Category Archives: Wedding Consultant

7 Mistakes Couples Make That Can Ruin Their Wedding Budget

By | Biggest Wedding Planning Mistakes, Wedding Budget, Wedding Budget Tips, Wedding Consultant, Wedding Cost, Wedding Planner | No Comments

Engaged couple meeting with their wedding plannerPlanning well ahead of your wedding can help you avoid some of the most common budget mistakes couples make that can ruin their special day. Many couples hire a wedding and event manager to take on the hard tasks, but not everyone has the money to do that, so if you can’t, you’re not alone. As a couple, you should sit down and work out how much you have to spend, what you want to spend it on, and how you want your ceremony and reception to proceed. Do you want a band or a DJ? Banners and bunting? What about the catering, wedding cars, the bride and bridesmaids dresses, the groom and groomsmen, the photographer? What will it all cost?  Should you have an extra 10 per cent in case of cost averages?

Wedding planners advise couples to begin with an attitude of ‘how much can we spend?’ Rather than ‘how far can we stretch our budget?’ You can learn from the professionals, so do your research on wedding and event planner websites for tips, and read the following information on how to avoid budget pitfalls and remember, failing to plan means you plan on failing.

1. Don’t Skip Over the Fine Print

Carefully read all the contracts related to your wedding before you sign them because this is where your costs can blow out unless you read the fine print. You could be up for surcharges and extra fees if things don’t go according to plan. You could be charged for staying at the venue over the time agreed upon. The band or DJ might be kept back as well, or the flowers might not be available, so they have to be swapped at the last minute for more expensive bouquets. So take the time to fully understand the terms and conditions before you commit to a service or product.

2. Do Your Research

Couples need a clear understanding of the vendors they will need to hire and what they will charge. Do your research to find the right photographer who will capture all those special moments. What about the venue? Do you want a big church wedding with the reception at a different venue, a relaxed ceremony on the beautiful beach where you met, or something in between? Call the venues and churches etc. and find out what they charge, then create a rough budget out of the costs.

Engaged couple making key decisions about budget with their wedding planner3. Don’t Go Overboard

The biggest mistakes many couples make are borrowing from the wrong lender and overdoing it on the amount. These days, it’s a lot for a young couple to come up with the expenses of a wedding. Many couples are financing their wedding with a personal loan. The way to avoid borrowing too much is by having a repayment plan within your budget and shop around for lenders who are in tune with your financial situation. That doesn’t mean the bride has to skimp on areas such as hiring a professional makeup artist and hair stylist or wearing a less than gorgeous wedding dress. If you need to cut corners, try doing without some of the smaller things, so the major necessities are covered.

4. Keep Track of Your Spending

Keep an eye on what you spend, especially the small purchases which have a habit of creeping up on you. Every dollar adds up, and before you know it, you’re in the red trying to work out where all the money went. So keep tabs on every cent, not just the major expenses, so your budget stays on track. You could set up a spreadsheet or other tool to track every cent that you spend throughout your wedding planning process. Also, be sure to understand the total price, including additional fees and taxes, before you sign a contract.

 

Engaged Couple planning their wedding

5. Make Spending Decisions With Head Not Heart

Weddings are emotional experiences, there’s no doubting that. But in the planning stage, try to make spending decisions with your head rather than your heart, especially if you haven’t finalised the date, location, and the number of guests. You might change your mind and won’t need whatever you have bought, so it’s money wasted.

6. Don’t Spend Too Much Too Soon on DIY

If you’re planning to take charge of some of the wedding details yourself rather than hiring a vendor – such as asking Mum to make the wedding cake or Aunt Doris to take care of the flowers – do a road test on them before the big day. Also, test out whatever part of the day you want to design yourself, in case you decide to do something different or find that what you had in mind won’t work so you don’t buy supplies you won’t need.

7. Don’t Make Invitation Mistakes

Make sure you have a firm idea of who you are going to invite before you order the wedding invitations. It might seem like a small thing, but every cent counts, and you don’t want to be left with a box of expensive invitation cards that won’t be used. Another invitation mistake is getting the names and addresses wrong and having to resend them. Stamps and envelopes cost money, and it’s another area where it seems like a small thing, but it will matter.

To save all the hassle, the stress, and the mistakes, Dee Gaubert of No Worries Event Planning and Design can coach you through the all important tasks of developing a concise, realty-checked budget with her Budget Consulting services. Email dee@noworriesep.com today!

