Planner Life Podcast | A Podcast For Wedding Planners

Hosted by Heather Hoesch Olsen

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Aug 2025

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About the show

The Planner Life Podcast, your go-to destination for all things wedding planning and business mastery. Hosted by Heather Hoesch Olsen, a highly experienced wedding planner, industry educator, and your professional friend in the world of weddings. Join Heather every week as she shares her wealth of knowledge and experience gained from over two decades in the wedding industry. With a passion for crafting unforgettable moments and a keen eye for detail, Heather's journey has taken her through every facet of wedding planning imaginable. From intimate gatherings to lavish affairs, from budget-conscious ceremonies to extravagant celebrations, Heather has seen it all. But her expertise extends far beyond just executing flawless events. Heather is on a mission to empower and inspire planners like you to reach new heights in your business. Through candid conversations, expert interviews, and actionable insights, the Planner Life Podcast is your compass for navigating the ever-evolving landscape of the wedding industry. Whether you're a seasoned pro or just starting out, tune in each week to learn, grow, and be inspired. Heather's unique blend of creativity, wisdom, and practical advice will leave you feeling confident and equipped to tackle any challenge that comes your way. So, if you're ready to elevate your skills, build a thriving business, and join a supportive community of like-minded professionals, then the Planner Life Podcast is your must-listen resource. Welcome to the Planner Life! Questions, comments or want to connect with Heather: Email: hello@plannerlifeacademy.com IG: @plannerlifeacademy @plannerlifepodcast Website: plannerlifeacademy.com

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August 19, 2025Episode 7912 min

079: Reminders For Peak Season

Hi planners! If you're in the thick of wedding season, feeling overwhelmed, behind on emails, and struggling to find your rhythm, this one's for you. In this episode, I'm sharing five gentle reminders I return to every year to help ground myself when the calendar is packed and the pressure is high. This isn't about adding more to your plate. It's a quick reset to help you breathe, refocus, and keep going. Whether you're running on caffeine or adrenaline (or both!), I hope this episode reminds you that you're not alone and that you've got this. Tune in to hear about: The power of prioritizing: how to sort your to-dos by what really matters right now Why time-blocking and automation are your secret weapons during busy season Small, non-negotiable ways to take care of yourself (no elaborate wellness plan required!) What clear, concise communication really looks like and how to avoid ghosting your clients The importance of staying connected to your community How to show up for your marketing without burning out Whether you're feeling stretched thin or just need a little reminder that you're doing enough, this one's for you. Happy planning! xo, Heather Today's episode is brought to you by the Planner Life Academy online course. With over 20 years of experience, 900 weddings and events behind me, and having mentored planners for years, I took everything I've learned and poured it into one comprehensive online course. Whether you're just starting out or ready to level up, Planner Life Academy gives you the tools to build a sustainable, successful planning business—from systems and templates to client guidance and leadership. The course includes 45 topics, 16+ hours of video lessons, and everything you need to grow with confidence. Start today at plannerlifeacademy.com

July 29, 2025Episode 781 hr 2 min

078: So Happi Together - Nancy Park

Hi planners! This week's episode features a guest I've admired for years, Nancy Park of So Happi Together. Nancy is a Southern California native, a mom of four, and a powerhouse designer whose work centers on love, legacy, and joy. Together with her business partner Pae, Nancy plans heartfelt, luxury events that are full of intention and meaning. Nancy shares her journey from academia to weddings (spoiler: it started with a blog before her own wedding!), her early nonprofit work, and how a deep respect for family and culture is at the core of everything she designs. We also talk about motherhood, imposter syndrome, choosing the right clients, and how to stay rooted when the world feels heavy. This episode is full of warmth, honesty, and reminders to stay true to yourself and your purpose, even when others are loud about how they think you should show up. Tune in to hear about: Nancy's academic background in communication and cultural studies and how it shapes her approach to planning Her start in weddings (yep, it began with a blog!) Building her business intentionally while raising four kids Why she made her longtime collaborator, Pae, an official business partner and how that decision transformed their work Boundaries, red flags, and how she filters for the right-fit clients Her thoughts on posting (or not posting) during difficult world events, and how she processes and contributes in ways that feel aligned The Asian American brands and traditions she proudly highlights in her work Advice for planners trying to grow without losing themselves If you've ever wondered how to balance motherhood and business, passion and practicality, or ambition and alignment - this episode is a must-listen. xo, Heather Connect with Nancy, So Happi Together Website | Instagram Mentions: Meehee Hanbok Ellen Nossi Bojagi Cool Beans Bingsu Rice Blossoms If you missed the Mastering Management Workshop, the full template bundle is now available in the Planner Life Academy shop! This bundle includes 13 of my most-used templates designed to help you improve your services, streamline your coordination process, and elevate your client communication. Use code PODCAST for $20 off, and grab it now at plannerlifeacademy.com/shop!

