Koffee ChitChat
Koffee ChitChat
Planning with Purpose with Victor L. Smith
We sit down with wedding planner Victor L. Smith to explore how a simple church favor blossomed into a referral-only business rooted in trust, clear contracts, and calm execution. From vendor vetting to modern-day traditions, Victor shares actionable advice to help couples protect their budgets and fully enjoy their big day.
In this episode, we cover:
• Victor’s origin story from media director to wedding planner
• The difference between a planner and a coordinator (and when to hire each)
• Stress-free timelines and packages that actually work
• The people skills behind word-of-mouth success
• Vendor vetting, contracts, and risk prevention tips
• His partnership with Aunt Jackie and approach to inclusive planning
• Groom style trends and creative tradition swaps
• Finding balance through therapy and intentional rest
• Expanding to new venues and destination weddings
If you’re planning a wedding or supporting someone who is, this conversation offers practical steps to protect your budget, lower stress, and design moments that feel authentically you. Subscribe for more candid chats over coffee, share this episode with a friend who’s engaged, and leave a review with the tradition you’d reinvent next.
- “That’s it for today’s brew of inspiration on Koffee Chitchat. Take what filled your cup today and pour it into someone else’s life.”
Hey y'all, hey, it's your girl Paula with an exciting episode of Coffee Chit Chat. But before we introduce ICAS, you know how we do it. Let's shout out the coffee of the week, a pretend caramel. Sounds a little yummy. Try one, guys. Today we are joined by Victor Smith, a talented wedding planner known for turning couples' dream days into reality. With a passion shaped by mentorship and a reputation for creativity, collaboration, and detail. Victor has built a thriving career in event planning. When he's not creating unforgettable weddings, he enjoys good food, great music, and time with friends. He's here to share his journey, the lessons he's learned, and what inspires his work. Welcome to Coffee Chit Chat, Vic.
SPEAKER_01:Thank you. Thanks so much for having me. I appreciate it.
SPEAKER_00:Okay, well, we're gonna get right to it. And we're just gonna start with our first question. How did you first get into wedding planning?
SPEAKER_01:It was a long time ago. So 2006, um, 2006 or 2007, I was in Austin, Texas. I graduated college, moved to Austin, Texas. Okay from I graduated from Tory University, uh, moved to Texas. My dad lives there, and I have a friend at church, I was a media director. She said, Hey Victor, I wanted you to come and help me with a wedding. Like a wedding? I don't do no wedding. Like she figured that, you know, I'm organized I organized already. You know, I do the church stuff, this and the other will be great for me. So I'm like, okay, cool, I'll try it out. Helped her out, loved it. We started planning weddings in Austin. Um, then we went in Dallas doing weddings, Houston doing weddings, and then work moved me to Atlanta, and I was um the media director at Impact Church. I was there for about five, four or five years as their media director, then COVID hit back into wedding planning. So yeah, it's been a long, long time planning weddings.
SPEAKER_00:Oh wow, yeah, 2006. That's been a while.
SPEAKER_01:Um yes, ma'am, yes, ma'am. I love it though. It's it's a passion of mine, so I love it.
SPEAKER_00:Okay, and then it just it cut so it just kind of started out because a friend asked you to assist. Wow.
SPEAKER_01:She still plans weddings and events, she more so does uh travel stuff now. Um she still does events as well.
SPEAKER_00:Okay, awesome. And when did you know that this was the right career path for you?
SPEAKER_01:I really don't know when it was. Um it's more so I tried it, I liked it. I'm like, okay, this could be a business for me. So um I say I have two full times and a part-time. So I do full-time logistics director at a hospital in Atlanta. Um, then I do as soon as that's over, I go directly into wedding planning. Um, I have seven weddings already for next year. Oh, I think I'm taking any more for next year. But I have to do a contract once I'm done here. Um and I have one more left for this year, November the second. So um, but yeah, uh it's just one of those things where I jumped into it. Just one of those people you have to be extremely organized. I love people. You have to be very assertive because people will run over you in this industry if you don't know what you're doing.
SPEAKER_00:I can imagine.
SPEAKER_01:Um, and it's it's one of those things where it's one of my taglines in my um my email that says, you have one chance to make this last a lifetime. Because you there is no redo for a wedding. It has to be right that time, flawless execution every time. So yeah, I love it.
