Must-Ask Questions About Wedding Day Setup
📍 Hello flower friends. This is Jen, and on this week's mini episode we're gonna talk about must ask questions about wedding day setup. I had. Th well, actually four different events this weekend. So on Friday I had a Sangeet, which is the party the night before, um, a Hindu celebration where they're often dancing and doing all sorts of fun activities.
Then I had a reception. The next day as long with the ceremony. Then, so we had ceremony reception, and then I had with my other, um, cultural decorator friend, I had a, um, another event that was being picked up for them to install. And then on Sunday I had a silk flower rental. So through this whole thing, I just was really thinking about questions that I asked that helped make this easier because one of the biggest questions that I get asked is how do you get multiple events?
To be possible on one weekend. And it's funny 'cause even in the mastermind, one of the girls was joking, um, because they were trying to figure out if they can do this other wedding that they got another inquiry for. And it was funny, they were like, it's not like we can do nine weddings like Jenny. And I have actually done nine weddings in a weekend.
You guys as a studio based owner, I was actually working full time at that time and I didn't have children yet, but I also did a funeral. It was like nine weddings and a funeral, which is kind of funny. But some of the things that are really important is having very clear communication with three key people in my opinion.
Client, of course, bride usually then if they have a wedding planner, wedding planner and venue. Those are really like three key people on game day. So I actually saw with another vendor, a complete communication breakdown because their team did not know what was going on and they weren't there. So I think.
I often will over communicate details to, you know, on when it comes to like setup and when I'm gonna be there, and things like that, because if you don't and nobody knows what's going on, you are already disappointing someone. When someone is going into a very stressful situation and not understanding exactly the game plan, it is very easy to let them down.
So my biggest thing when I'm going into and meeting with the client to finalize their details 30 days out before their wedding, I am asking what time, I'm just using an example of a full service wedding that has multiple locations. I am asking that client what time they are arriving at the venue, what time linens will be down.
And obviously what time vendors are allowed in the building. Then I am asking, okay, what time? 'cause we have two venues, if they're getting married in two separate places, what time is the church accessible or the other venue accessible for me to drop off? I'm asking them where they're getting ready. Um, I'm also asking when their first look.
Is I am asking if there is any specific time they need anything for detail shots. So those are some, you know, questions that I'm asking the actual bride themself or the actual couple themself. Um, often those are details that they're gonna have to circle back, and if they're like, oh, I have no idea. I'm like, you know what?
If you wanna just give me your coordinator or your wedding planner's information, I'm happy to just cut out the middle person and just speak to them directly. So, trying to be accommodating, trying to be helpful. But really clarifying what time I allowed there. Where do I need to be? What time? When are linens?
Linens are one of the biggest thing that I think can slow you down. On wedding day, I have gotten to a venue and then all of a sudden I am there at 10, 11 o'clock when, um, you know, 'cause first look is at, let's just say noon, and the linens are with the caterer. So I also, depending on the venue, I often know some of the venues that have cater linens, um, which are not my favorite.
I often will also say like, okay, it, can someone pick up, do we know what time linens are and if they're coming with the cater, is it possible that somebody picks them up? Because I don't personally want to be making two trips. To a venue and so I would rather trying to figure this out now than have to come back that day at three o'clock.
That is something I would charge extra for, and it's really hard to charge extra for that extra pain in the ass factor that is happening if we didn't approach it and ask those questions from the get go. So understanding. What is really like the game plan for the day, if they have a timeline. I will also ask if you have a timeline to share.
I'd really love that as well. Okay. Wedding planner, uh, this is your opportunity to build a relationship with them. So if the, they either send you an introduction or you send them some type of communication, like this is your foot in the door. Most vendors want to have worked with you to start referring to you, so this is your opportunity to shine.
Show them what crisp, clear communication that you have that will. Basically just open the door, hopefully for referrals and potentially a working relationship going forward. And if anything, a great experience on this particular wedding. So. I just ask them, is there anything that you need from me? Um, this is my understanding of the day from my finalization meeting with the, uh, client.
And I'll post out like when I'm supposed to be there, when I understand linens and tables will be set, when I understand any other details, like if it, I am going to the church. Um, I also with a planner. We'll share any details that I've told the client. Like let's just say I have a wedding in two weekends.
There are pew decorations. I would charge probably $150 to go back and pick those pew decorations up. There's 10 of 'em. They can find someone. Frankly, I don't wanna do it. And so like I would love for someone to take ownership of that. If they have a planner, I would probably suggest, Hey, is that something you can discuss with your planner?
Because it's pretty easy to move them. But since we have to make a return trip, we have to charge accordingly. I mean, if it, if it really was far, I mean I might charge 200 to two 50 to come get these pubic Corps and by that time we could have bought New Bud VAs that they supposedly want to put these in.
