All Things Bridal Hair and Makeup

You are already oh so beautiful! We know it, your fiance knows it, and (hopefully) you know it! You spent so much time preparing for your wedding, this is the perfect opportunity to be the most polished version of yourself. That’s where professional hair and makeup teams come in. These amazing artists will make you SHINE! Follow this guide to feel confident in the selection of your hair and makeup teams.

This guide is divided into 3 sections:

1. Things to know and consider before booking hair and makeup artists

2. Questions to ask prior to booking

3. Ways to maximize your hair and makeup teams services

Things to know and consider before booking hair and makeup artists

1. Some people will bundle hair and makeup services, others will not. Hair and makeup artists often work in teams and bundle their services. This can be done by either one individual providing both services, or two professional’s combining their services into a single contract.This is great for cost effectiveness, as many offer discounted rates for booking both hair and makeup through a single contract. However, you may LOVE the hairstylist but not be as fond of the makeup artist (or vice versa). Be sure that bundling these services is worth it! If both services aren’t offered by one company or duo, you can contract the services separately. This is a great way to guarantee you love both of the services!

2. Bridal hair and makeup is more expensive than hair and makeup services for bridesmaids, family members, or kiddos. There are a few reasons bridal hair and makeup is more expensive. A bride typically has a more intricate hair and makeup design than anyone else getting ready for the wedding, which takes more time. She also needs her hair and makeup to be consistent and last throughout the wedding, which is accomplished by providing extra steps to prepare her hair and skin before beginning on the actual looks and using additional and high quality products.  

3. If you are hiring a team, make sure you like everyone’s work. As the bride, you will typically do a hair and makeup trial with your professionals prior to the day. When you are hiring multiple people to take care of your bridesmaids and/or family members, this isn't usually the case. Be sure to inquire about the other professionals’ skills and experience and request pictures from their portfolios to get an idea of what their work is like.  

4. Consider the space available in your getting ready area when booking a team of hair and makeup artists to provide services for multiple people. The space you are getting ready in may be a little cramped. If you have booked a hotel suite it may seem spacious, but once you, your bridesmaids, your mother, your groom’s mother, three makeup artists, three hair stylists, and a photographer are in the space, it quickly becomes cramped. Make sure that everyone will be comfortable in the space before hiring an extensive team and inviting extra people to get ready with you. A cramped space will have a lot of energy to process and quickly become hot. That doesn’t exactly set the stage for a calm environment. If you anticipate the space becoming cramped, pace everyone’s getting ready time slots appropriately so not everyone is on top of each other while trying to do hair and makeup at once!

5. Experience matters. A novelist hair and/or makeup artist may not be able to work around another professional, as quickly, or know how to make your makeup and/or hair last throughout the evening. A professional will be well versed on all of these factors and operate quickly, calmly, and efficiently.

6. Personality matters. Your hair and makeup team is around you while you are getting ready for an important and emotional day. Their energy truly matters. These people should be people you could see yourself being friends with. If they are high strung, easily stressed, or generally too much energy, they will alter the way you feel while getting ready. Ideally you want someone kind, easy going, and calming. The last thing you want is your makeup artist rushing around and creating unnecessary stress!

7. Have an idea of the hair and makeup styles you want & provide pictures. Prior to booking a hair and makeup team, have a clear idea of what style you want. Not every professional can achieve every look. Someone who is amazing at intricate braiding, may not be able to accomplish a curly up-do. A makeup artist who is incredibly talented at a Hollywood glam look, may struggle with a more natural look. Professionals want to set themselves up for success, so by providing them with plenty of pictures prior to booking they will be able to confidently tell you if they can achieve your desired look.

8. Do a trial run. Prior to booking, be sure to do a trial run. This is when the hair and/or makeup artists attempt to create your desired look. This is important and useful for a few reasons:

   1. Check for product quality- During the trial run, check out the products that your professionals are using. If they whip out some drugstore makeup, RUN!!! 

   2. Make sure you like what they did- You will be able to see how closely they came to accomplishing your look and offer the opportunity for notes on how it can go better next time. Aside from their actual skills, this will also give you an idea of how your desired styles translate to you! You may have been in love with a certain hairstyle in pictures, but now that it is on your head, you may not be so in love with it!

   3. Check for longevity of your hair and makeup- The trial lasts longer than just to when they finish your hair and makeup. Pay close attention to how your makeup settles into your face. Does it quickly become shiny? Does it fade, smudge, or smear throughout the day? Does it sink into your pores, making them more pronounced? How does your hair fall throughout the day? Does it stay perfectly? If curls start to go, do you like the way they are loosening? As fly-aways come out of an updo, do you like the natural transition or would you prefer everything stay put?

