All Things Wedding Decorator
A wedding decorator is the person in charge of making everything pretty on your wedding day. Their work typically begins a few months prior to the wedding when they begin working closely with you to develop your design vision, plan how to implement that vision, and create mock-ups of potential designs. Follow this guide to feel confident you have selected a wedding decorator that will create the wedding of your dreams!
This guide is divided into 3 sections:
Things to know and consider prior to booking a wedding decorator
Questions to ask a wedding decorator prior to booking
Ways to maximize your decorator’s services
A wedding decorator is the person in charge of making everything pretty on your wedding day. Their work typically starts a few months prior to the wedding when they begin working closely with you to develop your design vision, plan how to implement that vision, and create mock-ups of potential designs. It is important to find a professional who can create a design that represents everything you are hoping for in a wedding design. Whether you come to this professional with a very specific vision or need full support on developing your design, a wedding decorator should be able to create a custom design just for you. Follow this guide to feel confident you have selected a wedding decorator that will create the wedding of your dreams!
This guide is divided into 3 sections:
Things to know and consider prior to booking a wedding decorator
Questions to ask a wedding decorator prior to booking
Ways to maximize your decorator’s services
Things to know and consider prior to booking a wedding decorator
Some coordinators or florists will act as wedding decorators, but not all will. If you are lucky, you will find a coordinator and/or florist that can provide decor and/or set up your decor. These professionals typically cost a little more upfront and may charge individually for decor rentals, but can ultimately save you money since you won’t need to find a separate decorator. Wedding decorators will occasionally also offer floral services, but they never include day-of coordination services. It is important to know the difference between these services and understand each professional's role in bringing your day together per their contract. Having a clear understanding of each professional’s services will save you a lot of money and headache down the road!
Some wedding decorators provide decorations, others won’t. Most decorators do have an inventory of decor, however, some do not. Some will show up with the sole purpose of setting up the decor that you provide. The professionals who do not provide any decor rentals typically are priced at lower rates, but the cost is made up by purchasing or renting decor from other sources.
Most decorators will assist with decor clean up at the end of the night, but it's worth double checking. If your decorator is supplying decorations they will almost always return the same night to break down decor and collect their belongings. Double check that this is the case, and confirm there are no additional fees if the wedding reception ends after a certain time. It is also worth confirming that they will break down any decor you supplied, make sure that it is packed away, and return your decor to its predesignated space. If you are supplying all of the decor, the decorator may or may not include clean up. If they do not include decor breakdown, you will need to make sure someone is assigned to take care of this aspect.
Most decorators will help with the overall design, some just implement, while others insist on doing everything. Wedding decorators include varying degrees of design consultation. Most of them will work with you to develop your design and plan the best way to bring your vision to life. A few decorators will simply take the designs you have already mapped out and implement them on the day of your wedding. This is more common for decorators who are not supplying any decor for your wedding. Some wedding decorators like to have the majority of control over the wedding design. They will typically still want input on color, themes, and general feel, but prefer to have free reign over how your desired design elements are brought together. This approach is more common for wedding decorators who are providing all of the decor, are hired early in the planning process, and have been in the business for a very, very long time. It takes a lot of confidence to assume they can create your dream wedding with minimal input from you! Confidence can pay off, but proceed with caution when a decorator says this is their work style! Some decorators that insist on picking and designing most of your wedding will have a very specific go-to wedding design that they recreate at multiple events. If you don’t like this look or are looking for something more custom, you may want to go a different route. Typically all decorators, even those who prefer to have the majority of control over design, will create mock-ups of their intended designs and get your approval before the wedding day.
Questions to ask a wedding decorator prior to booking
Basics-
Are you available on my date?
Can you work within my budget?
Do you require a deposit? How much?
When is the balance due?
What is the policy if your items are broken or missing after my wedding?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?
Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?
Are you licensed?
Are you insured? Does the insurance cover all of your staff and property?
Package & service questions-
Do you bring any assistants?
Will you provide some or all of the decor you will be setting up?
Will you set up decor that I provide?
I’m hosting my ceremony and reception at two separate venues, will you provide decor set up and breakdown for both locations?
Will you assist me with building my design vision?
Will you assemble examples for my wedding that I will be able to look over and approve?
When do we need to have the design finalized?
Do you have a catalog of your inventory I can look through?
Is everything in your inventory included in the cost of your services or priced individually?
Can I see examples of your past designs?
How long does it typically take you to set up the decor for a wedding of my size and my desired style?
Will you return at the end of the night to clean up decor?
If I provided some of the decor, will you also clear my decor from my venue?
Experience-
How long have you been a wedding decorator?
How many weddings do you do a year?
Do you do any other kind of design work?
Will you be decorating any other events on my wedding weekend? (Hint: While this doesn’t matter too much for most vendors, if your wedding decorator is working other weddings on your wedding weekend you run the risk of some items intended to be used at your wedding being damaged or destroyed at another event. If this happens a day or two prior to your wedding there won’t be time to replace the item.)
Ways to maximize your wedding decorators services
Communicate your vision clearly. Since almost all decorators take some level of your design preferences into consideration, it is important to communicate your vision, especially your must-haves, clearly. Be sure to provide inspiration photos if you have them, instead of simply trying to describe something you like. Show the decorator your wedding attire, floral inspiration, color scheme, and venue so they can develop an understanding of what styles you are drawn to.
Organize any decor you are supplying. Clearly label boxes, take pictures of things you have a specific vision for, and label the purpose for individual items. This will not only streamline the decorating process, but also ensure that your decor is placed in the way you intended.
You will be charged for broken or missing items, so do your due diligence to return everything in-tact! Have your MC make multiple announcements about not taking centerpieces or decor pieces. Believe it or not, some wedding guests assume the items they see are up for grabs. Some centerpieces, especially large floral pieces, are commonly given away at weddings, so they aren’t totally wrong for thinking this may be the case. If your decor items are rentals, be sure to have the MC clearly communicate this to guests. Your decorator (or any other rental source) works hard to collect these pieces and they often aren’t easily replaced. If items go missing, that usually results in a pretty hefty surcharge!
Things happen, plan accordingly. Guests may miss the memo to not take items, or items may break. Although we all want to hope for the best, it is best to plan for the worst! Prior to your wedding day, have your decorator (or any other decor rental source) prepare an invoice with the cost to replace each item they are supplying. Not only will this help you mentally and financially prepare if something does go missing, it will also hold the rental vendor accountable to certain amounts (in other words, they can’t charge you an arbitrary and high amount that they came up with off the cuff after the fact).
All Things Rental Companies
The majority of weddings will require rentals in some capacity. Whether you need to rent everything down to the generators and restrooms or if you are just looking to rent a few decor pieces, it is important to thoroughly vet your rental company. Follow this guide to feel confident in your rental company selection!
This guide is divided into 3 sections:
Things to know and consider before booking a rental company
Questions to ask a rental company prior to booking
Ways to maximize rental services
The majority of weddings will require rentals in some capacity. Whether you need to rent everything down to the generators and restrooms or if you are just looking to rent a few decor pieces, it is important to thoroughly vet your rental company. Follow this guide to feel confident in your rental company selection!
This guide is divided into 3 sections:
Things to know and consider before booking a rental company
Questions to ask a rental company prior to booking
Ways to maximize rental services
Things to know and consider before booking a rental company
Some venues have requirements of which rental company can be hired. Certain venues are particular about what rental companies can work on their property. If this is the case, you will likely have to go with their company no matter what. Some venues with “preferred” rental companies will allow you to hire an alternative company, but charge an additional fee. Though it is unlikely, depending on the rates of their preferred company and the additional fee amount, you may be able to save money by going with an outside company even considering the additional fee. On rare occasions the preferred company will have limited rental options and not offer items that work with your desired aesthetic. In this case, and if your budget allows, an outside company may still worth the additional fees.
Some venues have requirements of certain specific equipment that you will need to rent. Venues want to protect their property, and for good reason! The quality of their venue is the foundation of their income. This means they may require certain protective elements be rented in order to keep their space safe. Common items include ground coverings to go beneath the caterer, fire extinguishers, adequate trash receptacles, and display equipment so no permanent measures are taken to display decor or lighting (i.e. poles, stand alone wall displays, scaffolding, etc.).
Venues often have specific rental drop off and pick up windows. Venues typically have a set beginning and ending time that vendors will have access to a space. The initial access time varies significantly from venue to venue, but the vendor “out time” is typically 30-90 minutes after the reception concludes. When discussing arrangements with a rental company make sure that they can guarantee their drop off and pick up falls within this window so you are not stuck with a hefty fine at the end of the night. Be sure to inquire about additional fees for tighter windows!
Consider the rentals significance and relevance to all other set ups when deciding on a rental drop off time. If you are renting all dinner & accent tables, ceremony & reception chairs, kitchen equipment, physical bar, power sources, lighting, bathrooms, etc., the rentals will need to be dropped off and set up before any other vendor or design element since they are essential to everything else. Make sure that you schedule the drop off with plenty of time leftover for the rest of your vendors to properly set up.
Think through all aspects of the wedding and plan for function first. Think about the space you have chosen to host your ceremony and reception. Before considering aesthetics, consider the fundamental items necessary to keep everyone safe and comfortable. There are some basic functional features you will need to check for and rent if they are missing from your venue space:
Is there power?
