Franklin Dean
Wedding planners require a variety of equipment to successfully manage their clients' weddings. From the initial planning stages to the execution of the event, having the right tools can ensure a seamless and memorable experience for the happy couple and their guests. From organisational essentials such as laptops, software, and stationery to emergency kits containing command strips, bobby pins, and makeup for last-minute touch-ups, wedding planners must be prepared for anything. Let's explore the must-have items that every wedding planner needs to create dream weddings and foster lasting memories.
| Characteristics | Values |
|---|---|
| Laptop | A recent model with long battery life, plenty of storage space, and a high-resolution screen |
| Cloud software capabilities | Aisle Planner, Dropbox, Gmail Folders, Google Docs, Google Drive, Honeybook, and All Seated |
| Printer | For hard copies of contracts for clients and vendors |
| Business cards | To generate new clients |
| Makeup kit | Eyeshadow palettes in neutral shades, concealers for light, medium, and dark skin colors, and a few lipsticks and glosses |
| AV equipment | Catchbox tossable microphones |
| Extension cords | For flexibility when setting up a podium or check-in desk |
| Emergency kit | Wrinkle release spray, heel liners, command strips, bobby pins, etc. |
| Wedding planning software | Aisle Planner, Honeybook |
| Website |
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What You'll Learn
Technology: Aisle Planner, AllSeated, cloud software, and a good laptop
Technology plays a crucial role in helping wedding planners streamline processes, increase profits, and deliver quality services to their clients. Here are some of the essential technological tools that wedding planners can leverage:
Aisle Planner
Aisle Planner is a cloud-based wedding planning software program that has become a favorite among wedding planners. It offers a wide range of features, including wedding planning checklists, a design studio, and budget tools. One of its standout advantages is its ability to facilitate easy collaboration with clients. Wedding planners can utilize Aisle Planner to develop a consistent workflow, create strategic systems, and provide clients with a predictable planning experience. Founded by seasoned wedding planners, the software is constantly updated to meet the evolving needs of the industry.
AllSeated
AllSeated is a game-changer for wedding planners, offering precise floor plans to scale, guest lists, and seating arrangements at no cost. This innovative program enables users to create diagrams and visuals for clients with ease. Additionally, if a venue is not in the AllSeated database, users can simply send the floor plan to their team, and they will add it to their database free of charge. This ensures that wedding planners can access and utilize the venue's floor plan for future events.
Cloud Software
Cloud software capabilities are essential for a mobile event planning office. They enable wedding planners to manage their business on the go and access important information from any location. Cloud software provides a centralized location for storing and sharing documents, images, and other relevant data with the planning team and clients. This promotes collaboration and ensures that everyone involved has access to the most up-to-date information.
A Good Laptop
A reliable laptop is a wedding planner's primary connection to their event planning software and other tools. When selecting a laptop, consider models with a long battery life, ample storage space, and a high-resolution screen. This device will be used extensively for sharing portfolios, image boards, and venue options with clients. It will also be used for updating event layouts, to-do lists, and sharing notes and tasks with the event planning team. A customized sticker showcasing the business name and branding on the laptop is a subtle yet effective marketing strategy.
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An emergency kit: bobby pins, command strips, heel liners, a steamer, and makeup
A wedding planner's role is to oversee and bring together all the behind-the-scenes elements for the big day. This includes managing the venue, celebrant, caterer, entertainment, photography, videography, transport, accommodation, hair and makeup, and cake, as well as the personal side of offering support and a listening ear.
Wedding planners should be prepared for any eventuality, and this includes having an emergency kit on hand. This kit can be a lifesaver, fixing any last-minute issues and ensuring the bridal party looks their best. Here's why bobby pins, command strips, heel liners, a steamer, and makeup are essential items for any wedding planner's emergency kit:
Bobby Pins
It's common for members of the bridal party to be dancing the night away and realise their hair is falling out, or they want to switch up their hairstyle. Bobby pins are a must-have for any wedding planner to quickly fix hairdos and create new styles, ensuring the bridal party looks and feels their best throughout the celebration.
Command Strips
Most venues do not allow nails or other permanent fixtures to be used on their walls. Command strips are a versatile solution, allowing wedding planners to hang linens, florals, and signs without causing any damage. They are a discreet and effective way to decorate and transform a venue according to the couple's vision.
Heel Liners
It's not uncommon for members of the bridal party, including the bride and bridesmaids, to wear new shoes on the wedding day. Heel liners are essential in preventing discomfort and blisters. They protect the Achilles heel from rubbing and help prevent slipping, ensuring the bridal party can dance and move comfortably throughout the entire celebration.
A Steamer
A steamer is a must-have item for any wedding planner. It not only helps to remove wrinkles from table linens and other fabric decorations but can also be a lifesaver for important guests, like the parents of the couple, who may need their outfits steamed at the last minute. Whether it's wrinkles from hanging or creases from being packed away, a steamer ensures everyone looks crisp and polished for those memorable family photos.
