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List. It’s important that you provide them with enough information for the tasks at hand. For example, if your VA is helping put together newsletters, they’ll need the copy, send date, and audience. Lastly, don’t forget to communicate and be considerate of their time since they’re likely working with other clients, too. If you’re feeling bogged down by administrative work and experiencing a lack of time to dream big in your CEO role, then you know it’s time to outsource and hire a virtual assistant. Use this guide to hire a virtual assistant for your wedding planning business today!If you’re interested in hearing more, I brought on Julie Painter, a wedding planner turned virtual assistant, to the Weddings For Real podcast. Julie founded Dallas Girl Friday after getting burnt out as a wedding planner, and now she’s niched down to only serving wedding industry professionals. In episode 105, Julie shared her top tips for wedding planners looking to outsource. Tune in to the episode to hear more about hiring and working with a virtual assistant as a wedding planner. If you are a wedding planner in this messy middle phase I described, consider joining The Planner’s Vault, which is a membership and community for wedding planners. In the Vault, I have resources for outsourcing, building a team, and developing a CEO mindset.

You might be thinking about hiring a wedding planner virtual assistant if you’re doing it all for your business. Are you the one responsible for sending all of the emails, developing the standard operating procedures (SOPs), managing the finances, and creating the marketing plan on top of your job as the wedding planner? If you’re at the point where you’re at your maximum capacity, unable to focus on your creativity, and you are having to turn away revenue to stay afloat, I see you. I’ve been there. If you’re at this stage of your business that I like to call the messy middle, now is the perfect time to hire a wedding planner virtual assistant to handle some of the tasks that you don’t enjoy and that take up time you could be using on something more enjoyable. Here’s a wedding planner’s guide to hiring a virtual assistant. Considerations When Hiring a Virtual AssistantKeep in mind that when you hire a virtual assistant for your wedding planning business, the virtual assistant isn’t an employee, so you don’t have to provide benefits like insurance, retirement plans, vacation time, etc. Virtual assistants are independent contractors that have the training and experience to jump into your business immediately versus going through a lengthy onboarding and training process. Knowing When to Hire a Virtual AssistantMy number one tip for hiring a wedding planner virtual assistant is to hire before you’re ready. This can be scary financially with the seasonal lows and highs of the

"> November 14, 2024 When hiring help for your wedding planning business, choosing the right contract is essential to set clear expectations and legal boundaries with your team members. At The Legal Paige, the Wedding Planning Associate Contract and the Wedding Planning Assistant Contract are two options designed for different types of roles within your team. Let’s break down the key differences so you can determine which contract is best for your business needs.Wedding Planning Associate ContractThe Wedding Planning Associate Contract is specifically designed for individuals who will act in a planner capacity on your behalf. These associates are typically experienced wedding planners or coordinators who take on tasks that resemble your role as a planner, such as coordinating the day-of event or leading vendor communication.This contract is for independent contractors, so it’s crucial if you’re hiring someone with the skill set to handle planning responsibilities under your brand.Key Points in the Wedding Planning Associate Contract:Independent Contractor Status: Your associate planner works as an independent contractor, not an employee, which means they handle their own taxes and are not directly supervised by you during the event.Role in Your Absence: The associate will often serve as the main point of contact on the wedding day, coordinating with vendors, managing the schedule, and ensuring smooth execution.Autonomy and Liability: This contract includes clauses that cover liability and responsibilities, ensuring your associate understands the boundaries and protects your business if any issues arise.Use of Your Company Name: Since this planner is representing your brand, the contract ensures they will use your business name properly and uphold the professional standards of your company.Compensation and Expenses: The contract details how and when the associate planner will be paid, as well as what expenses are covered, if any.This contract is ideal if you’re hiring someone to fully step into the planner role under your brand, allowing you to serve more clients without compromising the quality of service.SHOP the Wedding Planning Associate Contract HERE!Wedding Planning Assistant ContractThe Wedding Planning Assistant Contract is best for assistants who support you on the day of the event but do not take on the main planning or coordinating roles. This type of assistant typically helps with setup, tear-down, and other on-site tasks that are essential for a smooth event but don’t involve decision-making or leading the event.This contract covers assistants who are hired by you and work under your direct supervision, allowing you to retain full control as the planner.Key Points in the Wedding Planning Assistant Contract:Clear Support Role: The assistant’s duties are clearly outlined and limited to tasks that assist with the wedding setup, tear-down, and support throughout the day, while you remain in charge of the event.Direct Supervision: Since the

Assistant does not act as an independent contractor, they work under your supervision, and you remain responsible for any major decisions and client communication.Less Liability and Autonomy: This contract specifies that the assistant does not act on behalf of the business independently, so they do not carry the same liability as an associate planner.Hourly or Event-Based Pay: Compensation terms are typically structured based on hours worked or the event itself, rather than a fixed contract amount, as their role is more limited in scope.Expectations of Professionalism: The contract ensures assistants will uphold your brand standards and fulfill their roles as assigned without taking on any planning responsibilities.This contract is a good fit if you need an extra pair of hands on the wedding day without relinquishing your role as the planner or coordinator.SHOP the Wedding Planning Assistant Contract HERE!Which Contract Should You Choose?Here’s a quick guide to help you choose the right contract for your needs:If you need someone to act as a planner in your place—handling day-of coordination, vendor communication, and representing your brand—go with the Wedding Planning Associate Contract.If you just need help with setup, tear-down, and other support tasks during the wedding day, while you remain the primary planner, the Wedding Planning Assistant Contract will provide the right level of support and protection.At The Legal Paige, these contracts are crafted with the specific needs of wedding planners in mind, ensuring that your business is legally protected while setting clear expectations for each role. If you have any other questions, please reach out to us here. "> Join the CommunityBe a part of 8000+ TLP Community Members in this safe space and get real-time answers from Paige and her legal team daily! Join Now

Guests with strained relationships or exes together. Seat the elderly and guests with mobility issues away from the dance floor, ensuring they have easy access to the buffet table and other amenities.Use a SpreadsheetAnnie Lee, a wedding planner, recommends using a spreadsheet to organise your guest list. Separate first and last names into different columns for easier sorting, especially if you have many guests with the same surname. Don't forget to include yourselves on the list, as couples often overlook this!Share Your ChartOnce your seating chart is finalised, share it with key people such as your vendors, parents, and wedding party. Websites like WeddingWire allow you to print, export, or email your floor plan to the relevant people.Use Online ToolsTake advantage of online tools and apps specifically designed for creating seating charts. Websites like WeddingWire, Wedding Planning Assistant, and Prismm (formerly AllSeated) offer drag-and-drop tools, floor plan customisation, and guest list management features. These tools can help you visualise your reception layout and make adjustments as needed.Finalise with CareBefore finalising your seating chart, double-check that the number of assigned seats matches the number of RSVPs. It's easy to overlook a guest or two, so ensure everyone is accounted for.Designing your own seating chart can be a fun and rewarding part of wedding planning. With these tips and the array of online tools available, you can create a functional and stylish seating chart that will impress your guests and ensure a smooth wedding reception.Creating a wedding websiteChoose a Platform:Select a website-building platform that offers wedding templates and customizable features. Some popular options include Wix, WithJoy, and Microsoft Designer, which provide various design tools and templates to make your website unique.Pick a Template:Browse through the collection of wedding website templates and choose one that showcases your event's style and theme. You can