Event Experts

December Tips

Tip 17 - Frankly my dear I don’t give a damn.

The thing I loved about Scarlett O’Hara in Gone With the Wind was her ability to control everyone and everything around her. She was a powerful character, a fighter and knew how to manipulate men and twist them around her little finger. However,even Rhett Butler knew when to say NO. Even he knew when it was time to rid himself of Scarlett once and for all and this was a man who was completely and utterly in love. What does this have to do with running a wedding planning business? Everything. You need to learn when to say no. Understand that you won’t be able to work with every potential client that approaches you. Mostly it will be a clash of personalities that will stop you, but sometimes it will be because deep down you’ll know that this particular bride has huge potential to turn into the bride from hell. Remember you will have to spend alot of time with your client so ask yourself this question - is this someone I can spend the next year with? If you can honestly answer yes then there is no reason why you can’t take this person on as a client. If the answer is no then stay well clear. Don’t be tempted. Think about your worse nightmare and then double it and this should be enough to deter you. Believe me when I say it simply isn’t worth it.

Tip 18 - Give em the old Razzle Dazzle

Give em the old Razzle Dazzle. I recently went to see a production of Chicago in Melbourne and I have to say that I certainly can identify with Billy Flynn who plays Roxie Hart’s lawyer. He is a larger than life character and really plays on that fact when he’s in court. The result is that he wows the jury with his character and zest for life. What does this have to do with event planning? Everything. You want to do what Billy Flynn did only your target is the guests and not the jury. You want the guests to leave the event feeling wowed. You want them to give a verdict of FANTASTIC. So take a leaf out of Billy Flynn’s book when you are planning the design of your next event and remember to add in the old razzle dazzle. Create the illusion and really get them talking about your event not just for days but for years after.  

Tip 19 - Confidence is the Key

In the immortal words of Julie Andrews “I have confidence in sunshine. I have confidence in rain. I have confidence that spring will come again. Besides which you see I have confidence in me.” I loved this film when I was a kid as you can see by all the tips referencing songs from the Sound of Music. But one of the reasons this film was so popular was because of all the messages within it. This particular message is one that has stuck with me throughout my life. If you have confidence in yourself everyone else will have confidence in you too. I can’t count how many times I have been asked by new planners how they are going to get through their first consultation without looking like a new planner. Confidence. That’s how you get through it. If you are sat in front of a potential client and are mumbling, stuttering and stammering they are not going to have confidence in you. However, if you shake their hand firmly, look them in the eye and smile a confident smile you are going to make them feel at ease and as though they are in the hands of an expert. Think about Julie Andrews. She’d never been a governess before let alone to 7 children, but she didn’t let that deter her. She marched straight up to the front door shook the hand of the suprised butler and announced her arrival. And that is what you need to do. Have a little confidence.

Tip 20 - The Winner Takes it All

We’re back the Abba references again but they are so good it’s hard not to use them. This one is particularly relevant. As a planner or designer the best accolades you can get are when you have won an award of some description. It gives your potential clients confidence in you and your abilities. You can never have too many awards. Make sure you do some research on the Awards available in your local area, state wide, nationally and even internationally. You never know you might actually win, but you certainly won’t if you don’t enter. Most of the awards don’t take that much work and if you are smart you can use the same entry for multiple awards. Spend the time creating a fantastic entry and keep a copy of it so you can use this for future competitions and awards. What better form of publicity could there be than having a logo on your website and marketing material that states you are the winner of XYZ category for ABC Awards. It speaks volumes and is worth thousands of dollars in advertising you just can’t buy.  

Tip 21 - Guests Just Wanna Have Fun!

Always remember your audience when designing an event. It is very easy to get carried away with what you think looks fantastic and what you think will look good. We get so focussed on this that we forget to remember our audience - the guests. Whatever event you are designing you need to make sure it is going to appeal to your attendees. Make sure it is appropriate and will capture their imaginations. Do some research. Find out who your attendees are and what their background is. If your event is for students then provide entertainment that is new and really up to date. Keep it fresh and moving so they don’t get stale or bored. Remember students of today have a short attention span and things need to really grab them to keep their interest. If however your event is a networking event for females who are all members of an association, then you need to come up with some interactive style entertainment that is going to encourage them to talk and mingle without being nervous to do so. The key here is to remember who your audience is and target your design around them and make sure it is appropriate. 