   4. Make sure their personality works with yours- As previously mentioned, personality is important! Your trial run is the perfect opportunity to gauge how well your personalities mesh together and how pleasant this person will be to have around on your wedding day.

9. Make a general timeline before booking to make sure they are available at the time you need them. Makeup and hair teams often do multiple events in a single day. To guarantee they keep your time slot open, make a rough timeline for getting ready. This will also help them get an idea of how many professionals are required to finish everyone’s hair and makeup. Additionally, a timeline provides your professionals the opportunity to make suggestions about adding time or team members to make sure everyone is finished in time!

10. Not everyone needs to get professional hair and/or makeup services. If space and budget is limited, but your friends are talented, not everyone needs either or both professional hair and makeup services. Just be sure to communicate the desired look to your bridesmaids so they can practice the look beforehand.

11. Know how many people you need to get hair and/or makeup services. With space and budget in mind, have a clear idea of exactly how many people will be needing professional hair and/or makeup services. Oftentimes, services are discounted if purchased for multiple people. Also, if you add a lot of people to the roster of who is receiving hair and/or makeup services down the road, it may alter the getting ready timeline. Extra members of the hair and makeup teams may be required if more people decide to get professional services, but if you wait too long to make this decision your hair and makeup team may not have access to additional professionals!

Questions to ask your hair and/or makeup team before booking

Basics-

1. Are you available on my date?

2. Do you charge by the hour or by person?

3. What is the rate for bridal hair and/or makeup?

4. Is there a different rate for other people?

5. Do you offer discounts if we book for multiple people?

6. Do you require a deposit? How much?

7. When is the balance due?

8. What is your preferred method of payment?

9. What is your cancellation policy if I cancel?

10. What is your cancellation policy if you cancel?

11. What is your rescheduling policy if I need to change my date?

12. What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?

13. Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?

14. Are you licensed?

15. Are you insured? Does the insurance cover all of your staff and property?

Service questions-

1. On my wedding day, will you travel to my location or will I have to come to your salon?

2. Can we do a trial run prior to booking?

3. What is the cost for the trial run?

4. Will the cost or a portion cost for the trial come out of your overall rate if I choose to book you for my wedding?

5. What products/application method do you use? (i.e. airbrush, creams, powders, etc.)

6. Roughly how long will it take to create my desired look?

7. Do you regularly work with a hair/makeup person that you recommend?

8. Do you offer bundled rates of hair and makeup services when booked together?

9. Do you work around the hair/makeup stylist as they work simultaneously or do you need to work at a separate time?

10. How many stylists will we need for the amount of people I intend to have professional services done on?

11. How much time will it take to complete everyone’s hair and makeup services?

12. Will you stick around throughout the day to do touch ups on my hair and makeup?

Experience questions-

1. Do you have a portfolio I can look through?

2. If multiple professionals will be providing hair and/or makeup services, can I look through each of their portfolios as well?

3. How long have you been doing hair and/or makeup professionally?

4. How long have you been doing wedding hair and/or makeup?

5. How many weddings do you typically do a year?

6. Will you have any other events on my wedding day?

7. Do you work with random other professionals or the same professionals mostly?

Ways to maximize your hair and makeup services

1. Pick a hair and makeup style that will work with your overall aesthetic and hair and skin type. Your hair and makeup should work with your dress, wedding design, and natural features. Think through how a style will translate to your head before falling too deeply in love with something! This well set your hair and makeup teams up for success and you up for happiness!

2. Understand that your face and hair is unique, so the style may look a little different on you. Even if you find a style that will complement your natural features, it will look a little different on your face than in pictures of other people. Be prepared to see slight differences. After all, your differences and uniqueness are a good thing! Your fiance agreed to marry you, not the ladies in the pictures! Your natural features are what make you an individual and particularly beautiful in your own way.

3. Provide a lot of inspiration pictures for your hair and makeup teams. Even though you will look a little different than the inspiration pictures, be sure to provide plenty of examples of the styles and look you are going for! This will help your professionals prepare. They need to think through how to accomplish your desired look and collect the supplies necessary to make it all come together.

4. Make sure there is adequate lighting in your getting ready space. Lighting is so important to hair and makeup services. Proper lighting will ensure your makeup is blended properly, your hair is all in place, and both the hair and makeup work together beautifully. Natural light is ideal, but if it is not available or adequate on its own look into alternatives. If you personally won’t be able to provide proper lighting, communicate this with your hair and makeup teams so they can bring ring lights or another alternative. 

