Planning a wedding is stressful in normal times, but it becomes especially taxing when you throw a global pandemic on top of it. Couples are naturally concerned about their celebrations as they navigate COVID-19 and, as professionals, it’s up to us to assuage their fears and guide them through to their dream event.
But, simply put, removing stress from wedding planning is part of our job. We are hired and paid to take care of the stressful parts of the process and let them enjoy their engagement fully. Plus, most engaged couples are embarking on the wedding planning journey for the first time and have no clue what they’re supposed to do.
Here are a few key strategies for helping your clients get hitched without a hitch.
Communicate often.
There are a lot of questions that arise when planning a wedding, particularly amidst the uncertainties of the pandemic. We’re all finding our own ways to balance personal and professional responsibilities, but there’s no excuse for leaving your clients hanging. Adequate communication doesn’t have to mean responding to every email and phone call within a matter of minutes, but be as prompt as possible to let them know they’ve been heard. Even if you can’t service the client right at that moment, respond to let them know you’re working on it and give them an estimate for when they can expect to hear back.
Even if you can’t yet move forward on an event, take some time to check in with your clients regularly to see how they’re handling the situation. Ask them if there’s anything they need to get off their chest or if you can help them to better understand next steps. They may be keeping some small worries to themselves, but if you can help them open up, you’ll be able to ease their concerns and reduce stress along the way.
Avoid bombarding clients.
There’s a fine line when it comes to communicating effectively and, once crossed, clients can become even more stressed and overwhelmed. Try to condense all of your questions into one phone call or meeting, instead of reaching out for every little thing that comes up. If they mentioned a vendor they liked, do your own research to gather necessary information and prepare for your next call to discuss the decision further.
I recommend compiling these questions into a simple list you can send over by email in advance of your next meeting. Then, they can prepare ahead of time and include any additional points they want to cover while you talk. Remind them that it’s not urgent, so they can take their time getting back to you. This lets them fill in the gaps on their own time without feeling like they’re under pressure to email you back or answer questions on the spot.
Stay connected to vendor partners.
The best thing you can do to reduce stress for your clients is communicate directly with the rest of their event team instead of relying on them to be the go-between. Start a conversation with the other vendors to ensure everyone is on the same page, which will help day-of production run smoothly and efficiently. At any given moment, each vendor will be at a different point on their timeline with the client, so it can help create a big-picture planning status to ensure all of the milestones are being met on time.
When you put these aspects together, the key to a stress-free experience is simple: it lies in effective communication. Keep your lines open with clients and creative partners alike, and you can feel confident that your client experience will be low-stress and enjoyable for all.
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.