Makeup
On the day of the wedding, it's not unusual for members of the bridal party to require touch-ups or last-minute makeup fixes. Having a selection of neutral eyeshadow palettes, concealers for various skin tones, lipsticks, and glosses allows wedding planners to cater to different skin tones and ensure everyone looks flawless. Cotton balls, cotton swabs, and tissues should also be on hand for sanitary reasons, ensuring that no one touches the makeup with their fingers.
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A printer: for hard copies of contracts
A printer is an essential piece of equipment for a wedding planner. While much of the world has gone digital, hard copies of contracts are still a requirement for your event planning business. You will need to provide physical copies of contracts for clients and vendors. Some people are not tech-savvy and prefer to absorb information from paper rather than screens.
A printer, therefore, ensures that you can provide this necessary alternative to digital copies. It is also useful for printing business cards, which are a powerful tool for generating new clients. You can design and print your own, or use a printing company, but it is important to always triple-check the spelling and contact information. Keep your business cards on hand wherever you go, and pass them out during conversations online or at social gatherings, networking cocktail hours, and coffee shop meetings.
In addition to a printer, a laptop is another key piece of equipment for a wedding planner. It should be a recent model, with a long battery life, plenty of storage space, and a high-resolution screen. Your laptop is where you will share your portfolio, image boards, and possible venues with clients. It is also your primary connection to your event planning software, allowing you to update layouts, add to your to-do list, and share notes and tasks with your team. Cloud software capabilities are important for a mobile event planning office, and you can also use a customized sticker on your laptop to showcase your business name and branding.
Finally, while not a physical piece of equipment, cloud-based wedding planning software is a must-have for any wedding planner. Programs like Aisle Planner offer functions such as checklists, design studios, and budget tools, and allow for easy collaboration with clients. This can be a huge selling point when marketing your business, as it streamlines the planning process and helps you develop a consistent workflow. Other useful software includes Dropbox, Gmail Folders, Google Docs, Quickbooks, and AllSeated, which offers floorplans, guest lists, and seating arrangements at no cost.
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Business cards: to generate new clients
Business cards are a powerful tool for generating new clients and networking. You never know when or where you will meet people who need a wedding planner or know someone who does. Keep your business cards on hand wherever you go, and don't be afraid to pass them out during conversations, whether that's at a coffee shop, social gathering, or networking event.
When designing your business card, you can either design it yourself or use a printing company like Moo or Vistaprint to customise existing templates. Make sure to triple-check your spelling and contact information, and feature your brand logo if you have one.
In addition to business cards, networking is a great way to generate new clients. As a wedding planner, it's important to invest in vendor and venue relationships. Venue referrals can be one of the biggest sources of new business, so take the time to build relationships with local venues through social media engagement, writing reviews, and setting up tours of the property.
Another way to generate new clients is to have a strong online presence. This includes having a website, using social media, and utilising technology tools like Honeybook, Aisle Planner, and All Seated to streamline your processes and make it easier for clients to collaborate with you.
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A good eye for detail: to oversee and bring together all elements
A wedding planner needs to have a good eye for detail to oversee and bring together all the elements of a wedding. This includes the creation of a mood board and a full styling blueprint, as well as sourcing all the visual elements needed to bring the wedding to life. These visual elements include furniture, linen, candles, cutlery, crockery, glassware, napkins, menus, place cards, signage, and florals.
A wedding planner should also be able to oversee the set-up and pack-down of the wedding on the day so that the couple, their family, and friends can focus on enjoying the day. This includes ensuring that all technology equipment is running properly, such as microphones, speakers, and lights. A wedding planner should also be able to advise on fashion choices for the wedding party and offer an objective opinion on wedding attire and accessories.
In addition to the visual elements, a wedding planner should also be able to source and manage other elements such as the venue, celebrant, caterer, entertainment, photography, videography, transport, accommodation, hair and makeup, and cake. They should also be able to handle the logistics and coordination of the wedding, including creating a wedding website and putting together a run sheet for the day.
A wedding planner should also be able to help the couple develop and oversee their wedding budget, advising on pricing and estimates, and keeping track of when deposits and other payments are due. They should also be able to vet vendor contracts and negotiate with vendors to get the best prices for the couple.
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Frequently asked questions
Wedding planners should have an emergency kit with them, which includes items like a steamer, command strips, bobby pins, heel liners, makeup, and AV equipment.
Wedding planning businesses should have a website, email, cloud software, and accounting software. They may also use event planning software, such as Aisle Planner, which includes functions like wedding planning checklists, budget tools, and easy collaboration with clients.
It is important to have business cards on hand to pass out during conversations and networking events. It is also helpful to have a laptop with a customized sticker that showcases your business name and branding, which can attract new clients.