SPEAKER_00:Oh wow. So, like when you're planning the weddings, is this like most of them from beginning to the end? And you do you like go to fly to these places to look for a place for them to, you know, to have the event, all of that good stuff?
SPEAKER_01:Yep. So the difference between a planner and a coordinator is um the planner's with the couple the entirety of the planning process. Um, of course, people call me in different stages. Some people just get overwhelmed, like, oh my god, I need a planner now. Um, a coordinator is the person that typically comes in after everything is completely done. So you've already found all your venue, your catering, your videography, deck court, all that stuff, all that's done. But I have three different options as far as booking me. There's the the coordinator package, which is just a month of I come in and basically carry it to the finish line. You've done everything for me. I just basically carry it out and execute. Um then I have a six-month plan, and then I also have the full one-year planning for you as well.
SPEAKER_00:Oh wow, that's a lot. I bet that one year plan is like super busy.
SPEAKER_01:Well, it's not super busy, it just gets more intense as the day gets closer.
SPEAKER_00:Okay.
SPEAKER_01:So um initially, you just really trying to find your venue. So once the venue gets your venue out of the way, get your decor out of the way, everything is pretty much smooth sailing until it's time to get the pictures, save the dates, invitations out, then is it becoming crunch time? So um, yeah, it just depends. You know, each each couple is different. Um, I do have a Bridezilla clause in my contract that states that if you show out, you will be on. Yes, yes. I have not had to use it, knock on wood, fortunately, but um it's needed.
SPEAKER_00:It's needed. Okay, okay. So you just automatically say this is going in my contract because you know some people will show up.
SPEAKER_01:It's in every one of my contracts, Bryce Villa Farms.
SPEAKER_00:I love it. I just love it. So, what's been the biggest factor in your success so far?
SPEAKER_01:I think because I'm a people person, um, I can talk to a wall, have a great conversation with them, uh, talk about the colors of the wall, all that stuff. And um, I don't have a problem walking up to people and you know, striking conversation. I can see someone with a ring on and I'll say, Oh, when did you get married? Or when's your wedding? And then I just fall into the whole planning process and they'll end up messaging me, hey, I met you here, and I completely forgot I met them there. And it's just like I just talk to so many different people and I'm in so many different avenues. Um, I do um assistant directing at a funeral here home here in Atlanta as well. So um, I go and carry out services and all that stuff, but just meet so many different people all walks and wise.
SPEAKER_00:Okay, and so a lot of it you think is uh word of mouth as well?
SPEAKER_01:Yes, yes. I do zero promotion, a promotion. Um most of my clients are all word of mouth. You knew someone that knew someone that planned a wedding for them, and um they became my clients. So um, fortunate enough, like every one of my clients next year are all word of mouth. Somebody they heard about me, or I was at a restaurant and they saw me. I just this couple um after I finished here, I met them at a restaurant and um they hit me up, say, Hey, I'll love for you to plan our wedding.
SPEAKER_00:So I'm like, Okay, let's go. That is awesome. Now you do a lot of wedding planning, but you're an event planner. So do you do like birthdays or any other planning, or just do you specifically stick with the weddings?
SPEAKER_01:I stick with weddings. I have to do events that they're just liquor at them. I cannot do, I don't know kids' parties, I don't do bar mitzvahs, um, I do weddings and corporate events.
SPEAKER_00:Okay, okay, awesome. Yes, no, but weddings can be very stressful. How do you handle the pressure and still create something unforgettable?
SPEAKER_01:Well, I treat my clients as if they're family. They're my friends. So I can have a conversation with you and I'll speak to you exactly like we're friends. Like I'll get them together. No, no, don't do it, or yes, or um how to groom that he was supposed to FaceTime when he got his tux last week and he didn't. But then he's texting me about colors. I'm like, you've gotten the tux, but you didn't FaceTime me. And then um he responds back, um, you only respond back to my wife. I think my loyalty is to her first. So um, but yeah, I treat them like family. We have our bands here, we go back and forth. Um, they're respectable. Um, they know that you know, I do have a day job, and you know, these are my hours for uh event planning. Um we we just have great relationships up. I don't, like I said, I don't have any couples that you know are just so uptight or just have fun couples, fun people.
SPEAKER_00:Sounds like okay. So who have been the biggest influences or mentors in your journey?
