The Importance Of Hiring An Experienced Planner with Amy Greenberg Events
Who you hire for the most important day of your life makes a huge difference.
Just like a DJ can make or break your event, so can an event planner. Wedding planners are an essential part of your celebration. They effortlessly juggle a variety of responsibilities from the vision and design, to assisting with venue selection and recommending vendors.
Over my career, I’ve worked with professionals who have varying experience levels ranging from new planners to legendary experts. It is immediately apparent who is prepared and who is winging it. An organized, detail-oriented planner is so skilled that they can seamlessly orchestrate an event at a venue they’ve never stepped foot in.
I recently worked a wedding with a planner that despite having 15 years of experience, was chaotic in every sense of the word. Typical deliverables, like the timeline of events (which I used to create my master of ceremonies list), were not provided until the night before. The day of the wedding was a complete scramble behind the scenes. Luckily, myself and the other vendors were skilled enough to be able to pivot and pick up the slack where needed.
Hiring the wrong individual can not only leave you with a lackluster event, but in some cases can even cost you more money in the long run. For this wedding, the package the couple booked included lighting. While my contract stated this, the planner overlooked this detail and had the couple book the same lighting with another company. The couple paid twice! Unfortunately, this experience is not out of the ordinary.
I recently spoke with a good friend and renowned Los Angeles event planner Amy Greenberg of Amy Greenberg Events to ask her to share some advice.
1. When is the ideal time for a couple to start the process and connect with a wedding planner?
The earlier the better. One of the first things I do with my couples is partner with them to create a cost projection. We review what they are already financially committed to, their design aesthetic, must haves, and the reality of what their vision will cost. We connect with and obtain quotes from great vendors and analyze how to allocate their budget from an informed place. I never want a couple to be over committed financially early on and make disappointing sacrifices later. As a planner, it is my job to look ahead and search for potential issues so that ultimately we don't have problems, only solutions. The earlier couples start working with a planner, the easier it is to avoid planning fatigue and overwhelm, and enjoy the process.
2. Why is hiring an experienced planner important?
Hiring an experienced planner is like hiring an experienced contractor to build your house. You want someone who knows the process in and out, who can foresee possible set backs, and is ready to navigate you through with ease and grace. You want someone with experience so that you are comfortable that they have seen an array of different situations and have learned and grown with every event.
3. What tips would you give to couples to help them find an amazing planner?
Get former client endorsements... call or email the references. Past performance is the best indicator of future performance.
Ask tough questions. Don't be afraid or feel awkward asking questions you might think are rude. The right fit for you will welcome your questions and make you feel at ease and comfortable with their answers.
Hire someone you like and connect with, but they don't need to be your best friend. You want someone who can reign you in and empower you to trust yourself and your decisions.
Trust what planners tell you they think you need. It can be difficult as none of us want to feel like we've been up sold on things we don't need, but a great planner will listen to what you say, everything you say, about your big day and how you want to go about planning and living it and recommend how they can help you achieve what you want.
Don’t feel like you have to rush your choice but it is also OK if you just know.
4. What are the biggest things that surprise clients during the planning process?
The amount of time things take. Seeing the behind the scenes timeline of weddings, which they've attended so many times can feel a little bit like a bubble burst. People want more dance time and less of everything else. Couples often don't realize how long things like putting on the dress or even moving from one space to another in a wedding setting is so different from day to day life.
Length of services they need from their vendors. Most clients book photography services for 8 hours and don't factor in for budget purposes that to get all the photos they want, they should probably book 10 hours. It's best to review the services you have booked and what you actually need at least 6 months out to spread the cost of any additional services.
Big picture cost. Sadly things don't cost what we want them to cost or what they cost our friend 3 years ago. I don't say that to be patronizing but sometimes by using online metrics couples have a mismatched idea of what services in certain cities cost compared to what they are expecting.
5. Any additional advice you would like to share?
Hire professionals you connect with and trust, then let them guide you. I am A-type so I speak A-type and understand how hard it is to give up control, especially of something as huge as your big day. However, your planner should be someone you trust, welcomes you to question their advice, but that you know their expertise is what's going to make your day flow perfectly. If you don't feel that, that's not the right planner for you.
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