You're Engaged, Now What? First 6 Wedding Planning To-Dos

Hooray and congratulations! You’re engaged to the man of your dreams with the ring of your dreams, and I know you couldn’t be happier. But as the shock of the whole idea wears off, a lot of events are about to start happening, and you’ll have a lot to plan for. So without any further delay, here are the first six must-dos to start the wedding planning process.

1. Know the Budget

Before the talk of wedding dates or venues, you first need to set a budget. Without a budget, you’ll have no basis for which season or day you can get married in, or the location of all the festivities. Think about it, do you want to get married in a $10,000 venue in the mountains but only have enough money left to cover a $500 photographer and a $750 DJ? We didn’t think so! So before anything, sit down with your fiancé and decide on a budget.

Afraid you’ll miss something in the budget? Check out these 15 wedding expenses almost everybody forgets about.  

2. Research the Date

So after setting the budget, the next thing you’ll have to do is pick the date! Before you can contact the venue or any other vendors, you have to be able to tell them the date you’re wanting to book. Now, be sure to research the date you pick to make sure no other big event is occurring during that time. Remember when the Pope visited this September? Everywhere in DC or Philadelphia was shut completely down. There were no hotels, no transportation options, no anything! So for people wanting to get married that day, well, it was a complete blackout. Although you can’t always plan your big day around papal visits, be sure to do some research so you’re not sharing your big moment with someone else.

3. Draft Your Guest List

You just have to know (and so do the venue and vendors) how many people are coming to your wedding. Before selecting the site, you need to make sure you have a general idea of how many people you’ll be inviting. Keep in mind as you plan out your list, the higher the number of guests, the higher your budget will need to be.

4. High Priority Vendors

After you have the guest list and budget figured out, it’s now time to book the vendors. Oftentimes, great venues and photographers book up at least a year in advance, so you’ll want to get to that as soon as possible. When we say high priority, we mean vendors who you absolutely love and have to have on your big day.

5. Choose Your Bridal Party

So your honey popped the question to you, now it’s your turn. Think to ask your bridesmaids and groomsmen to join your bridal party. Keep in mind though, you’ll want to ask them sooner rather than later. They are agreeing to help you on your big day, as well as fork over a good chunk of change to be a part of it. So make sure you show them a good time and how much you appreciate them by asking them to be a part of your bridal party in a cute way.

6. Dress Shopping

A lot of women want to wait a few months, slim down, tone their arms, grow their hair, etc. before they start shopping for their dress. Unfortunately, as wedding dresses are beginning to get more and more elaborate, you need to say yes to the dress as soon as possible. And before you walk into a dress salon, we advise that you read up on the dress lingo, know your estimated size, and be willing to try on various styles and designs.

Congrats again, newly engaged! We hope you have fun planning, designing, and dreaming about your wedding day. But remember, the big day is all about you and your significant other so whatever you decide and plan will be perfect. Cheers to the start of a new life and planning adventures!

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5 Fool-Proof Ways to Get Ready for Engagement Season!

Holiday lights aren’t the only thing sparkling this season. Oh yeah, step aside Santa, it’s engagement season! Couples are giddy, dreaming about their new life and their perfect wedding. This is a (as Donald Trump would say) HUGE time for wedding planners. So are you ready to gain new clients, plan beautiful weddings, and make some money? Here are 5 fool-proof ways to get you ready to handle the engagement season rush.

1. Revamp and Dust Yourself off

How long has it been since you last updated your logo or tagline?  Well, the time to attract more people is now. It’s time to dust your marketing materials off and give them a fresh look. Whether that means you need to make yourself new business cards, update your email marketing content, or change your social media images, anything that gives your business there appearance of change can help. So do it!

2. Evaluate Your Pricing

Is what you’re offering competitive? Is it fair? These are questions you should be asking yourself as your prepare for engagement season. One of the first items on a couple’s budget and to-do list is finding a wedding planner. So you might want to start thinking about updating your prices before the beginning of the new year. Our advice is to increase your prices by 10%. If your services cost $5,000, you’ll up your prices by $500. Not too bad of an increase if you ask us.

3. Give Your Website a Facelift

Online is the first place people turn to to find a wedding planner, which means your website is the first impression they get of your services—make it count. Your website has an estimated three seconds to make a good impression, pretty stressful, right? Our suggestion is to post as many pictures as possible on your site. The reason sites like Pinterest are so successful is because they help bring the vision to life. By using images of the style and previous weddings you’ve planned, potential clients will be more trusting of what you can do for them.

