7 ways couples can help their wedding supplier team deliver a seamless service!
Thank you for stopping by my blog, I’m sharing today how couples have the power to shape the way their wedding services are delivered by their supplier team. My most relaxed and calm coordination couples are those that complete the details by the due dates. All the details are included in their detailed timeline and wedding overview. Why? The detailed documents cover everything their supplier team needs to deliver their service and nothing is left to chance. It really is an enjoyable planning experience and then they can rest, relax and enjoy the lead up knowing everything is covered.
I see the difference when details are still missing and your supplier team are waiting on confirmation of final details closer to your wedding day. It usually means extra meetings and emails sent across to make sure everything is covered. The lead up is filled with more meetings and back & forth communication to ensure that we have everything we need to make the day go smoothly and means less time for them to enjoy the lead up with their loved ones.
My bride, Donna not only completed everything by the date due but used all the resources that I give my couples on their very own portal including a form to store all of their invoices and a reminder to pop due dates in the calendar for final invoices. It meant Donna and David, could enjoy the lead up, felt calm and had everything organised well in advance. This is exactly how they felt about it -
“You see, Emma has a portal where you (me) enter all information about the vendors. Contact info. Contracts. Payments. Guest list. EVERYTHING.All I had to do in order to have a stress free day was keep that list updated and go through my check lists.In fact it seemed to be TOO easy and I thought something MUST have been forgotten, but no.” - Emma is SO organised. She crosses all her T’s and dots her I’s.
Emma can suggest which vendors would be perfect for your event.
She made sure I had everything in check when I walked down the aisle.
She made sure my guests were comfortable and happy.
Our wedding went off without a hitch. And if there WAS a hitch, I certainly didn’t know about it.”
All images from Warren Photography
I have a couple of things I need from my coordination couples before I can take over their wedding details smoothly for my Coordination Package -
Questionnaires completed
All their supplier details including up to date email addresses that they last contacted them on and a phone number
Details of their timeline - everything highlighted in yellow is finalized, and everything that happens throughout the day and night can be seen.
Set up checklist - checked by the couple and anything set up on the day. This checklist is used to allocate time on the day for set up for my team so I need to make sure everything is on there.
In addition to the above for my service, I recommend following the below tips, to help your supplier team deliver an unforgettable service -
1. Communicate effectively - Communicate all your requirements and expectations to your wedding supplier clearly. This includes the date, time, venue, number of guests, and any special requests or preferences you may have. Always check your contracts and details to ensure that they have the correct dates on them, as they are usually in your supplier teams system from your initial enquiry.
I highly recommend setting up a separate email for wedding planning so your supplier emails don’t get lost in your inbox.
2. Provide key details - Share relevant details with your wedding suppliers. This will help them tailor their service to your needs and ensure alignment with your vision. If your supplier team have specific questionnaires or forms to be filled in make sure you fill them in by the date they require them by. This impacts their ability to deliver their services effectively.
Schedule time to complete their questionnaires with as much detail as possible.
3. Timely payments - Ensure you pay your wedding suppliers on time to avoid unnecessary delays. I recommend putting due dates on your calendar to ensure you don’t miss them. I also recommend making payments due the week of the wedding as soon as you can. Then providing receipts to your supplier team to show them that it has been completed.
4. Regular updates - Keep your wedding suppliers updated if there are any changes to the wedding plans such as the number of guests, location, or time. This will help them plan, possibly re-quote and prepare for changes. Also, regular updates or planning will ensure that you keep on track with your wedding planning. So allocate time in your calendar to set aside time for regular wedding planning and reduce the planning overwhelm by having specific planning tasks outlined each month to work on.
5. Timing - Wedding suppliers usually work on scheduled timelines, so it's crucial to get back to them in a timely manner. Try to stick to the agreed-upon schedule and avoid last-minute changes, as this can delay their service. If they are waiting on information from you, aim to get back to them as soon as possible as this means they can’t complete the details around their service.
Pop due dates of forms or details in your calendar to ensure smooth service from all your suppliers.
6. Be responsive - If your wedding suppliers reach out to you, try to respond promptly to their requests or queries. This will help to avoid miscommunication, delays and deliver a service tailored to your needs. If you’re not sure of the details or still working through information, let your supplier team know. The most effective thing to do is to keep them updated and let them know when you will have it.
I reach out to my Coordination couples 8 weeks before their wedding day to book in their last meeting so by then I ask for all their questionnaires to be completed. We have their final meeting at 6 weeks.
7. Detailed information - A wedding timeline that has all the main detailed information included in it and shared with your supplier team, MC and venue is the most efficient way to ensure the day is seamless. One main document that has all the information including - songs for entrance, announcements - exactly the way you want to be announced and anything else that may be happening on the day or during the night. .
I work with my Coordination couples to ensure they have a detailed timeline with all the information that I’ m aware of in there from the morning to night. Just make sure that you have everything that you know is going to take place on the day and night in your timeline.
Finally, share your positive experience with your supplier team. The most effective way to do this is via their Google reviews. This helps other couples find them and hear first hand how their service impacted your wedding day.
All the best with your Wedding Planning
Em x
Donna & David’s amazing supplier team for their private property wedding