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Tips for Wedding Gifting: Bridal Party, Family, Vendors, and More!

By | Bridal Party, Bridal Party Gifts, Groovy Groomsmen Gifts | No Comments

From Dee:  One of the questions I was asked most as a  wedding planner was, “What do I get my guys??” Groovy Groomsmen Gifts is one of the best sources out there for groomsmen presents, and has become a go-to for many wedding planners.  We asked our friends there for more good advice for buying gifts not just for groomsmen, but all members of the bridal party. Read on!

Taking the time to find the right gift for your loved ones on your wedding day is a no brainer.  It has actually become an expected tradition.  Of course, right?  These folks made an effort to be there, not only on your special day, but supporting you every step of the way.  I’d say that’s more than enough to earn them a thank you gift!  There are general wedding favors for your entire guestlist, but there are also specific people, like the ones in your wedding party, who have played a larger role than most.  These integral people cannot be missed when it comes to gift giving.

Here’s a helpful guide to pinpoint who should be at the top of the bride and groom’s gift list:

Get a Gift for Each Other

The simplest ideas are often forgotten.  The most obvious person you should gift to is the one you are about to spend the rest of your life with.  Thank them for making the lifelong commitment to you.  You’re about to start your new life together, and the best way to celebrate that is by giving each other a gift.  It doesn’t need to break the bank, as you can choose to give sweet tokens that express your love and commitment from this day forward.  The best gifts are the ones that come with a secret engraved message. It could be a piece of jewelry, a journal, a memory box, or even a simple card expressing your love for each other. Think back to the places you’ve visited and the adventures you’ve had.  Find small tokens that remind your future spouse that you appreciate the time you spend together.  Simply thank each other for the success of your first major step together as a couple – your wedding day!

Purchase a Gift for Your Parents

Bridesmaids in Blush and nude bridesmaid gowns

Photo by Sally Pinera

Where would you both be without your parents?  The unconditional support they have given through the years is priceless.  Give honor to whom honor is due by spending the time and money to thank them for their enduring commitment to you.  Your wedding day is an ideal time to honor your parents for raising you to be the loving person you are today. Let your thank you gift express all the gratitude that is in your heart.  If you have a difficult time thinking of an item your parents may enjoy, check out a retirement gift site that will have many ideas.  You may also include in this list, grandparents, siblings,and anyone considered as close family. It doesn’t need to be a physical gift wrapped in a box, as a special meal at their favorite restaurant can be just as appreciated as any present.

Find a Gift for Your Maid of Honor and Bridesmaids

Your besties!  The ladies who have done so much to help make you the woman you are today.  Through good times and bad, they have been with you every step of the way.  They have also played a major role in making your wedding a success. Your best friends deserve no less than the best thank you gifts.

The gift you carefully choose for these ladies must be from the heart.  Let your gift speak of the special connection you share by giving a personalized piece of jewelry, a gift card for a spa day, or even a weekend get-away to a favorite destination. Creative gifts, like custom wine labels to gift your girls with their favorite cabernet, or elegant engraved jewelry, will make an impact and feel truly personalized.  Also consider finding something they can all wear on your wedding day morning as you’re drinking Mimosas getting ready for the festivities – getting-ready robes, pashmina scarves, studs, necklace or even shoes! Your gift will show your appreciation for the important role they play and also leave them with a lasting memory of your wedding every time they wear these items.

Customized Wine Bottle for Wedding Bridesmaid GiftsGrab a Gift for Your Best Man and Groomsmen

They have helped the groom in so many ways. Just for the wedding they’ve probably arranged the bachelor party, prepared their wedding toast, ran errands, and made sure everything goes as planned on the big day.  Thanking these men with a gift is the best way to show how much they mean to both of you.

For your best man, get him a gift that will leave a lasting impression – like a day at the golf course or a trip to a favorite destination. You can also go for classic gifts like a wristwatch or a flask, and have them personalized with his name or initials.  Or, find something cool they can all wear on your wedding day- like cufflinks, a tie that has the same color for each one, or even customized sneakers for the party.

