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Confirming Vendor Logistics

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Transcript

All right, so we are going to be going over 14 different types of vendors and what I like to ask from each. So I know that sounds a little bit overwhelming, but it's it gets pretty redundant and I know you're going to get the hang of it really quickly. So let's just dive right in. First up, we have venues that include the catering. So this is generally like a hotel, so they are providing the venue and the food and beverage both. So FYI, I'll give the name and cell phone number of the wedding day contact, whether that's myself or another lead on my team attached to the current timeline, and I let them know that the final version will be sent the Wednesday before the wedding, so they don't feel like they have to bug me about it wondering when that's going to come.

The next day we are estimating x vendor meals at this time, but we'll let you know when this is finalized. So I'll go through all the vendors and estimate what I think and then after I hear back from all the vendors I'll give them an actual final count. And then questions I'll say, you know what time can the venue be accessed for setup? What time will tables and linens be set? Can you send over the diagrams? And can you send me the banquet event orders?

Next up, we have venues that are not providing the catering. So this will likely be you know, a private estate, or maybe like a zoo or some unique type of venue that doesn't have food and beverage on site. So FYI, name and cell phone number, the wedding day contact attaches the current timeline for questions. What time can the venue be accessed for setup? What time will tables and linens be set? And can you send over the diagrams or the tables and London's being said as well as the diagrams?

You don't play that by ear if this venue is not Providing the tables and linens, then you wouldn't ask them that question or if they don't do the diagrams, and then that would be the question for whoever is doing the diagrams. Maybe it's the rental company, or maybe it's your catering company. So, you know, don't just copy and paste these really assess these, you know, for your particular wedding, before sending those over. Now we have catering companies that are not through the venue. So this is the catering company that would pair up you know, with that last vendor, that's the venue that doesn't have food and beverage on staff. So for FYI, name and cell phone number of the wedding day contact attached as the current timeline.

Let them know what time that then you can be accessed for setup. Provide loading information for the venue. And we are estimating x vendor meals at this time, but we'll let you know when this is finalized. Now for the loading information and what time they can access The venue, maybe the catering company and the venue have, you know, a very tight partnership and they already know this information. And they don't need that. So that's another thing, you know, play that by ear.

And then for questions, can you send me the banquet event orders? What is the name and phone number of the day of contact? In what time does your team plan to arrive? So the catering coordinator that you're working with on the pre planning may or may not be the person that's there on the wedding day, so I want to make sure I have a name and cell phone number of somebody that will be in charge on the day of the wedding for anything that I need. And then in terms of questions, if, you know, maybe the catering company is doing the diagrams, you know, add that on, if they're setting the tables and linens, then ask that question as well. Next up, we have photographers, so name and cell phone number of the wedding day contact attaches the current timeline, and then the location of where the bride is getting ready.

So I tell them, you know, if it's at a hotel, say, you know, I'll let you know the room numbers as soon as they check in. So obviously if you're confirming these details a few weeks ahead of time, we don't know those room numbers yet. So I just remind them like, hey, she's getting ready at you know, at the Hyatt I'll let you know her room number on Thursday evening after she checks in. So questions, how many vendors will met vendor meals Will you need? Sometimes it's just the photographer in the second shooter, but sometimes they bring an assistant and it's three so I want to make sure I have enough vendor meals for each person. Then what is the best number to reach you on the wedding day?

And then confirming that we have you for x hours? We were thinking x to x time How does that sound? So that could sound like just confirming we have you for nine hours on the wedding day we were thinking 12 to 9pm how Does that sound? I want them to look it over and let us know what they think. And then I'll say can you look over the timeline, more specifically the pre ceremony photography schedule, and let me know if you have any questions or changes. This is really important.

I want the photographer to flip this over and give the A okay on the schedule, because I don't want at the end of the wedding or after the fact maybe they miss some shots and say, Well, you know, your coordinator didn't give me enough time to shoot these photos or if the schedule had been different than you don't you don't want any sort of liability or blame on that. So that pre ceremony photography schedule, I need the photographer's to look that over and give me the thumbs up and blessing on that. Just to kind of eliminate any liability on our end. Next up, videographers pretty similar to avatar. First we need name and cell phone number of the wedding day contact. That's what we're going to provide them.

We're going to attach the current time, current timeline and then let them know where the bride is getting ready. And for questions, how many vendor meals Will you need? What is the best number to reach you on the wedding day? And then confirming the number of hours we have them for and then asking them what they think about the schedule that we were thinking. We don't need to confirm with the videographers, you know that pre ceremony, photo schedule because, you know, the videographers job is really just to follow around and capture candid moments. So they're just going to be you know, following the photographer around and the bride and groom.

