EP. 25 Wedding Planning Pros: Understanding Full-Service vs. Day-Of Coordination

Dive into the world of wedding planning as we explore the crucial distinctions between full-service and day-of coordination in our latest podcast episode. Join me, Marco Buenrostro, alongside wedding expert Katy from Scarlet Rose, as we dissect the intricacies of planning your dream wedding. If you've ever wondered whether to go with a full-service planner or a day-of coordinator, this episode is packed with valuable insights and eye-opening stories.

We discuss why a full-service planner can make all the difference in ensuring your wedding day flows seamlessly, while also addressing the misconceptions surrounding the ever popular day-of coordination. Katy shares personal anecdotes from her extensive experience in events, including that time when a food truck didn’t show up, leaving a couple in a desperate situation. This anecdote serves as a powerful reminder of why understanding your vendor choices is paramount.

Budgeting for a wedding can be overwhelming, especially when seeking the perfect planner. We provide practical advice that balances quality with your financial goals, emphasizing that investing in professional help can save you time, stress, and potential setbacks on your big day. 

Perfect for couples planning their wedding, wedding professionals, and anyone interested in the events industry, this episode will leave you feeling more equipped and educated about making informed planning decisions. So grab your favorite drink, tune in, and let's get this planning party started! Don't forget to subscribe, share, and leave a review to help others discover this valuable content!

Transcript

Speaker 1 0:01

Welcome to the Tipsy Guest Podcast. I am your host, marco Buenrostro, and every week I'm here with the top industry experts, amazing clients and all my vendor BFFs to bring you the best tips, advice and juicy behind-the-scenes stories to make wedding and event planning a breeze. So grab your favorite drink and let's get this party started. Hey guys, welcome back to the tipsy guest. I am Marco, your host, and I'm so excited to have Katie again from Scarlet Rose. You asked for her and she is back. Oh my God, always exciting to have you.

Speaker 2 0:42

It's so good to be here, and with more wine. Yes, yes, yes, yes, cheers, it's always so exciting to have you.

Speaker 1 0:45

It's so good to be here, and with more wine. Yes, yes, yes, yes, cheers, it's always so cool to have you because I feel like we can talk. Hold on, I feel like we can talk for hours and hours and hours, but we just got to throw everything into a 20 minute episode.

Speaker 2 0:59

I know which is hard to do.

Speaker 1 1:01

It's hard but it's a good thing, because that way I can have you again.

Speaker 1 1:04

Yeah, anytime you need to come, anyway. So today we are going to be talking about a topic that I've actually seen you posted about it on social media. She's very dramatic, guys. I know no, but it's. I mean it makes sense. So today we're going to be talking about the difference between a full service wedding planner versus a month off or a day off, or is there even such a thing as a week off, like how do you hope you're the expert? Talk to me about it. I feel like full service the best way to describe it is.

Speaker 2 1:40

You know we're literally doing everything for you, right From hiring your vendors to keeping track of your RSVPs, to sending out your invitations and, you know, delivering your welcome gifts and stuff. I mean like it's concierge level of service. We're doing all the things and some people really need that because they don't have the time nor the energy. They don't want to. Perfectly fine, I pay for services of things that I don't want to do all day long, so I would pay for something like this if I didn't want to. But I think where it gets a little sticky sometimes is people think that day of is still a thing right and and it's like blogs or at certain websites that say like, oh, a day of is still a thing right. And it's like blogs or it's certain websites that say like, oh, a day of coordinator. And they're the same ones that tell you your wedding. The average wedding is $30,000. Spoiler alert it's not.

Speaker 1 2:33

I was going to say who are we talking about? I mean, let's talk shit. Who are you talking about?

Speaker 2 2:41

It is a website platform that I no longer advertise with, and you can get some great things from the not, but it's just you know.

Speaker 1 2:52

They're not like I mean, yeah, some of their stuff is okay, but some of the stuff is not realistic.

Speaker 2 2:58

No, it's not, and I think it's. Honestly. I think it sets us back a little bit right. Honestly, I think it sets us back a little bit right. I think it sets us back as an industry and and vendors as far as we're trying to elevate what we do and elevate our couple's experience and the client experience, and we can't do that if every person sends me an email that says I just need someone for the day. My ceremony's at four. We're ending at 11. What's your pricing like? You don't value the service then.