Are there restrooms?
Do the restrooms have lights and a handwashing station?
Is the path to the restroom adequately lit?
Is there adequate lighting at each vendor's station?
Is there adequate lighting for guests in the dinner area?
Is there a source of drinking water?
Is there a kitchen or prep space for your caterer?
Does this kitchen or food prep space have a handwashing station?
Are there tables for a buffet display?
Are there tables for your appetizers?
Is there a space that can be utilized as a bar?
Are there trash cans?
Is there a larger dumpster where full trash bags can be disposed of?
Is there one or more fire extinguishers?
Is plenty of seating provided for guests in the ceremony area?
Are there tables and chairs for guests to eat their meal?
Is there a dance floor?
Is there any climate control (i.e. shade, heaters, shelter from rain, etc.)?
Some vendors will need supplies from the rental company. Some vendors will require items from the rental company. Typically vendors that require equipment and/or supplies from the rental company will communicate this with you. However, some vendors may forget or assume that accommodations will have been made for them. Ask your DJ if they need a table and chair. Ask your caterer if they need any equipment (i.e. full kitchen, prep space, shade- no one wants a sweaty chef!-, chafers or serving dishes, serving spoons, serving trays, buffet tables, dinner plates, silverware, cups, water pitchers, etc.). Ask your bartender if they need any supplies (i.e. shakers, bar spill mats, bar back table, cups, etc.). Be sure to ask every single vendor if they need anything, just in case!
Styles, quality, and pricing vary significantly between rental companies. Once you have thought through the absolute necessities, consider aesthetics and quality when comparing prices. The main pricing and style differences you will find are between speciality/boutique companies and larger, full service companies. There are pros and cons to both rental company types!
Speciality/boutique rental companies- Companies that provide more specific and speciality items typically are very particular about the quality of their pieces. Specialty or boutique rental companies are likely to have higher prices to account for rental item upkeep and to accommodate for their typically smaller amount of business. These companies usually have a more limited inventory so they are less likely to supply rentals to multiple events on a particular day. This means they are typically more likely to be flexible with their drop off and pick up times. This also means they may not have enough items to accommodate a larger wedding. Supporting smaller companies is awesome and having unique furnishings is a great way to individualize your wedding design. However, these companies typically don’t offer all of the functional equipment (i.e. bartending supplies, kitchen supplies, lighting, dance floors, trash receptacles, etc.), so you may still need to source those items from a separate rental company.
Larger full service companies- Most large companies will offer items in a wide range of styles and price points. They typically offer basic items at relatively low rates, but also offer trendier items to match a variety of design aesthetics. Large companies tend to do a lot of business which means they are likely to operate as a very well oiled machine. They typically accurately fulfill orders, are on time to drop off items, efficiently set everything up, and are on time to pick up their property. A lot of larger companies offer similar items to one another, but the pricing and quality can vary. Since these companies have a vast inventory they typically will move equipment quickly from one event to the next, which does not necessarily allow time to carefully inspect for minor damage or stains. They are, however, way more likely to be a one-stop-shop for all of your rental needs. They usually have everything you need right down to power sources. The only item commonly left out of full service rental company inventory is portable restrooms. Due to the unique nature and specific cleaning requirements, those usually come from companies that specialize in these services. Visit the showroom or warehouse to test out the items to make sure they are comfortable and there isn’t a lot of damage.
You may need to source rental items from multiple companies. It is fairly common to source rental items from more than one company, especially if you are working with a blank slate venue or a space that isn’t typically utilized for events (i.e. private residences). Be sure to consider the logistics of multiple companies simultaneously dropping off and picking up items and factor the additional delivery fees and security deposits into your overall budget. You’re also more likely to need to source rentals from multiple companies if you have a specific vision that requires speciality pieces (i.e. vintage furniture, boho aesthetic, peacock chairs, etc.), since some of these items may only be available through a boutique company. Sourcing rentals from multiple companies is not a bad thing, necessarily. If you have the room in your budget, it makes sense logistically, and it will have a drastic impact on the overall cohesiveness of your design, then sourcing items from multiple companies is a great option!
Compare rates and reviews of rental companies to ensure you are getting the best value. After thinking through the functionality and design elements you are looking for in your rentals, thoroughly research any companies you are interested in. Make sure there aren’t consistent complaints about quality, order fulfillment issues, or punctuality. If you find that companies offer very similar services at significantly different prices, be sure to figure out why!! Some companies really do provide the same quality of rentals and service at more competitive prices to increase their overall business, but there is almost always a deeper reason for significant price variation than “this company really cares about my budget.”
Some rental items require some assembly upon drop off. For furniture, assembly is almost always included in the price and done by the rental company staff. The rental company may or may not include set up for lighting displays, overhead hanging installments, furniture placement, table linen placement, kitchen assembly, etc. They may offer this service at an additional cost, but one way or another you will need to make sure someone is designated to take care of the assembly and placement of your rental pieces. Keep in mind, this is almost never a 1-2 person task and these items must be assembled and placed before most other decorating and vendor set up can take place.
Some venues love their existing furniture and have limitations on outside rentals replacing their pieces. Most venues are happy to allow outside rentals in their space. Some venues will not remove their existing furniture. This may be because they don’t have a space to store their existing furniture or because they don’t want to risk damaging their property. If you want to add additional furnishings to complement the existing pieces in the venue, they may or may not allow this. Again it is not common, but some venues are concerned with outside companies moving furniture into their space and potentially damaging their property. Either way, this is something to consider and discuss with your venue prior to booking a rental company.
Questions to ask a rental company prior to booking
Basics-
Are you available on my date?
Can you work within my budget?
Do you require a deposit? How much?
When is the balance due?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?
Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?
Are you licensed?
Are you insured? Does the insurance cover all of your staff and property?
Equipment-
Is your full inventory pictured online or do you have additional pieces available?
Can I see the furniture pieces in person before committing to them?
What are the fees for lost or damaged items?
How often are your rental pieces inspected for minor damage?
Are you planning on adding any additional items to your inventory between my wedding? If so, will I be notified as these items are made available?
Logistics-
Can I add or take away items from my order prior to my wedding? (Hint: Guest count may change, weather may impose new rental needs, new vendors may require items from the rental company, you may find additional design inspiration and want to add some pieces to your order, or you may decide to save some money and cut some rental pieces out completely. Understand how flexible your order will be prior to booking!)
Am I obligated to pay a percentage of the initial order amount if I decide to decrease my overall order?
When do I need to have my rental order finalized?
Have you worked at my venue before? (Hint: A rental company's familiarity with a venue will impact the efficiency of drop off. A rental company that regularly provides services to a certain venue will also be able to provide valuable insight into what equipment is required or necessary to make the space functional. They will also be able to provide guidance on what pieces will look best in the space.)
Will you visit the site for a venue walk through prior to my wedding date to measure the space and make a plan for delivery?
When will you deliver and pick up the rental equipment?
How long does it typically take to deliver and set up the rental equipment?
What amount of setup of the rental equipment does your staff take care of? (I.e will they drop everything off for someone else to place, will they place your some or all of the furniture personally, will they install your lighting, etc.?)
What is the delivery fee?
Are there additional fees if I would like an alternative delivery and pickup dates or times from the ones suggested?
Ways to maximize your rental company’s services
If the rental agreement includes a venue walkthrough, take them up on this! Not all companies will offer this service, but if yours does it is a great service to take them up on! Arrange a time for you and a representative from the rental company to attend a venue walkthrough to measure the space and think through logistics. If a company frequently works in a space they may not find it necessary to visit the venue for spacing purposes. However, if they aren’t familiar with the venue or you are planning to utilize the space in a way that is not typical, have a representative from the rental company come to measure and offer their expert opinion of how sizing and placement of items will be most aesthetically pleasing while maintaining functionality.
Visit their showroom or warehouse to view and test equipment in person prior to finalizing your order. Even after confirming rental services with a company, be sure to test out the items you intend to rent and check the quality in person. Pretty chairs may not be comfortable. Certain items may be damaged and you might want to swap them out for a different, more durable type of furnishing.
Book extra items. Sometimes a vendor will need a table, shade, and/or power source, but not mention their need beforehand. Oftentimes, an extra table is needed to display items, store items, or for any other number of uses. Add an additional table (or two) and table linen (if necessary) for vendors or displays just in case. The additional tables you plan don’t need to be full dinner tables. Typically the extra tables are 4’, 6’, or 8’ tables, depending on the space you are working with and the design you have planned.
Make a backup plan for inclimate weather. Things happen, so be prepared! Before weather even has a chance to become an issue, ask what supplies the company has available to accommodate the climate (i.e. tents, umbrellas, heaters, blankets, fans, etc.). Be sure to inquire about the latest date you can add these accommodations to your order and the availability and stock of these items. Larger companies will have a lot of supplies which makes them more likely to have something available last minute. Small companies that only take on one or two events a day are also likely to have these ready to go, since they are only providing service to a few clients on a certain day. The medium size companies tend to be a little trickier and their stock of climate control items will quickly dwindle.
Preparing and Planning Your Wedding Ceremony
Your wedding ceremony is the start to your married life. This is what guests are here to celebrate! Follow this guide to make sure your ceremony is the perfect beginning to your wedding celebration and life as a married couple!
