A couple planning their wedding with an event planner send a steady stream of questions. Which venues do you work with? Is the caterer included in your fee? Can we use our own florist? Who books the band? What happens if the photographer cancels? The planner answers each, but the questions take time away from the planning itself.
Supplier and venue questions are constant. Answering routine ones clearly helps clients and planners alike.
What clients ask
Clients usually ask which venues and caterers the planner recommends, whether supplier costs are included in the planner's fee, whether they can use their own suppliers, who books and pays suppliers, how deposits work, what happens if a supplier cancels and whether the planner coordinates suppliers on the day.
Example conversations
These scripts use information a planner might publish. Your answers should come from your own pages.
Client: Is the caterer included in your fee? Assistant: The pricing page explains that the planner's fee covers planning and coordination. Suppliers such as caterers are booked and paid separately, and the planner recommends suppliers to suit your budget.
Client: Can we use our own florist? Assistant: Yes, the page explains that you're welcome to use your own suppliers, and the planner will coordinate with them.
Client: What happens if a supplier cancels? Assistant: The page explains that the planner will help find a replacement from their network. Your planner can talk you through contingency plans.
Explaining the planner's role
Many clients are unsure what a planner does and does not do. Explaining the role clearly, including supplier coordination, answers many questions. Briefs are covered in event enquiries with a date but no budget and corporate event briefs that need structure.
Preferred supplier lists
Some planners publish preferred suppliers. Doing so helps clients understand the planner's network and saves repeated questions.
Events that sell out
Some events, such as ticketed dinners, depend on answering questions quickly to sell places, as described in supper clubs and events that sell out through answers.
Answering at any hour
SpideyChat for event and wedding planners answers supplier and venue questions from your own pages at any hour and passes specific questions to the planner. More on planners using it is in chatbots for event and wedding planners.
Budget questions
Clients often ask how their budget should be split between venue, catering, entertainment and decoration. A planner can publish general guidance on how they approach budgets, while the detailed split is discussed with the client. Explaining that the planner helps get the most from any budget reassures couples who worry they cannot afford a planner at all.
Timelines and deadlines
Clients want to know when suppliers need to be booked and when final numbers are due. A simple published planning timeline answers many of these questions in advance and keeps the whole project on track. Couples who can see the timeline feel less anxious about forgetting something important.
Changes close to the date
Clients sometimes need to change numbers, menus or timings close to the event. Explaining how late changes are handled, and any deadlines suppliers set, prevents stressful last-minute surprises for everyone involved.
Keeping clients confident
Clients who get prompt answers feel confident the planner is on top of things. That confidence matters, especially for weddings.
A client FAQ
Write a client FAQ covering the planner's role, fees, suppliers and contingencies. Try SpideyChat on your own site, or read about answers on the features page.