We're Daniel and Bethany. Husband and wife photographers and videographers based in Austin, TX. We hope you will sit down with some coffee and enjoy viewing our latest work, browsing resources for brides, and catching a glimpse of our lives and adventures!
We hope that you have been enjoying the awesome wedding industry insights that our fellow wedding industry vendors. Today we are sharing more wedding planner insights. Our guest writer is Austin wedding planner and owner of Lotus Events, Tara Blackwell. So without further ado, let’s get into it!
What is the difference between a Planner and a Coordinator?
The Planner is basically your new bestie. They are usually hired early on in the planning process to organize all the wedding tasks. They assist with vendor selection, budget management, checklists, contract execution, attend consults, and more.
The Coordinator is your month of executor (they can also be your new bestie too!). They’ll jump in a few weeks before the wedding to begin finalizing everything planned up to that day. They are there on wedding day to ensure your wedding runs smooth and stress-free!
There are common misconceptions about the term “Day-Of Coordinator”. Can a coordinator really just show up on your big day and run things smoothly without any pre-planning? Maybe it’s possible if they’ve been doing this for decades, but even then, it’s still tricky. It’s beneficial for all parties if a Coordinator jumps in a few weeks prior to the big day. This is called Month-Of Coordination. It’s still your Day-Of needs but better! It allows a couple time to get to know their Coordinator more while finalizing all the details.
Coordinators want to get to know their clients so that way we can execute all scenarios to the best of our abilities. Beginning the planning process a few weeks prior also allows time for Coordinators to communicate details to all the vendors. Providing them with timelines, diagrams, set up/strike requirements, etc. This takes the stress off the couples plate so they can enjoy their special time!
Always expect your budget to fluctuate. The original amount you estimate will likely change a few times throughout the planning process. When creating your wedding budget, always consider administration fees, beverage tax, and sales tax. You also might want to include gratuity amounts and insurance, just in case! Every wedding is unique in its own way, so no budget is the same. Think about the top 3 things that are most important to you and budget more money towards those items. Try to nail down a realistic guest list because this plays a big part in costs. Have a detailed conversation with those contributing to the wedding budget. Take a deep breath and have fun!
Who will be the perfect fit for you? Choosing vendors for your wedding can be difficult but make sure to organize your needs and wants first. Always do a little research on each one; read their reviews, browse their websites and social media platforms. Select the top three (per vendor category) that interests you most and check their availability/pricing. Once you’ve received this information, schedule a phone call. It’s important to jump on a call with potential vendors to see if they will be a good fit. Or if everyone is local, ask to grab a cup of joe!
It’s wise to begin selecting some vendors around the 1-year mark to 1 ½ years away from the big day. The likelihood of your desired vendor being available this far out is much higher.
Lotus Events is an Austin wedding planner service. Here at Lotus Events we offer 3 different coordination packages which can all be customized to accommodate your planning needs. All of our packages offer unlimited communication because we feel this is the key to success. Plus, we just love to hear from our clients! So, if we haven’t heard from you in a while, you can expect an email, text or phone call for a friendly check in!
Lotus Events is passionate about providing outstanding customer service. From our very first phone call or in person meeting, and throughout the many weeks leading up to your big day, we’ll build a relationship that will last a lifetime.
Are you planning a wedding and need some guidance? Schedule your complimentary consultation with Lotus today and let’s start planning together!
Check out our blog for more helpful wedding tips and inspiration!