 

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Increase SEO: How to Make Blogging A Regular Habit

By | Blogging for Wedding Planners, Blogging Tips, Business Consulting for Creatives, Business Development, Finding Time to Blog, Wedding Consultant, Wedding Coordinator | No Comments

How many times have you been told to calendar your marketing activities, just as if they were client appointments?  “Then THAT way I’ll actually blog/social post/network on a regular basis, like I’m supposed to!”, you keep thinking.  Well, as someone who worked in the events industry, thus with a mutable, ever-changing schedule, this just wasn’t working.  What did work? Making it a habit. I didn’t set a perfect schedule – but still managed to blog every 7 to 10 days for the majority of my business, creating a valuable niche audience and consistent engagement and SEO.  Read below to find out how I made blogging a regular part of my business, with a minimum of effort.

Make blogging a weekly habit

There’s a difference between scheduled activities and habitual activities.  For example, I now workout about 5 times a week.  In my head, I know that I will probably not workout 1x over the weekend due to famliy activities, and probably 1x during the week depending on what networking event or other work-related activities may pop up.  I simply then workout the other evenings when I’m free.  I started this routine for 2-3 weeks, and now, it’s like clockwork.  Every night that I arrive home and don’t have somewhere else to go to, I simply change into my workout gear, and once my son is done with his homework and dinner, I … work out. I don’t calendar it, I just do it.  I have a WEEKLY quota – i.e., “Workout regularly” is my weekly task, not a daily one.

The same has to happen for your blogging.  Make a note at the beginning of every week:  “Write one blog post.”  Every time you sit down to your computer, think, “Do I have time to work on my blog?”  Take 5 minutes if you can to add to your list of ideas, to shoot an email to a photographer to get photos of your latest wedding, or to log into the backend of your website to draft the first few words of your blog.  If that’s all you can handle, no problem.  Next time you sit down to your computer, ask yourself again if you have time to work on the blog. Even better, stick a post it on your computer that always says, “Blog!” and you’ll find yourself tackling your posts once you’re done with the main business of the day.

The reason why I suggest this for event planners, is because if we try to calendar in these regular marketing tasks, these appointments with ourselves nearly ALWAYS get kicked of the calendar by a last minute errand for a client, a meeting that FINALLY came together for a site inspection, etc. etc.  Our work is not desk-based- we’re running around all over the place, so it’s harder to lock in times and dates for this type of computer-based work since we’re not always sitting at a laptop.  These tasks have to surround our other work, and slot into our schedule once we find we have a free moment.

For me, the best time was always late afternoon or early evening, when everything was done for the day. I would find myself with about 20 minutes left to work on social media or blogging.  After awhile, it became such a habit, that I automatically would start to work on blogging once my day was complete – I didn’t have to look at a checklist to remind myself. It became…a habit.

Paris wedding destination planner Blogging

Blogging about my first Paris wedding led to other online inquiries, and, you guessed it, more Paris weddings! Photo by Yann Audic of Lifestories Wedding, dress by Vera Wang.

Small tasks lead to big momentum

It’s proven that starting small on an initiative leads to larger tasks being completed. So, say you have a stolen 5 minutes as you wait for a client to arrive for a meeting – that’s a great time to add blog ideas to your Notes app on your phone. Or, you find yourself done with a timeline draft earlier than you thought, and have a few minutes before tackling your next to-do of the day.  Take that stolen 20 minutes and upload some photos to your website for a ‘real wedding’ inspiration post.  By the end of the week, you will likely have a completed blog post.  Using these small slots in your day for mini-tasks, pays off in a big way.

Ask for help, if needed, to maintain your blogging calendar

There are also people who just don’t enjoy writing, unlike me (I liked it better than the actual wedding planning, believe it or not!) – and there are so many resources on the web for assisting your blog creation. Search Instagram, sites like Fiverr, Facebook, and other portals to find cost effective bloggers to assist you in pulling photos, drafting posts, even writing entire posts.  Interns and assistants can also make big progress for you behind the scenes, so you feel a sense of momentum without the struggle of putting pen to paper (or rather, finger to key).

Is blogging really that important these days?

Yes! It is.  Google is still a hungry beast for keywords (learn more about a key shift in their algorithms here, and the latest update here), and if you feed the beast, your SEO will increase, and you’ll start getting inquiries and collaboration requests from related brands that will even further increase your visibility.  Due to my solid SEO, I was able to branch out into corporate events, for example, as well as draw in wedding inquiries.  And, aside from a small investment into freelancers or your assistant, should you go that route, it’s a very low cost enterprise – with rich returns.

