frequently asked questions

 

Why hire an event coordinator?

A coordinator can save you many things—time, money, and your sanity! Based on the selected service, our team can help you prioritize your vendors, get your budget in order, provide qualified referrals, accompany you to vendor meetings and know what questions to ask, review contracts, negotiate on your behalf, and provide décor and design assistance.

Another fun thing many may not know is that McKenzie Phillips Events, LLC, has many professional and corporate partnerships with vendors in the area. As a result, we can get discounts for our clients, which again, can save you money! 

In addition to all of the above, as your event countdown is winding down, we can confirm and communicate with your vendors, make a full schedule for your vendors, wedding party and more, run your rehearsal, and be there to make sure that you, your family, and friends enjoy a totally stress-free day!

When does planning for my event begin? 

Depending on the service you select and your event, your planning can start right away. For weddings, if you choose to go with the Total Package, planning will start immediately. For the Final Stages Package, it’ll start about 3 months from your wedding day. And, for the Day-Of Package, it’ll start around 4 weeks from your wedding day.

Who will I work with? 

All of the pre-planning (including meetings!) for your event is done by your lead planner on staff, and you can expect her to work the main shift on your event date.

Is a deposit required? 

We require a 50% deposit to book and reserve your event date. The remaining 50% is due two weeks prior. We accept cash, check or bank transfer through our secure online payment system.

Does “Day-Of Package” really mean you’re just assisting on the day-of?

No, it doesn’t! What we do for the Day-Of Package goes above and beyond what we can put onto paper. But, overall, we start working with you 4 weeks before your event date. 

During that time, we will have up to 3 pre-planning meetings. Those can be in person, via phone, or even FaceTime. Many of our clients are across the country, so we are very flexible! 

We also do a venue walk through and a room template (if that’s not provided by your venue). Plus, we create a full wedding day timeline, confirm vendor arrival times and details, and so much more! 

What we love most about the Day-Of Package is you don’t have to hire us as a Total Package planner in order for us to serve as a resource to you! What that means is, you can utilize us for questions and more along the way if you need us while you are coordinating the main details of your day. 

Last but not least, along with the pre-planning efforts, we will make your event MAGICAL!

How many hours are you onsite the day-of my event?

Each package includes 12 hours of onsite coordination. That is an ideal amount of time for most events. But, if additional hours are necessary, they can be added at an hourly rate. 

How many staff members will work my event?

Each event is appropriately staffed based on the number of guests expected to attend. And, event staff will include a lead planning manager and a minimum of 2 event assistants. 

Additional assistants will be added if needed based on your guest count. The best part about choosing McKenzie Phillips Events? Your package price includes ALL staffing—no matter how many members you might need on your special day! 

If I hire you, does that mean I can’t use the vendors I already had in mind or already booked? Or, can you refer vendors that I may still need?

We are happy to work with any vendor in our area to make your dream event a reality! We always tell our clients that we want you to feel comfortable with EVERY decision that you make throughout this process, and we would never pressure anyone into using certain resources or vendors.

If you are in need of any additional vendors, however, we have a list of those we recommend at multiple price points and to meet your event style. Ultimately, we only refer those who consistently deliver high-quality services. 

None of your packages really fit exactly what I’m looking for. Can I still work with you? 

Absolutely! Our three packages are our base service options. We understand, however, that every event is unique and has unique needs. Therefore, we are happy to create a custom package that meets your needs for your special day! 

If that’s something you’re interested in, email us with what you’re looking for—no matter how big or small! 

If I hire you, can I still be active in the planning stages of my event?

Our goal is to give you the peace of mind that comes with trusting us to take care of every detail on the day of your event. We have clients who are involved with every decision and every little detail, as well as some who want us to do it all—from “Yes!” to “I Do!” 

In the end, your level of involvement is entirely up to you. We can handle as much or as little as you would like us to. This is an amazing time in your life, and we want you to be a part of the planning process as much as you’d like!  

On the day-of my event, will you be willing to supervise vendors, troubleshoot emergencies, and soothe nerves?

Absolutely! Our goal is to allow you to enjoy your day. We will be the liaison between you, your vendors, your venue, and all others, and handle any details that will make your day amazing. Our team is organized, calm under pressure, flexible, and can handle anything that may come our way. You wouldn’t believe some of the things we’ve encountered!

What is the difference between an event planner and a venue/site coordinator?

A venue coordinator has the responsibility of managing the wedding details that are directly related to the venue. It is not their responsibility to handle additional items such as confirm vendors, run a rehearsal, oversee wedding day vendor arrivals and setup details, cue you and your wedding party down the aisle, and make sure all of the day’s events are running according to schedule. We certainly appreciate and value venue coordinators, as they play an important role in making your day a success! 

An event planner, on the other hand, represents your specific wants and needs. We also handle things like transporting gifts, décor, and more to and from different venues for the ceremony and reception. 

I see you have event rentals on your website. Can we use those?

In addition to our planning services, we offer event rentals. It’s one thing that sets us apart from other planners in our area! 

The rental inventory you see on our site is always available to the general public to rent for your event date. If you are a planning client of ours, you can use any of our inventory items at a discount or for FREE, depending on your level of service. 

Best of all, our rental collection is always changing and evolving! If you don’t see what you like now, be sure to check back later. We are always on the lookout for items to add that our clients want and need. That said, we would be open to adding items to our collection for you to use on your event date so you won’t have to worry about buying on your own and figuring out what to do with them after your event. Just let us know what you’re looking for! 

How many weddings do you plan per year? Per month? Per weekend?

Each year, our wedding totals change. But, on average, we plan about 30-35 weddings a year, which include a combination of Full Service, Final Stages, Day-Of, and custom package clients. 

Depending on the level of service, we typically plan no more than five weddings per month. We are firm believers in not over-committing ourselves. So, we control our workload in order to give our clients the time and attention they deserve!

Do you have insurance?

Yes, we most certainly do! We can provide proof of insurance if you need it. Many of the venues we work with in the KC metro area that require insurance already have ours on file. So, you can check that off your list!

Do you have something that you specialize in?

We specialize in weddings—from intimate weddings with 30 guests to large extravagant parties with more than 500 guests, and everything in between! We also offer coordination services for a range of gatherings such as bridal shows, corporate events, anniversaries, birthdays, and more! We have a wide range of experience, which allows us the ability to incorporate many unique ideas to bring your event to life for you and your guests.

May we contact some of your former clients to hear what it’s like to work with you?

Absolutely! We have reviews, which you can read here, and on our profiles on WeddingWire.com and TheKnot.com. But, if you would like to contact some of our references by email or phone, we will supply you with that information upon request. 

What areas do you service?

We will travel to any destination. The majority of our events, however, take place in the states of Kansas and Missouri—in the Kansas City Metropolitan area, and as far as Wichita, Topeka, St. Joseph, and Columbia. An additional fee will be added to events outside of a 50-mile radius of Louisburg, Kansas.