Tip 22 - Mamma Mia

I am very often asked about the ‘Bridezilla’. You know the horror bride of reality tv. But the truth is she is far more fantasy than fact. In my experience it is the mother of the bride or groom who can be the more tricky customer. In order to avoid difficult confrontations with a mother or future mother-in-law who wants to be involved in the planning, styling and design of a wedding, use the consultation process to establish to what degree the couple want their mother/s to be involved. If they want them to be part of the process make sure you meet with the mother/s early and build a relationship. What does not work is the mother feeling as though you are her competition. I also find that giving her a project can be very helpful. Mostly mothers just want to feel productive and helpful; so give them a task they can focus on and you will generally find they are happy. If the couple really does not want their mother/s to be involved you need to help them with that and this is where your tact, diplomacy and ’skin of alligator’ will help you through.

Tip 23 - Lights, Camera, Action - Strike a Pose

Of all the vendors you need to do your research on, photographers are one of the most important. For most couples, and even corporate clients, the photos are one of the things they value most highly when it comes to their Wedding and it is often one of the most significant outlays in the Wedding budget apart from the Reception. Photos are the lasting memory of the day and once the couple returns from their honeymoon, the photos will be their main focus. If the photos are not up to scratch the couple’s feeling about their wedding can soon turn sour. As a Wedding Planner it is your job to source the right suppliers for the job and as we have said many times it is also your job to ensure that the suppliers you recommend are experts in their field. When it comes to photographers this is especially true.

Have several photographers you are prepared to recommend in each budget range and stay in touch with them regularly to review their latest work. I think this is essential. Photography is an art and you want to be sure that the photographers you have on your books are still inspired and approaching their work with fresh eyes and creativity. If a photographer you recommend has become stale – move on from them. Also make sure you read over their contracts and terms and conditions carefully and be sure you understand them (on behalf of your client). Go through these documents with your clients before they sign, pointing out things like inclusions and exclusions. If you, or they are unsure of anything in the contract ask questions – that is your job. You should also make sure that you always have the latest version of these forms in your folder. Managing suppliers is an essential Wedding Planner ‘housekeeping’ job, but doing these things will set you apart from your competitors who are not so diligent.

Tip 24 - Watch those Edward Scissor Hands

In 1990 Tim Burton directed Johnny Depp in a beautiful, Gothic Fairytale called Edward Scissorhands. In the movie, Depp’s character is a sort of modern day Frankenstein; a boy with scissors for hands. He makes beautiful things with his hands, but can also be clumsy with them when under pressure, as he is in one scene where he chops off the hand of a girl he admires whilst creating an ice sculpture for her.
If you are an event designer or stylist you will find a pair of Scissorhands (or the ability to use your hands creatively) highly useful. However, always be mindful of letting your imagination run too far away from you. Remember your brief and know when to stop - this was something Edward was good at. Too much of anything can be tacky, whilst just the right amount will be stunning. What Edward was not so good at was staying calm (as in the hand chopping incident). In this industry your ability to remain cool, calm and collected, regardless of the dramas unfolding before you is essential and trust me, drama is most likely to erupt when you are up to your eyeballs in layers of tulle, crystals, lights and foliage. It can be so easy to become tangled (literally) up in the drama at this time but instead, train yourself to remain focussed on the task at hand. Once you are in a creative space it is best to stay there, but if you can’t, walk away, deal with the drama and then come back to what you were doing. Don’t try to do both, or your Scissorhands could be your undoing!

Tip 25 - Islands in the Stream

Over the last 5 years the number of couples choosing to take their Wedding to an exotic, offshore location has increased significantly. At the moment most couples work with overseas venues to plan their Destination Wedding, but as the Wedding Planning industry has grown here we have started to see the demand for Wedding Planners offering Destination Wedding services also grow. Furthermore the growth of the industry in more established markets such as the UK and the USA is a good indicator that Australian marketplace will follow suit.