Except for us. We have a lot of FYI. So I'm going to give them name and cell phone number of the wedding day contact. I will attach the current timeline, the location of where the bride is getting ready. They need to know that so they can deliver the personals? Let them know what time we need the personals for photos, let them know what time each space needs to be ready.

So you know the ceremony, cocktail ballroom, etc. And I'll tell them needs to be ready 30 minutes prior to the start time, I'll let them know what time the venue can be accessed for setup. And then I'll provide loading information for the venue. So the photographer and the videographer they know can just pull up and park pull up to valet, they don't need to, you know, go to the loading dock. Where's the florist needs to go to the loading dock. So I will give them that information for the venue.

And then for questions, I'll ask them what is the best number to reach you on the wedding day, or the name and number of our on site contact? Sometimes florists will send somebody else. What time do you plan to write for setup? And then are you coming back to strike if so the event concludes at you know, 11pm or midnight Sometimes they will not come back to strike because the client has purchased all the centerpieces and they have nothing to clean up. And if they are coming back to strike, we want to make sure they know what time to come back. Now we have the days.

So the FYI sections pretty similar name and cell phone number of our wedding day contact. Attached is the current timeline. Let them know what time the venue can be accessed for setup, and then provide loaded information just like the florist. So four questions how many vendor meals do you need? And then if you notice on the floors, we didn't ask them how many vendor meal they need because florists do not stay and they don't need a vendor bill. So back to the DJs how many vendor meals do you need?

What is the best number to reach you on the wedding day or if it's a large company that has many DJs I will want to get the name of A number of our particular DJ for the wedding. And then just confirming we have you booked from, you know, five to 11. It's What time should we expect your arrival for setup? And then are you providing the sound system for the ceremony? If so, are you providing a standing or Lavalier? mic?

Sounds like a weird question. But a lot of times at the rehearsal at the officiant attend, they will ask me like, Oh, is it a standing mic? Or is it you know, a pin on mic. And that's just the question I started asking because I didn't like saying at the rehearsal, I don't know I want to make sure I have that information for people. And I don't want to have to check back for that. So I've started now asking this question.

Bands, so Panther a little bit different, they need a little bit more for setup. So the FYI is pretty similar. Name and cell phone number of the wedding day contact attached. As the current timeline, let them know what time the venue can be accessed for setup, and then provide loaded information for the venue. So for questions, just confirming we have you booked from, you know, seven to midnight or whatever the hours are, say what time will the band be arriving for setup? How much power do you need?

What size stage do you need? How many vendor meals do you need? What is the name and cell phone number of the bandleader? And then what is the break schedule for the band? 15 minutes 15 minutes on 10 minutes off. So now just going through these four how much power do they need I that's something I've run into at a wedding where I didn't have appropriate power poles for the band and they were going to blow a circuit if we had not pulled extra power.

So we were able to address that and the hotel was able to pull it called a spider box and give them extra power. But you know, it just was another video Though we had to deal with that delay the setup a little bit and everything was done on time and it was fine. But it's something you certainly want to address ahead of time. And that power actually will incur an additional cost. So you want your client to know about that ahead of time versus getting billed after the fact. And then the name and cell phone number of a bandleader.

A lot of times many bands will have a band crew that will arrive for setup and then the band you know the talent will actually arrive a little bit later. So I want that name and cell phone number of the band leader because that person will become my point person on the wedding day. And then for the break schedule. A lot of times bands will do you know 45 to 50 minutes on for a set and then they'll take about a 10 to 15 minute break. And you want to know that because you want to schedule things like the cake cutting or you know toasts or bouquet and guard you want to schedule things during their office. Time, so you're maximizing the time that they're on and not losing that.

Mirror and makeup. So FYI name and cell phone number of the wedding day contact location of where the bride is getting ready. And then I will let them know what time the hair makeup needs to be complete. Sometimes the bride's ready time is different from everyone else, but I want to give them ready times. So then for my questions, I'll say based on the above what time would you like to start? Absolutely, I will never, never, never dictate a start time.

If you are, you know, if they're running late on the day of the wedding, you do not want that hair makeup companies say, well, your planner told us to come at this time and that didn't give us enough time. I want that to be their responsibility to determine a start time I will give them already time, but I will make them give me a start time. So we again are removing that liability from us. And then last I'll ask, what is the best number to reach you on the wedding day. And then, like, you know, the DJs if it's a large company with many different, you know, talent or artists, I'll ask the best contact number on the wedding day. Sometimes they'll give you the number for the artists directly or sometimes there'll be new appoint person from that hair and makeup company.

So just make sure you have a name and phone number of somebody you can contact on the wedding just in case. And then bakeries. This is an easy one, I just will give them know the name and cell phone number, but wedding day contact and loaded information for the venue. I don't need to you know, tie them down with the timeline. They don't need that. And then for questions, I'll say it What time will you be delivering the kitchen desserts, the ballroom and guests arrival as at x time.