This guide is divided into 3 sections:
Writing your wedding ceremony
Walking order for the ceremony
A series of Pro-tips on things to consider when planning your ceremony
Your wedding ceremony is the start to your married life. This is what guests are here to celebrate! Follow this guide to make sure your ceremony is the perfect beginning to your wedding celebration and life as a married couple!
This guide is divided into 3 sections:
Writing your wedding ceremony
Walking order for the ceremony
A series of Pro-tips on things to consider when planning your ceremony
Writing your wedding ceremony
Typically the person officiating your wedding will prepare the wedding ceremony, but there are plenty of reasons you may need to create your own. When it comes to writing a wedding ceremony, there are very few rules. The only piece you absolutely need is an exchange of some sort of committal statement that both parties involved in the marriage recite. This is the “Do you X, take X to be your lawfully wedded...“ part of the ceremony. Even this part can be customized, but there are a few basic sentiments that need to be included.The rest is completely up to you!
A standard flow to a wedding ceremony is as follows:
Guests asked to take their seats (usually about 5-10 minutes prior to the ceremony start time, depending on how many guests you are expecting)
Everyone participating in the ceremony is lined up (usually this includes the wedding party, immediate family, flower girl, ring bearer, bride(s), and/or groom(s)- (the order everyone walks in will be discussed in the next section of this guide).
The processional starts (this is the music that everyone will walk down the aisle to) and everyone enters in their pre-discussed order to their predetermined locations
Everyone except the bride and her escort(s) (if she chooses to have any) are in their places, whether it be seats or at the altar
The bride and her escort(s) walk down the aisle
The officiant welcomes & thanks everyone in attendance
(in a religious ceremony) the officiant leads a prayer.
The officiant introduces themself & describes their significance in the ceremony (they may describe their friendship with the bride(s) and/or groom(s), their role as a religious leader, what qualifies them to lead this ceremony, etc.)
The officiant tells a personal anecdote about the bride(s) and/or groom(s) (This can be anything! Sometimes it is a story of how the couple met, a description of a common theme throughout their relationship, a funny story they shared with the officiant, etc.)
Words of wisdom are offered to the couple (this can either be advice coming directly from the officiant, a reading- religious or other- by a friend or family member, or a meaningful song either played or performed live by a musician or friend/family member, etc.)
Special ceremonies typically occur next if they occur at all (i.e. sand ceremony, cord ceremony, candle lighting ceremony, glass ceremony, etc.)
The couple will exchange vows (this can be standard vows or personal vows prepared by the couple)
The couple exchanges rings (this is the “I Do’s” part!)
Final closing thoughts from the officiant (this can be a closing prayer, well wishes to the couple, etc.)
The pronouncement of the marriage (“I now pronounce you…”)
The kiss
The recessional music begins (exit song) and the couple exits together
Once the couple is all the way back up the aisle the bridal party follows them
Following the bridal party’s exit, the ushers will escort immediate family members up the aisle
Once all family members are back up the aisle, the officiant announces that guests are released and gives direction on what to do next (head to cocktail hour, leave for the reception venue, pose for a group picture, etc.)
While this is a common ceremony flow, you can choose to rearrange this however you want. Certain religions will have additional traditions incorporated throughout the ceremony. Some people will choose to have multiple readings and/or performances spread out throughout their ceremony while other couples choose to exclude many pieces listed here. As long as you exchange promises in some sort of ceremonial format, the marriage is legal and the rest is up to you!
Walking order for the ceremony
Depending on how formal your wedding is, how extensive the guest list is, your relationship with your family members, and who you each choose to escort you down the aisle (if you choose to have anyone at all), your ceremony walking order can be anything! Some couples choose to only have themselves walk down the aisle, others choose to include all of their “VIP” guests. Plenty of people choose to have something in between. There are no wrong answers as long as you, your fiance, and the officiant end up at the altar!
The most standard walking order is as follows:
Entrance (procession)-
All guests seated
Immediate family like grandparents, parents of the bride(s) and/or groom(s) who won’t be escorting their to-be-married child down the aisle, and siblings who aren’t in the bridal party walk first (typically the siblings who aren’t in the bridal party will escort the parents who aren’t walking their to-be-married child down the aisle.) If any of these people need assistance walking or don’t wish to walk alone, you can assign ushers to escort them to their seats.
Officiant
Groom & mother (or Bride #1 and escort)
Bridesmaids and groomsmen
Maid/Matron of Honor & Best Man
Flower girl & ring bearer (depending on how many of each you have, they may walk together or separately)
Bride & father (or Groom #2 and escort)
Exit (recession)-
Newly weds
Wedding party in the reverse order from which they entered (after newly weds have completely exitted)
Immediate family with ushers/escorts
Officiant & guests (after the officiant makes an announcement for guests to leave)
A series of Pro-Tips on things to consider when planning your ceremony
List the guest arrival time on your wedding invitations 30 minutes prior to the actual ceremony start time. Some guests are punctual, others not so much. Don’t risk latecomers walking in during your ceremony and causing a disruption. If you are worried about the punctual guests being punished for being on time, a simple solution is to prepare some entertainment! Have music already playing to create some atmosphere and provide water, alcoholic drinks, snacks, games, a guest book, etc. to entertain them!
Write your vows down! No matter how much you practice or how confident you are in your memorization skills, write them out and keep a copy handy. When the time comes, you may not need them at all, but it is always better to be safe than sorry!
Write your vows on notecards. Writing vows on a phone or large piece of paper is a recipe for distraction. Keeping track of a phone before the ceremony is not fun. Other notifications may be distracting when it comes time to pull your phone out. Also, with a phone getting to the vows may be a little difficult! Nerves tend to make for shaky hands which is incredibly apparent if you brought a large, floppy piece of paper. A side effect of trembling paper is becoming hyper aware of how nervous you are when you see the page shake, which can make you more nervous! Even if nerves don’t get to you, wind might! A large piece of paper blowing around in the breeze can create a crinkling noise that is easily picked up by a microphone. Another downside to large sheets of paper is how easy it is to lose your place when reading from them. Big pages are a no no! Notecards allow you the opportunity to write big enough to keep your place, minimize distractions, and avoid obviously trembling.
Write two copies of your vows and hand a backup copy to someone responsible. With so much going on the morning of your wedding, forgetting something as small in size but incredibly vital as your wedding vows can happen. Prepare a back up copy and give it to the officiant, wedding planner, or member of the bridal party just in case!
Save your family seats. Most guests know not to sit in the front few rows of your ceremony space, but there is always one or two who don’t think about it. Make sure the people who matter most have a clear view from a front row seat! This can be done either by having reserved seat signs placed on their designated chairs, or tying a ribbon with a reserved sign across the chairs intended for family. Have your wedding planner or day-of coordinator keep an eye on those seats prior to the ceremony just in case any guests miss the memo!
Let your family know where they are supposed to sit. Even if you aren’t designating “mine and yours” sides for guests to sit during the ceremony, designate sides for the immediate family members, especially if they are walking down the aisle! This will expedite the seating process for them and alleviate any confusion once they reach the front of the ceremony area. Make sure to let them know during ceremony rehearsal where they are supposed to sit!
Consider the ceremony space and assign sides for family members accordingly. In some spaces, if your family sits on the side that you stand they won’t be able to see your face! If this is the case, have them sit on the opposite side so they get a clear view of all those beautiful emotions you are going through!
Talk with your wedding party about where and how to stand throughout the ceremony. This is what rehearsals are for! Well, not just this, but this should definitely be discussed during the rehearsal! Let your wedding party know where to stand, what angle to stand, where to hold bouquets (belly button height), etc. so the guests have a clear view and the pictures look uniform and beautiful!
Talk with the Maid/Matron of honor about adjusting the bride once she gets to the altar. The maid/matron of honor will need to fluff the bride’s dress once she settles into her standing space for the ceremony. She will also need to retrieve the bride’s bouquet when it comes time to exchange vows and rings! If there is a veil, the maid/matron of honor can also adjust this so the bride looks polished and photo ready throughout the ceremony. This is another great thing to address while running through the ceremony rehearsal!
Make sure the MC or officiant makes an announcement for guests to sit close. If you have a large ceremony area that will accommodate a guest list much larger than yours, have all of the guests move in closer prior to the ceremony starting. Not only will this give everyone a better view, it will also translate to pictures better!
Some venues have restrictions on where your photographer can take pictures from. To avoid any last minute surprises, talk with your venue about any rules and restrictions they have in regards to photography. Typically only certain religious places of worship (and even then, usually only during certain times of year) are likely to have restrictions on photography.
Your officiant will be in a lot of your ceremony pictures, so their attire is important. Not only will they be in a lot of pictures, but they will stand front and center for all guests to see! Make sure they plan to wear something professional yet simple so they don’t take too much attention away from you.
Your officiant needs to MOVE IT when it comes time for the kiss. Communicate with your officiant about quickly sliding to the side, and taking their microphone stand with them, when it comes time for the kiss and your exit from the ceremony.
Make sure whoever is in charge of your music knows all of the important cues. Discuss prior to your wedding day with the person who will be in charge of ceremony music. Let them know the signal for changing the processional songs and let them know the very last thing the officiant will say so they can use this as a cue for playing the recessional song.
Let your family and ushers know the exit strategy. Some pairs will need to change so everyone needs to know who they will enter and exit with. They will also need to know when they are supposed to leave. Occasionally the officiant will dismiss the family, but usually the family begins exiting without a formal prompt following the ceremony.
