}
A complete set of templates, checklists, and tools for professional wedding planners.
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Staying Organized as a Wedding Planner
Being an event planner requires both creativity and extreme organizational skills. One way to stay organized as a wedding planner is to document the process for all aspects of your business such as the steps to take when you book a new client.
1) Counter-sign the wedding planning contract from your client and send clients a final copy. Ideally, you send them an electronic contract that they can sign online.
2) Process the initial payment from your clients and enter it into your accounting software or financial spreadsheet.
3) Enter future payment amounts and due dates into a cash flow document or spreadsheet that is organized by month. This makes it easy to invoice clients prior to a payment due date AND will give you a quick look at what your projected cash flow is for each month ahead.
4) If you use project management or planning software, enter the client and event details into your program. If you do not use software, create an email folder with your client’s names. Under that folder, create subfolders for each vendor category where you can keep email communications organized. Here is an example of a folder structure for each client:
5) If you do not use project management or planning software, create a folder for the client on your computer or on a cloud-based program such as Google Drive. You can use the same structure as shown above for email. This will allow you to work quicker because you will always know where to find files, photos, and contracts for each client.
6) Send a welcome gift or card to your new clients.
7) Send initial planning documents to clients (planning checklists, budget projection, etc.)
8) Send a thank you note or a gift to the person who referred you (if applicable)
Creating systems in your business allows you to work more efficiently which enables you to take on more clients (or have more time for yourself).
What other areas of your business can create checklists and processes for to help you work more efficiently?
Are you a new or aspiring wedding planner?
The Wedding Planner’s Toolbox is a complete set of business templates and tools for professional wedding planners. As a wedding planner, you have one chance and a huge responsibility to plan and coordinate the perfect wedding day for your clients. The Wedding Planner’s Toolbox gives you the tools needed to get things done correctly.
Timeline templates, consultation forms, questions to ask vendors, planning checklist, and much more!
LEARN MORE AND DOWNLOAD TODAY!
A complete set of templates, checklists, and tools for professional wedding planners.
Business
Wedding Planning
Marketing
Day in the Life
Self Development
Friday Favorites
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I am just starting my business and am looking for a great software to keep track of everything. I don’t want a monthly online program, I would like one I can buy outright. Any suggestions?
Thank you
Becky, the Wedding Planner’s Toolbox could be a good fit. We use it in Google Drive so we can share it with our clients and with other vendors involved in each event. https://plannerslounge.com/wedding-planner-tools/
Becky- I can’t say enough about how helpful the Planner’s Toolbox was for me in getting my business off the ground and keeping organized. It is definitely a worth-while buy!
Thank you for sharing Hannah!
I am planning my first wedding, thankfully the bride is a close friend and already has many plans so my job is just executing it. She has asked if I had electronic copies of my work. Is there a application on PC/MAC/iPAD that is used to organize via computer.
I have all of her documents in folders nicely organized as suggested above, but I wasn’t sure if there was an easier way to document it all on a computer other than Word.
I have scanned documents in, but sometimes it doesn’t catch all parts, or if I wrote stuff in or wanted to highlight, there were difficulties there.
If anyone knows of an “app” or laptop application, I would appreciate the help.
Thank you,
New girl,
Jilene
Hi Jilene! Thank you for your comment. There really isn’t a reason you need everything to be electronic if you have a physical binder of everything. It’s always good to have it electronically for a backup or if your client needs a copy. You can work with paper if that is easiest for you. Remember that you dictate how you plan weddings, not your clients.
your posts are beyond (BEYOND) helpful as I start my wedding planning business. we all start somewhere, right?
I have worked for wedding venues for several years and planned endless corporate for my corporate employer, however having my own business is quite different when you don’t have the resources handed right to you on a silver platter. this website is my silver platter, thanks!
wish i could spend a day with you! 🙂
Jenn, I am so glad that Planner’s Lounge is helping you! I appreciate your kind words and for the wonderful comment. Thank you for being part of the Planner’s Lounge community.