However, before you hang your ‘Destination Weddings - Open for Business’ sign outside the door I highly recommend thoroughly researching the concept. I also recommend limiting the destinations you work from. Being an expert in 2-3 destinations is far better than knowing a little about many. Desitination Wedding Planning is very different from Wedding Planning and having good contacts on the ground will be essential, which may also mean traveling to your destinations to complete your research and establish connections with local experts. As with any business concept you have to be prepared to do the leg work!

Tip 26 - Elle, Miranda, Cindy, Claudia, Kate & You

We all know the names but what is it that they have in common apart from the fact they are models (ok and beautiful and extremely wealthy)? They are all brands and pretty successful ones too. But personal branding is not just for the rich, famous and beautiful. Consider this, the number one brand in the world is Coca Cola…what is Coca Cola? Sugar and water in a can. So if sugar and water in a can, can be the world’s biggest brand, you can certainly brand you for the market you work in.

When you set about branding yourself don’t start with the creation process. Lots of people jump into the job of ordering business cards and setting up their website without ever sitting down and identifying who they are and what their goals are for themselves and their business. Identify your brand and then set about creating it. Our tip to get you started is find yourself somewhere private, pop some music you love on, pour yourself a glass of wine or a cup of green tea and arm yourself with lots of paper or a whiteboard. Brainstorm you!

Tip 27 - Colour Me Happy

‘Colour Me Happy’ is a wonderful line from the movie Pretty Woman. I always remember Julia Roberts delivering the line to Richard Gere and whilst its meaning in that movie has little to do with events and weddings, it is just one of those phrases that comes to me often. In my personal style I am not a colour girl. I will wear some colour but am most comfortable in my beloved black and these days will do all white too. But in my surroundings I love to mix and match colour and really play with tones and textures. I am the person who enjoys flicking through paint colour charts and websites like Pantone and Color Lovers. Colour just makes me happy and I find that it can do the same for the guests at an event. The most drab room can be totally transformed with an exciting colour combination.

Think about this when styling an event. Yes monochramatic shades are dramatic and can create a wonderful impact too, but when colour is done well, it can really bring a room and the people within to life. I recommend educating yourself about colour and you can do this just by browsing through home and fashion magazines and researching articles about colour on the web. Keep an eye out for interesting colour combinations and what trends are coming through so that you can use this knowledge for your clients. Become a colour expert….what fun!

Tip 28 - Life is a Cabaret.

When working on a Corporate Event your aim should always be to create an environment that guests feel stimulated by. Your event needs to leave a lasting impression; in the right way. One of the ways you can create a memorable and stimulating atmosphere for guests is to use Entertainers.
Comedians, Magicians, Live Bands, Soloists, Dancers and Circus Acts are just a few of the acts that you will come across as you manage Corporate Events. But beware. For every great act out there, there are 10 more that do not make the grade. Entertainers and the agencies that represent them are great at sales talk and whilst an act may come with an impressive list of credentials the only way to really know if they are going to work for the event you are planning is to review them yourself. A lot of acts provide demo CD’s and DVD’s but if at all possible I highly recommend attending an event where the act is playing. Good entertainers are not just good at what they do; they know how to engage an audience. Even a violin player who never says a word to an audience can enchant guests with their manner. That is what you are looking for, acts that can hold the attention of the audience and enchant them.

Tip 29 - I Wanna Break Free.

How many of you have sat there day dreaming about your new career? How many times have you searched for training courses on Google whilst you’re supposed to be working? Too many to account for I would imagine. Many of us want to break free from our daily drudgery, but few of us actually take the next step. So what is the next step? In my opinion the next step is education. This is a process that will never stop in whatever career you choose to take, but it is most definately so in the world of wedding and event planning. You may well have planned your best friends wedding and helped your Mum plan out elaborate dinner parties, but that in no way prepares you for life as a planner. There are many tricks of the trade and many serious issues you need to be aware of before jumping into this career. Insurance, contracts, proposals, timelines, suppliers, hospitality knowledge, BEO’s and then of course a crash course in running a small business and this is only a the start. The list is never ending. So although I encourage you to break free and take that first trembling step into the world of special events, I also caution you at the same time. Don’t go at it like a bull in a china shop. Stop. Think. Take a deep breath. And get yourself some training.

