ASK THE EXPERTS

Q: Styling flowers and decoration hire are a significant income stream for some wedding planning agencies; how do you convince clients not to BYO decorations and flowers? We share stories of exploding candleholders, leaking vases, and wax damages to historical protected venues, but this doesn’t seem to deter couples who think they can save money through BYO.- Melina Nicholson, Cinque Terre Wedding, Monterosso, Italy“Honestly? Sometimes you can’t. As Michael Port says, ‘There are those you’re meant to serve, and others? Not so much.’ There’s only so much that we, as the trusted advisors and wedding experts can do, and convincing our clients to act as we’d like isn’t always in our control. In this instance, I’d highly recommend having the clients sign a waiver, or include a similar clause in your contract, that states that they are making a choice against your professional advice. Especially for décor matters; if something goes wrong, it’s often the planner that would need to fix it. Decide—before anything happens—what the plan of action will be, who is responsible for what, financially, practically, etc. (For example, are you approved to replace a broken décor item and then be reimbursed?)”- Tonia“There are several ways to avoid the BYO or DIY client. One way is to establish a minimum event budget for your company that would allow your team of professionals to do the job. When you explain to potential clients what you can do for them, let them know your minimum budget and what they will get. If a budget is too small, many clients are left with limited options and this is why they want to cut costs by doing things themselves. Leave those events for planners who don’t mind the BYO clients. Another way to avoid this is to interview clients when they interview you. If they say that they intend to do this, believe them. If you offer alternative solutions, and they don’t seem interested, pass on those events.”- Merryl"It's part of my contract. They need to hire vendors that I recommend and trust."- Frank“I find that many couples get excited about their wedding-planning process and may start to make purchases, because they think it will save money. I find it helpful to educate couples on how to make the most effective and cost-saving purchases for their weddings. This can be done through your newsletter, blog, social media posts, or in your client meetings. I also point out how making some of these purchases—without an overall design plan or without adhering to safety codes—could cost them more money than it could save money.”- ShelbyQ: I’m wondering if venues add a gratuity to their invoice. How are gratuities handled for their staff?- Donna Justin, Justin Trails Resort, Sparta, Wis.“The best way to find out is to read the contract, line by line. In my area, we have a number of different types of properties and types of contracts—some historical venues that are managed solely by an exclusive catering company, some that are managed by a township that owns the property and has no catering ties, some that have a ‘preferred’ list (that is actually exclusive), and some that are truly just preferred. Become well versed in the various combinations to understand who is responsible for what, especially when it comes to staffing and the corresponding gratuity.”- Tonia“None of the venues that we work with add a gratuity to their invoice. Our clients typically give cash to the Captain, the bartenders, and a lump amount to the Captain to disburse amongst the team.”- Merryl“Hotels will always add on a ‘service charge,’ which is gratuity for the staff. Some caterers do as well. Most clients ask about tipping, so I put together a suggestion sheet.”- Frank“Some venues may add a mandatory gratuity to their contract. However, in most cases, I find that there is a service charge—usually based on a percentage—but providing a gratuity is usually based on exceptional service. Be sure to read the contract carefully to know if the venue requires a mandatory gratuity to be added to the invoice.”- ShelbyQ: What has been the most life-changing conference (business-related) of your career?Sonia Hernandez, CWP™, Clarity and Class, Upper Marlboro, Md.“All of them. I am a huge advocate of personal and professional development. I’ve said it before, and I’ll say it all day long—you are the glue that holds your world together. Regardless of which role you happen to play in that moment, you, as a whole, are strengthened from both personal and professional development. If you ‘show up’ and engage in the event and are willing to be vulnerable and intentional with your time and energy, it’s impossible to stay the same as when you arrived. My favorite conferences and events tend to be those where true friendship is found and strengthened, with a mix of personal and professional takeaways, and in which the community creates a momentum of energy, connection, and collaboration. (And full disclosure, I’m getting ready to release the Well Lived Life dates for 2018 and 2019 soon, so I’m a little biased about these kinds of things! Find out more at www.toniaadleta.com.)”- Tonia“When I first started my company, I went to the International Live Events Association conferences annually. They were truly life-changing! I made great contacts and got so much out of them. They are excellent in terms of education and have several tracks depending on your level of experience and area of interest.”- Merryl“The Special Event when I won the Gala Award for Best Wedding.”- Frank“Throughout my career, I have attended many conferences. I find that I enjoy the smaller, more intimate conferences, such as the Association of Bridal Consultants Annual Conference. It was the first conference I ever attended as a wedding professional. It is easy to interact with the speakers after their presentations, to ask any additional questions. It’s also great for building meaningful relationships with other attendees. I know some of my associates prefer larger conferences, i.e. Wedding MBA and WeddingWire World, where there are more speakers and attendees. I have also attended local conferences with less than 100 attendees and about 15 speakers that included both wedding and business professionals that proved to be very beneficial to my business growth.”- Shelby