Make sure someone is lined up to make two very important announcements to guests. Guests need to be asked to take their seats and released at the end of the ceremony by someone! This can either be the officiant or the MC. Make sure the person knows they are in charge of making this announcement, when to make the announcements, and is ready to provide clear instructions on where guests should go next.
Have a game plan for yourself after the ceremony. A common oversight is a predetermined space for the newly weds and wedding party to retreat to after the ceremony concludes. Map out a space beforehand so everyone knows the plan!
Set some time aside for yourselves directly following the ceremony. After the ceremony, if possible, carve out 5-15 minutes and a secluded space where just you and your new husband or wife can be alone to process the ceremony together. The rest of the day will be a whirlwind so giving yourself the gift of peace and quiet for even just a few moments makes a big difference in how you remember the ceremony!
Ask your wedding planner, bartender, and/or caterer to have some snacks set aside for you in your hideaway space. Typically wedding party portraits and/or family portraits directly follow the ceremony, which leave you with little to no time to snack and have a drink. Ask your vendors to prepare something for you to enjoy while you take your 5-15 minute processing time so you can keep your energy level up! Make sure they give you some water, too!
All Things Wedding Officiant
A wedding ceremony is, in many ways, the single most important piece to a wedding. This is what brings all of your friends and family together to celebrate! When you become engaged you are agreeing to make a commitment through a marriage ceremony. Agreeing to make this ceremonial commitment is the catalyst that inspires all of the additional pretty, fun, and functional aspects to your wedding day. It is important to find an officiant that will preform a ceremony that aligns with your vision, values, and beliefs. Since the officiant will lead your wedding ceremony, and is typically in charge of writing the ceremony, this person will play a pivotal role in getting your marriage started on the right foot. Follow this guide to feel confident in the person you select to officiate your wedding!
This guide is divided into 3 sections:
Things to know and consider prior to booking a wedding officiant
Questions to ask an officiant prior to booking
Ways to maximize your officiant’s services
A wedding ceremony is, in many ways, the single most important piece to a wedding. This is what brings all of your friends and family together to celebrate! When you become engaged you are agreeing to make a commitment through a marriage ceremony. Agreeing to make this ceremonial commitment is the catalyst that inspires all of the additional pretty, fun, and functional aspects to your wedding day. It is important to find an officiant that will preform a ceremony that aligns with your vision, values, and beliefs. Since the officiant will lead your wedding ceremony, and is typically in charge of writing the ceremony, this person will play a pivotal role in getting your marriage started on the right foot. Follow this guide to feel confident in the person you select to officiate your wedding!
This guide is divided into 3 sections:
Things to know and consider prior to booking a wedding officiant
Questions to ask an officiant prior to booking
Ways to maximize your officiant’s services
Things to know and consider prior to booking a wedding officiant
Officiants are called many things. A wedding officiant is any legally certified person delivering a wedding ceremony. This can be a religious leader, non-denominational ordained professional, or an ordained friend. Some of the most common names for officiants are:
Officiant
Celebrant
Justice of the Peace
Any religious leader (i.e. Priest, Rabbi, Preacher, Pastor, Swami, Minister, etc.)
Any person can officiate your wedding, but they must be ordained in order to legally marry you. Whoever is delivering your wedding ceremony must be ordained prior to your wedding ceremony, in order for your marriage to be legal. Becoming ordained online is easy and FREE! This is awesome news if you want a friend or family member to officiate your wedding! It is also a great reason to properly vet any person claiming to be a professional. Since it is so simple to obtain certification to legally perform marriages, essentially anyone can provide this service. Be sure to read reviews, gather samples of their work, have a clear understanding of the exact services they will provide, and ensure your personalities mesh well before hiring a professional wedding officiant.
Certain places of worship will require you to use their religious leader. If you find a chapel other than your usual place of worship, you may have to use their in-house worship leader to perform your ceremony. This is typically only an issue if you are hosting your wedding out of town and wish to fly your own religious leader in for your wedding. Confirm with your chapel prior to booking that this is okay! If you intend to be married at a place of worship, confirm with them their policies on outside vendors, prior to booking your officiant to avoid potentially loosing a deposit.
Certain religious leaders require both parties involved in the marriage be officially baptized (or the equivalent) into their faith. Most couples who come across this issue are already aware of this prior to becoming engaged. A couple important things to note on this topic:
Just because some or most religious leaders of a certain faith require this, doesn’t mean that all leaders in your faith will. Finding someone who will do this may prove a challenge for certain religions, but they are out there!
(Take or leave this point as you see fit…) If your fiance is uncomfortable changing religions, it isn’t a great idea to pressure them into switching. You are agreeing to marry this person because you love them for who they already are (and vice versa!). Their religious beliefs (or lack thereof) are a huge piece of who they are- so to change this, is to change them. If this proves to be a huge hinderance on wedding planning, seek the professional guidance of a marriage counselor whose services are rooted in any faith (especially neither of your own) for some unbiased support as you navigate this delicate territory.
Sometimes neither of the engaged parties will really care about each other’s religious beliefs, but family members will. The best advice on this is to make your family feel heard by addressing their reasoning for wanting you to have certain religious aspects incorporated into your wedding, but ultimately remember and remind them that it is YOUR wedding and YOUR commitment, NOT your family’s. For more advice on this incredibly touchy subject, reference the “Managing Outside Opinions Surrounding Your Wedding” guide.
Certain religious leaders require you to take premarital counseling or classes with them prior to your wedding. Premarital counseling or classes are not a bad thing! They provide the opportunity to gauge how “on the same page” you and your fiance are by encouraging you to discuss your visions and plans for some of life’s common and major milestones prior to making a major commitment. However, you may not find counseling or classes necessary in your unique situation and these services almost always cost additional money. Check with your potential officiant for their policies and rates for these services. If your officiant doesn’t require premarital counseling or classes, you may still want to consider doing this! There are plenty of professionals out there offering premarital counseling completely separate from officiating services.
Most wedding ceremonies are customized by the officiant based on the couple they are intended for. The officiant will write your wedding ceremony. Many couples, especially those opting out of full religious ceremonies, will choose to write their own wedding vows. Aside from the vows, the officiant will plan the rest of the speaking. They usually include a little background on themselves, why they were chosen to officiate (i.e. “I’ve been a close friend…,” “I have been X’s Rabbi since they were little…” etc.), an anecdote about the couple, and some words of wisdom to the couple. Make sure you find someone who is going to write a beautiful ceremony that will put you and your guests in the right mindset for commitment!
You will likely watch the video of your ceremony many times throughout your life, make sure you find an officiant you want to hear over, and over again! Aside from the ceremony itself, make sure that you like your officiant's voice, speaking style, level of formality, and ceremony delivery style. You can do this by requesting sample videos from previous ceremonies! If you choose to have a friend or family member officiate, they don’t necessarily need to write the ceremony in its entirety. However, you probably won’t want to hear the whole ceremony prior to the wedding (the element of surprise in the moment makes the ceremony fun and extra special!). You can get around this by writing a decent portion of the ceremony, but leaving a section in the beginning blank for them to prepare something special. Alternatively, you can let them know specific things you’d like included (or left out!) to help guide their ceremony creation process. For example, if you love a particular quote or want special readings done you can ask them to include these in the ceremony.
If you choose a friend or family member to officiate, choose wisely! Choosing a significant person in your life to lead your wedding ceremony is a great way to add a level of personalization to your wedding. This is also a great way to save money, since becoming ordained online is free! If you are exploring the possibility of asking a friend or family member to officiant your wedding, there are a few key characteristics to consider before signing them up.
Find a person that is close, but ideally not too close to either party being married. Being extremely close to one of the parties shouldn’t necessarily count out an individual as a possible officiant, but it does open the door for the person getting a little too emotional. A little emotion is great! It makes the ceremony that much more special! However, if you, your fiance, AND your officiant are all heavily crying throughout the ceremony you may need to take a lot of breaks and the ceremony may last longer than you anticipated. Alternatively, if you and your fiance aren’t big criers, having a blubbering officiant may seem out of place and alter the vibe you wanted for your ceremony. That being said, if a family member or very close friend is perfect in every other way and you’re confident they will have a very appropriate control over their emotions, they might just be the ideal person to lead your ceremony. In contrast, a person too emotionally distant from the couple may not take the role as seriously, may be unable to write a heartfelt and/or meaningful ceremony, and may not be in your lives down the road. A person in the sweet-spot will be close enough to be a constant presence throughout your lives, know enough to create a thoughtful and genuine ceremony, and be removed enough to keep the crying to a minimum.
Are they a good public speaker? Think through how confident this person will be speaking in front of a crowd. Even if they are usually an outgoing and gregarious person, this won’t necessarily translate to public speaking. Does their job require them to speak publicly or give presentations? Do they have any experience speaking into a microphone? A few factors that will play into the overall success as a public speaker are experience, confidence, natural speaking volume, and meeting the perfect sweet spot in closeness to you.
Will they respect the significance of the ceremony? Including a few jokes and taking a playful approach to delivering your wedding ceremony is totally fine, if that is what you want! However, there is a difference between keeping things light-hearted and playful vs. turning your wedding ceremony into a complete joke. You want to feel like you just made a meaningful commitment to one another at the end of your ceremony, not like you just were the butt of a joke.