Speaker 1 3:25

Yeah, but, and you know, like perfect example right there, I mean, at least with us, you know, with MVP Photo Booth, every quote, every proposal that we send out to couples are customized to each individual scenario, right, I mean? So they can't just say, oh, ceremony is going to start at this time, this at this time, it's going to end this, because the timeline never goes according to plan.

Speaker 2 3:45

No, right, no. And I mean you have to think like, as a couple, you've been spending months or years planning this day. That's so special and you have all these people in one room for the first and probably only time ever and you're just going to give it to somebody who's going to step in on the day or two days before or a week before and think that they can just get in your head and execute all of it like it's just not possible and I guess, like, sometimes it's a little bit, um, it could be a little bit confusing for us vendors, you know, with with somebody that's just taking care of the wedding the day off, because normally I mean, we communicate, the planner communicates with us vendors, giving us, you know, the timeline, the, the floor layout.

Speaker 1 4:24

You know we talk to you guys throughout the process of. So when it's somebody that just comes the day, all you know that just shows up to the to the day of the wedding, like there's if it's someone that we haven't worked with, there's like yeah, like like you know, sometimes couples and I know sometimes you want to save money and yeah, you do have somebody oh, you know my cousin is gonna do it, or my friend, you know, she's starting a planning company. You know it's hard sometimes because there's not that communication with vendors and the and the planner or the coordinator, so it makes it hard for everyone it does and I don't want to knock the fact that you know again, weddings are expensive, don't get me wrong, right.

Speaker 2 5:02

Fact that you know again, weddings are expensive, don't get me wrong, right, they're super expensive and thank God I got married all the years ago. I did so. I don't have to spend the money that I would probably spend right now. But you know, there are a wide range of incredible people in their profession at a different like, various price points, right, like you know, when you started your photo booth company, I'm sure you charged a fraction of what you do now and same for planning, right, and so there's nothing wrong with hiring someone who still is reputable, has a legitimate business, cares so much and puts all of the time and effort into it. And in my, you know, profession is at least a month of planner, and it's okay if they cost less than others because they're newer. But I mean, you're doing what you need to do to protect yourself as a couple. Yeah, and that is definitely a hot topic.

Speaker 1 5:50

I mean vendors pretty much giving their services away, but that's I mean that that's a topic for a different episode. You know, and it's something that we, and of course we understand that there's a budget for every couple I mean every, and it's something that we, and of course, we understand, that there's a budget for every couple. I mean every couple is going to have a different budget, different priorities. So we definitely understand, you know, that you are going to hire whoever is within your budget. But you got to understand, you know, going with the cheaper option is not always the best way to go. No, so I guess this is some something where you guys also can come in and make those recommendations, because you're the ones that have. I mean, you're right, you've been doing this for such a long time, for sure. So you obviously want to make sure that your couple is going to have a, an unforgettable day, and I mean stress-free.

Speaker 1 6:40

I always hear from from potential clients that they're like, hey, we went with a cheap photo booth and then, like I don't know, three days before the wedding, they're like Marco, the photo booth company is MIA, we can't find them. Like they're not responding, like what do we do. Are you available? Yeah, so it's like you know, like if you go the cheap route, sometimes it's not the best, because then either they go MIA or they don't deliver and then you end up it ends up costing you more.

Speaker 2 7:11

I have a horror story.

Speaker 1 7:12

Oh my goodness, tell me.

Speaker 2 7:14

I think I'm warm just thinking about it. It was terrible. So it was early on in my career. Right, yeah, you'll want wine for this. It was early on in my career and I was doing a wedding and the clients hired a. I want to say I don't know if they were a food truck, but it was like a taco truck or taco company right, that sounds so good right now.

Speaker 2 7:33

All right, delicious right, but not the way it ended up, and so they hired this company, if you can even call it that, I don't know, but they hired them and it was one of those things.