And I'll say what's the best number to reach you on the wedding day just in case. And I actually have had to call bakeries multiple times for wondering or the cake is. And that was something I learned as well, because a lot of bakeries sometimes are closed on the weekends. So I had a wedding where I didn't know where the cake was. They hadn't arrived yet. I was trying to call them but the bakery was closed.

So that's, you know, and the cake ended up coming. All was fine, but that just triggered me to know like, hey, I need to know a number for a name and a telephone number for a wedding day. For every single vendor no matter what, just in case. photobooth Oh, this one FYI name and cell phone number of the wedding day contact. You can That's a recurring theme, attaches the current timeline. Let them know what time the venue can be accessed for setup, and then provide loaded information.

So for questions, just confirming we have you booked from, you know, six to 10 or whatever. Based on that, what time should we expect your arrival? Will you require a vendor meal? Some photobooth vendors want a vendor meal, some don't? What is the name itself a number of our attendant, a lot of times you're working with a company with multiple photo booths and multiple attendance. So you want the name and cell phone number of your particular attendant, then do you need a six foot table for props or anything else that day?

That's something that I've added on from experience of they are setting up on the wedding day and say, Oh, I need a six foot table for props or I need an extra table for the scrapbook. And we can always get it generally. You know, but then that just requires Hotel to have to you know, grab another table, grab another linen and you know maybe we would have ordered a linen for that and you know the venue would have known about it ahead of time it would have already been done so it's just one of those things that you can avoid by asking these details ahead of time. ceremony and cocktail hour musicians. This is likely maybe like a pianist, cello player maybe a violin or a string trio something like that. So and they usually have a two hour minimum just decide now.

So with that two hour minimum will usually book them for the ceremony. So it'd be you know, 30 minutes if guests arrival 30 minutes of ceremony and then one hour of the cocktail hour and that fulfills that two hours. So FYI name and cell phone number but wedding day contact attached to the current timeline, but the know what time the venue can be accessed for setup and provide loaded information. So for questions, just confirming we have you booked from, you know, four to six, or whatever time and then what time will you be arriving for setup? What's the best number to reach you on the wedding day? And what are your setup requirements, this is important.

Most musicians will require, you know, umbrellas or armless chairs they want to, you know, for a violin player, you know, they need chairs, when they don't have arms on it. So they can, you know, move back and forth and play their instruments. And most musicians will require umbrellas to you know, protect themselves from the sun and as well as their instruments. So always ask what their setup requirements are. So you can have those ready on the wedding day for them. All right, and now we have officiants.

So for officiants I want to know I will provide them the name and cell phone number of the wedding day contact and then attached is the current timeline. And then for question, I'll say do you plan to attend the rehearsal? And then what time do you plan to arrive on the wedding day and then in parentheses, I'll put the wedding starts at 5pm. I included information because when they're receiving this email, they likely don't know what time to wedding starts on the top of their head. They'll I'm felt to go you know, search their files with a contract and be like, Okay, so this wedding starts at 5pm. I like to just provide that information in there so they don't have to, you know, waste time looking through their paperwork and they can just say, oh, wedding starts at five.

Okay, I'll be there at four. And then lastly, what's the best number to reach you on the wedding day? Okay, we're almost fair rental companies. So for rental companies I want I will give them the name and cell phone number of the wedding day contact. I will let them know what time the venue can be accessed for setup. I'll provide loaded information for the venue And then I will dive into my questions.

So what is the name and phone number of our lead setup person, so you have your sales rep that you will be working with and they likely will not be there on the wedding day, it just depends. So I want the name and cell phone number of our lead guy for setup or whoever maybe is going to be your sales rep but just make sure you have that name and contact number for somebody and then what time will you be arriving for setup this will already be listed on the order so if you need to change that you need to let them know. And for rental orders, they will give you a delivery window so it will likely be you know, between 10 and 12 or 12 and two and if you do want a specific delivery time, just know that that does cost extra. So when you are looking at the rental orders ahead of time, try to plan ahead for And then I will let them know that the event strike is at, you know, whatever time and then I will ask for the rental order if I don't already have a copy.

I'm doing, you know, partial full planning, I mean, I've created this rental order. But if we're, you know, doing wedding no manner to stay up, maybe we don't have this rental order yet. So we want to make sure that we have a copy so we can look it over ahead of time, and then have it for the wedding day. So now we're going to be moving into follow ups. So those were kind of, you know, the main 14 types of vendors that we're always working with. And then I will show you in the next section, how to follow up with these vendors, how to fill in the information on the timeline, and then just showing you a few examples of emails that I've sent in the past so you can see just how simple and easy it really is.

So I'll see you in the next lesson.

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