July 17, 2025Episode 7715 min

077: Actionable Community Over Competition

Hi Planners! In this episode of the Planner Life Podcast, I'm diving deep into a phrase we've all heard, "Community Over Competition", and turning it into something real, actionable, and transformative for your planning career and life. This mindset has shaped everything from my business growth to how I show up for others, and I want the same for you. You'll hear me break down what this really means (spoiler: it's not about playing small), why it matters so much in our industry, and how it can help you build deeper relationships, book better clients, and just feel less alone. Plus, I'm sharing six specific ways you can start living out this mindset right now—no fluff, just real steps that build connection and community. Whether you're just starting out or you've been in the game for years, this episode will challenge and encourage you to rethink how you engage with your peers, your business, and your purpose. Tune in to hear about: Why "Community Over Competition" doesn't mean holding back How scarcity vs. abundance mindsets show up in business Six tangible ways to build community (even when you're busy or nervous) Simple reflection questions to help you shift your mindset and support others intentionally The ripple effects this mindset has on clients, vendors, and your own energy Let's create the kind of industry we all want to be a part of—one small act at a time. Happy planning! xo, Heather Want to take your coordination game to the next level? The full Mastering Management Workshop Template Bundle is now available at https://www.plannerlifeacademy.com. Use code PODCAST for $20 off the complete bundle, which includes everything from initial email templates to vendor follow-up guides. This is your roadmap to better systems, smoother weddings, and more profitable coordination services.

July 1, 2025Episode 7654 min

076: Ali Phillips - Thinking Beyond Your Market

Hi Planners! In this episode, I sit down with the vibrant and adventurous Ali Phillips, Chief Wedding Orchestrator of Engaging Events by Ali. Named one of Chicago's top wedding planners, Ali shares her journey from a fast-paced career in trucking logistics to becoming a celebrated name in luxury and destination weddings. Ali opens up about: Her adventurous childhood that sparked a love of travel Pivoting careers at 29 after discovering wedding planning by chance The lessons learned from early years navigating the Chicago market Transitioning into the luxury and destination wedding world Her honest advice for planners who want to break into high-end and international weddings Why authenticity on social media really matters Ali is warm, wise, and full of energy, and this conversation is packed with insights for anyone navigating the wedding industry. Whether you're dreaming of destination weddings or just starting to define your voice, Ali's story is a reminder that success doesn't always follow a straight line — but it's always worth the journey. Happy planning! xo, Heather Connect with Ali, Engaging Events by Ali Website | Instagram Today's episode is brought to you by the Planner Life Academy online course. With over 20 years of experience, 900 weddings and events behind me, and having mentored planners for years, I took everything I've learned and poured it into one comprehensive online course. Whether you're just starting out or ready to level up, Planner Life Academy gives you the tools to build a sustainable, successful planning business—from systems and templates to client guidance and leadership. The course includes 45 topics, 16+ hours of video lessons, and everything you need to grow with confidence. Start today at plannerlifeacademy.com

June 11, 2025Episode 7517 min

075: Rethinking Your Networking

Hi Planners! In today's episode, I'm diving into the world of networking—but not the stiff, awkward kind that makes you want to turn the car around in the parking lot. This is all about meaningful, energizing, and actually enjoyable connections. I'm sharing how one last-minute decision to show up at a networking event led to a Martha Stewart feature and a dream client—and how shifting my mindset around networking transformed my business (and my attitude). You'll hear about common mistakes planners make when networking, the power of preparation and follow-up, and how generosity and curiosity can make you unforgettable in the best way. Plus, I'm sharing my go-to formula for every event, practical to-do's for your next industry meetup, and a personal challenge to help you network with more intention and joy. What You'll Learn: Why networking isn't optional in the wedding industry—and how to make it feel less transactional The biggest networking mistakes (and how to avoid them) My simple game plan for showing up with purpose How to shift your mindset from "What can I get?" to "How can I give?" Happy Planning! xo, Heather Want to take your coordination game to the next level? The full Mastering Management Workshop Template Bundle is now available at https://www.plannerlifeacademy.com. Use code PODCAST for $20 off the complete bundle, which includes everything from initial email templates to vendor follow-up guides.