5. Make sure the hair and makeup stylists will have access to power in your getting ready space. Hair stylists will absolutely need power for blow dryers, curling irons, and/or flat irons. Makeup artists need power for their lights, airbrushes, or any other special equipment needed to accomplish your desired look. Check for nearby outlets to where you and anyone getting ready with you will do their hair and makeup. If there isn’t one close by, bring an extension cord and power splitters. 

6. Make sure there is plenty of space for both the hair and makeup teams to work in your getting ready space. Allow plenty of space for two professionals to work at once. If you have multiple teams operating at the same time, make sure there are several designated spaces with plenty of room so everyone is able to work to the best of their abilities and everyone’s hair and makeup is completed on time.

7. Provide tables for your hair and makeup teams to set up their supplies in your getting ready space. Your hair and makeup teams both have supplies to set out for easy access. Each individual professional will need a table or adequate space to display their equipment. This table or display will need to be directly by their personal station for easy access.

8. Allow plenty of time in your wedding day timeline for getting ready. Don’t rush the getting ready portion of the day! This a fun time to spend with your closest friends and/or family, so allow for plenty of time to have a relaxing getting ready period. The key is having the bride’s hair and makeup finished last, to give her look the best chance at lasting the longest!

9. Discuss what you should do to prepare your hair and skin prior to the wedding day. Depending on your desired styles, hair type and skin type, your professionals may have advice on some steps to take prior to your wedding day. Your hairstylist may not want you to wash your hair the night before or they may want it freshly washed immediately before they begin your style. Your makeup artist may have a skin care routine they recommend to ensure your skin is in optimum condition. Don’t forget to inquire about your bridesmaids and/or family members, too! They likely will have a different hairstyle than you, and therefore need to do something different to prepare their hair! The makeup artists may not ask them to do anything too special, but it's worth asking just in case! Asking your professionals what everyone can do to make their hair and makeup experience as positive as possible is the very best way to maximize those services! 

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:

1. Things to consider about Wedding Bands prior to booking

2. Questions to ask a Wedding Band prior to booking

3. Maximizing your Wedding Band’s services

Things to consider about Wedding Bands prior to booking

1. 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.

2. 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! 

3. 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.

4. 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.

5. 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.

6. 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-

1. Are you available on my date?

2. Can you work within my budget?

3. Do you require a deposit? How much?

4. When is the balance due?

5. What is your preferred method of payment?

6. What is your cancellation policy if I cancel?

7. What is your cancellation policy if you cancel?

8. What is your rescheduling policy if I need to change my date?

9. 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?

10. Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?

11. Are you licensed?

12. Are you insured? Does the insurance cover all of your band members and property?

EXPERIENCE-

1. How long have you been playing together?

2. Roughly how many weddings have you performed at? (Hint: less than 10 is scary! 50-100 is great! 100+ is ideal!)

3. What kind of genres do you heavily lean towards?

4. What is your MC style?

5. Have you worked at my venue before?

6. Do you have any videos of past performances I can watch? (Hint: Don’t book a band without watching several demo videos first.)

7. )

8. What sets you apart from other Wedding Bands?

Details-

1. Do you provide an MC or will I need to book one separately? 

2. Do you offer a written contract for our event? (If they don’t, STEER CLEAR!)

3. If applicable, do you offer bilingual MCs and singers?

4. Can we add extra time on the night of our event if we aren’t ready for the party to end?

5. What is the rate for additional hours?

6. (If booking through a large company) Can we speak to our band directly prior to our wedding?

7. 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!)

8. How many events will the band perform at over the course of my wedding weekend?

9. 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-

1. How often do you add new songs to your repertoire?

2. Will I be able to make song requests/a playlist beforehand?

3. Is there a limit to how many song requests I can make?

4. Will I need to select all of the songs for the duration of the wedding or will you be making selections as well?

5. When will you need the final list of song requests by?

6. Can guests make requests on the day of my wedding?

7. Can I create a do-not play list?

8. Do you know both the clean and explicit versions of songs?

EQUIPMENT & LOGISTICS-

1. Do you provide your own sound system or will we need to book one separately?

2. Do you provide any microphones for us to use? If so, how many?

3. Do you provide a wireless microphone?

4. Will we be able to use your microphone for the ceremony and toasts?

5. Do you have a microphone stand for our ceremony?

6. Do you provide any dance floor lighting?

7. How is the dance floor lighting displayed?

8. Do you offer dance floor lighting upgrades?

9. 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).)

10. 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

1. 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!

2. 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.

3. 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!

4. 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.

5. 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!

6. 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. 

7. 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.

8. 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!