With this advice, you’ll be well on your way to making blogging a regular part of your work week.

Need any more tips or insight into your social media strategy?  Email me at dee@noworriesep.com and I’ll be happy to help!

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.

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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!

Should you add new services to your business?

By | Business Builders, Business Consulting, Business Development, Consultant, Corporate Event Coordinator, Wedding Consultant, Wedding Coordinator | No Comments
A few years ago, I realized that clients constantly needed basic tabletop offerings – candle votives, lanterns, and the like. Due to the expense of sourcing and storing these items, not all florists had robust quantities of them.  I sourced a few different types of votives and frequently rented them out to clients, making some additional pocket change and saving them time, and over-investing in these items.  What would be hard about adding new services to my boutique event planning business?

I thought, maybe something’s there.  I could start a table top rental business! It fills a need, I had storage in my garage, and I had plenty of contacts in the event world.

Then I started thinking:  How would I deliver these items to everyone, along with my day to day business, which if I wasn’t careful, could be all consuming? Wouldn’t delivery cost as much as the item rental fees, due to labor costs?  Also, what if they came back broken? What inventory tracker should I use?

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Photo by Jillian Rose Photography

I realized, it just wasn’t worth doing – better to stay with what I was doing, continue to refine my event planning business, and coast along with that.

It’s so easy to be distracted, to see another opportunity and try to strike out in a new direction. Before you do, check in with yourself:

Run Scenarios.

Think through a typical transaction of your new business. How much time and money would it cost you?  Would you be able to charge enough to cover your cost?

Evaluate your resources – do you have enough to add a new service?

Do you need additional capital?  How much would it cost to source raw materials (if any)?

Does someone else already do it well?

When photobooths were the new thing, there were just a handful or competitors for each region. Now, there are so many!  Is it worth entering a saturated market?

Take time to review all your options and the ripple effects to your business.  If you think it’s a good idea, go for it! Otherwise, nothing wrong with regrouping and making your current business even stronger.

Event Planners: How to Deal when things get Personal

By | Consultant, Corporate Events, Event Planner, Event Planning Education, Event Planning Workshops, Wedding Consultant, Wedding Coordinator, Wedding Planner, Wedding Planning Checklist | No Comments

As a wedding planner, I learned more about diplomacy than a degree in international politics probably ever could!  What helped me deal with situations with extraordinarily irrational elements was developing empathy and being a consummate professional, and event planners can do so easily with a little forethought. Here’s how.

1.  Try to Figure out What’s Going On.

No need to actually ask the person what their problem is (unless you feel it’s appropriate!) – but perhaps you overheard the bride talking about her deceased father, or the party host talk about being laid off recently.  Something could be going on in their lives that while it doesn’t excuse their behavior, it allows you to give them a pass so you don’t overreact.

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This is the end result you want to get for your clients – all smiles after a great evening. You can get there the easy way, or the hard way, depending on how well you set boundaries.

2. Event Planners need to Be Kind but Firm when things get Personal.

For wedding planners especially, it’s important to remember while your clients are in an emotional space, you are not.  You are at work, being a professional. It’s no different than a bank teller or a financial planner – you wouldn’t expose them to the latest fight with your mom or cry on their shoulder, would you?  So your clients should treat you professionalism as well.  It’s as easy as saying, “I understand where you’re coming from, but my job is to create and run a beautiful wedding day.  When you have resolved your personal issues, let me know what your final decision is.  Let’s talk now about the dessert table (change the subject.)

3.  Be Clear in your Legal Agreements about Services.

If a client wants you to research 15 photographers when 5 would suffice, there should be a limitation in your contract where you reserve the right to charge additional when their needs go over and above reasonable limits.  This should be clearly stated BEFORE they hire you, too.

For more information about consultation and education for event planners, click here.  Happy Planning!

So you want to become a wedding planner…

By | Aspiring Event Planners, Aspiring Wedding Planners, Business Builders, Business Consulting, Business Development, Wedding Consultant, Wedding Coordinator, Wedding Planner | No Comments

By Dee Gaubert | Owner, No Worries Event Planning

Growing up, I wasn’t one of those girls who gushed over weddings or dreamed of being a wedding planner.  I definitely wanted to get married one day, and I loved event design and decor, but it wasn’t a passion of mine to become a planner.  Instead, I worked in both marketing and then television production, and worked on events as part and parcel to both of these careers, and realized I could start my own event planning company. With my husband’s hours intensive and us starting a family, I needed to be able to manage my own schedule and be the ‘lead parent’ most of the time; and thus, No Worries Event Planning was born.