4. Add to Your Vendor List

You have a small group of vendors that you’ve worked with for a while; we think that’s great! However, it might be time to update and find more vendors to add to your list. Couples trust that you can find the services they need for their event. Our advice is to branch out a little and find vendors who offer a variety of services. Your potential clients will be more inclined to use your services if they see you offer a wide range of vendors to choose from.

5. Trust in Inspherio

Inspherio is designed to be your all-in-one event planning program. We have features that can help you manage your business a little easier. From Know Your Event, to Invoices and Contracts, to keeping all of your events organized, you’ll wonder how you ever did business without Inspherio. And the best part—we offer world-class support. So we’re always there anytime you need us, day and night!

Don’t let engagement season take over! Get your business ready with these tips, and trust Inspherio to help you plan the perfect event. Like we always say, we’re here to help you plan your success.

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Survival 101: 5 Tips for Planning a Successful Bachelor(ette) Party

Chances are at some point in your life you’ll be asked to be an attendee, a host, or a planner of a bachelor(ette) party. Cue “The Hangover” and “Bridesmaids” movies—it’s about to get wild! Ha, just kidding! If we’ve learned anything from those movies, it’s best to avoid the extremes and keep the party simple—that’s right, no tigers.

The New York Times recently released a news article suggesting that “The Hangover” bachelor(ette) party mentality is decreasing due to age, social media, and a newfound respect for responsibility and maturity. Although the wild times might have calmed down, a bachelor(ette) party should still be fun and exciting for the bride and groom-to-be. In the words of Officer Nathan Rhodes from “Bridesmaids” don’t be “the maid of dishonor;” follow our survival tips to plan the ultimate bachelor(ette) party.

Ditch the Hangover

A rule of thumb to pass along to your group/clients is the one-to-one rule! For every alcoholic beverage you consume, drink one glass of water. Water is the miracle elixir that helps you recover from a hangover or a headache. Trust us, the morning after look is not a good look, especially on the rehearsal or wedding day. Keep yourself (and your group) hydrated to guarantee a refreshed look the next day!

We also suggest ditching “The Hangover” theme! Don’t get us wrong, we’re big fans of Las Vegas and think it would make an awesome place to party, but do everyone a favor: avoid losing a friend, getting married, and stealing Mike Tyson’s tiger. What we actually mean is that  bachelor(ette) parties don’t have to fit to a certain model in order to be fun. Interestingly-shaped decor or wild, rendezvous nights aren’t mandatory for the party to be considered successful either.

Venue Matters

When planning a bachelor(ette) party, remember that although your ideas might be great, is it what the bride or groom would enjoy? As a planner, it’s OK to ask the party honorees what they would like to happen or not happen during the event. Our biggest suggestion is to listen and stick to what the bride and groom-to-be say. You’re celebrating with your friend/client, so don’t embarrass them just for the sake of the party. Which is why selecting the perfect venue is highly important.

You wouldn’t drink the night away at a spa or go crazy at a resort would you? Of course not! It’s bachelor(ette) survival 101. Kristen Stanton, an Inspherio user and a successful party planner in North Carolina, suggests that bachelor(ette) planners book venues that offer a mixture of both relaxation and fun. A resort spa makes the obvious choice because the party-goers can enjoy massages and facials, as well as drinks and delicious food options.

Picking the Right Date

Between cake tastings, florist appointments, and last minute dress alterations, penciling in a weekend to party can be tricky. No one wants to celebrate a party too far in advance; it feels too anticlimactic. And hosting a party the day before the big event isn’t the best idea either. Our suggestion is to find the perfect bachelor(ette) party sweet spot, which we think is six weeks to a month before the big day. This timeframe builds excitement for the upcoming nuptials, but it is far enough in advance that nerves aren’t in attendance.

Sensitive to the Budget

Just like a wedding, a budget is one of the most important items to keep in mind when planning a party. Although bachelor(ette) party traditions emphasize the responsibility of the host to pay and cover the party expenses, times are changing. The attendees of the party are now helping and contributing to the event, making sure that everything is equally paid for so the bride/groom can enjoy their night expense free. Of course, with this comes respect and sensitivity to the contribution each person can afford.

As the planner, be mindful of the budget. This is not the only expense that the bridal party is paying, so plan your events and location accordingly. It’s also important to keep in mind that each party is different. An event you host for recent graduates will differ from one you plan for a group with careers and mortgages.

Overscheduling

Let’s face it, months before the event we’re pumped and ready to have the wildest weekend bachelor(ette) party. You plan and schedule activities throughout the entire weekend to keep the party moving. Although we’re supportive of your eager spirit, we want to remind you to schedule down time.

