How did you get started in event coordination?
-I began my career working with corporate events such as trade shows & then went to work for a wedding coordinator. When that person moved out of the country, I decided to launch my own business doing event coordination, offering my services to both corporate & private clients. In the early years of my business, I was also the in-house coordinator for several venues in New Orleans. I have also helped with the plans & design for the opening of another local venue & helped train their staff for several years when they first opened their doors.
I’ve been told that most coordinators limit communication. Does Alchemy Events limit how often I can communicate whether it be via phone, email or text? What about after business hours?
-No, the more communication, the better! As a full service coordination & design company, our clients are key so you are free to contact us as much as you’d like! Additionally, as we work with clients around the world, differences in time zones are often a factor. We also know that clients are often not able to discuss personal matters during the work day so we are flexible to meet our clients needs, whatever they may be.
I’m interested in having a wedding in New Orleans but don’t live there. Am I able to ship items ahead of time and have you receive them, then ship them back after our wedding? How do we handle selecting our vendors?
-Yes, shipping items is something we handle for our out-of-town clients frequently! When it comes to vendor selection, we are always able to do live video site visits at venues, however, most of our clients make several trips into New Orleans prior to their wedding. We will work together to coordinate your schedule with your vendors and once we have that confirmed, our clients typically book their travel. We typically have several days of meetings, food/drink/cake tastings, site visits, etc. while you are in town to knock out as many things as possible during your visit. As a general note, I tell all clients to make sure to not expect to come for a 3 day weekend & get everything done, as vendors are typically busy producing events on weekends or Fridays/Mondays and are usually unable to meet.
I would like to work with you in a location other than New Orleans. Do you charge travel fees?
-Yes, however, the fees are minimal and used to cover travel expenses. We have a partnership with an international hotel chain, with various hotel types, that offers us discounted rates which also helps minimize the cost. These fees are dependent on location, amount of travel & staffing required for your event.
Do you offer month-of or day-of coordination?
-No, we are a full service coordination & design company & prefer to be involved in your process as early as possible. However, we do have clients that come to us once they have already started planning, as you can read about in a recent review from our previous bride Vanesha, “I started working with Rena after having difficulties with a previous planner. By the time I approached her, I already had 25% of the main wedding details like venue, hotel, and some vendors finalized (although I wish I had worked with her from the get go, then lots of red tape that we came across would have been a lot easier).” We prefer to work with you from the beginning rather than coming in at the end which then may require spending many hours trying to get up to speed or worrying about details that may have gone unnoticed before such as whether your venue has the power capability to support all the vendors (full band, photo booth, catering requirements, etc.) without tripping breakers or needing to bring in extra generators (which so close to your wedding would be an unexpected cost), etc. These, among others, are things that most couples aren’t aware of so it’s best to take these things into consideration as we work through your planning process together from the beginning.
Will you personally be at my event?
-Yes! I am personally on-site, hands-on with each event I produce and while I have staff that work alongside me, I am always the lead on each and every event that Alchemy Events produces! I don’t show up as you walk down the aisle or leave you in an associate’s hands after the first dance, I am there from start to finish.
How many weddings do you plan a year?
-As a full service company, I am dedicated to giving you the experience of a lifetime! As such, I typically plan no more than two events per month, however, that number is dependent on the scope of each event. I never book more than one event per weekend, ensuring you are my sole focus!
How do your payments work?
-We follow the industry standard, requiring a 50% deposit at the time of booking with the final balance being due no later than two weeks prior to the event. Payments toward your final balance may be made at any time or set up to automatically process via our private, secure system in the client portal.
Do you charge less for an intimate wedding than one with a large guest list?
-No, pricing is based on the quantity of work involved and not necessarily the size of your guest list. We have had events for less than 100 guests that have rivaled much larger events in terms of budget, number of vendors, details involved, staffing needed to flip a space, etc. so the number of guests is typically not a factor.
Do you receive referral fees or kick backs from vendors you recommend?
-No, we only recommend vendors to you based on our experience with them, knowing they will be the best fit for you, your style & budget! If any of our vendors offer discounts to our clients, that is passed directly on to you so you are paying a lower price. Often times vendors will tell us that they know working with us will be much less work on their end & as such, they’re glad to offer our clients a discounted rate. We are here to help our clients & do what’s best for them! Of course, even if a vendor does not offer discounted rates, you can still trust that you are getting the best service & quality available based on our years of experience!
How do event coordinators determine their pricing?
-While I can only speak to my own pricing structure, I do not offer any set packages because over the lasts 20 years, I’ve found they just didn’t meet the needs of most of my clientele. According to a recent study, modern couples now spend an average of 528 hours of planning on their wedding! Consider if you are planning something more elaborate or are having a multi-day affair how many more hours it takes. Additionally, coordinators are often putting more detail into it than you might realize, as our timelines are often inclusive of details almost all of my clients say they would never have thought of. The commitment involved along with our level & years of expertise are factored into our pricing which begins at $6,000 and goes up from there depending on each individual situation. Additionally, Alchemy Events gets to know our clients on an intimate level to customize each wedding to the specific couple so we are also offering a level of service not provided by most others in our field. With all of this in mind, we offer a free phone consultation to each potential client to get an idea of the level of service that will be involved & then send you a customized proposal as a starting point. Most couples should expect roughly 15% of their budget to go to full service design & coordination. Considering that you are paying someone to work for you for a year or more, entrusting your budget, emotions & every aspect of one of the largest investments you’ll ever make in your life, it’s an investment worth taking seriously!