As I became more searchable on the web, I started getting inquiries and notes from a variety of people wanting very badly to be planners and learn more about the business. I was surprised because it’s really hard work, a serious hustle the first few years to find your clientele, and for certain temperaments, being a wedding planner is extremely stressful. But, I really loved doing it and I wanted to educate others.

To that end, here are a few pointers if you want to become a planner, that will help you reach your goal of having your own business or a thriving career in events.

One of the perks of the job? Getting to work in stunning locales.  Photo by Katie Geiberger, venue: Rancho Del Cielo.

One of the perks of the job? Getting to work in stunning locales. Photo by Katie Geiberger, venue: Rancho Del Cielo.  Florals by Peony and Plum.

Get lots of experience before becoming a full time wedding planner.

Working for years in both marketing and TV production, I developed a skill set working both in project management and events that served me well. If you haven’t done a lot of event planning, you will find yourself in unusual situations that you won’t be ready for, unless you start working for other planners right away.  Volunteer for trade organizations (like ABC, WIPA, and EPA) and help them plan and execute events, too – it’s outstanding experience, and you will start to get to know other wedding planners, as well.

Wedding planner destination wedding photography Paris

Another pinch-me moment from running No Worries: Our Paris destination weddings. This gorgeous photo is by Yann Audic of Lifestories Weddings photography.

Consult the B2B pros.

As a wedding planner, I’ve run into a lot of gray areas as far as responsibilities of the various parties involved with each element of the event.  But, I got a great lawyer and accountant from the beginning, and since then have developed a team of contractors who help me when needed for IT,  web maintenance, and other needs.  You don’t want to be held up by a last minute issue with your printer or have a contract that leaves you liable, so interview a team of B2B pros when you start your business.

Network.

Networking is the number one way I built my business, by referral from other trusted peers and colleagues. It also helps you build a support system with other planners and pros; it’s really the most fun part of doing what we do!  I love the friends I’ve made in this industry, and treasure our relationships.

For brass-tack advice and personalized consulting on creating a profitable, joyous wedding and event planning business, check out our Aspiring Planners page for thoughtfully crafted workshops and consulting packages, and please call or email me anytime:  310-562-3306 and dee@noworriesep.com.  Here’s to a happy and prosperous 2017!

Calamigos Malibu Wedding:Bright + Beautiful

By | Calamigos Malibu Weddings, Catering, Event Planner, Rustic Wedding, Vox DJS, Wedding Consultant, Wedding Coordinator, Wedding Planner | No Comments

I had the true pleasure of working with this couple for their wedding last year, and I can’t believe it’s been that long!  they chose Calamigos Malibu for their wedding, and their colors were bright and vibrant, as brought to life by McCann Florist.  They were a fun and playful duo, and they and their families and friends made for a heartfelt evening full of stories and levity.  They also provided classy, rustic wood elements such as signage and escort ‘cards’ (of thin wood slices).

True Photography and First Look Films captured the best moments (and then some) and the team at Calamigos worked with Catering By Brenda, who provided the kosher meal.  Continental Bakery provided the delicious cake and Robert Corral of Vox DJs provided lighting and entertainment.

The space at Calamigos Malibu was the Redwood Room, a space that has been renovated in past years and reminds me of a mountain retreat with stone, wood, and other natural elements.

Rabbi Joe Menashe staged the ceremonial elements beautifully and performed a heartfelt ceremony, and La Folia provided classical music before, during, and after the wedding ceremony.

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Calamigos Ranch Oak Room Ballroom Wedding

Beach Wedding: Sea Breezes at Hotel Portofino

By | Hotel Portofino and Yacht Club, Lavender Decor, Wedding Consultant, Wedding Decor, Wedding Design, Wedding Planner | No Comments

When I first met with Danielle and Jared together, I was struck at how thoughtful and calm they were.  They carefully evaluated each decision about their wedding, but didn’t obsess; they listened to their vendors’ advice and trusted all of us, which was so wonderful.  (And when she showed me her dress from BHLDN, I was smitten!)  I was also excited to work their venue, the Hotel Portofino and Marina, based in Redondo Beach.  It was pretty much a beach wedding – we were just a few feet from the water! In fact, as the couple were getting their photos taken (by the awesome photographer Brady Puryear), a boat passed by in the nearby inlet and the passengers hooted and waved in congratulations.

