I was wondering how you handled meeting with brides & grooms-to-be that live out of state.
I have a wedding coming up in September 2003 and it is 2 hours away from where I live,and its about 3 hours away from where they live I think. She has given me 2 dates that she will be able to meet with me at the place of the reception,but I have both dates already scheduled,and since its 2 hours away,I can't make it to meet with her in time to make it to my gigs.
I may need some suggestions here.
Thanks to all that reply!
Jeff

I would let her know that you won't be available to meet with her on those dates, since you're already booked for gigs those dates. From this she'll see that you care about your events and are dedicated to making them happen the right way...and ultimately make you look even better. Chances are she wouldn't want you to go visit another client on HER date that's a few hours away and take a chance at being late to her dance.

I would also find a few dates that you are available and give those options to her. And if push comes to shove, give her the option of talking all the details out over the phone or via email. I know I've had clients NEVER meet with me and have exchanged a lot of information via email and phone and it worked great. Plus, if you do communicate by email, you can print off the info for your own referrence.

Hope this helps.

Have done many without ever meeting the bride. Most of the companies I sub for will meet with them and I'll call a week or two before to go over the program. If someone wants to meet with me personally, I'll invite them to a public venue - I do a lot of karaoke in bars so they can always drop by if they feel the need to meet me. Some have and we've had a great time beforehand.

I'm right on w/ what marty and adapt are saying cause i too have had to do all the planning by phone and or mail (I don't like it) but you do what you gotta do. Also don't be afraid to call back if you have questions cause believe me you and the client want to be sure it is right. Then about 5-7 days before the date call and go over again start to finish they will be glad and appreciate your professional approach.

- ircoach

I do what ircoach does. If I have any questions or if I'm wondering about something they told me or wrote to me about, I ask.

Sometimes it can be as simple as getting the right song from the right artist...you know, like when they write down a song that several artists have done (that they want for their first dance), but they don't tell you which version they want, for example. Other times it might be that they wrote down more hours of music time on the contract than what they paid for, or possibly no address of where the dance will be held at.

As I've brought up before, that phone call you make a few days before the gig can make a world of difference...a little more peace of mind for you and the client...and if there are any changes, you know NOW, rather than on the night of the event. Plus, it reassures them that you WILL be there on the night of their event.

E-mail!
Like everyone else said you really don't need to meet with them.. you can always use the Phone, Snail Mail, Email, etc.. but if they really really want to meet with you, then they will have to work around your schedule.

They have already paid their deposit,and so I just wanted to make sure I got a chance to meet with her.
I see if she wants to eleminate the meeting,and just communicate through phone and email.
Thanks!
Jeff

If you promised a face-to-face, you will have to be diplomtic about changing this - but in light of the fact that schedules are not meshing, this does not seem unreasonable at all.

Compensate by being extra attentive. Email works great for me. I print them all and file them with the contract and other info and take the whole shebang with me on the date.

I have planned events with brides in Europe. Conference calling is a good way to get the bride and groom into the same conversation. It's not my preference, but sometimes it's what's gotta be done.

It's also important to get on the phone with someone at the venue to make sure there are no surprises (electrical where you need it, etc.)

Good Luck!


Ron

If we can't find a happy medium of where to meet, We will usually do a phone consultation to go over their wedding day.

i don't do one on one consultations unless they are in the area, most of my business in 2 hours away and is done all over the phone with snail mail and emails to get them schedules and songs.