June 4, 2025Episode 7458 min

074: Wedding Content Creation with BTS Bride, Stacey Moran

Hi Planners! In this episode, I sit down with Stacey Moran, the visionary founder of BTS Bride, a wedding content creation company that's redefining how couples relive their wedding day. With a background in fashion, beauty, and social media marketing, Stacey launched BTS Bride after recognizing a gap in the wedding industry during her own wedding in 2022. Since then, her team has captured over 150 weddings and received accolades from Vogue, The Wall Street Journal, and beyond. We dive into: The origin and evolution of BTS Bride—from supporting vendors to serving couples directly What it means to be a behind-the-scenes content creator The importance of educating couples and vendors on this emerging category Navigating vendor dynamics on the wedding day and collaborating with photographers and videographers Key questions planners should ask before hiring a content creator The value of capturing organic moments, not just trendy content Why I believe a dedicated content creator is becoming a must-have for every wedding Stacey's shift toward balance after rapid growth, and the systems she's now using to protect her time If you're a planner curious about integrating content creators into your vendor team—or a couple wondering if this service is worth the investment—this episode is packed with valuable insights from one of the leaders in the space. Happy planning! xo, Heather Connect with Stacey, BTS Bride Website | Instagram Today's episode is brought to you by the Planner Life Academy online course. With over 20 years of experience, 900 weddings and events, and having mentored planners for years, I took everything I've learned and poured it into one comprehensive online course. Whether you're just starting out or ready to level up, Planner Life Academy gives you the tools to build a sustainable, successful planning business—from systems and templates to client guidance and leadership. The course includes 45 topics, 16+ hours of video lessons, and everything you need to grow with confidence. Start today at plannerlifeacademy.com

May 21, 2025Episode 7318 min

073: Workshop Recap, Template Bundle

Hi Planners! Today, we're diving into a special topic that I'm so excited to share – a behind-the-scenes look at the Mastering Management Workshop and why coordination is more valuable than many planners realize. If you're looking to level up your wedding coordination services, streamline your processes, and boost your profits, this episode is for YOU. In this Episode: Why wedding coordination is a valuable service and not just a stepping stone. How coordination can improve your profitability and flexibility as a planner. Highlights from the recent Mastering Management Workshop, including hands-on learning, expert panels, and practical skills. The importance of clear boundaries and well-defined services to prevent burnout and maximize efficiency. Why mastering communication, processes, and client relationships is the key to a successful coordination business. Workshop Highlights: Real stories from planners at all stages, from startups to seasoned pros. Hands-on sessions covering everything from client onboarding to wedding day execution. Expert insights from top industry professionals, including mastering sales, creating high-value packages, and perfecting client communication. Fun, connection, and networking with planners from across the country. Want to take your coordination game to the next level? The full Mastering Management Workshop Template Bundle is now available at https://www.plannerlifeacademy.com/. Use code PODCAST for $20 off the complete bundle, which includes everything from initial email templates to vendor follow-up guides. Happy Planning! xo, Heather Connect with all of the vendors mentioned in today's podcast: Planning & Workshop Host - Planner Life Academy: Website | Instagram Education Coordinator - Blissfully Styled: Website | Instagram Design Coordinator - Infinite Love Events: Website | Instagram Venue - Venue by Three Petals: Website | Instagram Floral Design & Floral Instructor - Heavenly Blooms: Instagram Rentals - Signature Party Rentals: Website | Instagram Rentals - Found Rental Co.: Website | Instagram Linens - BBJ La Tavola Fine Linen: Website | Instagram Photography - Kate Noelle Photography: Website | Instagram Video - Scrap Media: Website | Instagram Content - Content by Hoo: Website | Instagram Stationery - Paper Cliche: Website | Instagram Signage - Ultimate Design: Website | Instagram Backdrop & Styling Mats - Chasing Stone: Website | Instagram Dessert - Cake Boutique Bakery: Website | Instagram Beauty - Design Visage: Website | Instagram Planner Life Ambassador - CMG Events: Website | Instagram Planner Life Ambassador - Valentina Weddings and Events: Website | Instagram Planner Life Ambassador - Pivotal Events: Website | Instagram Workshop Partners - Sunday Muse Design: Website | Instagram Workshop Partners - Aisle Planner: Website | Instagram Workshop Partners - Sourced Co: Website | Instagram Workshop Partners - Lauren Grove Interactive: Website | Instagram Workshop Partners - Friar Tux: Website | Instagram Panelist - Engaged Events: Website | Instagram Panelist - 24 Carrots: Website | Instagram Panelist - Hilton Waterfront Resort: Website | Instagram Instructor - Chynna Pope Atelier: Website | Instagram