You want an officiant, not a character. This is an extension of the last point, but it is worth diving further into detail. Confidence and cockiness are two different things. When selecting an officiant, be hyperaware of the difference. If the person you are considering always seems to be “on” when around people, they are likely not the best person to officiate your wedding. Your wedding ceremony shouldn’t be an opportunity for your officiant to put on a show for the guests. If this person tends to be a “class clown” type, commands all of the attention when they walk into any room, or has an air of self-importance, you run the risk of them making your special moment about them, instead of about your love and commitment. Again, putting their own flavor, personality, and a level of playfulness into the ceremony is great! Taking advantage of a seated crowd and microphone access to practice their latest standup, is not so great.
How likely is this person to adequately prepare for our wedding ceremony? If you have an individual in mind who is a great public speaker and will be respectful to the significance of the day, in theory they will adequately prepare. They will write a thoughtful and beautiful ceremony that matches your personalities and practice enough to deliver the ceremony like a true friend and professional! However, if you are considering someone with a notorious track record of procrastination, maybe keep searching.
Make sure they are up for the task. Let them know what the job entails in-full, upfront before allowing them to commit. If you sense any hesitation, don’t pressure them! This is a big favor you are asking of someone, so if they don’t want to do it or they are worried about their ability to perform let them off the hook! Whenever you ask make sure they know they don’t have to officiate, but that you thought they would be a great and meaningful person for the job!
Questions to ask an officiant prior to booking
The basics-
Are you legally certified to marry people in my state? Through which institution did you receive your certificate?
Are you available on my date?
Can you work within my budget?
Do you require a deposit? How much?
When is the balance due?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?
Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?
Are you insured? Does the insurance cover all of your staff and property?
Experience & style information-
How long have you been officiating weddings?
How many weddings do you typically officiate a weekend?
How many weddings do you typically officiate a year?
How do you identify religiously?
If you identify with a certain religion, how much of that religion is incorporated into the ceremonies you deliver? (Hint: Some non-denominational religious officiants will still incorporate mentions of God or prayers into the wedding ceremony. If this is something you’d like to minimize or avoid completely make sure they are willing to comply with this request!)
If you don’t identify with any religion, can we still request a few mentions of God in our ceremony? (Hint: Some couples wishing to minimize mention of God, still want one or two references. If you find a non-religious officiant make sure that they are comfortable and willing to make this accommodation!)
The ceremony details-
Do you have a set ceremony script or will you customize our ceremony for us?
How do you create and customize our ceremony?
Are we allowed to have input in certain aspects of our ceremony? If so, how much input and on what aspects are we allowed to offer our opinions? (Hint: If you want any readings done by the officiant or a wedding guest, special ceremonies such as sand ceremony, glass ceremony, cord ceremony, etc., songs sung by friends or family, etc., be sure to confirm that the officiant is comfortable and willing to allow these things to happen!)
Can we write our own vows? Can you help us with this? If we decide we need support with our vows, how will you offer guidance?
How long do your ceremonies typically last? Can we shorten or extend this time if we were picturing something a little different?
When will you arrive on our wedding day?
What will you wear on our wedding day? (Hint: This person will be front and center for the duration of your ceremony, which makes them a focal point for your guests. They will also be in a lot of your ceremony pictures, so make sure their attire is something professional that won’t distract from you and your fiance!)
Pre-wedding access & requirements-
How many times will we meet before our wedding?
Will you attend our ceremony rehearsal?
Will you lead our ceremony rehearsal? (Hint: Oftentimes religious leaders of certain faiths prefer or require they lead ceremony rehearsals without any assistance from wedding coordinators or planners. If running the rehearsal is not included in your officiant’s services, your wedding planner or day-of coordinator will typically lead the ceremony rehearsal.)
Do you offer or require premarital counseling? Is there an additional fee for this service?
Ways to maximize your officiant’s services
Communicate your vision for the ceremony clearly. Whether you want long, short, deeply religious, no mention of religion, etc. let your officiant know! Be clear about your expectations so they can make adjustments accordingly.
Meet with your officiant and tell them a little about yourselves! In order for a ceremony to be personal, the officiant needs the opportunity to get to know you and your fiance. When you meet with your officiant, give them some details about how you met, some important chapters in your relationship’s history, and a good idea of who you are as individuals and a couple.
Do some research on your own into wedding ceremonies. Not only will this help you find things you want to incorporate into your own ceremony, but it will also give you an idea of things you don’t want included in your ceremony. Even if you don’t find anything you’d like included verbatim, you may find general ideas or even smaller ceremonies (i.e. sand ceremony, cord ceremony, glass ceremony, etc.) to incorporate into your overall ceremony.
Write your vows and share them with your officiant. Some officiants will offer feedback on your wedding vows. If they do, take advantage of this service! Make sure your words are coherent and cohesive to a third party and will fit into the time you have chosen to allot for your overall ceremony.
All Things Wedding Band
Music will set the mood throughout your wedding and have a huge impact on how you remember your day. When you book a Wedding Band, you are hiring more than just music, you are hiring a presence and personality! Your Wedding Band has the ability to make or break your wedding through their energy level, performance style, and song selection. Follow the guide below to ask the right questions, adequately prepare the band prior to your wedding, and feel overall confident in your Wedding Band selection.
This article is divided into 3 sections:
Things to consider about Wedding Bands prior to booking
Questions to ask a Wedding Band prior to booking
Maximizing your Wedding Band’s services
Music will set the mood throughout your wedding and have a huge impact on how you remember your day. When you book a Wedding Band, you are hiring more than just music, you are hiring a presence and personality! Your Wedding Band has the ability to make or break your wedding through their energy level, performance style, and song selection. Follow the guide below to ask the right questions, adequately prepare the band prior to your wedding, and feel overall confident in your Wedding Band selection.
This article is divided into 3 sections:
Things to consider about Wedding Bands prior to booking
Questions to ask a Wedding Band prior to booking
Maximizing your Wedding Band’s services
Things to consider about Wedding Bands prior to booking
Wedding Bands cost more than Wedding DJs. A wedding band is made up of multiple musicians who all are going to perform live for you and your guests. All of the members have an individual skill that they have spent years perfecting! They spend much more time preparing during rehearsals, provide and maintain more equipment, and require a more energetic performance than a DJ (no shade at all intended to DJs! Both types of wedding professionals bring A LOT to the table and well worth the money). Each band member will need to leave with a decent cut from the total amount they charge, so their rates are typically much higher than a Wedding DJ.
Weddings have diverse crowds; keep this in mind when selecting a band. Wedding guests range in age, background, and musical interests. A Wedding Band spends hours and hours practicing a set list of songs to perform in front of your guests. Unlike a DJ who has access to a vast music library, Wedding Bands are a little more limited on what songs they will be able to perform. Make sure the type of music and performance style the band gravitates towards will keep everyone engaged!
Speciality music requires a speciality Wedding Band. If you are hosting a culture-specific wedding, it is imperative to only hire a band that is familiar with the music that is associated with this culture. If you want songs predominantly sung in a specific language, style, etc. make sure to find a band that is fluent in your culture’s language and specializes in your desired genre of music.
Gauge an MC’s style based on the conversation you have with them. When you talk to your band prior to booking them, pay close attention to the person who will be MCing. Listen to the cadence of their voice. Pay attention to their energy, word choice, and overall sound to their voice. This will provide a lot more insight into their MC style than any single question ever could.
Watch multiple videos of your band performing prior to booking. Don’t book a band without watching several demo videos first. Pay attention to performance style, crowd reactions, energy level, and crowd engagement.
Do more than read reviews, read into reviews. A company may have five stars across all review platforms, but that doesn’t necessarily mean they are a good fit for you. This is true for all vendors! Look for trends in the reviews that can provide a little more insight into what this professional's work style is like. For example, if you see something to the effect of “they played all of the greatest disco hits and did a lot of funny celebrity impressions,” recurring throughout reviews, that person is probably going to perform similarly at your wedding. Other couples may have loved this and left five star reviews, but if the thought of listening to disco and celebrity impressions all night makes you cringe, that band isn’t going to be the right fit for you.
Questions to ask a Wedding Band prior to booking
BASICS-
Are you available on my date?
Can you work within my budget?
Do you require a deposit? How much?
When is the balance due?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you, or any of your band members, are personally unable to fulfill your contract due to a last minute conflict?
Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?
Are you licensed?
Are you insured? Does the insurance cover all of your band members and property?
EXPERIENCE-
How long have you been playing together?
Roughly how many weddings have you performed at? (Hint: less than 10 is scary! 50-100 is great! 100+ is ideal!)
What kind of genres do you heavily lean towards?
What is your MC style?
Have you worked at my venue before?
Do you have any videos of past performances I can watch? (Hint: Don’t book a band without watching several demo videos first.)
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What sets you apart from other Wedding Bands?
Details-
Do you provide an MC or will I need to book one separately?
Do you offer a written contract for our event? (If they don’t, STEER CLEAR!)
If applicable, do you offer bilingual MCs and singers?
Can we add extra time on the night of our event if we aren’t ready for the party to end?
What is the rate for additional hours?
(If booking through a large company) Can we speak to our band directly prior to our wedding?
