The Art of Wedding Planning: An Interview with Vaibhav Sadhwani, Co-founder of Behind The Scene Weddings

An interview with Vaibhav Sadhwani, Co-founder of Behind The Scene Weddings – Destination Wedding Consultants

In this exclusive interview, we sit down with Vaibhav Sadhwani, Co-founder of Behind The Scene Weddings, a leading destination wedding consultancy.

With years of experience in curating unforgettable wedding experiences, Vaibhav shares his insights on the wedding industry, his company’s unique approach, and the trends shaping destination weddings today.

What inspired you both to start Behind The Scene Weddings? How did the idea of a destination wedding planning business come about?

Vaibhav Sadhwani: We hail from Udaipur, the city of Lakes. In 2012 a destination wedding was happening, me and Avish decided to work there as freelancers in the wedding management team. We realised that there is immense potential to take the destination wedding industry to the next level.

We both wanted to make dreams come true for all the brides and were passionate about creatively executing these ideas. We started with a vision to put a stop to the conventional weddings. To test the water, we successfully executed about 4-5 weddings and then started BTS Weddings in 2014.

The first wedding that we organized was in Deogarh, Rajasthan. With about 100 guests it was a palace wedding that exuded royalty and gave all the luxurious vibes. Although we were nervous, but when we successfully executed it, we realised that there was no stopping us now. 

What makes Behind The Scene Weddings different from other wedding planners in the market? What sets your services apart, particularly for destination weddings?

Vaibhav Sadhwani: There are innumerable destination wedding organizers around. It is imperative to stand out from the crowd. We have made management as our core and focus on minutely detailing everything before we set on the floor to execute it.

Once we are signed on by a couple, we design a unique show flow as per their vision and ideas about how they want their wedding day to be. We decide on the design and décor and make sure that everything matches thematically.

We have an in-house designing team that does all of this. We also make sure to use technology to streamline all the processes. Two out of four founders amongst us are techies. Thus we have special software through which we work on RSVP, keep an eye on staff shifts, management of the event and other things.

Thus, we ensure that everything goes smoothly and the guests are comfortable, despite traveling long distance from different parts of the world. And this focus on guests is what I believe, sets us truly apart. 

Can you tell us about the most memorable or challenging wedding you’ve planned so far?

Vaibhav Sadhwani: We recently organized the wedding of Saurabh and Anisha. Their wedding was spread over three days and they had 7 events including pre wedding party, haldi, mehendi, wedding and post wedding party.

Though the schedule was jam packed, we created different concepts for every event. The couple’s energy was high and it set the mood for the guests to enjoy it.

We had an entourage of 500 staff members working to make sure that everything is flawless. We researched on every minute detail and with our experience we were able to create the dreamy wedding that the couple wanted. 

How do you manage the logistics of a destination wedding, particularly when it involves coordinating with local vendors, travel arrangements, and different time zones?

Vaibhav Sadhwani: Technology comes to our rescue. Streamlining processes and having real time updates of guests who are traveling helps us in ensuring that they are picked from the airport on time. For NRIs and international guests, we have an office shift where the working hours are in accordance with GMT, EST.

This enables us to co-ordinate easily. Moreover we own a travel agency in Udaipur that enables us to organize smooth logistics for the guests and the couple. For the past 12 years we have been doing this and now we have a great rapport with local vendors and can get our tasks done in a jiffy. 

What trends are you currently seeing in the destination wedding space, and how do you incorporate these trends into your planning process?

Vaibhav Sadhwani: Gone are the days of huge gatherings where guests upwards of 1000 were invited. People prefer intimate weddings where just their close family members and friends are a part of the wedding.

They come together for the destination wedding, are excited to be a part of the celebration and create a happy vibe where everybody is having fun. While some may say that it is easier to manage about 100-200 guests, we make sure that everybody is comfortable.

From giving them a welcome goodie bag to catering to specific food choices like no onion or garlic to understanding their customs and rituals and mixing them seamlessly with local flavour, we want to give the couple and the guests an experience that they have never had before. 

What advice would you give to aspiring entrepreneurs looking to start a business in the wedding or event planning industry, especially those interested in the destination wedding niche?

Vaibhav Sadhwani: The destination wedding industry is growing at an immense rate and anybody who is hoping to get into it must know that they will bring alive a dream on the day of the wedding. They need to be jack of all trades and master of one.

Thus they should be able to manage everything, right from vendors to travel and logistics, stay, décor, food and even dresses. They will need good communication skills, and the ability to talk to NRI clients as well as local vendors.

For anybody starting out, at least 8 months are needed to plan and manage NRI and destination weddings, and things cannot be rushed. Of course there is no replacement for experience, so learn on the job, and be willing to make changes to make your client happy. 

Where do you see Behind The Scene Weddings in the next five years? Are there any exciting developments or new services you plan to introduce?

Vaibhav Sadhwani: We are right now making dreams come true for the new age couples, and in the future too we will be doing it. As for the next five years, we want to go global and organise Japanese, British weddings too, as there is so much that can be done there.

While we are always excited about the next project as we create something new, we will ensure that apt technology is introduced that will further help us streamline things. 

Vaibhav Sadhwani’s passion for creating dream weddings shines through in his innovative approach. Behind The Scene Weddings continues to set new standards, making destination weddings more personalized and extraordinary. His vision and expertise ensure that every couple’s celebration is nothing short of perfection.

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