Let’s talk about a bride’s wedding inventory! As a Day-of Coordinator, you will encounter many brides with a lot of DIY décor. But it is your job to determine how much is too much. Setting up décor can be very time consuming and if you didn’t bring in extra help, you will find yourself extremely frazzled. Why?
Because you have about a million other tasks that need to be managed. I learned this lesson the hard way. It was my second wedding and I didn’t hire any additional help because I never realized I needed it until I was in the trenches. I remember being hot, sweaty, and stressed the whole time. Hindsight being what it is, I see now the error of my ways. So today I want to share with you what I’ve learned when it comes to wedding inventory.
#1 Don’t offer to set up tables and chairs
Never, I repeat, never offer to set up tables and chairs. I know—once again, from experience—that as planners, we want to save our couples money. And one of the selling points you might be considering is offering to set up tables and chairs for free. Not only is this hard work (like sweat-your-pants-off hard work), but this is also very time consuming. Charge an additional fee for this service if they want you to do it. This fee is the same that they would pay a rental company.
#2 Charge for additional help
If your client is bringing in a U-Haul full of DIY décor, charge an additional fee for the extra assistants you will need so you’re not bogged down by décor. Don’t feel bad. Everyone’s time is worth something; just make sure this is discussed and invoiced before the wedding day.
#3 Don’t allow too much décor
In my wedding management contract, we have a clause that states how many boxes we will take on before adding an extra fee for additional help. It is important to have legal boundaries in place before the wedding because having too much décor will slow your process of actually managing the day.
#4 Have an inventory sheet
Having your brides complete an inventory worksheet will do two things for you: 1) it will help you place all the décor items in the proper place and 2) it will let you know if you need to charge for additional help. You will want to send your Inventory Worksheet questionnaire at least 30 days before the wedding. This worksheet will come in handy on the day of the wedding. This list is only for the couple’s personal items—everything they will bring in themselves.
Last Words on Wedding Inventory
When it comes your client’s wedding inventory sheet, detailed descriptions should be included so there won’t be any confusion on the day of the wedding about how they want these items set up. Use our email template when sending the Inventory Worksheet or create your own. Our inventory worksheet is due by the time the second phone call takes place (two to three weeks before the wedding).