Speaker 2 7:44

They didn't really have a contract right? Here's my invoice, this is what I'm having. So we think and I, because, again you hire at least a minimum of a month of right, a level of service we're trying to confirm their levels of service and saying, hey, they're getting married on Sunday. I've got you down for this time. Will you be there? Right? Here's the timeline. Here's the layout. Couldn't get a hold of this person, right? I tried emailing, I tried calling them, I tried texting, like couldn't get a hold of them. Leading up to the day. Finally got a hold of them, I think like two or three days before the wedding.

Speaker 1 8:15

Wow.

Speaker 2 8:16

Which is scary. Usually it's at least two weeks out. And so finally got a hold of them, great, on wedding day they didn't show up when they were supposed to, right. So I'm like, okay, well, you're a little bit delayed, something's happening, that's fine, getting a little late. And then we're getting to ceremony and they're still not there. The caterer, what? No, still not there.

Speaker 2 8:37

And so I called and I was like, hi, just checking in everything, okay. And then it was like it's just a story after story of, oh, something happened, flat tire, and also I think they were declining my calls, which was also a huge red flag. But so, whether you're on the phone or texting, but had a flat tire, I'm like, okay, great, you could still come, and then we'll, we'll just. Again, this is why you hire a professional, right, we'll, we'll do. They had their own food for cocktail hour. We'll switch. And do you know, we'll get cocktail hour. Maybe we'll cut the cake first and then we'll go into dinner. Like, still, come and show up, I'm sure they would like their dinner, right. And it got to the point, honestly, marco, that I had to ask him like, are you even coming?

Speaker 1 9:17

Like, just shoot me straight Are you going to be?

Speaker 2 9:19

here and the answer was no.

Speaker 1 9:21

What.

Speaker 2 9:22

Yes. So this caterer did not show up to the client's wedding and it was in a small town in central Texas on a Sunday where the town, like, shut down at probably seven o'clock. So I mean, there's, what do you do, right? So, again, you, you, you thank God that you hired somebody who is this is now my problem and not theirs. So I know it's probably not you know what people would want forever, but it was the only option.

Speaker 1 9:49

Pizza.

Speaker 2 9:50

Yes, I called the Domino's from the town next door because there's none in this tiny town Called the Domino's from the town next door and begged them to deliver outside of their radius, had to get the father of the bride's credit card and be like I'm going to order 20 pizzas, and we did credit card and be like I'm gonna order 20 pizzas and we did. We just shifted everything. We had some snacks for cocktail hour.

Speaker 2 10:11

My goodness, they cut their cake early, they did all the formalities and then and I tell myself this is gonna be a really funny story for them down the line, right like you're gonna be like oh my god, remember how we had pizza at our wedding but I'm sure she was freaking or they were freaking out terrible.

Speaker 2 10:25

I felt so bad them and I didn't even get to break the news to them, like one of their aunt's second cousins, I don't know told them before I even got to, so I just watched like the color drain from their faces.

Speaker 1 10:36

But that is exactly what happens when you are dealing with people that are not actual companies. And I guess a pro tip here always make sure that you have a signed contract, always, you, you know, because there's there's people, I guess, in this case. So I guess I want to know more, like what? I I'm sure they had already been paid in full, like what happens to this taco truck.

Speaker 2 10:58

I don't think that they had been paid in full and, to be honest, it wasn't, like it didn't cost a ton. So then again it goes back to like you get what you pay for, right? So if you don't value food on your wedding day, perfectly fine, if you don't care that much about it, but still, like you're hiring someone who isn't charging very much, doesn't have a true contract. Um, if I remember correctly again, this was many, many years ago, I think that the couple ended up trying to reach out to that company after the wedding to kind of sort things out and get the money. And I I was like, even though they were month up for me, I said, okay, whatever you need, like if you need me to write an email or like recount my experience with them, I'm happy to do that. But I know that they were fighting to get at least their deposit back.

Speaker 1 11:39

Yeah, and you know, and it's always a red flag whenever the vendor tells you that there's no need for a contract, or I think one of the biggest red flags for me is, oh, you can just pay us a day of the event. That to me it's crazy, because I've I've gotten people that they're like hey, uh, we're gonna pay you the deposit, but then we'll pay you the rest of the day of the event. I'm like, no, I'm like, I have my. You know there's no, like we, at least, for me, we get paid 30 days before the event. Right, you know they pay a deposit whenever they hire us and then everything is due 30 days before the wedding or event in general, because we know, you know, that things can come up and if they end up canceling, then at least you know we are, we're protected in a way versus or in this case, you know, they all pay us a day of the event. So they, they had nothing to lose. Really, the taco company, I mean, they were just. That's just so incredible to me it was.