April 23, 2025Episode 7248 min

072: Fallon Carter & The Importance of Mentorship

Hi planners, welcome to this week's episode. It's one that is equal parts laughter as it is filled with nuggets of insight. Meet my next guest, Fallon Carter. Fallon is the founder and creative director of Fallon Carter Events. She has been named one of the top wedding planners in the world by Harper's Bazaar, Vogue, and Brides Magazine. Fallon is well known for connecting southern hospitality with international luxury. As you'll hear in this episode, Fallon's journey began after helping a friend with her three-day Paris wedding. Fallon soon fell in love with the organization, logistics, and the process of planning. So she left law school and began the life of an entrepreneur, launching Fallon Carter Events in New York in 2012. Finding the joy in adventure, travel, and alfresco dining, Fallon leaned into the destination, events, and experiences. In this conversation, you'll hear how incredibly natural it is for Fallon that she focuses on destination events and how travel is a massive part of her life, including how she's taking this year to live a nomad life in Japan, Mexico, France, Angola, and more. But one of the most interesting things about our conversation is that despite being well-known, well-respected, and highly sought after, she too struggles with perfectionism and negative self-talk. We dive into that a bit and I'm so appreciative of Fallon's honesty. We also talk about how crucial relationships and referrals are to her success and how after many conversations with planners seeking advice, Fallon has started officially offering advice for those looking to learn from her, her experience that has so often been learned the hard way. In this episode: Fallon Carter specializes in destination weddings and event planning. Her first wedding experience in Paris ignited her passion for planning. Networking and referrals were crucial in her early career. She emphasizes the importance of having a financial safety net when starting a business. Fallon did not seek formal education but learned through experience and mentorship. Perfectionism and self-critique are ongoing challenges for her. Destination planning is both thrilling and stressful due to various challenges. She believes in the power of community and sharing knowledge among planners. Fallon reflects on the importance of learning from mistakes in her career. Her journey highlights the significance of finding one's unique strengths in event planning. Resourcefulness is key in destination weddings. Understanding client needs is crucial for successful planning. The ideal client trusts the planner and focuses on the marriage. Word of mouth is the best marketing strategy. Diversifying business can create new revenue streams. Mentorship can provide valuable insights and guidance. Every conversation can lead to mutual learning and growth. Future plans should align with personal passions and interests. Simplicity in weddings can be refreshing and meaningful. Connect with Fallon: Fallon Carter Events https://falloncarterevents.com/ https://www.instagram.com/falloncarterevents Podcast - The We Do Collective https://www.instagram.com/thewedocollective/

March 19, 2025Episode 7114 min

071: Green Flag vs. Red Flag Inquiries

Hi Planners! Recently I have been getting a lot of questions from planners about streamlining their inquiry process. The pros and cons or offering a few options or more limited options. How to suss out if the client is the right fit and so much more. It got me thinking about one of my favorite topics - the green or red flag system for evaluating if clients are a good fit for you. So today's episode is just that. Entitled Green Flag vs Red Flag Inquiries. I'll walk you through what this process is, how you can adapt it, what an important tool it is and when you should use it. In this Episode: Streamlining the inquiry process is essential for planners. The green flag and red flag system helps evaluate client fit. Not every inquiry should lead to a booking. Reflect on past clients to identify ideal fits. Create a personalized flag system for better decision-making. Consider emotional and statistical factors in evaluations. Yellow flags indicate flexible considerations in client fit. Improving the sales process enhances quality of life. Tweak the flag system as your business evolves. Different service levels require tailored flag systems. Ready to book more clients? Get my Sales Call Template available now. OR want to get the ful Mastering Management Template Bundle? Use code PODCAST for $20 off the bundle. Happy Planning! xo, Heather

March 12, 2025Episode 7055 min

070: LIVE from the Mastering Management Workshop - Planner Panel Discussion

Hi planners! Welcome to this week's episode. I have something special for you and I am really excited to share it. We recorded live the Planner Panel from the Mastering Management workshop. My guests are both returning to the podcast - Christine Garrison owner of CMG Events and Candice Sanders of Engaged Events. In addition to a great conversation, you can hear a bit about what the conversations are like at our workshops. If you want to learn more about Wedding Management, be sure to be on the lookout for the new Management Template Bundle launching soon! In this episode: Budget conversations are inherently challenging and require clear communication. It's essential to set realistic budget expectations with clients from the start. Coordination should be the foundational step for anyone entering the wedding planning industry. Feedback from clients and vendors is crucial for building confidence in your work. Identifying green flags in clients can lead to more successful collaborations. Team dynamics are crucial in event planning. Hiring should focus on trust and brand representation. Experience in various styles enhances planning skills. Building relationships is key to business success. Clear communication sets expectations with clients. Balancing motherhood and work requires strong boundaries. Support networks are essential for entrepreneurs. Logistics should take precedence over aesthetics. Patience is vital for long-term success in planning. Establishing clear office hours helps manage client expectations. Establishing clear protocols helps manage expectations. Building relationships with vendors is crucial for business growth. Coordination services can be a distinct brand offering. The wedding planning industry is evolving with new roles. Pricing strategies should reflect the value of services offered. Upselling can create additional revenue streams. Finding your niche allows for mastery in your field. You can successfully offer both coordination and planning services. Happy Planning! Xo, Heather