Tip 30 - Don’t stop me now.

So you’ve taken your first step, enrolled in your course, now what? Keep going. Too many times I see enthusiastic new planners fall by the wayside and never complete their training. They take the information in their course and try to apply it straight away in their new business and wonder why they fall flat on their face. Often with training courses, and this is definately the case with our Academy (AAWEP), the benefit isn’t just in the information but in the assignments themselves. These assignments are based on real life case studies and get you to apply that knowledge under the guidance of a tutor who has been there, done it and worn the T-Shirt. Their feedback on these assignments is invaluable. Ask any of our students who have completed a course. Often you will think you have covered every base in that assignment, but nine times out of ten you will have left out something crucial which would have been the difference between a happy client and a not so happy client. Don’t be tempted to get your course material and start your business all in the same day. By all means start the preparation for your business whilst you are on the course - that is something we encourage. The course is there to help you set up your business, but if you don’t complete it in the way it is set out you won’t receve the full benefit. Start of as you mean to carry on. Be dilligent and see things through from the start to the finish.

Tip 31 - Headlong.

Don’t go rushing in Headlong. I know it’s tempting to dive in feet first and think about things later. New ideas and businesses can be very addictive and exciting, but I urge you to take the time to do your business plan. Boring as it sounds you will thank me later. You may not want to borrow money from the bank to launch your business, but that doesn’t mean that you can do away with writing a business plan. How are you going to know where you’re going if you don’t have a guide to follow? You would never dream of setting off on a road trip to somewhere you’d never been before without consulting a map, would you? No! So why on earth would you want to do that when launching a business. Your Business Plan is our roadmap to success. The key to help you plot a path to where you want to go.

Tip 32 - One Vision

It is very tempting when starting a new business to have a somewhat cloudy vision of what you are going to do. You need to have a clear vision and stick to it. This vision will grow and develop over time but always have it there in the back of your mind. Don’t be tempted to stray away from it. Sure you  need to hone it and mould it, but always keep a firm view in your mind of where you want to go and what you want to achieve, as this will help you to position yourself in the marketplace. Just like writing a business plan is the road map for your business, your vision is a crystal clear picture that has been taken with a sharp digital and very focussed camera of your business aspirations and goals. How many times have you looked back at what could have been a really good picture and had to ditch it because it was out of focus or fuzzy? Don’t let the same happen to your business. Have a clear vision from the start and don’t let it go out of focus. 

Tip 33 - I want it all and I want it now!

Too many brides and not enough time? You can’t market to every bride. It’s that simple. So it doesn’t matter how much you want it you can’t have all the marketplace out there. Don’t dilute your message as you can’t be all things to all people. It is impossible to market yourself as an expert in destintation weddings whilst claiming that you are also a specialist in your local market. Why? Because you are then making a mockery of the word expert. To be an expert in a subject usually means you have a specific area of knowledge in which you excel. Brides are alot more savvy and clued up now in the age of easily available information, and as we enter the next decade you need to treat them with the respect they deserve. Be aware of your own skills and passions and find your niche area. If you are Greek then it might well make sense to specialise in Greek weddings. You already have a great network because of your origin and your knowledge on the traditions and etiquette is going ot be far superior to a wedding planner who isn’t Greek. Then there authenticity. You will soon get caught out if you don’t know what you are talking about. So, rather than casting the net so wide that you don’t catch anything, find that area of wedding and events that you love and study it. Study it hard. Make yourself an expert on this smaller more unique area. It will be so much easier then to target your marketing and what you do.

