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Here’s What You Can Do to Ensure a Stress-Free Planning Experience for Your Clients

When a couple embarks on the wedding planning journey, it is more than likely their first time planning an event of such magnitude. After the engagement excitement starts to wear off, they’re suddenly faced with the reality of the long road ahead. Between difficult decisions and detailed coordination, the idea of stacking these tasks on top of their existing responsibilities can be overwhelming.

It’s around this time that couples start to seek solutions and find support from the wedding vendors they’ll go on to book. They are sold on a stress-free planning experience and become willing to invest their hard-earned funds because they know they need help. As vendors, it is our primary responsibility to meet their needs and serve them the relaxing experience they deserve. Simply put, it is our job to remove stress from the wedding planning process. Cheerful couple visiting wedding planner

In normal years, this is difficult enough as it is. Tack on a worldwide pandemic that effectively halts live events and turns the industry on its head and, well, it’s not for the faint of heart. Our clients are understandably concerned about their weddings, so you must be able to step up to the plate and ease their worries.

Here are a few ways to guide couples through wedding planning amidst a pandemic without letting uncertainty spoil the experience:

Institute an “open door” policy.
Even if your doors are closed for meetings due to social distancing, you can still employ an “open door” policy over virtual means. This may be your first time planning events during a pandemic, but for many of your clients, it’s their first time planning an event. Period. They would have many questions regardless, but COVID has added a whole layer of concern to the mix. Help to assuage these worries by letting them know that you’re always available to answer questions (within reason; you don’t need to be answering phone calls at 2 am!). Aim to be prompt in your replies, cutting your response time down to a matter of hours so your clients know they are your priority.

Give them space.
It might seem counterintuitive to reach out less, but it can be quite overwhelming for couples when bombarded with constant communication. Remember: Your “door” is always open, so they can come to you if they need something. Otherwise, keep your communications to a minimum. Consider implementing a biweekly or monthly status meeting to share updates and prepare for next steps rather than sending an email or calling every time a question arises. Let your clients live their lives without pinging them to talk about their wedding every day. If they want to do that, they will start the conversation!

Prioritize collaboration with the vendor team.
One of the biggest stressors for engaged couples is managing the many vendors they’ve booked for a wedding and staying up-to-date with each one’s progress. Give them a breath of fresh air by taking this task off their plate. Serve as the point of contact and check in with their other vendors regularly to ensure everyone is meeting deadlines and providing quality work. Your clients will love hearing a single rundown from you in a meeting rather than remembering to check up on every single detail on their own. In addition to simplifying the planning experience for your client, it will also make day-of production run much smoother with everyone on the same page.

So, what are the secrets to a stress-free experience? There’s one: effective communication. As long as you are keeping your clients in the loop and working closely with the rest of the event team, you can guarantee that your client experience will be as seamless and low-maintenance for every new client that walks through your door (even if it’s virtual!).

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Dixie Bagley is the owner of The Farm in Rome, Georgia - a European farm estate with lodging set in the north western Georgia mountains. The venue focuses on working with couples who want to give their guests a relaxed, but thoughtful countryside weekend wedding experience. Having been in the wedding industry for 12 years, Dixie is a master of multi-tasking and wants to make everyone feel at ease. Dixie holds a degree in exercise science from the American Council of Exercise and is Certified Wedding Planner & Venue Coach for The Bridal Society.

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