Planner - Danielle Caldwell
- Business: Danielle Caldwell Events
- Location: Scarsdale, New York NY
- Experience: 14 Years
- Profile: Danielle Caldwell Events
- Website: www.daniellecaldwellevents.com
1. Introduction: What's your story?
Hi, I'm Danielle Caldwell the owner of Danielle Caldwell Events. I have been in the events industry for 14 years. My love for weddings and events started at a very early age. I had an incredible internship with an event agency when I was in college, and knew that this was indeed my career path. After college I have worked for Corporate America, a 5 star/5 diamond resort, a private college as the Associate Director of Events, and now my own boutique planning company. Learning about my clients, walking them through decisions, and collaborating with other vendors are just some of my favorite things.
2. What's your experience as a wedding planner? How many weddings have you planned?
I have been in the events industry for 14 years and have produced numerous weddings, conferences, business and social events. When I started my company I wanted to decreased the amount of events each year to focus on a one-on-one experience with my clients. I typically work with up to ten clients per year.
3. What sorts of services do you offer (month-of coordination, full-service planning, or à la carte planning)?
I offer Complete Planning, Partial Planning and Wedding/Event Management. Each of these services include my one-on-one client service experience. I work directly with the client, going through and ensuring all proper vendors are hired, site walk throughs, custom timelines, rehearsals, and full day event coverage. Most clients hire me for Partial and Complete Planning packages. They want someone to walk them through all aspects of their day and ensure that every detail is covered.
4. How do payments work (a percentage of the wedding budget, a flat fee etc.)? What are the different packages that you offer and which one is your most popular package?
My most popular package is Partial Planning which involves my assistance with choosing rentals, floral and decor. Most clients gravitate towards this option because this process involves both big and small details, some of which tend to be quite overwhelming. During the planning phases I coordinate a mockup with the rental companies and florist. This event allows my client to pick and choose their tabletop décor, while also being able to view an example of their centerpiece(s). All of my packages are offered at a flat fee.
5. Who else is in your team and how many people on your staff will be at the wedding?
Danielle Caldwell Events used to be located in Oregon. As of January 2021 I am now in New York, and have continued to service all of my Oregon clients. To date l have one coordinator who works out of Portland and plan to add a local New Yorker to the team. I typically have a coordinator and myself onsite for an event. Depending on the size and nature of the event, my staff can sometimes grow to as many as 3 onsite.
6. What happens if you're sick or otherwise unable to be there on the day of the wedding?
I always prepare a backup plan. Due to the complexity of many events, I have at least one team member onsite with me to ensure the event goes smoothly. In the case that one of us cannot perform our duties, I have a backup on call. Just like the weather is unpredictable, so is life, and I plan accordingly.
7. How many meetings will you have with the couple and how will they be involved?
This totally varies based on the client, the package, their needs, etc. I typically meet about 3-4 times with my Wedding Management client in person or via zoom. This does not include unplanned phone calls, countless emails, or other forms of communication. For other packages the meetings increase to at least 6 meetings, if not more. The main thing I tell my clients when they are deciding on my services is that I am a professional, have been in the industry for a long time, and I am very much into the details. I don't take on thirty events per year, because I wouldn't be able to provide the type of service I prefer to give if I had that many clients. My main job is to walk my clients through the process and make sure all communication and details are covered, while ensuring their stress is low. If that requires an additional meeting or two, I make it happen. I don't charge extra for those meetings. If I feel that they are asking me to do additional work that is not in the scope of the project, then we have a conversation about additional work/fees.
My process for vendor selection varies based on the package and what the client prefers. For every client I take into account their style, budget, and personality. I do have a go-to lists of vendors that I love to work with, but that doesn't mean those vendors are the right fit for all my clients.
Once a client signs with me they gain access to their personalized Client Portal. This password protected site gains them access to their Google Drive as well as to all sorts of planning guides. We then go through their vision, budget, and confirm what vendors they will need. If I feel that there is someone not on my Preferred Vendor List that would really fit the client, I reach out first to the vendor to see availability and pricing and then I make an excel spreadsheet of the information. I would never send a client to a vendor before I knew whether or not they were available.
Depending on what the type of package or service the client has or prefers determines how involved I am. That could mean setting up the meetings and following up after the meeting. That could also mean being with them during all meetings.
8. Will you handle the invitations, from wording and ordering to the addressing and mailing? What about guest list coordination and RSVPs?
I do not typically handle the invitations. I connect my clients with stationery professionals and walk them through the process as I would with any of their other vendors. That can include participating in the consultation, handling communication, and ensuring that the vendor has all the color scheme information. I do offer the option to handle guest list coordination and RSVPs, but that is an additional cost.
Once we get closer to the wedding/event I work with my clients to make sure they have all signage and stationery for the event including escort cards, programs, place cards, directional signage, etc. A planners job is to ensure all communication and coordination is handled. I confirm that we have all those details covered, a timeline of when they will arrive onsite, and make sure they are setup properly.
9. Do you handle rentals? Will you coordinate delivery, arrival and set up times with the photographer, the florist, the musicians and the caterer/banquet manager?
My Partial and Complete package covers the assistance with rentals, flowers, and decor. This includes coordinating a mockup between the rental companies, venue and florist. The mockup allows my client to see what their tabletops would look like for their event. Once the rentals are chosen and deposits are paid, I work with the client, caterer, and venue to ensure all rentals are accounted for, delivery and pickup times are appropriate, and proper amounts are confirmed.
10. Can you create a timeline that tells everyone involved in the planning process (other pros, members of the wedding party, to-be-weds and families) what to do and when to do it? How will you make sure everyone sticks to the schedule?
All of my packages include the coordination of all vendors and a customized timeline. The timeline encompasses all details relating to deliveries, arrival, setup, production, etc. About 8 weeks before the wedding I email all vendors and ask for information relating to the wedding/event. I sit with my clients to discuss how they would like the day to flow. I email the vendors a draft of the clients vision to make sure it matches with their workflow. I confirm that all deliveries are timed properly, any permits needed are acquired, and all the little details are covered. The timeline is a working document and includes everything from makeup and hair appointments, photographers shots, orders of entrance, first dances, speeches, timing of lighting controls, etc. If there are any issues, I bring it back to my client to talk through any changes. The timeline is then distributed to all vendors and continuously updated throughout until the end of the event.
The week before the wedding I create a separate document for the couple and their bridal party that removes the big stuff, and only includes their pertinent information such as appointments and basic timeline. This way everyone will know where they need to be and there are no surprises. My team and I are always available to answer questions or make changes. Our main goal is to ensure the details come together so that the couple and their guests are taken care of and having fun. We are behind the scenes and ready to make the magic happen!
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