9. 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 Caterer

There is nothing like a good meal to bring friends and family together! Wedding guests come from far and wide to rejoice in your marriage. They spend a long day focusing on you, so make sure you take care of them! Follow this guide to feel confident in the wedding caterer you select!

This guide is divided into 3 sections:

1. Things to consider when researching caterers

2. Questions to ask prior to booking a caterer

3. Maximizing catering services

Things to consider when researching caterers

1. There is a lot of variation in catering packages. 

   1. Drop-and-go catering- The most basic catering companies will drop food off in trays for someone else to set up and serve. These tend to be the least expensive catering option, but be sure to consider the price of service staff companies which will be necessary to properly store, display, and serve your food. Once the service staff is budgeted, this option may be pushed out of your price-range.

   2. Food trucks- Food trucks can serve food in one of two ways: 1) guests will order from their window and food is prepared to order or 2) They will set up a buffet and guests can build their own plate. Food trucks often provide basic paper plates and plasticware for guests to eat from. They will sometimes offer trash removal, but typically only take care of their own garbage.

   3. Full service catering- Full serving catering has a few subsections within itself. A full service caterer may provide food, set up a buffet, tend to the buffet, buss the tables, and refill water. An even fuller service caterer may set up an entire kitchen (or use one onsite) to prepare the meal fresh and serve the food directly to the seated guests. There are plenty of options in between. Full service caterers may provide additional services like tables, chairs, table linens, plates, flatware, drinkware, bar services, etc.

2. There are 3 main food service styles.

   1. Buffet- A buffet is a display of food that the guests will personally create their own plates from.

      1. Pros- Buffets are a great way to allow guests to select exactly what food items they want. You also won’t have to worry about meal cards!

      2. Cons- Buffet lines can be long and with a large number of guests, the buffet will often make dinner last a long time. Longer buffet time means that the first guests to eat will be done eating long before the last guests even get their food! There is also often a lot of food waste with buffets.

   2. Plated- A plated meal is when the catering staff serves the food directly to the seated guests.

      1. Pros- Guests will get a warm meal, they will get to choose what their main protein is prior to the wedding, and food waste is minimal. Plated dinners are often associated with a higher cost, but since there is less food waste, the cost can oftentimes be less than the other service styles!

      2. Cons- You will have to manage meal cards and it makes your seating chart extra important. You will absolutely have to have adequate staff or else serving the food will take a long time and your timeline will be thrown off.

   3. Family style- Family style service is when the food is placed in large serving dishes directly on guest tables for them to create their plates from without getting up and walking through a buffet line.

      1. Pros- Family style really has a unique ability to encourage conversation amongst your guests. Oftentimes, your wedding guests may not know everyone at their table and family style food is a great way to break the ice! Family style also ensures everyone has access to food at the same time, so pacing dinner is very easy. Also, much like a buffet, your guests will get to choose whatever they want to eat in the moment.

      2. Cons- Unfortunately, there is often a lot of food waste with family style. Since the food is placed directly on the tables, keeping the food warm is a challenge. If people don’t eat right away, the food will get cold. It is a less common service style, so finding a caterer to serve food family style can be difficult.

3. There are virtually no limits to what kind of food you can have served at your wedding. It is important to think through what foods will store well, transport easily, are easily taken from a serving tray, and will appeal to a larger audience. Consider food allergies and dietary restrictions of guests when booking your caterer. Make sure that the caterer can provide vegetarian, gluten free, diary free, and peanut free options for guests. Aside from logistics, there are no limits to what kind of food should be served at a wedding!

   Pro-tip #1: A special salad can serve as the option for guests with any of the most common dietary restrictions! Ask the caterer to prepare a special salad that is particularly filling to serve to guests that may have one or more of these limitations. Make sure the caterer knows to ONLY serve this salad to the guests with dietary restrictions so they have plenty to eat!

4. Caterers specialize in food and service styles, be sure to play into their strengths. This is particularly important when venues require you use their preferred caterer or in-house catering. If you find yourself in this position, it is best to stay within the caterers wheelhouse. You can, of course, ask if they are willing to deviate from their menu, but if you sense any kind of hesitation, ABORT MISSION! Everyone would rather eat a common meal done well, than a more interesting meal done poorly. If you have the luxury of choosing any caterer you’d like, look for one that specializes in the kind of food and service style you prefer for your wedding. Hiring a full service American-classics caterer and requesting they prepare sushi rolls for appetizers is not setting anyone up for success. Most caterers don’t stray too far from their menus even when requested, but if you find someone willing to branch out from their norm, make sure they can do so without sacrificing quality!