Customizable Watches for Wedding Groomsmen Gifts

 

Give a Gift to Your Flower Girls and Ring Bearer

Your wedding entourage comes in all sizes and ages.  These are the kids who will bring the “Ahhs” and “Ohhs” at your wedding.  From walking down the aisle on their way to performing their jobs, to cutting a rug on the dance floor, these little ones truly making lasting memories at your wedding and bring a little comic relief.  Depending on their age, prepare something that will keep them busy for long events. This can be anything like board games, crafts, sticker books, toys, and other fun gifts.  You may also give them something they can wear on your wedding day like a piece of jewelry, a nicely designed bag, or a themed shirt they can throw on during the reception.

Provide a Gift to Your Close Friends

Depending on the size of your wedding party, unfortunately everyone can’t make the cut.  There are certain functions in your wedding that you choose close friends to do but they are not part of your wedding party – these are the candle lighters, ushers, guest book attendants, readers, guitar player for the ceremony, a friend rendering a song for the reception.  A small token of thanks will go a long way for these friends who have gone out of their way to help make your day that much more special.  Don’t forget to slip a personal note of thanks in your gift because it will surely go a long way.  It can be a book, a journal, a bottle of wine, and so much more.

Pick Up a Gift for Your Wedding Planners and Suppliers, Helpers, and Other Important People

These men and women worked hard and put in their best effort in order to make your wedding the success it became. While many consider it to be optional to give them a gift, consider giving a token of thanks to your officiant, wedding coordinator, venue provider, caterer, and those who have played a vital role in ensuring that your wedding ceremony and reception will flow smoothly. A generous tip or leaving a good review of their business online would also go a long way to showing your appreciation.

Also under this category would be people who have helped you and played a special part in your wedding journey.  The cousin who gave you advice and helped take away your wedding jitters, the aunt who went dress shopping with you, and all other important people who volunteered to do a function or render a performance on your wedding day.

Showing gratitude to your spouse, parents, wedding party, close friends, and important people playing a special part on your wedding is always a welcome gesture.  Remember that your thank you gift need not cost you a fortune.  We’ve discussed several ways to say thanks that won’t break the bank.  You can always go for handmade gifts, a gift basket, a letter of appreciation, a poem- be as creative as you can be. To make the most impact, be sure to remember that your gift should have a personal touch. Aside from your thank you gifts, everyone’s presence in your wedding is important and deserves to be acknowledged. Don’t forget to distribute your unique wedding favors and make sure you don’t miss out on any of your guests.

No matter how big or small the gift, what makes the most impact is that you have made the occasion memorable for all the people who supported, made time, and exerted effort in making your wedding a magnificent event.

Real Wedding: A Glint of Rose Gold at Hummingbird Nest Ranch

By | Hummingbird Nest Ranch, Hummingbird Nest Ranch Wedding, Pivotal Media Productions, Real Genius Entertainment, Rose Gold, Zoom Theory | No Comments

If you’ve been in the wedding world in Los Angeles for any amount of time, then you know how legendary the Hummingbird Nest Ranch is.  It has several stunning areas for celebrating weddings, large and small. For this wedding, the couple choose a beautiful October weekend to celebrate their marriage. McCann Florist took the client’s inventive vision of roses, greenery, and rose gold and created a beautiful bouquet and centerpieces.  Photographer Meredith Gradishar from Zoom Theory captured it all on camera, and our good friend Shawn Tanowitz of Pivotal Media Productions filmed it all.  Another dear fellow colleague, DJ Randy Lehrman of Real Genius Entertainment, provided the perfect atmosphere with both lighting and a great set list.

