Organizing a wedding planning in Istanbul by the Event Company in Istanbul for the first time might be a little difficult, especially considering Istanbul’s specific characteristics and the event industry in the city. While the city is a junction of two continents and has various architectural styles, from Ottoman palaces to modern hotels with views of the Bosphorus, the city is also a hundred. Maximum Subject from the World. This guide is intended to point you in the right direction in dealing with event companies in Istanbul and to help you achieve the perfect wedding day.
The Event industry in Istanbul
Given the high number of weddings celebrated in the city every year (in the thousands), Istanbul has a very competitive wedding industry with a high number of event firms with different ranges of experience. After closed circles and small venues, the high volume of Istanbul requires personal event companies to research advertising and marketing. Istanbul’s unique geographical position requires event companies to possess a higher degree of cultural ‘switching’ due to the high volume of Traditional Turkish Customs, International Ceremonies and Destination Weddings.
When looking for an event planner in Istanbul, you will soon understand that there is a huge difference in the quality of the service and the fee to be paid. It is very specialized and, for example, there may be companies focusing on ‘luxury’ weddings with a view of the water, ‘intimate’ garden weddings, or large weddings in ballrooms. This knowledge is crucial in helping to filter prospective companies from a huge pool of ‘candidates’ to avoid wasting time dealing with companies that don’t have the expertise in your area of concern. What Services Should
What Services Should Your Event Company Provide?
An event company in Istanbul should do more than just day-of coordination. Full-service planning should include venue scouting, vendor coordination, design planning, itinerary planning, budget management, and supervision. However, many couples don’t realize that there are some specific services that need to be discussed beforehand that tend to be neglected.
Istanbul’s traffic is unlike any other. Your planner should know how to best design the itinerary to accommodate Istanbul’s traffic and congestion. If your ceremony venue is in Sultanahmet and your reception is in a hotel, then that’s a 40 minute drive with no traffic, but it can be a 2 hour drive with traffic. Experienced planners know the best practices to implement to ensure that the scheduling includes ample buffer time and shuttles so that guests aren’t in danger of missing the cocktail hour.
Permit acquiring is also another service that can be overlooked. Many outdoor venues, especially historical locations and public spaces, require additional permissions from local government. There are some locations with a view of the Bosphorus that require maritime permits if you are planning to have a waterside ceremony. Your event company should be responsible for this type of red tape, as it can take a long time if you don’t know your way around Turkish bureaucracy.
Inquiries to Make Prior to Contracting an Individual
To begin, they should provide a portfolio that emphasizes weddings of the same scale and dimension as yours. A wedding coordination team that specializes in elaborate, 300-person, traditional Turkish weddings may not understand the vision for a 50-person, bohemian-style wedding. Ask them to facilitate direct communication with three of their most recent clients, rather than just reading the testimonials provided on the wedding planner’s website.
Inquire about the planner’s relationship with vendors. Seasoned wedding planners in Istanbul have a network of florists, photographers, musicians, and caterers they have worked with in the past. It is also worthwhile to note whether these contacts provide unobstructed access to valuable services, as some vendors provide retailers with a kickback which ultimately raises the planner’s fees. A reputable wedding planner such as EGTEVENT will provide adequate explanation regarding which vendors have been chosen and will let you speak with them before making any agreements.
That backup plan conversation is a demonstration of professional development. Out of the three possible weather scenarios: rain, snow, sun, they can all happen in a single day. Vendors cancel. Technical issues happen. It is perfectly acceptable to directly ask, “What happens when it is raining on our summer outdoor ceremony day?” or, “What is the plan when our photographer falls ill?” Some companies like EGTEVENT have processes and systems designed around those scenarios; they have backup vendor lists, built-in weather contingency protocols, and so on, in all of their contracts. EGTEVENT is one of the most recognized event and wedding planners in Istanbul. Click to get more about EGTEVENT the top service provider of wedding planning in Istanbul.
Technology Integration in Contemporary Wedding Planning
Wedding planning in Istanbul has advanced with the integration of modern technology in wedding planning. Knowing the technology used will inform you about how updated or event planning the company is.
Wedding exclusively designed project management tools software to allow partnerships between you and your planner in a collaboration without real-time location. It organizes all the decisions made, tracks deadlines, and payments made. You can approve a design mockup, and check budget levels. You can see all the seats packed in a single arrangement. Major cause of miscommunication planning is eliminated with. Stress planning is caused. Communication gaps.
Three-dimensional venue mapping software allows you to do virtual walkthroughs of your reception space before the actual event. You can see how the floral arrangements look on the tables, how the lighting fixtures hang, and how the guests flow throughout the venue. This software reduces the guesswork and allows for design changes without having to set up the venue multiple times.
Digital guest management systems simplify the planning process by allowing the user to track the invitations sent, collect RSVPs, and track meal preferences of guests. More advanced systems are integrated into catering management software used by the venue, to automatically create place cards and assign guests to tables according to your specifications. This software eliminates the most common mistakes associated with planning a seating chart and saves dozens of planning hours.
Live streaming has become common for events now that virtual participation is more widely accepted, especially in the case of family members who cannot attend weddings. Professional event companies now offer multi-camera setups with dedicated streaming services, allowing for better quality than typical video calls. This technology has high internet reliability requirements, which your planner should check with venues in advance.