Then I would then discuss, um, you know, any rental items, end of the night flower plan. Uh, I often, that is one question that onsite people and the planner are asking me. If I haven't connected with them is what's the flower plan at the end of the night? So I'm sharing with them the plan at the end of the night, the plan with the flowers.
Um, I also will ask the bride or the client, um, you know, what their, obviously their plan. They're usually bringing it up with me. Like, what do we do at the end of the night if I'm not coming at the end of the night? Uh, I explain to them like. This is what I need back and anything that's missing, you know, it would be charged, blah, blah blah.
So this is, you know, your opportunity to just gain clarity, build a relationship. If it is a venue, I am re-clarify. Hi, this is what I understand. Set up timing is linens will be down he at this point. And any other pertinent details, like I found out even this weekend that my room flip. Was they told me four 30 and it was actually at four.
So re clarifying with the venue when I was there was super helpful because I found out there was a half hour leeway. 'cause I realistically thought if it was at four 30, I'm not even gonna be able to get started. Until five o'clock because they're gonna be in laying tables. So I was grateful that I had asked the question and I understood, you know, hey, I just wanna, um, double check is room flip at four 30.
And they're like, no. So clarifying those details is super helpful, but here is the biggest clarifier of them all. I have a sheet called the Day of Recap. In that I am, it's at the end of the proposal and I am putting details like when I, all these key times, uh, when they're going to be, um, you know, at the venue when they are going to be having first look my arrival time, what time linens are going to be down, if the church, church open time, any times that were shared with me.
That are pertinent and that if that time is inaccurate, could screw up my day and I would be waiting around. I put that on there. Then I note in my email, Hey, just to make sure I noted all of the times, if you could please reconfirm that these are all accurate. Yeah, because you all of a sudden if something changes, you've at least like if all of a sudden they moved up their first look two hours and then they were like, where's my bouquet?
Well, you told me and you confirmed because I recapped it to you and you said everything looked correct. So at that point, like that takes some of the onus off of you. Um, I also in this day of recap, am including. The end of the night flower plan. Um, I've, I had a friend that got really in a bad spot with, with a mother of the bride that thought these flowers were theirs in, in a rented container.
And so it was like this big battle. And so I am now noting because of her experience, what the end of the night flower plan is. Then I am also noting all of my rentals on that page. I wanna make sure they know like all of these items are mine. And then also I use that sheet for my pull list for my helper.
So I. Some few helpful tips is really just clear communication, asking questions, and if something is tricky or one thing is if something seems super tight from a time standpoint, don't be afraid to say something. It is better to push back now than disappoint on day of because it realistically. Even with help was not enough time.
I have had people who want me to put a hanging installation up in two hours, and I'm sorry, but that is not possible. Not with rigging, not with flowering, not with, you know, putting the structure up with laying the base, doing all that shit. That is just not possible. So. I just like to just be, you know what, that's a really tight frame, um, timeframe, and I'm sorry.
Uh, I just, I would really hate to disappoint you on the day of your wedding by running behind, because realistically it should just, it would naturally take longer than that. So I am guessing that I'm gonna need an additional hour and a half. And so is there any way that you guys can buy extra venue time or, you know, something, because I, I can't bring that big of team in because we're all just gonna be on top of each other, and that just is going to really, actually slow us down and not be productive.
So I wanna make sure I'm delivering your dream wedding and I need more time to do that. It is better to communicate upfront. So key things to ask. All the times. All the times. End of the night flower plan, making sure that they have any questions for you. Uh, I hate coming in, and then all of a sudden they're like.
Well, I have this ribbon to put on and blah, blah blah. So like that is one thing that seems like it can pop up even if you ask. 'cause somebody does something sweet and thoughtful last minute for the client. And so that is one reason why I have my handy dandy emergency kit. My emergency kit has. Pretty much every single thing I have ever said that I wanted when I was on site.
And anytime something happens and I'm like, oh my God, I need this. I just tell my helper and she's like, okay, I'm, well, we'll like get that in the toolbox. Uh, it was funny because I needed Downie wrinkle Releaser. This weekend, um, because I was actually helping doing drapery with, uh, another decorator. It was really weird.
Um, but like I was like, do we have Downey Wrinkle? Releaser? And I remember wanting it because there was like a wrinkle right in front of our centerpiece and I said, we should get a travel size Downy Wrinkle Releaser. So, um, making sure you just have that emergency kit because. Often I need pins. That is one thing that I will need.
I will need pins to be able to pin some crazy thing onto the bride's handle to put lace around it from her grandmother's dress that wasn't communicated before, even though I asked. So I hope that was helpful. Thank you so much for listening, flower friends, and you have an amazing flower filled week. 📍