Engagement and wedding ring photo on mosaic tile

Pink rose and greenery bouquet with rose gold

Hummingbird Nest Ceremony area Villa Venue

Hummingbird nest ceremony venue with white chairs

Hummingbird wedding ceremony with drapes and wood chuppah

Sunset wedding couple photo at hummingbird nest ranch

Sunset wedding reception at Villa at Hummigbird Nest Ranch

Rose Gold wedding cake

Wedding floral centerpiece with rose gold and greenery

Villa wedding reception at Hummingbird Nest Ranch with white linens

Grand Entrance at Villa Hummingbird Nest Ranch with pink uplighting

 

VENDORS:

Venue:  Hummingbird Nest Ranch

Photographer: Zoom Theory

Videographer: Pivotal Media Productions

Coordinator: No Worries Event Planning

DJ and Lighting: Real Genius Entertainment

Catering:  Command Performance

Rentals and Overhead Lighting:  A Rental Connection

Cake: Bride’s Cousin, Jessie :)

 

6 Ways to Ensure You Keep Your New Year’s Resolutions

By | For hers, Goal Setting, hers, New Year's Resolutions, Self Care, Tips for Setting Goals | No Comments

From Dee:  For you engaged couples out there, you’re counting down the days to your wedding day. For you business owners, it’s already the end of Q1.  Either way, time is flying!  Those New Years resolutions might already be fading – maybe your resolution to work out 5 days a week shrank to 3, or your goal to hire an assistant by February has been pushed off indefinitely. Regardless of your situation, I’ve become a big fan of hers because they’re all about promoting health and wellness in women, by not just providing carefully formulated products, but making it easy to source them. Check them out and read on for concrete advice to get your resolutions back on track.

Set Realistic Goals

Although it is okay to set high expectations for yourself, be careful not to aim too high or attempt to reach unrealistic objectives in the short-term. Don’t attempt to lose too much weight all at once, or expect your salary to double overnight. It takes time and a lot of effort to better yourself, so don’t fear the process and instead look forward to the finish line. Set clear and concise short-term goals that will eventually allow you to meet a long-term objective.
Setting Goals for New Years resolutions
Write It Down

Once you’ve decided on a short-term and/or long-term goal, make sure to write it down. Putting your objective on paper will help you better plan how you will reach it. You can break it down into manageable objectives or smaller accomplishments. Reaching each of these will give you a sense of pride in yourself and keep you on track. It could be as simple as saving money each week, or only eating 3 healthy meals every day. Prep by making an outline of how you will make this happen and what you can do to better yourself every day.

Set a Time-Frame

One of the keys to keeping you motivated to reach your goals is setting a reasonable time-frame. Sometimes that can mean a few weeks, months, or even the whole year, depending on what your goal is. Many will even set 10-year goals for themselves, with the hope to reach a certain financial or another life goal. Maybe you want to own a home by the time you’re 30, or want a new car. Saving takes time so plan for these goals to be accomplished over time. Adding tasks and major milestones to your phone calendar can help you keep track, as well as keep on task.

Setting Successful Fitness Goals
Get Into A Routine

Although you may have your mind set on reaching your desired goals, it can be hard to actually follow through. For those who plan their days by the hour and are self-sufficient, it can be easy to accomplish a lot during the day. But for those whose schedules may vary greatly throughout the week or month, finding time for your personal objectives is difficult. This can especially occur with those looking to start working out to stay fit. Finding reasons to not go to the gym can be easier than carving out an hour to exercise. The key is to create a workout regimen — there are several great gym routine resources online that can help with this. Getting a planner or scheduling each activity during your week will make the process much easier, no matter your end goal.