Tip 34 - Under Pressure

Don’t expect it all to happen straight away. Don’t put yourself under too much pressure to get clients as soon as you launch. I know it’s hard - I’ve been there remember. You’ve built this fabulous website, you have a 1000 business cards smiling back at you and you’re armed with 10 bridal magazines, but where are the clients? Be patient. Rome wasn’t built in a day. Don’t you hate it when people quote those old sayings at you. Well I hate to say it, but those sayings have lasted for centuries for a reason - they’re true. You have to have patience and be prepared to work at it. You can’t expect that just because you’ve done some study and set up a website that people are going to be banging your door down. You have to put in the hard yards and that means taking the time to meet your suppliers, going out to bridal boutiques and introducing yourself, trudging around all the bridal shows to do your research and taking the time to see which advertising mediums are right for you. Don’t give up too easily. Business isn’t for the faint hearted, but at the same time don’t put yourself under unneccessary pressure. Do’t give up your full tiem job straight away. Be prepared to work all week and then at the weekend too. Richard Branson didn’t become an overnight success. He had to work his behind off in order to even start getting noticed and you need to do the same too.

Tip 35 - A Kind of Magic

Build your brand and create the magic. Give your clients a reason to come to you. In the same way as you need to carve yourself a niche you also need to be aware that you need a recognisable brand. Think of the movie Bride Wars. The wedding planner in the movie was actually incompetent, she booked two best friends weddings (both girls were her clients) on the same day at the same venue, and still she was considered the best wedding planner in town. Why? Because she had built a brand. She was the premiere wedding planner who was associated with the one venue every bride wanted to get married at in Manhattan - the Plaza. To book a wedding at the Plaza you needed the help of Marion St Claire - wedding planner extraodinaire. What a way to brand yourself. Now I’m not suggesting that it is possible for everyone to do what Marion did, that was afterall the movies, but it is a good example of how to create the magic around your brand. Get creative and make yourself noticed. The celebrity wedding planners like David Tutera, Mindi Weiss and Preston Bailey didn’t wake up one day and find themselves planning weddings for the stars, they made it happen. They created the magic and that’s what you need to do too. 

Tip 36 - Bewitched

In the sitcom, Bewitched, Samantha Stevenson played the charming, good witch, who captured the heart of slightly kooky mortal, Darren. Whilst Samantha could use her magic to make anyone, do anything, in each episode it was ultimately her charming personality that won people over.

Today we often refer to her brand of charm as flirting and it works on members of the same and opposite sex. Being charming, without being overtly sexual, condescending or just plain annoying is an art, but channeling some charm in the direction of your clients, potential clients, vendors and colleagues is a good thing. People respond well to those who show interest in them. Remembering for e.g. someone’s birthday, that their son plays soccer or their favourite restaurant, music, or sporting team, will demonstrate to them that you have an appreciation for them, beyond what they can possibly do for you. Cultivate a little bit of charm and hey, even flirt a little and I can guarantee you will find people responding to you in more positive ways. 

Tip 37 - I dream of Jeannie

Jeannie of the sitcom, I dream of Jeannie, had magic up her sleeve just like Samantha of Bewitched, but her brand of magic was a lot more self-serving than Samantha’s. With the flick of her pony tail she was often casting spells over her love interest (her master) and those who stood in the way of her dreams. She was good, but just a little naughty too.

When you are a Wedding or Event Planning you need a few tricks up your sleeve, just like Jeannie in order to impress your master (your client). So what will you bag of tricks contain? Knowledge as they say is power, so learn all you can about your craft and don’t ever fall into the trap of thinking you know it all - there is always something new to know or a different way to look at something you do. When you are faced with a tricky situation it is this knowledge, rather than trickery, which will yield results.

Tip 38 - Get Smart

In the 1965 Sitcom, Get Smart, bumbling agent Maxwell Smart and his able sidekick Ninety-Nine had a array of gadgetry at their disposal as they challenged evil. Remember the ’shoe phone’?

Us Wedding and Event Planners also have an impressive range of technology at our disposal….not for fighting evil but certainly things that have really made the way we do business much more efficient. As the year draws to a close and I see gorgeous looking diaries and planners hitting the shelves I am reminded just how much the way I organise myself has changed with the help of technology. So instead of splurging on a new diary I shouted myself a new iPhone case.

If you are starting out I highly recommend that you arm yourself with a laptop with wireless, loaded with a good, web-based planning software program and a Smartphone (I recommend an iPhone or Blackberry). Both of these are almost essential tools for doing business today and enable you to manage everything from your contacts and clients to your appointments, emails and calls. Take some time to set them up well and you will find that you do business in a much more efficient and professional way than has ever been possible.

