When should I hire an event planner?
Right away! You should determine whether you need an event planner before you begin any of the planning yourself, and especially before contacting venues, since this is one of the biggest expenses you will make. It is unfortunate when we have clients come to us with a majority of their budget already spent on the venue, while all of the remaining vendors are still not accounted for. Over spending on the venue causes clients to compromise severely on everything else, which is something we could have easily prevented. We help our clients to avoid making expensive mistakes by establishing a detailed and balanced budget breakdown at the very beginning of the process, so it is clear what they can afford to spend in each vendor category. This ensures that you know what to expect from the process, while we guide you to make conscious decisions that stick to the budget.
How will I benefit from working with The Refined Host?
Most of our clients are busy professionals who do not have the extra time to plan an event, especially one as time intensive as a wedding. As Mindy Weiss said, "If you can't devote ten hours a week to wedding planning for the first two months, five hours a week for the next few months, and ten to twenty hours a week for the last ten weeks before the wedding, a planner could be a lifesaver.",
Also, our long-standing relationships with venues and vendors allow us to negotiate discounted prices for their services, so you know you are getting the best value possible. We also pair you with the best vendors based upon your personality and budget, which will ensure a seamless event. Our clients can attest to our negotiating skills and how we were able to partially pay for our services in the savings from the vendors they hired!
My venue comes with a venue coordinator, so why should I hire an outside event planner?
Simply put, the venue coordinator works for the venue and the event planner works for the client. The venue coordinator is responsible for the details involving the venue (and catering, if it is in-house), but they are not event planners. It is not a venue coordinator's responsibility to help you research and contract the numerous remaining vendors such as photography, music, lighting, paper goods, rentals, décor, and hair and makeup. They also do not assist with communicating the timeline to all of your vendors and making sure everyone is on the same page, which will then fall on you and can be stress inducing and time intensive. While venue coordinators are handling all of the events taking place at their venue for the year (often 50 or more), we pride ourselves on taking on a small number of projects to guarantee you the best value and quality of services.
Will I lose control of my own event after hiring The Refined Host?
Absolutely not. We are here to help you piece together the daunting puzzle of planning an event and provide expertise based on our vast knowledge of event flow and logistics. We love infusing who you are into your event to make it a memorable experience for years to come.
How do you charge for your planning fee?
We charge a flat fee for our services based upon the scope of the project and the hours it will take to complete. Although other planners might charge 15%-20% of your total budget, we believe this practice is unethical and entices that planner to make you overspend merely for their benefit. All that matters to us is that we are getting compensated for the time we are putting into the project, regardless of your total budget.
What is the Lead Coordinator's role on the event day?
We are responsible for overseeing all of your vendors to make sure they arrive on time, provide all services agreed upon and set the décor according to the floor plans. We will be on-site the entire day to guide and support you and ensure the timeline runs smoothly, including cuing toasts, special dances, cake cutting and any other notable moments. If anything unexpected comes up (outside of our Plan B and C), we will handle it on your behalf and most of the time without you or your guests noticing. Your only job will be to relax, enjoy the special day and have fun knowing that we have everything under control.