Don’t Be Afraid to Seek Support

There will be many times that you will temporarily lose track of your goals or believe you can’t reach the objective you’ve set. For this reason, make sure you have a solid support system around you consisting of family and friends that will keep you going. Pick those who you can trust and have a positive attitude. When times get tough, don’t be afraid to turn to them for motivation. During the hard times, it’s good to know there are people who are there for you.
Setting successful new years resolutions that last
Never Give Up

Keep in mind that there will be times where you neglect your goals, or want to give up completely. Don’t let that discourage you, and if you keep on track even with the occasional slip-up, you will reach your objectives. It may be something as simple as trying to improve the quality of your skin, or stop excess spending on non-essentials. Even if you aren’t seeing immediate results, don’t give up! You have to stay motivated and know that with time, you will see progress. Never doubt yourself and stay positive, that’s the best way to overcome adversity and accomplish anything!

Keep Those Clients Coming: How To Build Your Referral Business

By | Business Builders, Business Consulting for Creatives, Business Development, Getting More Clients, Networking, Oscar Party Tips | No Comments

After I wound down my wedding planning company, I started working in venue sales.  When I interviewed with prospective employers, they always asked me what my approach would be to selling.  All I had to say was, when I first started my company, I had to start from nothing, and at first, nearly every single piece of business, every client, I earned was from an outbound lead.  It was all about attracting clients in any way possible – a huge hustle.

In other words, unlike a big, well known company or name brand – like Four Seasons, say, or The Gap – I had no brand awareness, not even many contacts, in either the wedding industry or the world at large. I had to hustle.  But, it worked; my first year, I booked 16 weddings, and by year 3, I had a fully booked calendar, almost purely from referral (the small percentage that weren’t, were booked off my website). Here are a few tips on how I did it.

Meme wedding planning clients

Be a Diplomat – and Venues will Refer You To Clients

A major problem venues run into with their wedding planner colleagues are how biased they can be towards their clients. Now, of course, your client comes first.  But, clients are always right.  Yet, some event planners will take their clients’ completely unrealistic and unfair requests to the hotel or venue and make foolish and rude demands on their behalf.  Instead, the planner should lovingly and calmly educate their clients on how to modulate their request to be reasonable and realistic.  Wedding planners who do this not only have clients who appreciate their expertise and credibility, but they immediately rise to the top of most venues’ lists for referrals.  The majority of my referral business came from venues.

Beach Wedding Los Angeles With Tent

It’s all about your network! For this wedding, the hotel (Crowne Plaza Redondo Beach) referred me to the couple; then I referred them to the tent vendor (LM Productions), the DJ (Vox DJs), and the florist (Lotus and Lily). Photo by Nicole Caldwell Photography.

How do you promote your wedding planning business?

Good question – it’s different for everyone.  AND – for every region. I’m just gonna come out and say it, but here in L.A., using web platforms to advertise businesses really don’t seem to work enough for vendors out here, enough to achieve a meaningful ROI, anyways.  But, in other regions, these web platforms may work like gangbusters.  In my experience, clients here are investing a lot of money in we vendors (because we live in a big, expensive city, so we have to charge more, natch), and they don’t just want to grab a few names on line – they want someone they can trust.  Perhaps a DJ or even a caterer can be found online, but a wedding planner? That person is holding the keys to your entire event, and they know a lot of personal and financial information about you.  And you can ‘fake’ your portfolio – or at least embellish it- pretty easily.  Crazily enough, some wedding vendors and planners out here don’t even have websites. (Obviously that’s not best practice, but it shows you how powerful word of mouth is out here.)

That said, there are a lot of free websites and online portals where you can advertise for free – and you never know.  All you invest with these outlets is time, so it’s worth a try.  But tread carefully, ask lots of questions, and secure case studies from your niche and region before paying big bucks to advertise your wedding planning business.

Tie Up Those Loose Ends

Clients are more likely to refer you if you have no loose ends left with them after their event. Sometimes, clients will have lots of questions or issues with the end of their event unless you pre-empt the situation.  For example, always point out to multiple people, not just the couple, where their gift cards are in person to them before you leave, and take photos of where they are safely stored (I learned to do this after a 2am phone call from a mother of the bride who panicked because the bride and groom didn’t show them where they were when they gave them all their gifts at the end of the night).  If a vendor showed up late or you had an issue with timing due to circumstances beyond your control, be sure to calmly alert them in a friendly follow up email. If they feel you did a thorough job with concise follow-up, they’ll be more likely to refer you.