Questions to ask your caterer prior to booking

The basics

1. Are you available on my date?

2. Can you work within my budget?

3. Do you require a deposit? How much?

4. When is the balance due?

5. What is your preferred method of payment?

6. What is your cancellation policy if I cancel?

7. What is your cancellation policy if you cancel?

8. What is your rescheduling policy if I need to change my date?

9. What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?

10. Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?

11. Are you licensed? (Hint- a business license AND food handling license is needed to ensure the caterer is going to prepare food safely for your guests. Confirm with your venue PRIOR to booking your caterer that they adhere to the venue’s requirements.)

12. Are you insured? Does the insurance cover all of your staff and property? (Hint - confirm with your venue what kind of insurance you need from your caterer. Some venues require special insurance from Caterers [and bar] that they don’t require from other vendors!)

Experience & quality control

1. How long have you been in business?

2. How long have you been offering catering services? (Hint- many restaurants offer catering services, but haven’t necessarily been offering these services as long as their business has been around.)

3. Do you have experience catering weddings and/or other large formal events? (Hint- not all catering experience is equal. The skills, attention to detail, and professionalism of a catering company with years of experience working children’s birthday parties under their belt won’t necessarily translate to a wedding.)

4. How do you price your services (i.e. do you offer packages, is food priced al a carte, or something in between? (Hint: Almost all caterers will fall somewhere in-between. Most will offer packages with the option to customize, however the packages offered almost always offer customization!)

5. What is your typical food serving style (I.e. buffet, plated, family style, etc.)? (Hint: Although a company may say they can any type of service, there are a lot of nuance details that go into service style and booking someone for a service style outside of their norm can be a bit tricky. Be sure to find a company that is confident enough in what they say they can do to put it into writing in your contract!)

6. Are you able to customize our wedding menu with food that you don’t typically offer? (Hint: some caterers are used to this request and are happy to accommodate special requests. If you are planning on offering an appetizer or entree that isn’t within the caterer’s typical wheelhouse, make sure you find a caterer that is used to preparing unique dishes!)

7. Can we do a food tasting prior to booking?

8. What is the cost of the food tasting? Is this cost deducted from the overall fee if we move forward with booking?

Package details

1. What is the average price per person?

2. Do you offer separate pricing for children and vendor meals?

3. What food will this include per person (i.e. appetizers, dinner, dessert, late night snacks, etc.)?

4. Do you include plates, flatware, napkins, and/or drink ware in your pricing?

5. Do you include anything else in your packages or am I able to add additional items onto my contract with you (i.e. tables, chairs, water stations, coffee stations, table linens, condiments, etc.)?

6. How much staff do you allocate for an event of my size?

7. What is the cost for additional service staff?

8. How long does the service staff stay onsite including set up and breakdown? 

9. Does your staff take care of refilling guests beverages?

10. Do you provide bar services and/or bartenders?

11. If you provide bartenders, are we able to provide our own alcohol or will we have to use and pay for alcohol provided through your company?

12. Do you offer any dessert, like cake, or a specialty dessert?

13. Do you offer cake cutting and serving if I have purchased my cake through a separate company?

14. Can I see pictures of your food display from past events?

Logistics

1. If there is no kitchen available at the venue, where will you prepare the food?

2. Do you provide serving materials such as chafing dishes, serving spoons, etc.?

3. Will you require any supplies from the rental company?

4. Do you need access to water and/or power?

5. Do you provide bussers (people to clear and clean the tables after dinner)?

6. Do you take care of trash removal? (Hint: many caterers will buss tables, but removing trash from trash cans into trash receptacles is something that needs to be discussed ahead of time.)

7. If my venue does not have a dumpster onsite, while you take all trash with you? (Hint: many caterers will provide this service for an additional cost.)

8. Will you take care of arranging the place settings including setting out plates, silverware, drinkware, menus, place cards, etc?

9. When will you need access to the venue for set up and food preparation?

10. If I purchase my cake separately, will your company take care of slicing, plating, and/or serving the cake to guests?

11. Do you offer food options for special diets (i.e. vegetarian, vegan, gluten free, kosher, etc.)?

12. How long after the conclusion of dinner service will you serve dessert?

13. How long after the conclusion of food service will your staff stay to buss empty plates, drink ware, etc.?

14. When do you need the menu and head count finalized?

Maximizing the caterer’s services

1. Be sure to provide an accurate headcount. You pay per person for catering so providing an accurate headcount is key to making sure you have enough food and aren’t paying for extra food you don’t need. An accurate headcount will also dictate how many service staff are required to properly tend to and clean up after the guests. (Hint: most caterers will allow you to add guests after booking, but don’t allow you to remove guests from the contract. Clarify with them up front about their policy and be sure to book accordingly.)