SPEAKER_01:Um Candy would be the person who initiated the whole wedding planning with me. Uh, my aunt Jackie, um, she and I work hand in hand with our weddings. We uh just recently started uh inclusive wedding planning. So um that's basically where's the one-stop shop? You can come uh and book us and we'll give you uh directions as to your decor, your DJs, um, everything. Because it's in Atlanta, especially when you're on sites like the knot, you can run into situations where people will just take your money and not show up for an event. Um so having a trusted list of people that we have, people that we've already worked with or worked for, um, it just takes the stress out of, you know, is this going to be exactly like they said? Or are they gonna stop answering my phone calls after they've taken my deposit? Those things happen. Um, so it's a trusted venue or trusted DJ, whatever the case may be. We work with most of the uh the uh venues here in the city. Um so a lot of them already know who we are. We can get perks, it's just those things that having a planner, just have having one who has already been in the venue, it just adds a little bit of ease to the planning process for the couples too.
SPEAKER_00:So you know, but I bet that takes a lot of that stress off because it does. Who wants to spend$500 and then the people don't care what exactly, exactly.
SPEAKER_01:And that's a that's a great point because it does happen, it does happen often where um I can always tell my couples I only can trust the people that I bring to you. So if you want to use the DJ, whatever the case may be, fine if you trust them, but this is not my person. I can't vouch for them. I don't do any business without a contract. A contract has to be in place. Um, because like I said, this is Atlanta. Take people to court or deal with legal situations um with dresses. I've had a bride who she got a dress done, and um they over hemmed it inside. It was like pulling or whatever. So in in in the end, she ended up having to get a completely new dress.
SPEAKER_00:Oh no, oh my god.
SPEAKER_01:Um the dress is actually in my closet right now, the old dress. Um, and I've had situations where photographers like they will just take your pictures, have a great day, and then they take a year to get you your photos back. That's unacceptable.
SPEAKER_00:That's it. Oh my gosh.
SPEAKER_01:So there's some situations where having a planner in place, and I have it to wear as well. No one contacts my couples without speaking to me. So you can sign up for stuff and they'll sign you on the dollar line, or you've signed up for something you don't even know what it is. Um, but it just takes the stress off of them. Like they can go throughout their their life and know that I'm gonna handle it. And they're not gonna have their phone blown up by 10 different vendors because they all have to come through me. So um, it's just the ease for them. It just takes all the stress in the world off of them.
SPEAKER_00:I love that. And I know you just mentioned your aunt Jackie. This is Jack's little more than we're talking about. Okay.
SPEAKER_01:Yes, ma'am.
SPEAKER_00:Um, what has that partnership with her meant to your work?
SPEAKER_01:Oh, it meant um partnership. So um she does weddings, I do weddings, she helps me out with her with mine, I help her out with hers. It's a barter situation, so we never have to pay anyone to help each other. So um she's traveling next month, actually. We have a venue that uses us for day of all the time. Um, and I'm going to carry that wedding out for her because she'll be traveling. So we just step in, help each other out, bounce ideas off each other. We talk all the time every day. Um, we never get tired of talking about weddings. My timeline is like wedding stuff all the time. So um, but yeah, we have a really great relationship. Um we actually traveled to do a wedding in Dallas last year. Um, so we went there, pulled that one off without a hitch. Um, and we have one coming up on the second. She's doing the decor for that wedding on the second. Um, so we, you know, we just have our team of core people that we use that we can trust. So it's great that she's actually my aunt as well.
SPEAKER_00:So that's what I was gonna say. And that it doesn't help. I mean, it helps that she is a relative.
SPEAKER_01:Yes, yes, very much so. Very much. I know she's not going anywhere.
SPEAKER_00:And you can trust her, I'm sure. So when you're not planning weddings, how do you like to recharge?
SPEAKER_01:Travel, hang out with my friends, um, going out to eat, um, cooking. I'm actually cooking now. I'm cooking some collard greens and some neck bones and some ribs and some jalapeno cornbread. So I love to cook. Um from Alabama, so love to cook. So um, yeah, just you know, naps. I love a nap. Nap. Um people ask me how do I deal with all the different personalities with people? I have a great therapist, so I'm in therapy often. So that helps with, you know, dealing with um working at the hospital full time and um dealing with different brides and different personalities and all that stuff. So um, yeah, those are the things that I do.