Danielle had a beautiful aesthetic: clean, pretty lavender colors with touches of greenery and fresh hydrangea.  It worked so well in the space.  We provided design consultation to help flesh out her ideas, and her florist, friend Bea Tran who owns Floral Event Production, came up with beautiful ideas for seamless execution.   The beach wedding feel was set off by the fresh florals and light colors.

Personal touches, such as lavender cones with seeds to toss at the couple during the ceremony, as well as a thoughtful ceremony by a dear friend, made the wedding truly individual and unique.  As the sun set, Danielle and Jared got some great photos by the water, and guests enjoyed cocktails on the patio.  Their DJ, Mike Tinio, spun music all night and got the crowd dancing literally to the very end!

The hotel served outstanding cuisine, wedding cake, and also provided lighting as well. The Portofino became a turnkey solution for many elements of the wedding. It was really one of those smooth, fun experiences that make you want to be come a planner in the first place! Our congrats to the couple and thanks for bringing us along for the journey!

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Rustic Wedding: Beautiful Hues at Mountain Mermaid

By | Fantasy Frostings, Flowers, Uncategorized, Wedding Ceremony, Wedding Consultant, Wedding Coordinator | No Comments

We’ve worked a lot at Mountain Mermaid, and for good reason – it’s a stunning venue, conveniently located in Los Angeles.  It’s also a very streamlined space logistically considering how unique it is! A perfect place for a rustic wedding. We were fortunate to meet up with a wonderful couple that booked their wedding there that had a really cool perspective on their rustic decor. They wanted artful compositions instead of messy clusters, for a rustic look with a modern execution.  We were happy to be on board as wedding consultants and coordinators, and provide the design and florals as well.

For example, the bride was from the coast and wanted to bring in seashells and driftwood into the mix, without being over the top, so we painted some of the shells and added fern greenery to a shell display for her escort card table.  River rocks, moss, and other natural details were very carefully placed with artistic detail so they looked more like set pieces than randomly placed items.

A soft-hued but no less vibrant palette of peach, lavender, gold, and yellows offset the deep shades of the Mermaid so beautifully. Wood slices from Tire Swing Woodworks added to the look. We also found glass bottles, ceramic goblets, and other unique glassware for the centerpieces and accent pieces.

Our associate Laura Klein has beautiful handwriting and created the custom chalkboard wedding signage, as well, something that also goes well with the rustic wedding aesthetic.  We loved how creative the couple were with their signature cocktails, which were perfectly crafted by their caterer, Huntington Catering Company.

Other vendors included Jillian Rose Photography, who took all of the gorgeous photos you see here; Fantasy Frostings; music by Red Shoe LA; video by Luma House; hair and makeup by Kari Cottom; and lighting by Stage Labs.

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Gold Shell Wedding Ring Box Holder

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Real Wedding: May at Malibu Rocky Oaks

By | Los Angeles Wedding Planner, Malibu, Malibu Rocky Oaks Wedding, Malibu Wedding, Wedding Ceremony, Wedding Consultant, Wedding Decor, Wedding Design, Wedding Planner | No Comments

This last May, el nino threatened our chances of an outdoor wedding, but in the end, love prevailed!  This wedding, with elements of Korean customs, was full of joy, laughter, and tasteful touches of Jackie Combs of Lotus and Lily’s floral and event design. Delicious food and seamless entertainment and beautiful lighting from outstanding vendors made this a hugely successful event, at one of our all-time favorite venues.  The beautiful photos below are from Iris and Light.

 

Venue: Malibu Rocky Oaks

Catering:  Amy’s Culinary Adventures

DJ, Paebeck, and some Lighting:  Valentine Entertainment
Rentals and some Lighting:  A Rental Connection

Cake:  Intricakes

Florals:  Lotus and Lily

Linens:  Luxe Linen

Videography:  Peter Yun

Photography: Iris and Light

Hair and Makeup: Yuri Sinata

 

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Cake by Intricakes

Cake by Intricakes

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Valentine Entertainment coordinated the Korean Paebeck ceremony.

Valentine Entertainment coordinated the Korean Paebeck ceremony.

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Florals by Lotus and Lily, Linens by Luxe Linen

Florals by Lotus and Lily, Linens by Luxe Linen

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Florals by Lotus and Lily, Linens by Luxe Linen

Florals by Lotus and Lily, Linens by Luxe Linen

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