Speaker 2 12:37

It was a moment that I will never forget, because you just have to kind of put your hat on and go, okay, how are we going to do this? Like what are, what are we going to do next, what are our options? Right, and so you kind of get into that mindset of like, okay, how can we, what can we do? Do I have time to run to the local grocery store? Like, what are, what are we going to put together? For these people so thankfully again shout out to domino's in that town.

Speaker 1 12:58

I love domino well, I love Domino's. Oh my God, it's so good.

Speaker 1 13:02

Maybe they'll sponsor this episode, I know, are you listening? Domino's yeah, somebody that works at Domino's, we appreciate you, oh my gosh, but that's again you know. Going back to the whole, you know, hire a professional because you were able to, you know, to fix the problem on the spot. And I feel like another of the issues that we come across whenever it's a a day of coordinator is the timeline. I mean, there's always problems with the timeline and I just feel like a day of coordinator doesn't have, I guess, I guess you, you tell me, when it's a day of coordinator, who works on the timeline? Is it the couple?

Speaker 2 13:39

and then they just give it to the to the day of person I would imagine right again, I don't live by those rules, so I I don't know how they do that and I think that that's terrifying and scary because, again, they don't know what they don't know yeah like.

Speaker 2 13:53

So they don't know the best way to do that or how to you know put that together, and so I mean, yes, a day. I would imagine that's how that would happen, but no for for a timeline like that's for us at least, like our base level of service will always start. Honestly, our first email goes out to them two months before the wedding Because everyone is busy, right, like I've got to work around their schedule to do a final walkthrough. We've got to gather all the contracts because we will review those right. We're going to make the timeline, the floor plan, confirm all your vendors. That takes time and so that's nothing that can even be done in a week or two weeks you know, so, at a minimum for anyone listening, at least hire yourself like a month of.

Speaker 2 14:30

A lot of us call it wedding management, event management. It would save you so much headache down the road.

Speaker 1 14:38

Honestly I can just imagine, and whenever you guys work at the at the weddings, is there, is it one planner that you sent to the wedding? Is it two, is it or it depends on the size of the wedding? How does that work?

Speaker 2 14:49

we always do two. I mean, when I started in this industry seven years ago, I did a lot of weddings by myself. I was younger then and a little more energetic, perhaps, and naive. Maybe I remember doing a wedding by myself because that's what I did and it was at um. Here in san antonio is at the tobin center for the performing arts massive event venue. I mean there were like 275 guests and I just I just you the amount of miles I must have walked that day.

Speaker 2 15:17

It was a great wedding, um, but no, for us at least. We will always have a minimum of two people, because again, you can't be in two places at once.

Speaker 2 15:20

Right so, if I'm lining up my couple and their bridal wedding, um, but no, for us at least, we will always have a minimum of two people, because again, you can't be in two places at once right so if I'm lining up my couple and their bridal party and all the things and something is happening, or a vendor has a question that's like super important and needs to be answered now, or something's happening and chaotic, we can kind of divide and conquer right. So we'll always have to, regardless of the guest, count more if production requires it.

Speaker 1 15:44

Okay, okay. So I guess it's time for a tipsy story. I want to hear about a time if you even have one that you had to deal with. I mean a couple, either the bride, the groom Because I've always said and we had a story, you know, where the groom was like super drunk by the time they came to the photo booth.

Speaker 1 16:09

I mean, the bride hired me with something specific in mind. She was like hey, Marco, I'm hiring you with the 360 photo booth because I want this specific video. And she sent me a sample of a video and she's like can you do this? And I'm like well, it's not me, I'm providing the camera, can you do this? And I'm like well, it's not me, I'm providing the camera, can you do this? Right, you know it was where, like you know, they're like kissing and then he like dips her and and it looks really cool with the 360 video. I'm like, well, can you make it happen?