Do you provide any other services?- (Hint: bundling contracts can cave money since vendors often offer discounts if you book several services through them. Just make sure you like the details of the individual services offered and don’t settle in one area just for the sake of the bundle!)
How many events will the band perform at over the course of my wedding weekend?
How often do the band members take breaks? How will music still be played during this time? (Hint: Wedding Bands need breaks! They typically perform about 4-7 songs and then take a 10-15 minute break. Singing, performing, and maintaining a high level of energy all takes a lot of a person! In order for them to perform their best, the breaks will be necessary. For the sake of everyone else, make sure music will continue in some way, shape, or form during the band’s breaks.)
MUSIC-
How often do you add new songs to your repertoire?
Will I be able to make song requests/a playlist beforehand?
Is there a limit to how many song requests I can make?
Will I need to select all of the songs for the duration of the wedding or will you be making selections as well?
When will you need the final list of song requests by?
Can guests make requests on the day of my wedding?
Can I create a do-not play list?
Do you know both the clean and explicit versions of songs?
EQUIPMENT & LOGISTICS-
Do you provide your own sound system or will we need to book one separately?
Do you provide any microphones for us to use? If so, how many?
Do you provide a wireless microphone?
Will we be able to use your microphone for the ceremony and toasts?
Do you have a microphone stand for our ceremony?
Do you provide any dance floor lighting?
How is the dance floor lighting displayed?
Do you offer dance floor lighting upgrades?
How many sound systems come in your package? (Hint: a sound system is the audio equipment needed to play music in any particular area. This typically will include a set of speakers (1-2 speakers for ceremony/cocktail hour, 2+ speakers for dinner/dancing), microphone, amplifier, mixer, and dance floor lighting (where appropriate).)
How many speakers will you provide for dancing? (Hint: for most spaces, 2 professional quality speakers will be plenty. For especially large spaces, or venues with broken up layouts, additional speakers may be required. 1 speaker is almost never enough for the dance floor as it makes the music less dynamic.)
Maximize your Wedding Band’s services
Create a Spotify playlist and add songs that you like as you think of them. Instead of attempting to create a playlist all at once, create a blank playlist early on in your wedding planning and add to it over time. Refine the list as your wedding approaches and send the polished version to your band. Be sure to allow ample time for the band to learn and practice your must have songs!
Specify which portion of your weddings you’d like certain songs on your playlist played. Your band will usually choose music that makes sense for each specific chunk of time (i.e. pre-ceremony, cocktail hour, dinner, and dancing). However, if you provide one single request list that includes slow songs without any guidance on when to play them, the band may choose to perform those songs during dinner, when you actually intended them to be played during the dancing portion of the evening.
Specify whether you want clean or explicit versions of songs. Some people prefer to hear the explicit versions of songs. Some people choose to have only clean versions. Some people choose to have explicit versions, except for particularly raunchy songs. Let your band know what you prefer, so they can plan accordingly!
Create a do not play list. This is useful for several reasons. First, if your band doesn’t know that you dislike an artist or genre then you may end up listening to a few songs you just aren’t that into! Second, guests may request songs you don’t like that the band otherwise would not have performed. The do-not-play list will ensure the band knows what to avoid, even if a guest requests it.
Since band members will need to take breaks, prepare a playlist filled with upbeat dancing music to be played during the band intermissions. The band members are only human and will need breaks to avoid exhausting themselves. Create playlists to keep the party going during their breaks! They will usually allow you to play from their sound equipment, so with the right playlist the party won’t stop. To avoid over playing any songs, make sure the songs on this playlist are not also requests you sent the band!
Go over all of the ceremony and reception details with your Wedding Band prior to your wedding. Most Wedding Bands will require a meeting prior to your wedding so they are able to do their job to the best of their ability. If your band doesn’t require a meeting, be sure to set one up yourself. Walk through the timeline and song requests with them to ensure that everyone is on the same page.
Pro-tip: Send the timeline, special songs for the ceremony, special dances, etc., and the song request list prior to the meeting so the band has a chance to review the information and prepare any questions they may have.
Book enough time so that no setup has to be done once guests are on site. Wedding Bands aren’t just important for dancing! Music sets the tone for all portions of the wedding! Think of when you go to a restaurant, if there was no music it would be a little awkward. Aside from creating ambience, choosing to only have the band present for dancing means they will be setting up their equipment and doing sound checks with their instruments while guests are trying to enjoy dinner.
Communicate every special or out-of-the-ordinary thing you have planned with the band. If you have choreographed a dance, let them know. If you have a surprise planned, let them know. If you have planned anything that is not standard, it is very important to let the band know ahead of time. Most professionals tend to be very accommodating and flexible, but there are certain things that will always go smoother if everyone is in the know!
Trust your band! You hired this Wedding Band for their experience and talent, so have some faith in them! A huge part of the band’s job is keeping guests engaged. In order to do this to the best of their ability, a little wiggle room on the music selection will go a long way!
All Things Wedding Videography
Weddings have a way of passing by in a blur. The pictures and video are the only concrete things you will have left to remember all of the special little moments that flew by. Video has the ability to capture the emotion and actual audio from your wedding, which is a huge asset when you want to relive your day. A professional wedding video is an investment in your memories! When it comes to booking a videographer there is a lot to consider in order to feel confident in your selection. Follow this guide to have a positive experience from start to finish with your wedding videographer!
This article is divided into 3 sections:
Things to consider about wedding videographers
Questions to ask a videographer prior to booking
What to do after booking to maximize the videographers services
Weddings have a way of passing by in a blur. The pictures and video are the only concrete things you will have left to remember all of the special little moments that flew by. Video has the ability to capture the emotion and actual audio from your wedding, which is a huge asset when you want to relive your day. A professional wedding video is an investment in your memories! When it comes to booking a videographer there is a lot to consider in order to feel confident in your selection. Follow this guide to have a positive experience from start to finish with your wedding videographer!
This article is divided into 3 sections:
Things to consider about wedding videographers
Questions to ask a videographer prior to booking
What to do after booking to maximize the videographers services
Things to consider about wedding videos & videographers
There are five main styles of wedding videography- There are 5 major styles of wedding videography, but they rarely exist on their own. They are often blended together at the discretion of the videographer.
Cinematic: A cinematic wedding video has a very Hollywood romance film feel. The videographer utilizes similar angles, transitions, colors, filters, and editing techniques used in the movies. These videos usually feature romantic or meaningful music that fades in and out as voice overs from the wedding vows and speeches are mixed in. This editing style doesn’t necessarily display events in chronological order, but instead tells your story from a more artistic point of view. This style focuses on playing up the significance and romance of the day!
Short form: Short form is a quick highlight reel summarizing your day. The video will follow you from getting ready, to the ceremony, all the way through to dancing (usually; depending on how many hours are included in your package either the beginning or the end may be missed). Short form films are typically 3-5 minutes in length and can be done in cinematic, storytelling, or documentary style.
Storytelling: Storytelling is very similar to cinematic, it's just a little less dramatic. Videographers who identify with this style tend to include all of those great angles, transitions, and creative techniques used in cinematic style. A true storytelling film will leave out the dramatic slow motion kisses and the video is usually in chronological order of events. The goal with this style is to capture your true essence as a couple vs. painting a picture of you as the lead in a blockbuster love story. Much like cinematic style, the videographer will often utilize voice overs or text at certain points to better define the moment. Storytelling is so similar to cinematic that the two are often used together. When blended, cinematic tends to be the choice for the ceremony and other key moments, while the rest of the day is done in a storytelling format.
Documentary: Documentary style is the most unique compared to the other styles and by far the easiest to identify when you come across it. This style of wedding videography can often come off as “unpolished” compared to the other styles, but for the couples who are into it, it's perfect. Documentary style is less focused on making your day seem like a fairytale and more focused on making it feel genuine (not to say that the other styles aren’t genuine!). While watching a documentary style wedding film you feel like you are getting a “behind the scenes” look at the wedding, with funny little moments peppered amongst all of the beautiful ones. In contrast to the other styles, documentary style will often include audio snippets picked up throughout the day instead of just the ceremony, speeches, or any other planned speaking time.
Traditional: Traditional wedding videography isn’t exactly your mother’s wedding video anymore, though it does focus on the same elements. This style of videography usually focuses on the “traditional” elements of a wedding like the ceremony, special dances, cake cutting, etc. These films usually document the day in chronological order and include more of the ceremony instead of just a few highlights from the vows. Videographers who work in this style stick to a more… well, traditional approach to creating a wedding video. This means the editing is more straightforward and the videographer will use hand held cameras and tripods instead of new age tools like stabilizers and drones. However, since the market is always evolving and couples are becoming more and more interested in the other styles of wedding videography, often traditional videographers will incorporate a lot of the characteristics of the other styles into their classic approach to capturing a wedding.
Videographers are storytellers, but everybody will tell the same story a little differently. While there is a specific videography style called “storytelling,” all videographers are, in fact, storytellers. Like any narrative, the story is told through the lense (literally of this case) of the storyteller. When searching for a videographer there are a few important storytelling aspects to consider that will help guide you to a decision on how you’d like your story told.
Film length and what is included- Film length (and cost) will vary between videographers. A lot of videographers offer a range of packages and film lengths for you to choose from. The first big choice you will need to make is if you want a short edit that serves as a highlight reel of your day, a much longer video that includes your full ceremony, special dances, and toasts, or something in between.