2. Taste the food beforehand and select the best options for your budget. The meal served will fuel the guests for dancing throughout the evening. Remember, hungry guests will leave early so be sure to pick tasty, filling options! 

3. Think through everything you need to comfortably eat a meal. Ask your caterer what they are providing and what you need to source separately. The basics you need for a meal are plates, silverware, napkins, cups, and water. You will also need serving utensils for a buffet or family style meal, plates for appetizers and dessert, forks for appetizers and desserts, and plenty of extra napkins! The caterer may provide more or less than this, but make sure that one way or another guests have access to these materials when dinner time rolls around!

4. Confirm what services they will and won’t be providing. Discuss trash removal, clearing tables, water filling, washing dishes, etc. to ensure that all of your ducks are in row prior to your wedding! If the caterer does not provide all of these services you will need to designate someone else.

5. Ask your caterer if there is anything you can do to make the meal experience better for your guests. Sometimes caterers that work at your venue regularly or offer limited services will notice trends of the same items or services that are often forgotten or undersupplied. Ask what these commonly overlooked aspects are so you don’t fall inline with the forgetting trend.

6. Ask your venue what issues they typically run into with caterers. Since your venue may or may not offer certain items or amenities for caterers, they are likely to have some insight into what is most likely to be overlooked in regards to the caterer (and any other vendor for that matter). Maybe it is water needs, kitchen needs, cleaning needs, or anything else; whatever it is that proves to be a reoccurring oversight, the venue will have noticed. Ask for their experience so you can adequately prepare.

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:

1. Things to consider about wedding videographers

2. Questions to ask a videographer prior to booking

3. What to do after booking to maximize the videographers services

Things to consider about wedding videos & videographers

1. 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. 

   1. 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!

   2. 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.

   3. 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.

   4. 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.

   5. 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.

2. 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.

   1. 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. 

   2. 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.

   3. 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.

1. 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. 

2. 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! 

3. 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. 

4. 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.

5. 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!

6. 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-

1. Are you available on my date?

2. Does your package include a second videographer? If I’d like to add a second (or third!) shooter, what is the cost?

3. 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.)

4. Is a drone included in your package? If not, what is the cost of adding one?

5. How many hours are included in your package?

6. What do you charge for additional hours?

7. Can I add additional hours on my wedding day if we decide we want you longer?

8. What length video can I expect back from my wedding?

9. What is the turnaround time for my wedding video?

10. Will I have access to the raw footage?

11. How do you deliver the video?

12. Will the video be available online so I can share with my friends and family?

13. Do you retain any of the rights to the videos?

14. What do the rights you retain mean for me?

15. Will you be posting our video on your website and/or social media? 

16. 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?

17. Do you charge a travel fee? If so, how much and for what distance?

18. 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-

1. How long have you been a professional videographer?

2. How long have you been a wedding videographer?

3. How many weddings have you captured?

4. How many weddings do you typically have in a single weekend?

5. Have you worked at my venue before? If not, will you attend a venue walk through to scout out ideal video locations?

6. Can we see additional videos that you have created aside from the ones on your website?

Style-

1. How would you describe your videography style?

2. 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?

3. What kind of camera do you use?

4. 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.)

5. Do you bring additional lighting to adjust for indoor/outdoor/day/night transitions?

Editing the video-

1. 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.)

2. Can I pick the music used in my video? If not, how do you select the songs you use?

3. Are we able to use any song we’d like or will you provide a list for us to choose from?

4. 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-

1. When will we receive the contract?

2. How much do you require for a deposit? When is it due?

3. 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.)

4. What is your refund or cancellation policy if I cancel?

5. What is your refund or cancellation policy if you cancel?

6. Do you have liability insurance? Does it cover your second shooter and assistant(s), as well?

7. Do you carry backup equipment?

8. What is the backup plan if you are unable to personally work my wedding for any reason? Is this written into the contract?

9. How long do you keep our raw footage after we receive our video?

10. 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-

1. Do you offer any additional services, like a photo booth or photography?

2. If you don’t personally offer photography, do you have a photographer you recommend?

3. 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

1. 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!

2. 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!

3. 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!

4. 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!  

5. 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)!

Bridal Shower Planning Guide

A bridal shower is a great milestone in the wedding preparation journey for the bride to enjoy the company of friends and family before the wedding! The bridal shower is different from the bachelorette party in that it is typically shorter and a more “tame” gathering. Follow the guide below, or share it with the event host, for a smooth bridal shower planning experience!