Speaker 1 16:33

So then, by the time that we were there and the and you know, the groom yeah, well, she was already at the photo booth and we were waiting on the groom, the groom by that time he was already drunk. So when he came to the photo booth. He even like fell before he even made it to the photo booth. He came running and then, before he even made it to the booth, he just like slipped and I mean we were able to make the video that she wanted, but I feel like she would have wanted something more amazing, right. But I feel like she would have wanted something more amazing, right, because she really had a vision of that video and it didn't really work because he was already a little bit too drunk yes.

Speaker 1 17:10

Have you ever had anything happen like that where you know by the time that you get started Because they've been drinking all day as they're getting ready? Have you ever had to deal with something like that where the bride or the groom or somebody in the wedding party is like super drunk? Yeah, I know last time you mentioned about the groomsman that was just passed out in the parking lot. Yeah, but let's, I guess, let's say the bride or the groom. Have you ever had to deal with something like that?

Speaker 2 17:32

um, oh, I'm sure I have. I will say we had this is like a tipsy story but it was like lighthearted, still and fun. We had a groom that he was definitely more reserved. He portrayed himself as more reserved. He did not seem more reserved to me, but he portrayed himself as more reserved and he was very like anxious and excited and nervous to marry his wife and he was drinking all day long and I remember going and talking to them and pinning on boutonnieres and just like I mean you could smell the moment you walked into the space like, oh, like you need a Altoid, my friend right and but it it made him the other side, just so emotional and so just sweet. So I don't know, looking back on that, if he thought, oh my gosh, what did I just like make myself? Because he got up there and they did a speech and it was like a thank you speech and I don't know if they even meant to do a thank you speech. You know how like, usually, like the maid of honor and best man give a toast.

Speaker 2 18:30

And sometimes the couple says something too. I don't know if they were supposed to say something or if he just took it upon himself. I don't know that what they had worked out with each other, to be honest at that point, but I mean he must have stood up on that stage and talked for 15 minutes.

Speaker 2 18:48

Oh my goodness, no lie, and it was just over and over the same things, but it was just again. He was very past the point of tipsy, but it was at least cute because he was grateful right, he was just like emotional and just thankful for all of the people in their lives and everyone who had come and his wife just kept like rubbing his back and was like she knew, she knew it's time to go now.

Speaker 2 19:09

And they were just. I mean, they were sweet, so it was a tipsy story, but you know, but a cute one, yeah, at least he was a nice tipsy person.

Speaker 1 19:18

All right, all right. Well, katie, we are running out of time. Thank you again for being with us today. I guess, just to kind of you know, right before we go, any advice. You know, I know we talked about it. You know, sometimes it's based on budget, sometimes it's based on priorities. Would you give our couples that are listening on going back to day off, month off, week off or full service? Um, what's your, I guess, what is your best advice? If, let's say, for example, budget is an issue?

Speaker 2 19:53

yeah, I think, if budget is an issue, again, I would go towards a minimum of a month of planner.

Speaker 2 20:00

Right, go towards a minimum of a month of planner. If budget is an issue, know that even if you're paying a premium for that planner right, if they are higher in your market there is so much experience and knowledge that comes with that and it might still be a lot of resources, right. So you know, even though it's a month of and they charge a little bit higher in their market, they might give you other tools and resources to help make that experience a little bit easier. So I mean, do your research, do your homework, ask all of the questions right that you and and be open with them on your priorities and what matters to you, because I know like I never want to oversell a couple, right, if someone comes to me and says they want full service, but I know their budget really doesn't allow for that, we'll talk them into a package that makes a little bit more sense. So I think just open and honest communication is probably the best thing you could do.

Speaker 1 20:51

Yeah, okay. Well, there you have it. That is a Tipsy Guest. Pro tip yeah, and Katie, please remind our listeners.

Speaker 2 20:58

Yeah, so we are at Scarlet Rose Events or at Scarlet Rose Collective.

Speaker 1 21:02

There you have it. Thank you so much for tuning in today. We'll see you next time. Bye. Thanks for listening to the Tipsy Guest Podcast. If you know someone who could benefit from these tips, spread the love and share it with them. Don't forget to subscribe and leave a review. Next round's on us, same time, same place, cheers. This podcast is brought to you by MVP Photo Booth, the number one photo booth rental company in San Antonio, austin and Central Texas.