Ali’s Top Tips for Working with On-Site Planners
1. Start off on the right foot. Ask if the on-site planner has worked with a destination planner before and what they thought about the process. This establishes that you are excited and open about the relationship you are forming and gives them the opportunity to share past successes or weaknesses. Laura Reyes, group sales with the Viceroy Riviera Maya, says, “Sharing your thoughts, concerns, and ideas will allow the hotel planner to understand your client's needs and make sure things get done. Our job is to make things happen and the more we know the better”
2. Establish contact procedure. Develop a plan for how you will communicate with each other. Does email suffice, or should you do monthly or weekly Skype calls to keep up-to-date. Also, establish who will be the primary go-to for the client, so you come across as a unified front and avoid mixed messages.
3. Define outside vendors. In your first conversation, ask which local vendors the on-site planner prefers, or if they have any exclusive partners with whom you are required to work. Also ask about contingency plans: Is there a fee to work with vendors not on their exclusive or preferred list? Is there a fee if your client wants to bring people in from outside of their hometown, such as an officiant or photographer? Reyes suggests taking a team approach. “Using hotel vendors allows you to have people on your team that know the property well and know what works and what doesn’t. Take advantage of the hotel's relationships and years of experience to get all you need and more,” she says.
4. Think beyond the contract. Often, the person you work with in catering sales to confirm the wedding contract is not the person you end up working with once the contract is signed. While in negotiations, ask to meet or speak with the person you will be working with once the contract is in place to ensure you’re on the same page or can get there.
5. Create a timeline. Discuss turnaround times you will both meet for information, quotes, and proposals. If you ask upfront, you’ll have a better understanding of turnaround times for yourself and to communicate to your client. Onsite planners at popular venues may have weddings every day of the week and not be able to reply as quickly to emails or phone calls. Knowing what to expect cuts down on stress and worry for you and your client.
6. Develop a team mentality. The onsite planner is your eyes and ears at the property, and they know the space best as they work there full time. Use that to your advantage by working as a team on your client’s wedding. Who knows, you may gain a new friend who loves working with you and who will refer you clients in the future!
See related article: Mapping the Way to Success—Add Destination Wedding Services to Your Business
