The Low Down on Initial Meetings

By: Tracey Manailescu

Initial Meetings are the “getting to know you” moments where you, the wedding coordinator, and the couple meet and decide if you are a good fit.  There is no charge for this meeting.  (It is NOT a Consultation.)

Typically these face to face meetings take place after a couple has seen your website, blog, some form of advertising, or were referred to you by someone, and decided to email or call you to discuss the possibility of hiring you for their wedding. Hopefully your website and blog will tell potential clients a bit about you and your personality. Your branding should speak to your target couple and attract like minded individuals. From that initial contact, you will set up a face to face meeting to get to know each other, where they can hear more about what services you provide, experience you have and if your personalities match. You want to learn more about what ideas, cultural aspects if any, hopes and what type of budget they have for their wedding. The initial meeting should take about an hour.

To do:

• Arrive 15 minutes early to get comfortable and settled, get your table, perhaps get a tea and have things in place to lead the meeting.
• Turn off the sound on your cell phone.  Your full attention must be given to  the couple.
• Shake hands.  Always shake with the right hand in a firm handshake.  Look the person in the eye while you are shaking their hand.
• Give your business card. Always use two hands to present and receive a business card. (When receiving a business card make sure that you look at the card before putting it away in a safe place to show respect.)
• Listen.  What are their likes/dislikes? What do they need help with?  What are they excited about?
• Take notes.
• Dress professionally.
• Show your emergency kit, portfolio and talk about the services you offer.
• Show that you are interested in their plans, and excited for them.
• Have a contract (with a stamped envelope) ready to give to the couple.

What not to do:

• Talk about yourself the entire time.
• Give away tips, vendor referrals and advice without a signed contract and initial payment.
• Discount your services. If you don’t believe in yourself and your value, why should anyone else?
• Check your emails, look at the clock, or take phone calls during the meeting.
• Chew gum or go out for a smoke break.
• Make unrealistic promises or flat out lying, to get the couple to sign.
• Badmouth other vendors or past clients.

Sometimes, in, or after the initial meeting, you may get that feeling in your gut that you are just not a good match for each other.  Everyone has their “trigger” that sets them off and sends alerts to your brain.  For me it is hand-holding or very needy clients.  Some people can’t work with  third party involvement such as a very involved sister, best friend or mother of the bride or groom, while others might say, “no way” to indecisive couples.

If you know your trigger, then make sure you are paying attention to the signs for them in your initial meeting so you don’t get stuck in a very uncomfortable working relationship from now until their wedding. If you feel this way, you can bet that your clients do, too.

Or else…

What should you do?  Be honest.  Let the couple know that you don’t feel you would be a good fit and ask if they would like you to reach out to your WPIC Alumni within your Association to find a better match.  Then go back and revisit your branding, and look into how you can change it to attract the couples you do want to work with.

Hopefully, you are a good fit for each other, and they will sign and send the contract along with payment to you, so you can begin working together for their upcoming wedding 🙂