Make use of Facebook groups, online communities, and wedding planner associations to connect with other professionals in the industry. These groups often share valuable information, such as upcoming networking events and collaboration opportunities. It's also a great way to learn about vendors your peers recommend.

Read reviews and blogs:

Take the time to read online reviews on sites like theknot.com, weddingwire.com, and Google to identify highly-rated vendors. Reading blogs by other wedding planners can also give you an insight into which vendors are consistently recommended or used. This will help you identify the best vendors in your area and give you a starting point for building connections.

Reach out and follow up:

Once you've identified vendors you'd like to connect with, reach out to them via email or social media. A personalised email introducing yourself and your business is a great way to start. Don't be afraid to follow up with a phone call or another email if you don't hear back right away. After meeting a vendor, be sure to follow up with a thank-you email or, to make an impression, a handwritten note.

Stay in touch:

Building relationships with vendors is an ongoing process. Stay in touch with the vendors you've connected with by sending holiday cards or checking in from time to time. This will help foster authentic, long-lasting relationships, and you'll be more likely to come to mind when they are asked for recommendations.

Remember, building a network takes time and effort, but it will pay off when you have a trusted team of vendors to create memorable weddings for your clients.

Understanding the couple's vision and budget

Initial Meeting and Vision Discussion:

• During the initial consultation with the couple, actively listen to their ideas, dreams, and expectations for their wedding. Ask open-ended questions to encourage them to share their unique vision. For example, you could ask about their ideal atmosphere, theme, colour palette, or any cultural or personal traditions they want to incorporate.
• Take detailed notes on their responses, as these will serve as your roadmap for planning the wedding.

Budget Discussion and Management:

• Discuss the couple's budget openly and honestly. It's important to create a safe and non-judgmental space for them to share their financial limitations and priorities.
• Based on their budget, provide expert guidance on allocating funds effectively. You can use industry knowledge and resources, such as wedding budget breakdowns and cost estimates for different elements (e.g., venue, catering, entertainment, etc.).
• Create a detailed budget plan that outlines the expected costs for each aspect of the wedding (catering, venue, flowers, etc.). Be transparent about potential hidden costs and extras to avoid budget surprises.

Creative Solutions and Customization:

• If the couple's vision exceeds their budget, offer creative solutions and suggestions. For example, you could propose alternative options, DIY ideas, or ways to prioritize certain elements while cutting back on others.
• Customize the wedding plan to align with their vision and budget. This may involve negotiating with vendors, suggesting cost-effective alternatives, or finding ways to incorporate personal touches without breaking the bank.

Regular Check-Ins and Adjustments:

• Schedule regular check-ins with the couple to ensure that the planning process remains on track and meets their evolving needs.
• Be flexible and adaptable. Understand that the couple's vision and budget may change over time, and be prepared to make adjustments accordingly.
• Keep the lines of communication open throughout the planning process. Encourage the couple to share any concerns, changes in priorities, or new ideas that may impact their vision or budget.

Final Execution:

• On the wedding day, ensure that the couple's vision is brought to life and that their budget is respected. Supervise the setup, ceremony, and reception, making any necessary adjustments to stay true to their dream wedding.
• Handle any last-minute challenges or crises calmly and efficiently, ensuring that the couple's budget is not exceeded in the process.

Negotiating with vendors and managing contracts

As an entry-level wedding planner, you will be working under the supervision of senior planners to gain hands-on experience. Your responsibilities will include providing recommendations for vendors and, in some cases, full-service planning. This involves negotiating with vendors and managing contracts to ensure that all aspects of the wedding meet the couple's expectations and budget.

Understand the Timeline

The time you have for planning will impact your negotiation options. For example, if you only have six months to plan a wedding, vendors may be less willing to negotiate on prices. Start planning early to allow more room for negotiations and to ensure your preferred vendors are available.

Research Vendors Thoroughly

Before contacting vendors, conduct extensive research. Seek recommendations from family, friends, and colleagues, and read reviews to guide your choices. Also, research average prices for specific wedding planning services to set a realistic starting point for negotiations.

Draft a Request for Proposal (RFP)

Create an RFP outlining details about the wedding, including the date, budget, location, and your expectations for the vendor. Send this to your preferred vendors via email or request a meeting to discuss further. Be prepared to provide additional information, such as specific services required and your budget for each service.

Be Upfront About Your Budget

Be honest about your budget constraints and the amount of wiggle room available. Avoid wasting time with vendors who are clearly outside your budget. Respect the vendor's pricing, as it usually reflects their experience, skill level, and business costs. Be firm about your budget to ensure efficient use of time and energy.

Get Multiple Quotes

Collect quotes from several vendors for each service to find the best-priced options. Compare vendors offering packages versus à la carte services, ensuring you are considering the same service levels when evaluating prices.

Be Willing to Compromise

When negotiating, focus on finding compromise rather than haggling over prices. Look for areas where you can reduce services or substitute offerings to stay within your budget. For example, you might negotiate with a photographer to work fewer hours or receive only digital files instead of a wedding album. Remember, vendors are more likely to agree to service adjustments than a direct reduction in price.

Negotiate with the Right Vendor

Understand that not all vendors will be open to changing their prices. In-demand wedding professionals during peak season are less likely to bargain, while newer vendors trying to build their portfolios may be more flexible. Respect the vendor's experience and the market conditions to avoid insulting them with a sub-par rate request.

Manage Client Expectations

Educate your clients about the costs involved and help them prioritize their spending. Explain that negotiating with vendors is about finding tailored solutions within their budget rather than simply reducing prices. Guide them towards vendors who match their budget and offer the best value.

Organising the setup, ceremony and reception

As an entry-level wedding planner, you will be responsible for organising the setup, ceremony, and reception of the wedding. This involves coordinating with the couple, vendors, and venue to ensure that all aspects of the event meet the couple's expectations. Here is a detailed breakdown of the tasks involved:

Setup

The setup process begins with understanding the couple's vision and expectations for their wedding. This includes discussing their budget, special requests, and any unique themes or ideas they want to incorporate. As an entry-level wedding planner, you will assist in communicating with the couple and gathering the necessary information. You will also need to provide recommendations for vendors such as florists, photographers, caterers, and musicians. It is important to research new trends and vendors to offer the best options within the couple's budget.

Ceremony

The ceremony is the most important part of the wedding, as it is what makes their union legal and official. The specific order of the ceremony will depend on the couple's cultural and religious background. However, there are some common elements that you, as the wedding planner, will need to coordinate. This includes the processional, where the wedding party walks down the aisle, and the exchange of vows and rings. You will also need to organise any readings or speeches that will take place during the ceremony and ensure that all necessary props or decorations are in place, such as a unity candle or a chuppah in Jewish weddings.

Reception

The reception is the celebration that follows the wedding ceremony. As an entry-level wedding planner, you will be involved in organising the timeline and flow of the reception. This includes coordinating the entrance of the wedding party and the newlyweds, as well as the first dance, speeches, and dinner. You may also be responsible for organising any games or activities during the reception, such as the bouquet toss or garter throw. The cutting of the cake is another important moment that you will need to facilitate. Throughout the reception, it is your job to ensure that the event runs smoothly and that the couple's vision is brought to life.

Remember, as an entry-level wedding planner, you will be working under the supervision of senior planners. Don't be afraid to ask for help and guidance when needed. The setup, ceremony, and reception are complex and intricate parts of the wedding, and attention to detail is crucial to their success.

Frequently asked questions