Going About Working With Professional Event Coordinator
Undoubtedly, hiring a planner will definitely minimize the stress and effort of organizing your big day; however, there is lot to getting the best out of the team you hire, at your end as well as theirs.
Working closely with the bride and the groom to understand the type of nuptials and reception party, rehearsal dinner, bridesmaid’s outfits, vendor and venue management are some of the broadly categorized tasks that a professional coordinator takes on.
On understanding the couples vision and the overall preferences, the coordinator then works on an budget and costs for the event. Colors, vibe, taste and style are some of the vital aspects discussed at the initial phases that have an direct impact on costs.
Once these basics are laid down, a roadmap is discussed based on how they would go about organizing the event and which is then put down into a contract underlining the various services covered in it. Depending on the requirements and budget available, below are some of the aspects that are generally included.
What to expect?
Planning such a memorable occasion is a long process that needs time and patience. It includes details that need to be cross-checked along with costs and budgets being kept within limits as well. Being well-organized is the highlight of all successful event organizers, skills which needs to be looked at closely before making a hiring decision.
Brides can leave the creation and reviewing of vendor contracts as these details too are taken care of on your behalf. Additionally, these professionals also coordinate the arrivals of vendors on D-day along with deliveries to the venues.
Coordinators by profession are highly practical in their approach thus are able to guide you on savings, unrealistic ideas and also avoid expensive mistakes. Last minute changes in timelines, improvising as the situations demands are also a facets of a experienced professional.
Fashion & Style Advice
For those couples who are not well versed with the latest trends in bridal fashion, accessories, make-up, etc your planner can be of a lot of help. Being closely associated with the industry these professionals stay on top of all the latest trends and are in the best position to offer guidance on what can work best for you.
Keeping the Peace
Getting married can be highly stressful for the couple as well as for their families, particularly when everyone is also trying to balance their regular lives and jobs at the same time. Thus, the lead up to D-day can sometimes lead to arguments and disagreements- more often with parents and family about certain preferences and decisions; planners are often quick to jump-in and foster peace within the family.
Resourceful & Being Adaptive
A well experienced event coordinator usually will have a lot of contacts from the industry that can come in handy when looking for particular services such as caterers, bands, venues, florists for the reception, or simply even getting everything together at a reasonable budget. They have the advantage of being long associated with most of these vendors thus being able to better negotiate on your behalf as well.
Vendor management is then followed by assessing all that needs to be organized at the reception and ceremony venues such as, the receiving of deliveries, meeting of vendors, dealing with no-shows, running a quick rehearsal, solving last-minute emergencies and also managing the timeline for the event.
Rather than having to manage each vendor individually having a event manager on board makes its a lot easier to coordinate. Meeting with the vendor at least a month in person to stay on top of all the arrangements is highly recommended to keep a track of things.
Things to keep in mind
Before making a decision to hire a particular agency play close attention to how responsive and organized a person or her team is. Each have their own style and manner of executing an event which you must be comfortable with before making a hiring decision. Most importantly, you have to feel comfortable with the style and taste of the person or their team. Lastly, a proper contract must be in place, highlighting the duties, responsibilities, costs, expenses and payment schedule that will be followed by all parties involved. Keep in mind that costs also vary depending on the type of services needed, service packages generally include the day of coordination and/or full service wedding planning.