Podcast
Wedding Planner Society Podcast
Hosted by CWP Society - Laurie Hartwell, Founder & CEO · EN
CWP Society is proud to produce the "Wedding Planner Society: Industry Expert Insights" podcast!
Laurie Hartwell, award-winning Master Certified Wedding Planner, and Industry Educator, and founder & CEO of the CWP Society, discuss the real lives of wedding planners and professionals, dispense business tips, and share ways you can elevate yourself and your career in the wedding industry.
Visit the CWP Society website for more information: www.cwpsociety.com
136episodes
Episodes
Newest firstAll episodes
Decoding Venue Roles: Who Really Does What (And Why It Matters)
Oct 3000:19:35Tap to summarizeNot all "venue coordinators" are created equal—and assuming they are can derail your entire event. In this episode, COO Krisy Thomas sits down with Master Certified Wedding Planner and Certified Educator Nikki Rodgers to pull back the curtain on how venue teams actually operate, so you can stop guessing and start collaborating with confidence.Nikki breaks down the four core roles you're likely to encounter—from the owner who sold the date to the banquet captain directing service—and explains how responsibilities shift between contract signing and day-of execution. Through real-world examples, you'll discover why assumptions cause chaos: the venue that provides tables but won't set them, the dry-hire space where the coordinator handles electrical emergencies, and the neighboring property with completely opposite policies.You'll learn the exact questions to ask the moment you're hired, including "Who will be my primary contact during planning?" and "Who is on a radio on event day?" Nikki and Krisy share their proven handoff strategy: send your working timeline early, reconfirm with the on-site lead the week before, and loop in owners when operations like pressure washing or rental staging might impact your schedule.If you've ever built a detailed timeline only to discover the venue created their own, or arrived on event day to find no one planned to set chairs, this conversation gives you the playbook to prevent double work and last-minute scrambles. You'll also discover how to navigate venues with in-house catering versus outside caterers, when to defer to the banquet captain's service pacing, and how small, thoughtful gestures—like thanking staff in front of the couple and leaving authentic reviews—transform single events into lasting partnerships.Ready to master these essential skills and elevate your planning expertise? Join the ranks of the industry's most respected professionals by earning your certification through CWP Society. Our comprehensive training equips you with proven strategies, professional protocols, and the confidence to handle any venue relationship with grace. Become a Certified Wedding Planner and join a community committed to excellence. Learn more at CWPSociety.com.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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Inclusive Weddings: Managing Fireworks, Fog, And Triggers With Care
Oct 2700:22:27Tap to summarizeSurprise moments should make hearts lift, not race. In this episode, Krisy Thomas, COO of the CWP Society, welcomes Master Certified Wedding Planner and Certified Educator Brianne Ackerland to explore how planners can create high-impact celebrations that honor military guests and anyone living with PTSD or sensory sensitivities—without sacrificing the magic couples dream about.The reality is that surprise cannons, strobes, and smoke machines can trigger panic attacks, flashbacks, and genuine medical emergencies for guests who've served or who live with invisible conditions. Yet most planners don't know when or how to raise these concerns without alarming their couples or killing the celebration vibe. Brianne shares field-tested strategies that balance spectacle with true care, proving you can protect vulnerable guests while still delivering unforgettable moments.We start with timing: why the eight-week planning meeting is the strategic sweet spot to introduce potential triggers—after guest lists are finalized and add-ons are being discussed, but before vendors lock in their plans. Brianne walks you through how to frame the conversation so couples feel supported rather than scared, using thoughtful questions about loud sounds, flashing lights, and smoke effects to shape plans that protect guests while preserving the couple's vision.You'll get a practical toolkit you can implement immediately: how to send private heads-up messages to at-risk guests, create discreet program cues that signal what's coming next, map out quiet zones with clear exit routes, and deliver calm, grounding scripts when emergencies like fire alarms or first responders show up unannounced. We get deeply tactical on vendor communication—briefing DJs on volume limits and strobe alternatives, aligning photographers and videographers on flash frequency and smoke timing, and confirming venue policies for cold sparks and fog machines so surprises don't escalate into crises.Brianne also shares a deeply personal story that reveals why this work matters and how planners can lead with steadiness and compassion when the unexpected happens. This isn't about being the fun police—it's about designing inclusive joy that allows every guest to be fully present.You'll walk away with three immediately actionable steps: ask about accommodations at the eight-week mark, verify venue safety protocols and effect approvals before booking, and establish a designated safe space with a clear exit route and point person. Plus, we spotlight trusted resources like Wounded Warrior Project and NAMI to help you learn the right language and responses when guests need support.Ready to design celebrations where everyone can truly celebrate? Subscribe, share this episode with a fellow wedding planner. Want to master the skills that set certified planners apart? Discover how CWP Society certification equips you with the knowledge, tools, and community support to handle every situation with professionalism and heart—visit cwpsociety.com today.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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From Assumptions To Alignment: How Planners Thrive With Church Teams