Why have a bridal shower-

A bridal shower is a party where friends and family gather to shower the bride with gifts! Much like a baby shower functions as a chance to prepare an expecting mother for a life transition, the bridal shower is meant to provide the bride with gifts that will help prepare her for the upcoming life changes that marriage will bring. While the primary function of this event is to dote upon the bride, it is also a fun opportunity to play games, introduce friends from different walks of life, and build memories!

When should the bridal shower be?

Bridal showers typically occur in the final few months, or even weeks, before the wedding. It is best to schedule this just before the final stages of planning take up all of the bride’s free time! Scheduling this party 30-45 days prior to the wedding is ideal!

The bridal shower will typically occur during daylight hours as opposed to being a nighttime event. 

Example bridal shower planning timeline-

3 months prior to wedding- 

Set a budget for the bridal shower

Create a guest list for the bridal shower

Gather addresses or email addresses of the guests

Decide on the general “feel” for the bridal shower (formal, casual, something in between?)

Find a venue to host the shower

2 months prior to wedding-

Plan the food and drink menus

Send out invitations to bridal shower

Find decor for bridal shower

Select attire for bridal shower

Book any necessary vendors

Plan activities for the bridal shower

1 month prior to wedding-

Purchase bar and food materials

Purchase flowers & decor

Host bridal shower

Who hosts the bridal shower?

More often than not the bridesmaids, bride or groom’s mother, or another close friend or family member will host the bridal shower. It is uncommon for the bride to host this event for herself since the primary function is to shower the bride with gifts.

How should I invite people?

As always, there are no set rules. Sending formal invitations by mail is great if you have the time and budget, but not necessary by any means! For bridal showers, it is a more recent trend to create a cute virtual invite that is distributed via email. This bridges the gap between official invitations and something that requires less effort. This also provides the opportunity to link a registry directly on the invitation so guests can conveniently click the link and purchase a gift!

Who should be invited?

The etiquette guru, Miss Manners, says you can only invite people who are invited to the wedding and I have to agree with her on this one. Unlike the engagement or bachelorette party, the bridal shower’s main purpose is for people to bring you gifts. Inviting someone to give the bride a gift, but not the wedding is a bit rude.

Traditionally this is a women only event, but this is changing more and more everyday. The invites can be extended to all the womyn invited to the wedding who are particularly close friends with the bride. The best rule of thumb is to limit the guest list to only the bride’s closest family and friends. Remember, the bride’s family is growing with the wedding! It is completely normal and acceptable to invite people from the groom’s side of the family if the relationship allows!

Here is a general outline of who is typically invited:

• The bridesmaids

• The womyn the bride is close with in her immediate families 

• The womyn the bride is close with in her extended families

• Close friends in the area who are also invited to the wedding. This isn’t an event that people would typically travel for, so if you have close friends in the area add them to the list!

Pro-tip #1: If you invite some immediate or extended family, you DO NOT have to invite them all. Invite whoever makes sense in the bride’s unique situation.

Pro-tip #2: The groom doesn’t usually attend the bridal shower. He often will make an appearance at some point, but typically doesn’t stay for the duration of the party.

What information should the invitations include?

As always, names, date, location, and time will need to be included on the invitation. The host should also specify what kind of refreshments can be expected (appetizers only, full dinner, hosted bar, BYOB, no alcohol, etc.). Depending on what kind of theme you are going with, the headline on the invitation can communicate this information. For example, “Brunch and Bubbly Bridal Shower” or “I Do BBQ.”

Guests are expected to bring gifts, so be sure to include the bride’s wedding registry on the invitation.

Who should pay for the bridal shower?

The cost of the bridal shower typically will fall on the hostess(es). This can vary on a case by case basis depending on financial situations. The bride is never expected to pay for any portion of the bridal shower, though, on very rare occasions may be asked to contribute on certain items. For example, if the person hosting the event does not personally drink alcohol and doesn’t feel comfortable paying for it for guests, the bride may be asked to provide the alcohol. Typically the host would ask someone else close to the bride before coming to the bride with this request, though. Much like the actual wedding, budget isn’t what defines the day. The most important aspect is celebrating your love while surrounded by the people who mean the most to you! (See the end of blog for full example budget breakdowns.)

Where should the bridal shower be hosted?

The bridal shower can be hosted in any venue, it will just depend on the size of the guest list and access to space. While the event can be as formal or informal as the hostess(es) would like, the shower is often thrown in the maid of honor or a family member’s home or backyard. If the hostess(es) does not have space, or just isn’t into the idea of having this kind of gathering in their personal space, a restaurant or smaller venue is always an option! Since this event doesn’t typically include a full meal, choosing to host at a venue might add unnecessary cost.

