Behind the Scenes: How Wedding Planners Take the Lead
Working with a wedding planner means letting a professional take the lead on managing and organizing the entire timeline and execution of your event - from start to finish. In what is sometimes a lengthy process, the logistics can become hard to wrangle on your own. If you’re newly engaged or just don’t know where to start - we’ve got you covered! We’ve asked our leading lady, Allison Newton, to give us a behind the scenes look at our client journey, so that you can know just what to expect when working with us.
Q: Allison, can you briefly walk us through the process from when you onboard a client to the day of the event?
A: When I officially book a client, I send out a welcome packet that includes our process and asks some basic questions of their overall wishes for their ideal wedding celebration. I set up their personalized wedding planning portal and then have a Foundation Call. On that call, I talk through all of their big picture hopes and dreams, along with a desired budget to make it all happen. From there, our team gets to work on sourcing vendors that align with our couples’ values and desires - giving the couple personalized options to review so they aren’t getting lost in a Google search. Once I have that foundation of key vendors, I dive into design before tackling the logistics. I try to work organically through each step, so that it never feels like too much at one time and can stay fun and enjoyable.
Q: What measures do you take to understand your clients' visions and then turn them into a wedding plan?
A: Throughout the process, I ask very specific questions to understand what is most important to the couple and their families. I also have a questionnaire that I use to understand why they chose their venue and what they like or don’t like about it, so I can make sure we are either highlighting or hiding those features. Once I reach the design phase of our planning, I really take the time to learn about our couple’s story, what they like to do together, and what their personal style is, so I can then create a space that feels like them. Those unique details are then used to tell their story, throughout the day.
Q: How do you help clients manage their budget and make informed decisions for different aspects of the wedding?
A: When I set a budget with our couple and their families, I create target numbers for each vendor category. I don’t use the typical percentages you see in blogs when we put together this budget. We are using real industry price points based on their preferences, those big picture dreams, and where they find the most value. If they are super foodies, then I will put more budget there. If they want all of their guests on the dance floor the whole night, then I will make sure we are budgeting for what the top bands are going to cost. I’m also upfront in every aspect of where I stand with the budget, so that I can check in and see if we need to re-evaluate along the way.
Q: How do you stay on top of all of the moving parts? Vendors, communication with clients, etc.
A: Having been in the industry for over 10 years, I understand what each vendor needs and when they need it. I use a great system called Aisle Planner that allows me to give each client their own portal where everything lives for them - contracts, budget, inspirations, guest list… everything. I have reminders for tasks to help keep us on track and make sure I am always looking months ahead of when something is truly needed, so our couples and I aren’t feeling rushed.
Q: How do you prevent last-minute problems from arising?
A: I really do our best to think through every possible scenario and try to have solutions ready. I also try to make sure most details are tied up 30 days before the event so that I can handle those last-minute issues with ease, if they do pop up. Most importantly, I surround myself with truly professional professionals who talk through every detail with us so we are able to tackle anything that may come up and can do so hopefully without our couples and their families feeling any unease.
Q: What are some ways you help to balance innovation vs. tradition in a wedding design?
A: I start by asking myself a series of questions: What traditions are most important to the couple? How can I tell their story in a way that no one has seen before? How can I make sure their day feels like theirs and no one else's? From there, I can see what traditions I can add a modern twist to and what needs to stay as is. Then, I can add specific touches to a well-balanced tablescape that makes it so much more or design a bridal bouquet with a special flower, ribbon or note that provides such subtle beauty. When I’m pulling in pieces of the couple and who they are together, that is when the innovation really comes in. It doesn't need to be big and grand to be special.
Q: What do you find to be the most rewarding part of being a planner?
A: I love when I see our couples and their families are on the dance floor fully enjoying themselves. That shows me that we’ve done our job. They aren’t worried about a timeline or the right shade of blue. They have trusted us to bring their vision to life and enjoyed the process. When those clients become friends or when I’m crying over the photos or video, that gives me the spark to do it all over again. I find it so rewarding to help someone celebrate the start of their next chapter. To have a part in such a monumental day for someone is not something I do not take lightly.
Who You Work With Matters
Being a wedding planner is much more than, well, planning - it’s about creating a relationship with the couple that is built on a foundation of trust. It’s about collaborating with our clients to bring their ideas to fruition, while allowing them to enjoy the experience with ease and as stress-free as possible.
We love what we do and who we get to do it with. Want to learn more about planning your day? Click here to get started.
