Maili Event Planner

Having worked in the Maili event planning industry for almost 7 years there are not many surprises left – but occasionally I still get the, “They did what?” pass my lips! Why am I not surprised anymore – because over the years the number one rule for event planning is putting time into the pre planning of the event, and then planning contingencies for the exceptions that may happen?

So where do you start? As far out from the event date as possible as getting space is the first step. In Maili, where we do a lot of work, it is not unusual to be booking one year out at some of the venues, as they are booked solidly every week.

The first few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, or an anniversary – the list is endless, but one thing remains constant once the event has a name and the type of event is decided, the next step will be to decide where to hold the event. This is where the real event planners stand out from the crowd. So you have an event – okay lets book a hotel is normally the next answer but why would you miss out on an opportunity to create a unique experience?

What Makes a Great Bar Mitzvah?

Ever wonder what a wedding planner REALLY does?

Most people rely on movies like "The Wedding Planner" to form their definition of a typical wedding planner. For the most part, J.Lo as a headset wearing ''star of the show'' is fantasy when it comes to being a wedding planner. Unlike Matthew and Bridget's unlimited budget, you will be hired for your budgeting skills. But your bride will be stressed and this is where you DO shine. You will be called upon and hired or not hired based on your abilities to perform under pressure, like there is no pressure. Learning your role in brides' and grooms' weddings is the first piece of the wedding planning puzzle. Below is a list of the 3 most recognized service selections your clients have to choose from. We refer to these as ''packages.'' However, I am here to tell you, if you want to excel past the cookie cutter wedding planner, then it is up to YOU to define these packages by adding your own pizazz to your unique services.

Wedding Planner - def (n)

A person who creates magic, pulls answers out of hat, and performs a flawless wedding (without sweating).

There are many services a wedding planner can provide to a bride. Depending on the bride's needs and personality, it is up to the wedding planner to service her client's needs. Not only is it important to meet the client's expectations, but exceeding their expectations will enhance your referrals to help you find your next client.

Full Service Planner

A full service planner is able to really help the bride from literally the beginning to the end of her planning. From the moment the groom pops the question the bride comes into the planner's office to begin the journey. This bride is often new to the area, gets overwhelmed easily, doesn't like to make decisions, or is very busy in her career or education. A planner's main responsibility is to be the representative for the family and keep communication lines open amongst all parties involved. Becoming the mediator is often a crucial role in this phase of the planning process.

Main Responsibilities of a Full Service Planner:

oSet budget (stay on budget throughout the planning process)

oFind reception/ceremony location

oBook vendors (photographer, videographer, florist, entertainment)

oNegotiate pricing for all vendors involved

oCreate personal décor style for bride/groom

oCreate vendor timeline/bridal party timeline

oAttend all meetings

oOrchestrate the rehearsal and wedding day

oPersonal assistant to family

oFollow up with miscellaneous tasks post-wedding

Partial Planner

This is the most popular program wedding planners can offer to their clients. Brides will come into the appointment with some of the choices already made, but would like professional guidance in the midst of the planning process. Brides think they can do it all themselves only to find frustration and an endless list of things to do hence, why they turn it over to a planner. This type of bride likes to have the final say in the decision making process, but wants a professional opinion each step of the way.

Main Responsibilities of a Partial Planner:

oCollect all information/contracts from client

oEvaluate the budget

oMeet all family members involved in the planning process

oCreate road map/set goals for each month with client

oBook remainder vendors

oNegotiate pricing when available

oPersonal Décor (upgrade program)

oCreate vendor timeline/bridal party timeline

oAttend final catering meeting

oOrchestrate the rehearsal and wedding day

oPersonal assistant to family

oFollow up with miscellaneous tasks post-wedding

Day of Planner

A Day Of Planner is someone who comes in and picks up all the pieces (often referred to as the personal assistant to the family or the manager of the overall wedding). The main responsibility of a day of planner is to ensure the plan the bride and her family has created runs smoothly according to their expectations. Reception décor and ceremony timing is crucial the day of the wedding. The most important piece of the puzzle is to make sure the vendors are directed in the right place at the right time along with the bridal party. The timeline is the heart of the event. Without a solid timeline, people will not know where to go and when they are to report. A day of planner is only as good as her timeline. 5 minutes off the time of the wedding day, means tough filet mignon in the hotbox. This is often referred to as "Game Day."

Main responsibilities of a Day of Planner:

oCreate timeline

oCall all vendors to check arrival time and location

oPunch out meeting with bride and groom (collect personal items)

oGet help

oAssign staff with bride (assist in getting dressed)

oAssign staff for reception décor (implement plan)

oOverall manager for family

oOrchestrate rehearsal and wedding day

oFollow up with miscellaneous tasks post-wedding

There are three main services a wedding planner can provide: full service, partial, or day of planner. Knowing which type of service the client is seeking will help define the type of program to sell her. Each client is unique and some programs might have to be customized to fit her needs. Remember, the bride is the client you are the director. It is up to the director to guide the client into the right program to suit her needs.

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Event Planning Guide: What Equipment Do You Need for A Successful Event?

Time management is an essential part of event planning. Event planning is not a casual affair; you need professional training for proper planning and management of the event. Time is very important. We keep wasting a lot of time and at the end of the day we realize that time has passed away and nothing has been accomplished yet. If we would have used this time in a proper manner we would achieve more in less time. Time is a tool which can either help you in making your career and it can even break your career.

Stress is a part of job; people feel stressed out due to working for long hours. Working for long hours is actually not the real issue; in most of the cases managing time is the real problem. You have to manage your time properly in order to remained relaxed and stress free.

Time management is a simple process. With proper time management you will recognize that you achieve more in less time. This will help you in doing extra work and providing time to other important jobs. When you try to get a job in an event planning company; you can easily get a job if you have taken event planning courses. This is because the employers feel that you are well aware of the important of time management. Here are tips for managing time in an effective manner:

1. In time management; you have first identify the most important jobs and the least important jobs. You should focus on the important ones and you should give the least important ones to your subordinates. This way the most important jobs will have all your attention.

2. You should be more focused on results and less focused on tasks. People develop a do list. They feel that if they have this list; they will never miss out on any work and they will be able to manage time. Do list is of no great help; instead it wastes your time because too many jobs are listed on one paper and you waste a lot of time on identifying which one is the most important job.

3. Balance is very important; entertainment is as important as work and sleep is as important as work. If you do not rest and keep on working; you will figure out that the quality of your work is deteriorating.

Time management is the core of event planning. If you have mastered this art then you can become a successful event planner and will be able to manage all affairs in the least possible time.


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