Network, Network, Network!

Go to as many networking events in and out of your industry as possible.  The fun of being a wedding planner means lots of wining, dining, and schmoozing.  Strike friendly and warm conversations; followup the next day or two with an email, and follow your new connections on social channels.  Often an event will clash with another one (they always seem to be on the same night!) so strategize wisely to stop by as many as you can.  Forming bonds and supportive connections means more referrals – and most of all, those connections mean warm friendships and support in an often demanding industry.

Have any questions?  Email me anytime at dee@noworriesep.com!

Managing Expectations with Wedding Planning Clients

By | Business Builders, Business Consulting, Contract Verbiage for Wedding Planners, Contracts for Wedding Planners, Manage Expectations, Profitable Wedding Planning Business, Stress Relief, Wedding Coordinator, Wedding Planner | No Comments

One of my favorite sayings is, “You can’t please everyone.”  So true. And yet, as event planners, we want to so badly.  Or, we are tired of having these expectations thrust upon us but wearily try to do so anyways; regardless, what needs to be done in these situations is to manage expectations with wedding planning clients. And that means from the very beginning.

Have a rock solid contract to help manage expectations from the start

I know it’s pricey to hire a lawyer to write your contract, but DO IT!  A solid contract will protect you from litigious people who may overreact and point their finger at you if a mishap occurs, even if it’s not your fault.  Not only does it manage expectations, it can save you from negative reviews and even foolhardy attempts at litigation. And compare notes with other planners and wedding vendors, too!  Be sure you know what pitfalls you need to pre-empt, what verbiage is appropriate, and what lingo is required in your state.  (And while I’ll give some contractual advice here in the blog, always run everything past a legal expert first!)

Manage expectations with wedding planning clients memeEnsure your duties are listed clearly and discuss them with wedding planning clients

In your proposal, enumerate EXACTLY what you do.  For example, a moderately priced full wedding planner should not be going to every single wedding dress shopping trip – that could take days!  I noted on my proposal that I attended one FITTING to learn how to bustle the dress.  Be as crisp as possible, and discuss with your prospective clients so you can get off on the right foot from before they even book you.

Often, clients are so overwhelmed with paperwork and contracts from vendors, they don’t read everything.  So be sure to discuss with them first, at the proposal phase; again, at your first meeting; and remind them along the way – in an emotionally intelligent fashion – what you do and don’t do.  At your final meeting, it’s really smart to ask them to send someone to you at the wedding to discuss anything they want fixed or addressed at the wedding.  Tell them that you need to be empowered with knowledge at the event to do your job to its best – you are not a mind reader.  (This allows you to avoid the passive-aggressive list of complaints on the following Tuesday. I got one of those once – with ridiculous ‘issues’ that had nothing to do with me – and vowed, never again!)

How do I keep Pinterest from warping my client’s expectations?

Don’t let Pinterest highjack your work!  In person, discuss with wedding planning clients how fantastical and ornate design vignettes they see on Pinterest can take hours to setup.  In your contract, you’ll have verbiage that states you handle standard set up only – and list them: “escort cards, ceremony programs, and guest book” – finite, crisp, clear.  Do they have a few family photos they want set out? Fine.  What about menus at each table setting?  Maybe – possibly the caterer can do it, one way or another, you can figure that out.  But set up multiple levels, platters, and 5 different desserts? Nope!  In your contract (I’ve done this – but again, check with your lawyer), you can alert the couple that you reserve the right to elect to bring on board another assistant or designer to implement their setup if you decide it’s beyond your contracted duties.

Remember, you’re not all things to all people…You’re providing ONE service and can’t stretch like Elastigirl to do the jobs of many!  Having crisp paperwork to set the tone will easily manage expectations.