Directing style- After deciding on what length of film you’d like, you will need to consider what directing style you like. Do you want it to be documentary style, cinematic, traditional. etc.? Do they include a lot of wide sweeping shots or more close ups of their subjects? Videography is an art, and each artist is going to bring a slightly different approach to telling your story.
Use of color and tone- After narrowing your search by video length and directing style, you will need to consider use of color and tones. While videographers typically don’t alter the colors as much as photographers, there is still variation between professionals. While editing your wedding video together, the videographer will be color correcting as you move from your getting ready space, to ceremony, to outdoors, to the reception, in order to create a cohesive video. This isn’t to say they create a monochromatic video, but it does give them an option to play up the lighter tones, darker tones, brighter colors, etc.
Before diving into your videographer search, it is very useful to at least get a baseline of what video styles you are drawn to. With so many options out there, knowing your budget and building a general idea of what you like will help focus the search.
Watch example videos and think about what you personally are taking away from them. After watching a sample video consider what you now know about the newly weds in the film. Your videographer should be able to capture your personalities and tell your love story over the course of even just a quick five minute wedding video. If at the end of the sample film you still feel like you don’t know anything about the couple, the videographer didn’t really tell their story. That being said, watch a few of their example videos to get a good idea of their abilities. Not every couple is comfortable in front of the camera which makes telling their story a little difficult.
Make sure your contract protects you. This is true for all vendors, but it is especially common to find vague or ambiguous wording in videography contracts. Time frames for video return, a length range of the video (i.e 3-5 minutes, 60-90 minutes, etc.), and additional costs of other services offered (in case you want to add or upgrade a service later) should be specifically outlined in your contract. If you love a videographer and find that this information is missing from their contract, ask for it to be added! If they refuse to add in concrete deliverable information, this is a pretty big warning sign that they aren’t confident in the promises they are making!
Be mindful when negotiating pricing. Providing and valuing a service is a daunting task for an artistic professional. These professionals spend years perfecting their craft and adjust their pricing based on their ever evolving skill level and demand for service. If you fall in love with a vendor who is out of your price range, it never hurts to ask if they can accommodate your budget. The key here though is asking and understanding if they aren’t able to make this accommodation.
Talk to the professional either in person or on the phone prior to booking. This is true for all vendors, but especially important with your videographer (and photographer!). Your videographer will be spending the entire day with you, so it is very important to find someone whose personality meshes with yours.
The price you pay is not just for your wedding day. Videographers spend a lot of time on their clients. They dedicate time prior to the wedding to study your personalities, timeline, and shot list in order to be fully prepared to capture your day. After the wedding, they pour hours of time and energy into sifting through thousands of videos, finding the very best shots, and editing accordingly. They also invest a lot of money back into maintaining and upgrading their equipment to ensure they are providing the best service possible. Take all of this into consideration when discussing price! Depending on the professional, the length of time they spend at your wedding, and the film length you have commissioned they will have often spent upwards of 30 hours working on your wedding! Above all else, you are paying for an accurate representation of how the day unfolded so you can reminisce for years to come!
A second videographer is very useful. Hiring one single videographer to capture your day will work out, but there are some limiting factors that this will inherently bring. First, while getting ready the bride and groom are typically not in the same room, and often not even at the same location. The videographer will have to choose which person to film getting ready, or quickly move locations in order to capture a little of both. For many situations, time will not allow for this transition. Additionally, with two videographers, one will be able to focus their attention to the important events (i.e. you at the altar during the ceremony, you during speeches, you during your dances, etc.), and the other videographer will be able to capture guest reactions. One videographer will have to pick and choose what subjects to film for any given moment and may miss out on some of those reactions.
Questions to ask prior to booking a videographer
Pro-tip: Not all of these questions will be necessary in every situation. Some may not be applicable to you and a lot of this may be answered on your videographer’s website or pricing menu. Be sure to carefully select the questions that are relevant to your unique situation to avoid overwhelming yourself and the videographer with too much information!
Package Insight-
Are you available on my date?
Does your package include a second videographer? If I’d like to add a second (or third!) shooter, what is the cost?
How many cameras do you use to capture our day? (Hint: typically there will be between 2-3 cameras for a single videographer, and another 1 camera per additional videographer. The video team members will each hold a camera and place the others on tripods or another stationary device to capture your wedding from several angles.)
Is a drone included in your package? If not, what is the cost of adding one?
How many hours are included in your package?
What do you charge for additional hours?
Can I add additional hours on my wedding day if we decide we want you longer?
What length video can I expect back from my wedding?
What is the turnaround time for my wedding video?
Will I have access to the raw footage?
How do you deliver the video?
Will the video be available online so I can share with my friends and family?
Do you retain any of the rights to the videos?
What do the rights you retain mean for me?
Will you be posting our video on your website and/or social media?
Will you need our separate permission to submit the video to any third party publication or will you already have those rights per the contract?
Do you charge a travel fee? If so, how much and for what distance?
How do you record our audio? (Hint: save yourself the headache of researching all of the recording devices available. Instead, confirm that they have two methods of capturing sound, and know that the best sound quality will come from plugging directly into the sound board that the microphones are powered by.)
Experience-
How long have you been a professional videographer?
How long have you been a wedding videographer?
How many weddings have you captured?
How many weddings do you typically have in a single weekend?
Have you worked at my venue before? If not, will you attend a venue walk through to scout out ideal video locations?
Can we see additional videos that you have created aside from the ones on your website?
Style-
How would you describe your videography style?
How do you describe your working style? Are you in the background capturing the events unfolding around you? Are you more active in posing people?
What kind of camera do you use?
How will you and your team dress? (Hint: keep in mind that your videographer will be doing a lot of moving around, so while they should still dress appropriately for a wedding they typically don't dress as formally as the guests.)
Do you bring additional lighting to adjust for indoor/outdoor/day/night transitions?
Editing the video-
Can we request specific moments to be included in the video? (Hint: the videographer sifts through hours of footage and will have a very clear perspective on what footage is the best both in quality and cohesiveness with the rest of the film. However, you may have a particular moment in mind you’d like included, and knowing if you can make this suggestion up front will help manage your expectations.)
Can I pick the music used in my video? If not, how do you select the songs you use?
Are we able to use any song we’d like or will you provide a list for us to choose from?
After I receive my video, can I request changes? Is there a limit to the amount or types of changes that can be made?
Logistics-
When will we receive the contract?
How much do you require for a deposit? When is it due?
What is your payment schedule like? (Hint: most videographers take payments in 2-3 installments: 1st payment is the deposit, the remainder is due at varying times before the wedding. The exact payment schedule varies amongst professionals.)
What is your refund or cancellation policy if I cancel?
What is your refund or cancellation policy if you cancel?
Do you have liability insurance? Does it cover your second shooter and assistant(s), as well?
Do you carry backup equipment?
What is the backup plan if you are unable to personally work my wedding for any reason? Is this written into the contract?
How long do you keep our raw footage after we receive our video?
Do you have experience working with my photographer? If so, how do you work with and around each other to ensure everyone is able to capture the important moments in full?
Bonuses-
Do you offer any additional services, like a photo booth or photography?
If you don’t personally offer photography, do you have a photographer you recommend?
Are you available to video any pre-wedding events (i.e. bridal shower, rehearsal dinner, engagement party, etc.)? If so, what are the rates for these?
Maximizing your videographer’s services
Consider what songs you’d like in the video. Spend some time thinking about what song you’d like to use. The videographer can’t edit your video until they have your song selection, so having this picked out prior to your wedding will streamline the editing process and ensure a timely return!
Think about lighting in your getting ready space. Natural light always looks best in videos, so take this into consideration when selecting a location for getting ready. If you are getting ready in a hotel, request a room with a lot of windows! If you are getting ready at a private property, be sure to pick a room with a lot of natural light!
Provide examples of videos you like and mention specifics about what stands out to you. By giving specifics about what you want beforehand your videographer will be able to fully understand what you are looking for and produce a film that you will ultimately be thrilled with!
Check in with your videographer beforehand to build rapport. Your video will look the absolute best if you are natural and comfortable. This is best achieved by feeling comfortable with the person holding the camera!
Prepare something written to read for your voiceovers. Write out your vows on notecards or write each other a card, and then find a quiet space to read them aloud while you are getting ready. This is a great way to either practice your vows or connect with your fiance prior to the ceremony. Either way, reading these with just you and the camera is the perfect chance to capture those beautiful emotions that will have you tearing up every time you rewatch your video (with optimum audio quality)!
All Things Wedding DJ
Music will set the mood throughout your wedding and have a huge impact on how you remember your day. Wedding DJing is very different from other kinds of DJing. Wedding DJs are experienced in entertaining and engaging very diverse crowds and have mastered the balance of upbeat and fun to professionalism. Follow the guide below to ask the right questions and prepare appropriately after booking in order to maximize your DJ experience!
This article is divided into 3 sections:
Things to consider about Wedding DJs
Questions to ask a DJ prior to booking
What to do after booking to optimize the DJ’s services
Music will set the mood throughout your wedding and have a huge impact on how you remember your day. Wedding DJing is very different from other kinds of DJing. Wedding DJs are experienced in entertaining and engaging very diverse crowds and have mastered the balance of upbeat and fun to professionalism. Follow the guide below to ask the right questions and prepare appropriately after booking in order to maximize your DJ experience!