Oct 2300:21:23Tap to summarizeWedding days inside a church can feel like navigating a maze of policies, people, and expectations, and many planners carry battle scars from these sacred spaces. In this episode, Master Certified Wedding Planner & Certified Educator, Emma Cockerham joins Krisy Thomas, COO of the CWP Society, to unpack why church venues often feel more challenging and how to transform tension into trust through intentional communication and genuine respect.From first contact to final blessing, Emma maps out a calm, proven approach that honors sacred spaces while protecting timelines, budgets, and your couple's vision. We start with the real friction points: delayed outreach, multiple conflicting contacts, and the cycle of assumptions that creates unnecessary stress on both sides. You'll learn how to establish a single point of contact, use strategic CC etiquette to prevent crossed wires, and confirm who needs what information, and when.We dig deep into policy hot spots that trip up even experienced planners: florals, candles, adhesives, aisle access, photography angles, flash restrictions, and AV limitations. Emma shares how early briefings and coordinator-approved plans keep your creative team flexible instead of frustrated, plus practical scripts for introducing vendors to church coordinators, securing written clarity on access windows, and avoiding last-minute surprises that can derail your timeline or blow your couple's budget.The heart of this conversation is a powerful mindset shift: treat each church as a collaborative partner, lead with kindness, and follow through on every promise. We explore how showing deep respect for the ceremony as the true purpose of the day, using gratitude as a relationship-building tool, and documenting every decision creates a week-of experience that runs quietly and seamlessly. While these habits strengthen your work at any venue, they truly shine in sacred spaces where meaning runs deep and schedules are non-negotiable.If you want smoother rehearsals, warmer welcomes, and stronger referrals from both churches and vendors, this conversation delivers the roadmap. You'll walk away with communication strategies, clarity frameworks, and the confidence that comes from leading with genuine respect.If this episode reminded you why professionalism matters, subscribe, share it with a planner friend, and leave a review. Ready to level up your skills and join a community that gets it? Explore certification and exclusive resources at cwpsociety.com—home to the world's largest community of certified wedding professionals.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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Beyond Timelines: The Real Work Behind Multi-Family Wedding Planning
Oct 1300:30:08Tap to summarizeWeddings with rich traditions don’t just need timelines—they need translators. In this episode, Certified Wedding Planner and Certified Educator, Rima Shah joins CWP Society COO, Krisy Thomas to unpack the real work behind South Asian weddings: navigating multiple families, aligning expectations across generations, and setting boundaries that protect joy without steamrolling culture. From the first consultation to the final site visit, we share scripts, policies, and small shifts in language that build trust with parents and elders who may be new to professional planning.Rima walks us through the moments where things commonly go sideways—delegated catering oversight, competing design visions, and last-minute ritual requests—and shows how a single-point-of-contact policy, clearly defined roles, and genuine listening turn potential conflict into collaboration. You’ll hear how reframing a single decor element preserved a couple’s one big ask while making a mother proud, and how patient, active listening on a tense call revealed the true concern hiding beneath a list of demands: honoring a simple favor tradition at the right time.If you’re a wedding planner working with South Asian families—or any event with layered traditions—this conversation gives you practical strategies to reduce friction: involve key family members early, document decisions, adapt to personality types, and connect every choice to what elders value most—respect, hospitality, and meaningful ritual. The result? Events that feel seamless to guests and deeply seen by family.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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The Blueprint for Wedding Planning: Education Meets Experience
Oct 900:27:20Tap to summarizeTired of hearing “just get experience” as if that’s a strategy? On this episode, we dig into why that advice often backfires, eroding vendor trust, anchoring fees at unsustainable levels, and putting couples at risk on a day with no do‑overs.Crystal Dailey, Master Certified Wedding Planner and Certified Educator, joins Krisy Thomas to show a better path—one that blends hands-on learning with real education. Together, they explore how standards, structure, and certification transform instincts into consistent results, protect fair pricing, and restore respect for professional planning across venues and vendor teams.Throughout the conversation, we map the real costs of inexperience: timelines that slip, communication gaps that stall load-ins, and mistakes that force venues to build in-house teams. Then we connect the solution to clear, teachable fundamentals—pricing by scope and hours, logistics planning, risk management, vendor alignment, and client communication. Crystal explains why education isn’t just for beginners, how seasoned planners benefit from updated frameworks, and what happens when we move from “learn or earn” to “learn while you earn.”If you’re self-taught, you’ll hear practical mindset shifts to treat your work like the profession it is. If you’re experienced, you’ll find reasons to keep sharpening your craft so your methods match today’s clients and today’s pace. And if you’re brand-new, you’ll learn how to enter the field without undercutting yourself or the industry. Experience gives instincts; education gives structure, confidence, and credibility. Put them together, and you’ll lead with authority, price with clarity, and deliver the kind of weddings vendors are proud to support.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