Create buffer zones and times between activities to let the party relax and unwind. Planning a wedding is stressful enough for the bride, the last thing she needs is to be constantly pulled from place to place. Our survival tip is to plan one night that you go all out, and then leave the rest of the weekend open for spontaneity or relaxation. A bachelor(ette) party is a time to celebrate the closing of one chapter and the beginning of a new one, so keep it fun, and keep it classy.

*Side tip: To keep everyone on schedule, we suggest telling people the times for reservations an hour earlier than they actually are.  

A bachelor(ette) party doesn’t have to be wild and crazy, but it has to be fun! What tips do you have to help others survive planning a bachelor(ette) party? Share with us in the comment section below! And if you haven’t tried it yet, sign up for Inspherio free for 30 days. It’s the only event business management solution you’ll ever need—we swear by it.

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Ask the Right Questions: Inspherio's "Know Your Event" Form

As an event professional, you know better than anyone the time-consuming process of gathering information from clients. You take detailed notes during your meetings with clients, but every so often you forget to ask something. So you make phone calls, you draft emails, you meet up in person -- and then you accidentally throw away the notes you took. Hair torn out.

And despite calling, emailing, and meeting to get all of that information back again, come event day you are told you provided the wrong kind of flowers, or that you should have had this and that but didn't. You could've sworn you asked, but you lost your notes! Hair torn out again.

Then you realize you never asked them their preferences for table skirt colors, or whether or not they need refreshments. You're going to go bald! (If you're already bald, you're beautiful...but you still don't need the stress!)

We know you're not careless. We know you're professionals. But accidents happen, and when they do, you're stuck playing time-consuming (and hair-ripping) catch-up.

With Inspherio's Know Your Event (KYE) form, you can avoid spending too much time corresponding back and forth; planners and clients are able to ask and answer preliminary questions so that all necessary information is available from the start.

With the KYE form, you can:

• Create, save, edit, and reuse your own questions for different types of events
• Use convenient template forms for different types of events (i.e. weddings, parties)
• Edit questions and information for future events
• Ensure all potentialities are covered and all parties are on the same page before planning begins.

And the best news is that it's all cloud-based, so you'll never lose your information (or your hair!). Visit Inspherio.com and get started on that KYE form with our free 30-day trial.

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Aspiring Event Professionals: Gain Event Experience without Leaving Campus

For those college students who are aspiring event planning professionals, as I'm sure you have heard time and time again, you need to gain as much experience as possible while in college. But what if you don't have a car on campus or can't find a good internship off campus?

Here's a nice piece of advise: you don't have to leave campus for good experience.

A college campus can be a great place to gain some valuable work opportunities, particularly for a large school. Here are just a few different areas you can gain some type of event experience: 


Development/Fundraising Office
If you learn how to consistently raise money, you will always find job opportunities. In addition to putting on alumni events each year, many non-profits typically have event planning positions that require fundraising experience, so having this skill in your back pocket gives you an advantage when applying for these positions.

Facilities Management
Do you want to run a venue someday? Start working with your campus facilities department (or with a specific building) and learn the everyday skills and knowledge needed to perform the job. This can include maintenance, audio/visual, scheduling, landscaping, and more. Facility managers work with event planners to see events through, so it is a good way to see the planning process and, more importantly, grow your network.

Food & Beverage
On campus dining departments typically also do much of the on-campus catering for events, so this a good place to get some quick experience and, again, meet new contacts and grow your network.

Student Life
The student life department typically puts on larger events: orientation and convocation, commencement, on-campus concerts, movie showings, Family/Parents Weekend, as well as educational and cultural opportunities.

Admissions Office
The admissions office has a number of events it can put in an attempt to attract the most qualified students to the school: campus tours, info sessions, open houses, career fairs, etc.

Residential Life
Dorms are always looking to plan various events. This could be a cookout, holiday party (Christmas, Halloween, St. Patrick's Day, etc), beach trip, hike, night out on the town, and more.

Greek Life
Take the lead on planning events for your fraternity/sorority: formals, social events, philanthropic events, retreats, chapter, etc. You can gain a lot of experience doing this and, if nothing else, learn of the demand an events career.

Wellness Center
At your college's wellness center, you can have opportunities to plan intramurals or campus-wide dorm tournaments. You can also gain scheduling experience when juggling multiple classes and classroom space.