Need a sounding board?  Have a difficult situation on your hands? Struggling with cash flow? I can help with all these issues and more and provide a complementary 20-minute intake call.  Contact me anytime at dee@noworriesep.com!

The Low Wedding Budget: Just Say No

By | Budget Los Angeles Wedding, Budget Weddings, Business Consulting, Business Development, Wedding Budget, Wedding Consultant, Wedding Cost, Wedding Decor | No Comments

I’m sure this title is controversial – and I’m sure it’ll anger some brides and grooms reading this. And trust me, I get very miffed when I see just how much it costs to have a wedding. But I also know how much it costs to run a business, pay for labor, and provide goods and services (at least, in dense, pricey cities like my home of L.A.).  Couples see a lot of DIY blogs online and think they can beat the system – and sometimes, a lower wedding budget can work, if thoughtful, methodical choices are made (I.e. food truck instead of 4 course dinner; rent a city park versus a luxury hotel). But I have ran into potential clients that want to pay an unrealistically low amount for a super lavish wedding; and the dots just don’t connect.

And when you as a wedding vendor sit down with a potential client and they want to have a bargain basement budget, it’s best to politely decline if the following occur:

An avoidance of reality: “I can make my wedding budget work – even if you say I can’t!”

Some clients listen, and agree that they need to re-calibrate their budgets. Others refuse to listen to reality. “But my cousin can provide the tequila and our best friend can bartend!” If there’s an insistence a first class wedding can happen on a bargain basement budget, you will never be able to convince them otherwise, and there will be too much time taken out of your schedule to try to convince them.

Smogshoppe wedding decor flamingo decor runners table wedding budget

Choosing a venue that has a unique look, like SmogShoppe here, can reduce the need for significant amount of decor. Photo by Jenna Rose Photography.

Cutting YOUR corners.

“You can use our extra speakers!” No, a DJ should use his/her own. “My housekeeper can wash your dishes!” No, a caterer should bring enough staff to do EVERYTHING.  “Our groomsmen can set up the decor for you!” No, a planner should always have their own staff.  A client that wants you to understaff or under-prepare beyond best and standard practices, so they can cut their budget, is penny wise, pound foolish.  Just say no.

In summary…

Being honest and kind in your discussion with couples is valuable in that you can bow out gracefully, and also help guide them to a successful event, regardless if you are involved.  Just remember that when you cut corners just to book that next job, it may cost you more mentally, and even financially, than it’s worth.

Questions? Email me anytime at dee@noworriesep.com, and meantime, happy planning!

Profit First | Tips for a Profitable Wedding Planning Business

By | Blush and Pink Wedding, Blush Wedding, Business Builders, Business Consulting, Business Development, Profitable Wedding Planning Business | No Comments

It can be tricky to build a profitable wedding planning business. Too often, I find wedding planners focusing on volume.  The more events they book a year, the better.  While you do need to market yourself in such a way that once you fill your calendar comfortable, you are turning down potential new business, what’s more important is what you’re profiting per event –  not how many events.

Also, there are a lot of hidden costs to running an event planning business – the last minute additional staffing needs when a wedding becomes a bit more complex than originally planned, or your bookkeeper needs to untangle a few unique expenses and bill you more money.

Here are two tips to built a profitable wedding planning business:

Strategize the Right Mix of Events

Loading up on coordination jobs makes you less money than booking a few less in number of full planning, for example.  Look ahead and decide how many coordination, partial planning, and full you want to book in the coming year, and then develop marketing strategies to do just that. Write the goals down and check in weekly.

White Lilac large wedding Persian wedding blush Terranea wedding Large ballroom profitable wedding planning business

Large weddings like this one at Terranea, featuring over 500 guests, require lots of staffing; I factored this into my proposal from the beginning. Photo by John Solano, design and florals by White Lilac.