SPEAKER_00:That's good. And I'm happy you brought up the therapist because a lot of times people are like, oh, I'm good. I don't need to talk to anybody, but like you said, you work with a lot of different personalities.
SPEAKER_01:So yes, lots of different personal. And then um I have this one of my friends say, Vic, Victor, you marry them and you bury them because I work in the funeral home as well. So dealing with those personalities is a completely different happy situation when you're marrying people, sad situation when you're at the funeral home. So um, just a lot of different personalities and people managing that. Um, yeah, therapy is definitely needed.
SPEAKER_00:That is awesome. I love it. And look at ahead. What excites you the most about the feature of a wedding planning?
SPEAKER_01:New venues outside of Georgia. Anything outside of Georgia. I feel like um, and Brittany was there as well. The venues outside of Atlanta are so much better. You get so much bang for your buck. Um castles, these huge mansions to do weddings. Um, just traveling. Um, I have two really uh big weddings in Atlanta next year. Both of them are at Ventanas, which is a really nice venue in the city by the aquarium. So those are like 200 people, one is 150. Um, luckily, the seven weddings that I do have next year don't start until May. So um I may throw one at the beginning of the year. Um, but um, there are one in May, one in June, one in July, two in September, and two in October. Oh uh later part of the year, I'll be very, very busy. So um, yeah, like new clients, um, new venues, um, new decor, new things that come out on social media, new trends that people don't just try and go out at the weddings because everybody gets so tired of throwing the bouquet and the guys never want to come to the floor. There's new things that are coming out to try. So um, yeah, just all the all the new things and putting them to life at the wedding.
SPEAKER_00:So because now I see that a lot of grooms are doing their thing because I guess the focus has always been the bride because it's the first Friday, which it is, but I see now that a lot of grooms are putting a little touch, their own little touch to the uh weddingness of are you seeing that?
SPEAKER_01:Yeah, yeah. The grooms are they're coming with it now. So the tuxes um are have taken a great stride in the right direction. Um, using the lapels, like the the last name of the big ale or whatever, and putting on their um their jackets as the lapel pen. People aren't really using bouton ears anymore. Um, a lot of people just don't even do the bouquet toss, don't even do the garter removal. Um, they just feel like it's cringe. You know, your parents are there, you're taking my garter off, I don't like it, I'm not gonna do it in front of my parents. Um, there's this new thing too where people just put a the brides, one of my brides did it where she had like maybe 15, 20 people. She gave them all keys, and the bouquet was inside a box, and whoever had the right key was able to open it up and get the bouquet out. So just creative things like that. Um yeah, the grooms are definitely, definitely taking it there and making it just as important as the bride. Um, they're like, I'm paying for this, so I want my stuff to be right.
SPEAKER_00:Oh yeah, oh yeah. It's interesting you said that uh with the the little boxes and the key. That's a great idea because sometimes I think people can actually get hurt.
SPEAKER_01:Yeah, yeah. I I that's one of the things I tell people, okay, do not fight over the bouquet. I've seen it to where people have like literally started almost fighting over a bouquet. It's not that serious, it's not that serious.
SPEAKER_00:So it is right, and it's actually just a little tradition. It doesn't mean you're gonna be. It doesn't mean like so, so interesting. But that's people, yes, ma'am. Now, how can our listeners follow you?
SPEAKER_01:So uh my Instagram is Vic the Planner, V-I-C-T-I-S-N-Tom H E Planner, P-L-A-N-N-E-R. Um, my website is planningwithvic.com. Um, they can have find all my pictures uh from my past weddings, um, pricing, and do inquiries there. Um, I'm not on any other social media like Facebook or anything like that. Um, but social media, oh, TikTok as well. I'm on TikTok, Vic the Play on as well. So I actually had a bribe the other day and I booked she found me on TikTok.
SPEAKER_00:Really?
SPEAKER_01:I don't even post on there like that. So I'm like, okay, maybe I'll start posting more on TikTok. So, but yeah, those are my social media handles.
SPEAKER_00:I gotcha. Well, we sure appreciate you taking time out from a very busy schedule.
SPEAKER_01:I know right, thank you. I appreciate that. Yes, ma'am, yes, ma'am. Thank you so much for having me.
SPEAKER_00:Okay, y'all. The call of the day is um take what's filled your cup today and pour it into someone else's life. So thank you guys for tuning in for a brew of inspiration on Coffee Chit Chat. Make sure you tune in next week.