Transcribe →Choosing the Right Wedding Planner Mentor + Celebrating 50 Years of Laurie Hartwell
Sep 3000:16:09Tap to summarizeEver wonder why some planners seem to leap ahead while others grind for years? We unpack the real advantage behind the scenes: a mentor who listens, challenges, and opens doors. From first weddings full of unknowns to high-stakes productions, we walk through the qualities that separate a true guide from a loud voice—proven experience, integrity, generosity with knowledge, strong listening, access to opportunity, and the emotional intelligence to navigate family dynamics and vendor teams with grace.We also draw a clear line between healthy guidance and harmful patterns. If your “mentor” shuts down ideas, never replies, nitpicks without solutions, stacks fees without value, or keeps you small to guard their turf, it’s time to walk away. You’ll hear practical ways to structure a mentorship—clear goals, regular touchpoints, defined boundaries, and metrics that track progress across sales, operations, and event-day excellence—so advice turns into momentum.Along the way, we celebrate the 50th birthday of CWP Society founder and CEO Laurie Hartwell with moving tributes from educators whose careers she’s lifted. Laurie's legacy is more than certifications; it’s a culture of community, education, and collaboration that helps planners grow faster and with more heart. If you’ve felt that tug for a mentor who believes in your potential and a community that has your back, consider this your sign: there’s a place built for exactly that.Ready to take the next step? Subscribe, share this with a planner friend who needs encouragement, and leave a review with one takeaway you’re going to implement this week. Want mentorship plus a thriving network? Visit CWPSociety.com to learn about certifications and memberships and join us.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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Empathy Meets Expertise: The Emotional Side of Wedding Planning
Sep 2900:21:10Tap to summarizeWedding planning is an emotional rollercoaster for couples, and behind every seating chart and floral arrangement lies a complex web of feelings that skilled planners must navigate with grace and understanding. Riley Snider, Certified Wedding Planner and Certified Educator, joins Krisy Thomas to explore how wedding professionals can serve as the steady emotional anchor their clients truly need.This conversation uncovers the hidden emotional undercurrents of wedding planning; from navigating family dynamics like divorced parents who can’t sit together, to financial anxieties that persist regardless of budget, to the profound grief felt when loved ones are absent from the celebration. Riley shares a touching personal story from her sister’s wedding, where subtle tributes to their late father, a single rose on an empty chair and a photo charm on the bouquet, held deep emotional significance without overshadowing the day’s joy.What sets exceptional planners apart is their ability to read between the lines, recognizing when a normally enthusiastic couple goes quiet or becomes fixated on seemingly small details. These behaviors often signal deeper concerns that require gentle exploration through compassionate questioning. Riley also emphasizes the importance of maintaining professional boundaries while providing emotional support, offering practical strategies like setting communication hours kindly and staying composed in high-pressure moments.Perhaps most importantly, Riley highlights self-care for planners. From designating admin days and establishing pre-wedding rituals to keeping a collection of client thank-you notes that reconnect you to your purpose, these practices ensure you can show up fully present for each couple without burning out. After all, to be the calm in someone else’s storm, you must first ground yourself. Presence and empathy aren’t just complementary to technical skills, they’re the most powerful tools you have for creating wedding experiences couples will remember forever.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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When Trust Matters Most: Leadership Lessons from South Asian Wedding Planning
Sep 2500:34:42Tap to summarizeNavigating the magnificent scale of South Asian weddings demands more than standard planning approaches—it requires masterful team leadership. In this compelling episode, Certified Wedding Planner and Educator Rima Shah of Big Guava Events joins Krisy Thomas, COO of the CWP Society, to share battle-tested strategies for building, preparing, and leading teams through multi-day celebrations with hundreds of guests.Rima reveals why finding the right team members is her first priority, seeking out Certified Wedding Planners whose foundation of knowledge provides an essential "security blanket" when executing complex events. She emphasizes matching team size to wedding scale, noting that a 400-person celebration across multiple spaces simply cannot be managed by a skeleton crew without sacrificing quality.The conversation delves into Rima's meticulous communication protocols, from comprehensive Google Docs shared a week before the wedding to on-site walkthroughs that orient team