This is the Transcript of the #WeddingMarketChat on July 25th, 2012 with Mark Kingsdorf from The Queen of Hearts Wedding Consultants. The answers were made on Twitter so responses will appear different. Mark Kingsdorf is not a lawyer so you should always check with an attorney for legal advice.

This Transcript was sponsored by WeddingMarketingOnline.com

Mark is a graduate of The Culinary Institute of America {Hyde Park, New York} and his experience in hotels, restaurants and off premise catering generally attracts couples who are into food, wine and specialty drinks. His expertise in Wedding Etiquette {working with the Emily Post Institute on several books}, design {training with some of the region’s top experts in décor}, hands on experience in all areas of weddings and fun, quirky sense of humor tend to put both stressed out brides and nervous moms at ease.

Mark loves really getting to know each couple, helping to design a wedding truly reflective of each couple and building a friendship with each couple that extends well beyond their wedding day. In 2009 Mark earned the designation of Master Bridal Consultant ^TM the highest level of achievement from the Association of Bridal Consultants. Joining the ranks as one of 65 Master Bridal Consultants ^TM in the world and the only consultant in the Greater Philadelphia region to hold this prestigious designation.

Mark has been featured on: The Style Network’s hit series “Whose Wedding Is It Anyway”, HGTV’s “Ultimate Wedding Guide”, KYW News Radio, Fox Good Day Philadelphia, Comcast TV’s – Newsmakers, Money Matters Today and Morning Show, NBC’s “10! Show”, CBS3 and NBC News. His work and advice has appeared in: Martha Stewart Weddings, Style Me Pretty, USA Today, The Wall Street Journal, Real Simple Weddings, Philadelphia Wedding Magazine, The Knot, Brides Philadelphia, Premier Bride Magazine, The Jewish Exponent, America’s Bride and The Chicago Tribune.

Learn more about Mark Kingsdorf at http://www.qohweddings.com

Join Our Wedding Market Chats For Wedding Professionals Every Wednesday at 10:00PST, 1:00EST, and 6:00GMT (UK time) with the #WeddingMarketChat Hashmark On Twitter. Learn something new to help your business grow every week. The chats are hosted by Wedding Market editor Julie Albaugh (@juliealbaugh).

Q1: How did you get involved with the @WeddingIndustry ?

AQ1: I am actually classically trained chef have always been involved in weddings – wedding planning happened by accident. I helped a photographer with a problem client and realized I was a great planner because of my catering background. It really helps me in working with couples who are having issues with caterer and menu.

Q2: How do you protect your business with preplanning?

AQ2: For us it starts before we meet a couple, we try to do a lot of prescreening to see if they’re a good match before we invest the time in a meeting.

Q3: Why are wedding contracts important?

AQ3: We use our contracts to set expectations and establish boundaries with clients not just to tell them what we’ll do and how much it costs.

Q4: What important details should be in a contract?

AQ4: Obviously the product or service you will provide, but also what you will do, what you won’t do and set boundaries.

Q5: Should a wedding professional have liability insurance?

AQ5: ABSOLUTELY

Q6: What if a bride wants to makes changes to the original contract?

AQ6: Our contracts are reviewed by an attorney in our jurisdiction and protect but us and our clients. We ONLY allow clients to ‘red line’ the clause letting us use their images. Red line = striking through. It’s the only thing we allow a client to change. If they don’t want us to allow us to use their images we’re OK with that.

Additional Question: Have you lost many (any) clients if they didn’t like your red lining or addendums, etc.?

Answer: Very few, we have a lot of client who are young lawyers and balk – all it takes is some explanation. We just explain that we are trying to protect both parties.

Additional Question: What do they balk about may I ask?

Answer: We write our contract in plain English and some want more legal jargon.

Q7: Should a Wedding Professional work for a bride before receiving a deposit or Signed Contract?

AQ7: Only if you like Not getting paid! We might do some basic research before we have a signed document and retainer, but we don’t release it.

Q8: What steps have you made to protect your business?

AQ8: A great contract reviewed by an attorney. Good training of our team, great communication to set expectations, and insurance. Of course, there are different insurances apart from liability policies that you can get to protect the business. Key man insurance, for instance, can help businesses and organizations continue operations without significant disruption in the event of the loss of a key employee(s).

Q9:Can you avoid lawsuits by asking brides questions ahead of time?

AQ9: I always say’ it doesn’t get any better than the first meeting and I think it’s a great rule – you can smell trouble coming in a lot of cases. I think setting clear expectations is also a great start.

Q10: Any additional advice?

AQ10: Update & have your lawyer review you contacts annually, add in specific clauses based on incident that may have come up.
Q11: Does it matter who signs the contract?

AQ11: Whoever will be financially responsible – if bride has no money it better be the parents.

Q12: Is it good to have a two party contract?

AQ12: HATE two party contracts – if they split and one paid the retainer you could be left collecting from the other.

Q13: How clear should you be on meeting times, late fees in your contract ?

AQ13: I’m VERY clear – if you don’t pay on time – late fee after 5 days, after 30 we stop working. We’re clear that we have weddings on weekends and that return calls and meetings on weekends are AS AVAILABLE. We’re also clear that we are NOT available to you 24/7. I’m also clear that if you touch our staff or are verbally abusive, we WILL end the contract.

Q14: Do you have any special projects coming up?

AQ14: Our Philadelphia chapter of Wish Upon A Wedding has our third wish coming up this week @WUW_Philly.

Additional Question: Can you tell me a little bit about @WUW Wish Upon A Wedding?

Answer: @WUW has been AMAZING, I’m the Philly founding president and we’re on wish three. We’ve met great people who have changed out lives and had one wish recipient who passed three days before their wedding…crushing.

Q15: What would you like the #WeddingMarket to take away from this #WeddingMarketChat ?

Answer: Establishing clear expectations and boundaries with a couple will help keep you out of a lot of potential problems.

#WeddingMarketChat Question: How do you deal with clients who don’t/can’t pay?

Answer: BUT, we have a payment plan set up where couples pay us a retainer and then several payments along the way -final payment is 30 days out. If you don’t pay us within 30 days of payment due ( WITH LATE FEE) we stop working until you do.

#WeddingMarketChat Question: How much liability insurance 1M, 2M, 3M?

Answer: Depends on what it is that you do and what you’re looking to get professional liability insurance for. As a planner we don’t have equipment that plugs in our creates heat or moves so we carry 1M and a lot will depend on where you work some venues require more.

#WeddingMarketChat Question: What kind of pre-screening would you suggest?

Answer: We talk to brides a lot on the phone we want to know what their expectations are.

We ask what venues they are looking at , gown designers anything that will indicate if they are heavy shoppers, have a realistic budget.

#WeddingMarketChat Question: How long does a normal pre-screen take via phone?

Answer: I usually chat about 5-10 minutes, direct them to our site and get information. I NEVER set a face to face without a screening call first – it’s a waste of my time.

#WeddingMarketChat Question: What if a client wants to change their package/services after contract is signed?
Answer: We do an addendum outlining the changes to the contract and the additional fees.

#WeddingMarketChat Question: Any advice for new planners just starting their businesses but have several years of industry experience?
Answer: Intern with seasoned planners and intern with a caterer, florist or bridal salon to become as well rounded as possible .

#WeddingMarketChat Question: How do you handle clients that want to downgrade their services after contract has been signed?

Answer: A lot depends on the situation – and how much time / work we have invested at the time of the request.

#WeddingMarketChat Question: Are You physically in Philly or NJ?

Answer: I’m physically in Philly but service NJ as well.