Tip 39 - Gilligans Island

Gilligans Island may seem like a strange way to start a discussion relating to Wedding and Event Planning, but the show reminds me of the role ‘teamwork’ plays in our industry. The Castaways on Gilligans Island were thrown together, but in order to survive they had to pull together as a team. If you look at each Castaway it is possible to identify in each of them skills and experiences that the others did not have, but that were essential to their survival. There were always conflicts but ultimately the group came together to analyse problems and solve them to everyone’s satisfaction.

Even when you work as a Freelancer, or in your own business, when you work in Weddings and Events you will work closely with others, towards a common objective. Very often your job will involve choosing your team and this is where you need to assess your project and determine what roles need to be filled. Deciding who will join your team is not as easy as selecting the best person for the job, you will also need to consider how certain personalities will work together and what strengths you need them to bring to the table. Building a great team takes practice, but the ability to be able to do this is a key skill when you are a Wedding or Event Planner, Designer or Stylist.

Tip 40 - Wonder Woman

When I was a little girl I wanted to be Wonder Woman. I was in love with her red, blue and white corset, her boots and wrist bands. But it was not just the costume and the way she looked, it was her attitude. She was one gutsy woman and there was nothing that stopped her. What little girl does not want to grow up to be that woman! We hear the term Wonder Woman a lot today, as well as the term multi-tasking, which I believe was invented to encourage us girls to do more!

There is nothing wrong with being a Wonder Woman and I like to think that I do embody some of the qualities of my ’super-hero’, but I also keep my business intentionally small. I am a mother, a business owner and someone with a wide range of interests and by keeping my business small, I can be detail orientated, organised and creative - just as a good Wedding and Event Planner should be. So its all about choosing just what type of Wonder Woman you want to be.

Tip 41 - Merry Xmas

It is now day 41 of our project and it is exciting to be celebrating Christmas with you. From all of us to you and your families, we hope that you have a wonderful Christmas and the very best of New Years.

My wish for all of you is that at least once on Christmas Day you have a moment when you see Christmas as a child might. Do you remember when you saw your first bike under the tree, or your Mother lit the Christmas lights for the first time? If you have children you will know the delight in a child’s eyes when they find the gift they have been waiting for under the tree.

When I have designed an event I love to have the room to myself at least once before the event starts; of course, to do the final check, but also to have a moment of wonder at the magic I have (hopefully) created. A little bit of Christmas Magic should appear in every event you plan!

Merry Christmas and Cheers to a wonderful 2010!

Tip 42 - Boxing Day

I love Boxing Day, perhaps even a little more than Christmas Day. For me it is a day of reflection and relaxation and a chance to review (in a light-hearted way) what worked and what did not about our Christmas Day Celebration.

As event planners, the day after an event is similar. Whether you work as part of a team or alone you should take some time after the completion of an event to review its success and analyse what worked about it and what did not. As a professional this activity will enable you to grow. For larger events you may even be required to produce a report for your client, following an event.

I hope you enjoy your Boxing Day and have some time today to reflect on your Christmas Day and the year almost past.

Tip 43 - On the First Day of Xmas

On the first day of Xmas my Mentor gave to me, a flashlight for my Planners Tool Kit.

Tip 44 - On the Second Day of Xmas

On the second day of Xmas my Mentor gave to me, 2 packs of tissues and a flashlight for my Planners Tool Kit

Tip 45 - On the Third Day of Xmas

On the third day of Xmas my Mentor gave to me,3 ball point pens, 2 packs of tissues and a flashlight for my Planners Tool Kit.

Tip 46 - On the Fourth Day of Xmas

On the fourth day of Xmas my Mentor gave to me, 4 AA batteries, 3 ball point pens, 2 packs of tissues and a flashlight for my Planners Tool Kit.

Tip 47 - On the Fifth Day of Xmas

On the fifth day of Xmas my Mentor gave to me, 5 coloured highlighters, 4 AA batteries, 3 ball point pens, 2 packs of tissues and a flashlight for my Planners Tool Kit.