Communicating with your Wedding Planner

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City Winery Nashville’s talented Private Events team is well experienced in hosting weddings, receptions, rehearsal dinners & more. Below, Events Director Ryan Walters provides her advice for how to best communicate with your planning team during the exciting process! Enjoy.

Getting to know my wedding clients is the highlight of the planning process. Through all of my experience, I’ve learned there are two preferred forms of communication when working with a client. These tips will minimize confusion, increase familiarity with one another, and make the entire process a little easier on everyone.

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#1. E-Mail Communication

E-mail provides the opportunity to collect, organize, and supply large amounts of information at one time. Most importantly, having a running history of messages is extremely helpful for both sides. Because many of our potential couples, turned clients, are planning a destination wedding, housing all of the wedding details in digital written form allows everyone to have a reference point.

Pro Tip: Utilize copy and paste. Each party should select a consistent text color for responding. This little trick keeps a long e-mail thread organized, allowing multiple topics to be discussed at one time. For clients looking to execute the planning process from afar, this organization and color-coding can be very comforting.

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#2 In-Person Meetings 

The first meeting we love to host is scheduled after the initial booking. This meeting is used to discuss everything: menu, timeline, lighting, drape, color palate, table, outside vendors, ceremony, deadlines, etc. By having this meeting in person, the couple can visualize the space with our events team. We’re able to discuss logistical options, get a more clear understanding of the desired aesthetics, and break down budget priorities.

The second most important meeting is a menu tasting. Sometimes, this tasting includes bar selection, too. We love this meeting, and who can resist trying delicious food & drink?

Sometimes, there is one more meeting scheduled for 2-3 months before the big day, specifically once the guest list is finalized. This is the time for planners and couples to check-in with one another and look for loose ends. Then, our events team coordinates a meeting with your month-of wedding planner to ensure all responsibilities are to be properly managed between the two of us.

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We designed our planning process to eliminate the back-and-forth. This time-consuming process never needs to cause stress, and we want to pull every little detail together as quickly as possible. This efficient communication and organized planning process ultimately creates the perfect day for our client.

Click here to learn more information about our private events capabilities! Celebrate in urban luxury.

– Ryan Walters
Events Director | City Winery Nashville