This article is divided into 3 sections:
Things to consider about Wedding DJs
Questions to ask a DJ prior to booking
What to do after booking to optimize the DJ’s services
Things to consider about Wedding DJs
Wedding DJs cost more than regular party DJs. A DJ’s mistake is amplified (literally), so when they mess up, they mess up LOUD! This is not a huge deal at a child’s birthday party, but if something goes wrong during your first dance at a wedding that is a different story. Wedding DJs understand the importance of quality equipment, professionalism, adequate preparation prior to the event, and are fast acting should anything go array.
Weddings have diverse crowds, and a Wedding DJ understands this. Wedding guests range in age, background, and musical interests. A Wedding DJ is able to read the room, and play music that will keep everyone engaged! This is just another reason they come at a higher cost.
Speciality music requires speciality DJs. If you are hosting a culture-specific wedding, it is useful to hire a DJ that is familiar with the music that is associated with this culture. Many DJs, especially those based in culturally diverse cities, will be able to play across music genres seamlessly, but if you want one specific kind of music played throughout the night, it is beneficial to hire a professional that is well versed in this genre.
DJs do more than press play. A common complaint on wedding boards is that people don’t want to pay for someone to press play. Your DJ is there to do SO. MUCH. MORE! They are blending music to keep the room moving at all times, gauging crowd response to guide music selection, making announcements, bringing energy that will keep the party upbeat and fun, and providing high quality sound equipment. The DJ/MC is the person communicating with the guests, so they are a voice and face that people will remember. A Wedding DJ is an investment in the feel of the wedding and worth every penny.
Questions to ASk A DJ prior to booking
basics-
Is my date available?
What is the price for the hours I need, sound systems I require, and dance floor lighting package?
Does the DJ double as an MC or will I need to book one separately?
Do you offer a written contract for our event? (If they don’t, STEER CLEAR!)
If applicable, do you offer bilingual MCs?
EXPERIENCE-
How long have you been a wedding DJ?
Roughly how many weddings have you DJd? (Hint: less than 10 is scary! 50-100 is great! 100+ is ideal!)
What kind of genres do you heavily lean towards?
What is your MC style?
Have you worked at my venue before?
Do you have a video or Soundcloud where I can listen to your music/mixing style? (Hint: since Wedding DJs are expected to play music specific to each diverse crowd they preform for, the music you hear in their sample isn’t necessarily what will be played at your wedding. Confirm this with the DJ you are talking to and take this into consideration if you don’t like the music in a particular sample. Instead of paying too much attention to the songs selection in the sample, focus on the way the songs are blended together. Are they choppy (hard stops to songs and sharp starts?) or do they blend seamlessly together? Also note how they are interacting in the crowd in the video. Are they very involved on the microphone or are they smiling and doing their job in the background?)
What sets you apart from other Wedding DJs?
LOGISTICS-
Can we add extra time on the night of our event if we aren’t ready for the party to end?
What is the rate for additional hours?
(If booking through a large company) Can we speak to our DJ directly prior to our wedding?
Do you provide any other services?- (Hint: bundling contracts can cave money since vendors often offer discounts if you book several services through them. Just make sure you like the details of the individual services offered and don’t settle in one area just for the sake of the bundle!)
How many events will my DJ have on the day of my wedding?
How many events will my DJ do over the course of my wedding weekend?
Do you take breaks? If so, how often? Will music still be played during this time? (Hint: like most wedding vendors who are onsite for the majority of your day, the DJ will need to eat. This can be done either behind the DJ booth or they can step away if you prefer. Most DJs will not take a break besides this. If you come across a DJ asking for a break every hour or so, this is a red flag.)
Music-
How often do you update your music library?
Will I be able to make song requests/a playlist beforehand?
Is there a limit to how long my requests/playlist can be?
Will I need to select all of the songs for the duration of the wedding or will you be making selections as well?
Can guests make requests on the day of my wedding?
Can I create a do-not play list?
Do you have clean and explicit versions of songs?
EQUIPMENT-
Do you provide any microphones? If so, how many?
Do you provide a wireless microphone?
Will we be able to use your microphone for the ceremony and toasts?
Do you have a microphone stand for our ceremony?
Do you provide any dance floor lighting?
How is the dance floor lighting displayed?
Do you offer dance floor lighting upgrades?
What mixing program do you use? (Hint: playing straight from iTunes during dancing is not the industry standard. There are a lot of great mixing programs out there; make sure your DJ is using one!)
How many sound systems come in your package? (Hint: a sound system is the audio equipment needed to play music in any particular area. This typically will include a set of speakers (1-2 speakers for ceremony/cocktail hour, 2+ speakers for dinner/dancing), microphone, amplifier, mixer, controller (for mixing music), music device (usually a laptop), and dance floor lighting (where appropriate).)
How many speakers will you provide for dancing? (Hint: for most spaces, 2 professional DJ speakers will be plenty. For especially large spaces, or venues with broken up layouts, additional speakers may be required. 1 speaker is almost never enough for the dance floor as it makes the music less dynamic.)
What to do after booking to optimize the DJ’s services
Create a Spotify playlist and add songs that you like as you hear them. Instead of attempting to create a playlist all at once, create a blank playlist early on and add to it overtime. Refine the list as your wedding approaches and send the polished version to your DJ.
Make multiple playlists that specify which songs you HAVE to hear. If you prepare a long playlist for your DJ, they may not be able to get to every song. There is nothing wrong with providing a long list of songs you like! If you find that your list has grown to more than 40 songs, make a smaller playlist of about 10-20 songs that you absolutely HAVE to hear so that the DJ knows to prioritize those songs.
Make multiple playlists for different times of the wedding. Typically people don’t want to listen to dance music during dinner, so create multiple playlists that will set the tone for each specific timeframe! Your DJ will usually choose music that makes sense for each specific chunk of time (i.e. pre-ceremony, cocktail hour, dinner, and dancing). However, if you provide one single request list the includes slow songs without a guidance on when to play them, the DJ may choose to play those songs during dinner, when you actually intended them for the dancing portion of the evening.
Specify whether you want clean or explicit versions of songs. Some people prefer to have the explicit versions of songs played. Some people choose to have only clean versions. Some people choose to have explicit versions, except for particularly raunchy songs. Let your DJ know what you prefer!
Create a do not play list. This is useful for several reasons. First, if your DJ doesn’t know that you dislike an artist or genre then you may end up listening to a few songs you just aren’t that into! Second, guests may request songs you don’t like that DJ otherwise would not have played. The do-not-play list will ensure the DJ knows what to avoid, even if a guests want it.
Your timeline can affect the activity on the dance floor almost as much as your DJ can. It is common for the dance floor to clear during cake cutting and other such events. Mapping out the timeline in a way that plans for these breaks, but quickly brings the energy back to the dance floor will set the DJ and dance floor up for success! For particularly long dancing portions of a wedding, use the events that clear the dance floor as an opportunity for guests to catch their breath and refill their drink, instead of stacking all of the events directly following dinner. For example, if dinner wraps up around 8:30, but you have the venue and DJ until midnight, plan for a cake cutting around 9:30pm so that guests get a break and don’t burn out on dancing! Follow the cake cutting with your bouquet and garter toss to ramp the energy back up and re-pack the dance floor!
Go over all of the ceremony and reception details with your DJ prior to your wedding. Most Wedding DJs will require a meeting prior to your wedding so they are able to do their job to the best of their ability. If your DJ doesn’t require a meeting, be sure to set one up yourself. Walk through the timeline and song requests with them to ensure that everyone is on the same page. Pro-tip: Send the timeline, special songs for the ceremony, special dances, etc., and the song request list prior to the meeting so the DJ has a chance to review the information and prepare any questions they may have.
Book enough time so that no setup has to be done once guests are on site. DJs aren’t just for dancing! Music is important for all sections of the wedding! Think of when you go to a restaurant, if there was no music it would be a little awkward. Aside from creating ambience, choosing to only have the DJ present for dancing, means they will be setting up their equipment while guests are trying to enjoy dinner.
Gauge an MC style based on the conversation you have with them. When you talk to your DJ prior to booking, listen to the cadence of their voice. Pay attention to their energy, word choice, and overall sound to their voice. This will provide a lot more insight into their MC style than any single question ever could.
Communicate every special or out-of-the-ordinary thing you have planned with the DJ. If you have choreographed a dance, let them know. If you have a surprise planned, let them know. If you have anything that is not standard planned, it is very important to let the DJ know. Most professionals tend to be very accommodating and flexible, but there are certain things that will always go smoother if communicated properly beforehand!
Do more than read reviews, read into reviews. A company may have five stars across all the review platforms, but that doesn’t necessarily mean they are a good fit for you. This is true for all vendors! Look for trends in the reviews that can provide a little more insight into what this professional's work style is like. For example, if you see something to the effect of “he was very active on the microphone and told a lot of funny jokes” recurring throughout reviews, that person is probably a very active MC. Other couples may have loved this and left all five star reviews, but if you want minimal activity on the microphone, that person isn’t going to be the right fit for you.
Trust your DJ! You hired this person for their experience and skills, so have some faith in them! A huge part of the DJ’s job is keeping guests engaged. In order to do this to the best of their ability, a little wiggle room on the music selection will go a long way!