Protect Against Last Minute Costs

Client needs you to pick up their alcohol at the last minute – 1 hour from your office?  Oops! Cousin Freddy invited his 50 friends, and the guest count shot up?  Then the client has to pay more money in your direction.  Have ‘change in scope’ and ‘additional services and fee menu’ sections in your contract.  Mileage and staffing are hard costs and must be covered; also, your time is potentially a soft cost, but VALUABLE.  These ‘little’ fees add up hugely, and can kill your profit or keep you from building a profitable wedding planning business till it’s too late.

I’m here to help you build a profitable wedding planning business!

Don’t hesitate to email me to share your thoughts, or pick my brain – I mean it! I offer a 20 minute consultation “discovery” call with anyone needing some insight or curious about consultation services – or just to chat!  Absolutely no obligation. I’ve learned things the hard way and eager to share my hard knocks to help other entrepreneurs succeed.

Best wishes for a profitable enterprise.   Happy planning!

Wedding MBA 2018 Recap: Top Tips for Improving your Wedding Business

By | Uncategorized | No Comments

How has it been 4 years already that I’ve been able to speak and attend at the Wedding MBA? Time is flying! As usual, I had an incredible time meeting old friends and new at the conference as we all learned how to continually improve our wedding business.  Here are some highlights:

Amazing Exhibits from Wedding Vendors

First, I got to talk to the insurance pros at RV Nuccio about a unique situation at the venue where I now work.  They were super helpful (and as always had mints for the taking…thanks guys!)

As far as amazing presentation goes, check out this display from Fifty Flowers.  Incredible!

Chuppah with fruit and orchids from fifty flowers

lush fruit orchid chuppah rustic fifty flowers

Actionable Content from Industry Leaders and Wedding Business Owners

Fellow wedding business owners and executives shared key insight that you just can’t find anywhere else.  Sonny Ganguly, the CMO from Wedding Wire, basically gave a beyond-101-level class on enhancing SEO. He shared critical information from WeddingWire’s huge trove of research. Frankly this would be worth the price of admission alone.  Instagram is still the leader in reaching brides, and he gave some eye-opening examples of how to grab their attention on IG, as well as via other portals.

I sat in on several venue presentations, including wedding expert and founder of Carl House, BB Webb, who advised attendees to take cues from first-class venues on how to treat prospective clients.  Bending over backwards to make them feel special is the key.

Destination weddings presentation wedding MBA speaker Dee Gaubert

Listening, learning, and sharing at my Thursday morning session on Destination Weddings

Interactive, Supportive Attendees

At my “Into the Storm” presentation, about setting boundaries, vendors and planners shared stories they had with – interesting – issues they kept running into; the nods of recognition, the words of support, and the laughter of camaraderie illustrated to me what an incredible community of dynamic, caring professionals we’re all a part of.  It was so great to see!

If you attended, I hope you had an incredible time! If not, check out next year’s info and be sure to sign up.  Hope to see you there in 2019!

(Did you attend my seminars and have questions?  Want to pick my brain about the best the conference had to offer? Don’t be shy – email me at dee@noworriesep.com!)

Bookkeeping for Event Planners: 3 Tips

By | Bookkeeping for Event Planners, Business Builders, Business Consulting, Business Consulting for Creatives, Business Development, How do I hire a Bookkeeper | No Comments

We all know as business owners that keeping track of expenses, saving for taxes, and making sure your books are balanced is so important.  But bookkeeping for event planners is not an easy thing at first, because of the unpredictable schedule of being a planner – working in the service industry means a lot of time on the road, in the field, and away from your administrative, desk-based tasks.  Here’s how I tackled tightening up my bookkeeping processes.

Hire a bookkeeper!

Hire a pro! They do not need to be full time.  I hired a bookkeeper for an initial analysis and software recommendations; quarterly checkins; and end of year profit-and-loss and tax prep.  It did not cost a fortune and truly worth every penny.

Bookkeeping for event planners calclutor accounting for creatives

Invoice online.

