Timeline documentation/collaboration

rickryan.com said:

I think this was mentioned recently in a thread but I wanted to discuss it a bit more.

As many of you know, I've used a custom-written system (which I programmed) to collect timeline details. Starting at the 90 day mark, I have my system generate a weekly email to the client with links to the Online Planner and links to the Song Request System. The system keeps sending weekly reminders until they fill it out (although they can still continue to make changes). The problem with this system is that it's a bit too constrained in terms of arranging the order of events. I've thought about doing an update but recently did my first client timeline using google docs. I created the document (as best I understood her wishes), then shared the doc with the bride, my wife and the DJ we're using. The bride's made a few changes and I've made some more this morning (on tomorrow's event). I know some of you guys like to email a Word doc over (I've done that also) but man, this is really working well. Anyone care to throw an opinion in the mix? What method do you prefer?

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Call me old school but I prefer an actual conversation with a client about 2-4 weeks prior to understand the expectations of the event, the formalities necessary, the atmosphere, etc. I then customize a timeline that suits their needs best and they fee lol comfortable with. I do it far enough in advance that they can confirm with all other vendors necessary if there are any issues. We all know what’s happening at all times, and this helps raise your perceived value of being more than a dj, and creates a better relationship since you’re spending more time with them.

rickryan.com said:

Don't get me wrong, I like to have these done farther in advance and I always ask the bride to at least do a phone consult the week before to read thru it and have a conversation. I just feel strongly that I do better (my crappy memory) by having THEM to write it out instead of me trying to dictate and make the notes. Seems I always flub that up somehow.

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What I do is I write down a timeline and then email it to them to give to their other vendors to confirm,,, but it then also leaves me with a copy as well to refer back to.

I have a custom made wedding planning form, and a basic timeline form that I send to the clients in word format. I usually send it to them after they book so they can look at them. Then I also send them again when I do my check in email which is about 2 to 2.5 weeks before the big day.

My June 9th bride has not responded to my check in email, and I also sent her another email 2 days ago. No response yet. This is a bride I will likely be calling on Tuesday to hopefully get her on the phone if she does not respond to my emails soon. My June 10th bride sent in her forms like3 weeks ago. Confirmation phone call scheduled with her Wednesday night.

I think sending a automated weekly email for 90 days up until the wedding is too much. Maybe an email at 90 days, 60 days, and 30 days, then maybe one at 2 weeks that is either automated, or manually sent by you.

As far as online forms, Event Planner seems to be pretty popular. I am considering it as I now have a $10 monthly paid subscription,, but I really like my own custom planning form. It's just real detailed, and everybody is able to fill it out in word.

djtaso said:

What I do is I write down a timeline and then email it to them to give to their other vendors to confirm,,, but it then also leaves me with a copy as well to refer back to.

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Me too. I will send them a "guide" when they book that tells them everything I need from them. I then meet with them 3 weeks in advance and fill out a fresh guide. Some come with the guide completely filled out. I still pull up an empty one and fill it out as we talk. You wouldn't believe how many things get changed on when we start talking things out. I then send the guide and timeline out to everyone to review. If something needs changed, they tell me and I change it and send out a new copy. I used to be Project Manager. Things always got messed up when multiple people were updating requirement documents.

By having a meeting and actually setting up a time you’re forcing them to get in touch, as opposed to them ignoring it. I set a deadline by when the meeting needs to be scheduled so I’m not waiting around till the last moment. Obviously u have the occasional procrastinator who still can’t meet that deadline, but a meeting eventually occurs

Meeting.
By the third email they know you're robo-mailing them and their opinion of your sincerity and personal service is going to get a downgrade.
Vendors who actually care about their clients don't send automated messages. They call and meet in person.

I typically e-mail around 2 months out to set up a meeting or call 2-4 weeks out. Similar to Taso.

In that meeting we walk through the whole day, and I send a copy of my timeline to the couple following the meeting with any notes or "to-do" items highlighted. This is what they look like.

My style is similar to both DJs Albatross and Tasso. My "modus operandi" involves contact via email from inception until the meeting to sign the Contract Agreement. At the contract signing meeting I present B&G with a Wedding Reception Worksheet and a couple of music listings for them to pre-select songs for the dancing segments of the Reception Program (Ceremony when necessary). One list is representative of the various decades (no more than one page, front and back), the other is current Top40 listing. B&G are encouraged to add songs that are not on any of the listings and to indicate those they would like to hear by placing a check-mark beside the song. The Worksheet is for program planning and covers such areas as event program sequence where they number the boxes in the order they wish the program to flow, Introduction of Wedding Party and B & G, where they print the names of Bridesmaids and Escort (Groomsmen) and the sequence of introduction, and how they wish to be introduced into the reception area (Mr. and Mrs. xxxxx, etc.). Lastly, included is the Music Play List of the music they selected. A star has been placed beside any of the songs that are Must Play. I use this list as a starting point and take song requests during the evening from guests and B&G.
The B&G send me their completed worksheet as soon as it is completed. A 1st draft is prepared and sent to B&G for additions, deletions. When the 1st typed draft is returned with modifications (in any were needed), then a Final Reception Program is prepared. Following the last song of the evening, the Bride & Groom are presented with the Final Reception Program in case they ever wish to renew their vows at a later date.
I generally don't place "time" line for each element of the Reception Program unless the B&G has responded in their drafting. A Reception Program Outline is prepared on 5x8 card and given to the Room Captain, Caterer, Photographer, B&G's table so they may follow along with program. There you have it.