Planning Process and Timeline
A wedding is an event like no other, and it is important to acknowledge how wedding planning unfolds. This will help you see whether an event company is adhering to correct standards. In Istanbul, proper wedding planning can take between 12 and 18 months, depending on the experience of the company. Although, other companies can create beautiful weddings in a shorter time frame.
The first meeting should prioritize collaboration over the sales pitch. Good planners will ask a lot of questions about the important parts of your story, the cultural elements you may want to include, and the most important wedding elements for you. They are laying the groundwork for a tailored experience instead of providing service a la carte.
The venue selection phase is the most important segment of the planning process and should be given the utmost care. Planners should provide a list of venues that meet the wedding priorities outlined and selection budget and not just places where they have a relationship. Site visits should include the planner making note of things you may overlook, like the kitchen and guest count, the ceremony restrooms, and any elderly accessibility.
The phase of design development is where the vision comes to life. Your event planner will create mood boards and color palettes and also make diagrams that show you how each space will look. This phase should include many rounds of revisions so that you feel great about the vision for the wedding. If steps are rushed in this phase, disappointment may be the result on the wedding day.
Following design approval, it is time for selection of the vendors and negotiation of contracts to take place. Curated options should be provided to you for vendors, and for accessible meeting coordination and negotiation to take place on your behalf, the event planner should be the primary point of contact for the vendor. They should also be the ones to look over contracts to flag any concerning or problem clauses and make sure cancellation policies are satisfactory protective or will not leave you with too much risk attached.
The final month shifts from planning to implementation. Your event company should do a comprehensive walkthrough with all vendors to finalize timing, setup requirements, and communication procedures. They prepare minute-by-minute timelines for all the vendors, venue employees, and the wedding party. This attention to detail distinguishes event companies from the rest of the pack.
Financial Transparency and Budget Management
Event companies in Istanbul have varied pricing structures, which makes it difficult to compare companies. Some have a flat fee based on the size of the wedding, others take a percentage of total vendor pricing, and other companies have a mix of both approaches. Knowing how they work will save you from surprises in the budget.
With flat fee structures, you get predictability since you know how much you’re planning services will cost, regardless of how much you spend on vendor selections. However, these fees do not include the vendor costs—flowers, catering, photos—that are paid separately. Make sure the contract is clear about the services included in the flat fee.
A percentage of total vendor cost is the most common pricing model in the event industry and ranges from 12-20%. Given the pricing model, it seems the company is aligned with you in finding affordable and quality vendors, which is not the case. This runs the event company to the higher end of the pricing spectrum. To avoid this situation, get cost break downs to understand how the percentages are being calculated, and add a list of vendors to the pricing.
The bulk of costs incurred from a contract will likely be found in the fine print. Make sure to inquire about whether there are extra fees for meetings, whether there are limitations in the number of design revisions, whether there are fees for reviewing vendor contracts, or whether there are costs for coordination assistants on the day of the event. Estimated costs of services that are not included in contracts are likely to be found in fine print. Developers such as EGTEVENT – organizasyon sirketi pride themselves on having fair, honest, and reputable pricing policies that include all additional and hidden costs.
Examining payment timelines and schedules is of the utmost importance. Typical industry standards allow for the initial deposit to be made in order to secure your planning date, followed by milestone payments that correlate with the progression of planning, and a final payment that is made shortly before the event. Be cautious of event planning companies that require a large payment to be made initially, or companies that have a policy of withholding vendor contracts until they have received the full payment.
Company Behavior
Any event company can impress customers with their portfolios, but some warning signs might indicate a company is not to be trusted. The lack of completed contract negotiations is a big warning sign. Vague contracts are very problematic. A lack of timelines, a lack of clear deliverables, and a lack of cancellation policies seriously indicate a lack of professionalism. Contracts should clearly and concisely say what services will be provided and what actions are expected, should they or either party withdraw from the agreement.
Strong-arming potential customers is seen by many as a protective tactic, but in truth, events are a very personal service. Quality planners will understand that you are placing a significant amount of trust in their hands, that this is a big decision, and they will give you the time to make that decision. Quality planners understand and appreciate that they must give you their information, answer all your questions in detail, and give you time to make a decision without continual or excessive follow up.
The lack of availability for meetings or slow response times in the planning stage predicts incoming communication issues. If they are never available to respond to your emails in the courting stage, they will likely go ghost after the contract has been signed.
Reluctance to give client references or showcase only old work in their portfolios has been an alarming sign of issues they’ve been showing or hiding. The wedding industry has a huge turnover; therefore, businesses should not be shy to show recent work.
Making The Final Decision
After your consultations with multiple Event Companies in Istanbul, gut feeling should be allowed to win coupled with the objective collection of your criteria. The best event company is the one that marries the perfect experience with harmony in personality. You will be working with these people for a long time in a high-pressure emotionally sensitive time, therefore, chemistry is crucial.
Your selected companies should have adequate liability insurance, and the necessary business licenses. The municipality of Istanbul has a certain legal framework around Event planning businesses in place to protect you in case of an event.
Your wedding is one of the most important days of your life. For an event company in Istanbul to be the one you are relaxed to work with means they will alleviate your stress and allow you to focus on the excitement of the wedding. For this to be the case, they should be thorough with their work for you, answering your questions and showing real excitement to bring your vision to life.
Contact EGTEVENT the best wedding planner in Istanbul: Whatsapp or Phone number: +90 535 248 17 79.
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