Athletic Department
Athletic departments, especially for larger schools, run like independent entities and are a great place to gain experience. Student interns are always needed and there are many ways to get involved:

• Marketing - Planning events for fans (FanFest, pep rallies, open practices, Midnight Madness, etc)
• Sales/Ticketing - You not only work a lot of events, but you talk to a lot of people on the phone and make a lot of connections with other ticketing offices. Have I stressed the importance of growing your network?
• Development - Planning events and travel for boosters who donate money to the athletic department. This is a good way to get to know a lot of successful and influential peoples.
• Event management - This department works with every other department to plan those events for boosters, season ticket holders, fans, as well as every home athletic contest.
• Facilities management - Regardless of the event type, they are held in some type of venue. This department is often part of the events department.
• Individual teams - This may require planning recruiting or alumni events, coordinating travel, and team functions.

Plus, if you're at a well-known athletic department, it really can stand out on your resume.

Summary
If you've been paying attention, the most critical aspects of working in college are: a) gaining valuable experience and skills, and b) growing your network. Doing these two things while in school - with fewer bills and responsibilities - can really give you an advantage when you start looking for a job after graduation.

Photo credit: www.wjla.com

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Getting Organized With Inspherio!

It’s time to get your business organized with Inspherio - the most advanced business management program for Event Industry Professionals.  Inspherio provides solutions for businesses of any size, no matter if you are a one person operation or a full crew with many employees.  No other tool allows you to manage your entire business from one place - even employees and payroll! 

The exclusive Enterprise Version of Inspherio is leaps and bounds beyond any other program on the market today!

No other program offers a Truly All-In-One Solution, allowing you to:

• Schedule Your Employees & Assign Them to Events
  No more wasting time on an antiquated scheduling process
• Give Your Employees Account Access with Individual Login Information
  All your company information in one central place
• Automate Your Payroll Process & Track Expenses Intuitively 
  Eliminate that shoe box full of receipts & tax info
• Gather All Event Info From your Clients Automatically Add it to Contracts in Real Time
  Inspherio eliminates redundancies wherever possible
• Create Contracts in the Cloud & E-Sign Them From Anywhere
  Always Be Closing, no matter where in the world you are
• Generate Comprehensive Reports at Tax Time & Throughout the Year
  “Planning Your Success” is our motto, but can also Measure Your Success

With Inspherio, you are not alone.  Our customer support team is always available to offer heroic help whenever you need it through phone, email, & chat support.  Just give us a call at 704.234.6000 or email us at support@Inspherio.com with any questions you may have.

These are just a few examples of what Inspherio can do for your business. Join Inspherio Now to checkout the above features and more!!! Get started for Free!  NO Credit Card required to check it out!

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Happy Labor Day

Photo Credit:  Kevin Dooley

The Inspherio Team would like to wish everyone a very enjoyable Labor Day Weekend!  We know that you have been working very hard, and deserve some extra time with your  family and loved ones!

Because of the holiday, our Customer Support Team will not be available for phone or chat support on Monday.  We will only be offering email support on an emergency basis.  

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Understated: the Latest Wedding Trend

By Adrian Sanchez-Gonzalez, AFP/Getty Images

One of our biggest movie stars of the decade: Natalie Portman was recently wed to the French dancer, Benjamin Millepied.  Despite the fact that this couple certainly had the means to host an extravagant wedding with all the decadence and opulence that you would expect from a movie star's wedding, they decided to tie the knot with a relatively small crowd at a private residence in Big Sur, California. 

As Donna Freydkin wrote in a recent USA Today article about the couple's nuptials: "Portman joins an increasing number of stars who opt for nuptials not in lavish hotels or swanky resorts but in homes far away from prying eyes, invasive lenses and interlopers."

Freydkin goes on to mention several other celebrities who opted for a more intimate wedding ceremony such as Maggie Gyllenhaal & Peter Sarsgaard, Matthey McConaughey & Camilla Alves, and Drew Barrymore & Will Kopelman.  But this trend does not necessarily only apply to celebrity weddings.  Many couples throughout the country are opting for a smaller gathering without all the extravagant details we have grown to expect from modern weddings. 

A smaller setting creates a more personal and relaxed event.  Since this is becoming more and more popular, wedding vendors should not be worried if a bride tells them that they want a small wedding.  It should even be encouraged. If a client does not follow their desires, especially for their wedding, it could easily end with an unsatisfied bride with a much bigger wedding than she bargained for.  Small weddings do not necessarily mean that they will cost less.  Most couples will still want to capture their big day with photos, videos, great food, and of course a beautifully styled location. 

This Understated style fits in with other recent styles that differ from the traditional large wedding.  While this new style may be popular now, there will of course be many couples that will still want to Go Big on their big day.  As we all know, each client is different and it absolutely essential that you realize what their expectations are for their event. 


To manage your event business more efficiently, you can use Inspherio. 
Inspherio is an All-in-One business management tool for event industry professionals. 

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