If you can’t afford taking credit cards – and if your revenue is unsteady or you are in the first 2-3 years of your business, that’s a smart call – see if there are any cloud-based, bookkeeping and invoicing systems that use ACH deposits to take from your clients.  Try to find something that schedules invoicing so you don’t have to think about it – clients get regular invoices on time, so that they are well aware of when their next payment is due.  Then as the cash comes in, the software keeps track of it, and balancing the books just got a lot easier.

Automate your tax savings.

This can be a super tough aspect of bookkeeping for event planners (I speak from experience!). What helped me was having my CPA give me tax projections in Q1 of every year.  Then, I could set aside – or at least manage expectations – of what my taxes would be. I got quite accurate at planning ahead and it saved me a lot of stress and sleepless nights.  Schedule quarterly or monthly allocations to a separate bank account for taxes, and plot reminders in your calendar throughout the year to send your payments to the IRS.  Or you can also ask your bookkeeper consultant to do this, and they can remind you.

***

Don’t be afraid to hire a pro to help you manage this process – a little professional guidance means big time savings in stress, and possibly business fees and tax penalties.  Being organized = peak efficiency in all levels of your business!  And, I can’t recommend enough this book: Accounting for the Numberphobic.  It has outstanding small business advice and is actually pretty fun to read, too. Find it here – and happy planning!

Setting your Employees Up for Success

By | Business Builders, Business Consulting, Business Development, Employee, Employee Tips for Event Planners, Independent Contractors | No Comments

I have had the experience of not only overseeing my own employees, but being a new employee at a couple different corporate settings in the past year or so.  I’ve learned a lot from both sides (the corporate on-boarding experience has certainly changed a lot, I’ll say that).  A bad start can have ripple affects that can hurt your business.  These key tips will make your new contractor or employee feel secure, so they can start kicking butt for you – and have fun doing it!

Give your employees the basics.

At a 5-star hotel I worked at recently, I was personally introduced to the entire corporate staff and as much of the banquet staff as possible. It was incredible – sure, I couldn’t recommend everyone’s name right away, but it gave me a solid sense of how the company worked, and also made me feel less shy when I saw new people in the hallways.  I was also shown every single common area, bathroom, and other important spaces.  No wonder people stay at that property for years!  The culture left a lasting impression on me.

Don’t feel you are pandering to someone or wasting time by methodically showing them around to all relevant colleagues in your organization, and showing them every nook and cranny of the space that they will be using.  They will feel like a stranger in a strange land, otherwise, and struggle to interact with people at first. It also makes them feel ignored or cast aside. Not a good start.

Ritz Carlton Ocean View wedding OrangeCounty Dana Point Employee

Photo by Studio Purdy.  I was based in L.A.; this event in Dana Point required me to work with Orange-County based contractors that I found via my network of high quality fellow event planners.  Making sure I sent these new contractors my manual ensured consistent service to my clients, despite the fact I hadn’t worked with them frequently before.

Have collaborative docs ready to go.

Be sure to do your homework and set up collaborative docs and systems before they arrive (google docs, Aisle Planner, etc).  It takes some time to delegate – if it’s your first-ever associate, you need to do the hard work of which assignments to give them, and how you two will use your shared systems.  But it only takes a couple days to get someone indoctrinated into most online project managers and documents – once you’re in, it’ll flow. But you absolutely have to do the carving up of assignments and adjustments of your systems before they arrive – otherwise, they may not have enough to do at first, and start off with confusion. This could lead to mistakes and wasted time – things no business can afford.

Write an employee manual.

If you work with ICs, this can be a contractor manual. Your payroll company or lawyer can advise on exactly how to work on this – but it’s super important for all employees to read and sign off on this. For event planners in particular, you need to lay down some ground rules, such as: No chewing gum, no social media sharing of events during event (or after, if client does not give permission), dress code, etc.

About to hire your first employee or contractor?  Need advice?  I’m here to help! Email me at dee@noworriesep.com!