members to each space and responsibility. For those new to South Asian traditions, she describes her approach to cultural education, ensuring assistants understand not just what happens during ceremonies like Baraat or Hindu rituals, but why these moments matter—allowing them to anticipate needs and recognize significant transitions.With remarkable candor, Rima shares a challenging leadership moment involving an assistant who crossed professional boundaries at a destination wedding, highlighting the importance of swift decision-making to protect your reputation and client experience. Her powerful closing advice—"Don't be scared to ask for help"—reminds planners that delegation is strength, not weakness, and that trusting your team to handle more than you might initially believe can be the difference between merely surviving and truly thriving in the world of complex cultural celebrations.Whether you're specifically interested in South Asian weddings or simply want to strengthen your team management approach for any large-scale celebration, this episode offers practical wisdom from someone who's mastered the art of leading with intention. Ready to elevate your planning practice? Visit cwpsociety.com today to start your certification journey.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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More Than a Vendor: Becoming a Venue’s Trusted Planner
Sep 2200:25:38Tap to summarizeEver wondered what venue coordinators really think when wedding planners walk through their doors? In this eye-opening conversation, Nikki Rodgers, Master Certified Wedding Planner and Certified Educator, joins Krisy Thomas, COO of the CWP Society, to pull back the curtain on both sides of the planning experience.With over a decade of experience managing venues, sometimes coordinating up to six events in a single day, Nikki transitioned into wedding planning with a perspective few others possess. She reveals the behind-the-scenes realities of venue management, including the relief coordinators feel when they can trust a planner to handle their role with professionalism and precision.What sets Nikki apart is her approach to building relationships. Rather than assuming all venues operate the same, she stresses the importance of tailoring communication to each property. Even with her extensive background, she takes time to learn every venue’s unique processes, from load-in procedures to staffing structures. This humility and adaptability have helped her forge strong partnerships that benefit venues, planners, and couples alike.Nikki also shares why what she calls “over-communication” should actually be the industry standard. From proactively gathering requirements to keeping coordinators in the loop on every detail, these small, intentional gestures position planners as trusted partners. And when planners take the extra step to consider what moments venue staff may want to share with couples, the relationship becomes not just professional—but truly collaborative.The conversation doesn’t shy away from tough lessons either, including the mistakes that can get planners blacklisted from venues. Nikki explains how certification elevated her business, even after years of experience, proving that education and growth are ongoing for every planner.Ready to transform your venue relationships and elevate your planning career? Visit cwpsociety.com to discover how certification can give you the skills, credibility, and confidence to thrivewww.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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Future-Proof Your Business: Financial Freedom for Wedding Planners
Sep 1900:31:34Tap to summarizeWedding professionals pour their hearts into creating flawless celebrations for their clients, yet many overlook one critical detail—their own financial futures. In this eye-opening episode, Matt Mitchell, Master Certified Wedding Planner, Certified Educator, and founder of The Event Ledger, joins Krisy Thomas, COO of the CWP Society, to share how wedding planners can build lasting financial security while continuing to run thriving businesses.Matt brings a rare dual perspective—over 12 years in high-level financial planning combined with eight years of firsthand experience running his own wedding planning company. This blend allows him to speak directly to both the creative passion and the financial realities of our industry. As he wisely points out, “We anticipate everything that could go wrong for our clients, but most of us don’t give that same level of preparation to our own future selves.”Together, Krisy and Matt walk through practical steps that wedding professionals can take today, starting with the essentials: building personal and business emergency funds. Matt recommends automating just 5% from each client payment—a simple action that compounds dramatically over time. “You’ll hardly notice that 5% missing today, but your future self will thank you in a massive way,” he explains.From there, the conversation reframes retirement planning as an act of empowerment—“paying your future self.” Rather than seeing retirement as stopping work altogether, Matt encourages planners to view it as buying freedom: the freedom to choose how, when, and even if you want to work down the road.For those feeling overwhelmed or behind, the episode offers both encouragement and strategy. Open a dedicated account, set up small automated transfers, and schedule quarterly “CEO time” to track your progress. Matt’s parting challenge resonates deeply: “Treat your future self like a VIP client. Give them the same attention, intentionality, and care you pour into planning perfect weddings.”Connect with Matt and learn more about financial services specifically designed for wedding professionals at TheEventLedger.com or on social media @TheEventLedger.www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety
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