The bridal shower is usually thrown in the city that the hostess(es) is local to. This may not be the city the bride lives in, so she will need to travel to party. This isn’t typically an event people besides the bride would travel for, so potential guests living outside of the hostess(es) city may not make sense to invite. That is okay! Communicate with those friends and family so they understand why they aren’t receiving an invitation!

What should we do at the bridal shower?

Opening the presents is the primary activity of a bridal shower. Typically around ⅔ of the way through the party everyone will gather around the bride as she opens gifts. Since dinner isn’t usually provided, a few other activities will take place to keep guests entertained and engaged. Since the guests are generously offering gifts to the bride, the groom will often make a quick appearance to say hello and thank everyone. During his appearance, there are several games to play that will include him! Some ideas include the shoe game, a Q & A with the bride(s) and groom(s), or a date night guessing game! For a full list of ideas, click here to visit our Pinterest page! No matter what kind of activities are planned, it is always nice if the guest of honor can make a quick thank you speech. The bridesmaids and/or the bride’s family have typically offered a lot of support leading up to this point aside from hosting the shower and it is always nice for the bride to show her appreciation!

Example bridal shower timeline

• 1pm- Guests arrive. Everyone mingles, make appetizer plates, grabs their drinks, and makes anonymous date night suggestion.

• 1:30pm- Game 1: “Guess the Dress” game

• 1:45pm- Host reminds everyone to enter ideas into the anonymous date night suggestions

• 1:45pm- Toasts from mother of the groom, mother of the bride, grandma, and bridesmaid who won’t give a toast at the wedding

• 2pm- Slide show of friends/family pictures viewing

• 2:15pm- Game 2: Bride reads anonymous date night suggestions aloud and guesses who made each suggestion

• 2:45pm- Groom arrives, says hello

• 3pm- Game 3: Shoe game with Groom

• 3:15pm- Groom leaves

• 3:15pm- Bride opens presents (maid of honor tracks gifts for thank you notes)

• 3:45pm- Group picture

• 4pm- Bridal shower concludes

Is a full dinner expected at the bridal shower?

Everyone appreciates a nice full meal, but it isn’t expected nor is it the norm at bridal showers. Just be sure the hostess(es) specifies either way on the invitation so guests can plan accordingly!

Typically light refreshments are offered. Some ideas include a cheese board, fruit/veggie platters, chips and dips, cupcakes, cookies, or anything else that is easy to grab and snack on. If you want something cost effective, but a little more filling consider thinly sliced pizzas, pasta salads, hamburger sliders, or even mini tacos! For beverages, a few common trends are mimosa bars, pre-batched cocktails or mocktails, wine and/or wine spritzers, or build your own Bloody Mary bars. For a list of food and beverage ideas and display inspiration click here!

What should be included in the budget?

This completely depends on what the hostess(es) chooses to include! Below are some typical things to consider budgeting for:

• Catering/food

• Tables, chairs, plates, cups, flatware, napkins, etc. 

• Bar/drinks

• Cake/dessert

• Invitations

• Decor

• Miscellaneous 

Of course there are endless approaches to maximize any budget! Below are 3 example budgets for Bridal showers.

Example 1 (the “bells and whistles” example)- overall budget $9k

40 guests, 3 hour party

• Party Planner- $850

• Venue (mother of the bride’s backyard)- FREE

• Caterer (Cheese/fruit grazing board)- $2k

• Bar (mimosa & bloody mary bar w/ bartender)- @ $15/person = $600

• Cake from speciality bakery (2 tier 6” base, 4” top tier)- $450

• Cupcake and macaroon display- $200

• Ice cream caddy & attendant- $200

• Photographer- $500

• Music/entertainment (Live guitarist & singer)- $625

• Rentals- $500

  • 4 large floor tables (low the the ground)- $120

  • Festive carpeting to go below table- $150

  • Cushions for everyone to sit on- $120

  • 1 large wicker peacock chair- $50

  • Delivery- $60

• Invitations (mailed invitations, w/ stamps & envelopes)- @$2/household = $70

• Decor- $1,650

  • 2 large balloon displays @$200/arrangement = $400

  • 2 small balloon arrangements to accent bar and dessert table = $200

  • Florist (4 centerpieces & 4 small accent arrangements for signs & special tables)- $800

  • Signage (custom neon welcome sign, bar sign, cards and gifts sign etc.)- $250

• Miscellaneous- $1,150

  • Photo booth (2 hrs)- $250

  • Party favors (ex. Spa goodie bags)- @$20/each = $800

  • Gift & activity table (sign, card box, etc.)- $100

TOTAL: $8,795

Example 2 (the “mid range backyard” example)- overall budget $1.2k

40 guests, 3 hour party

• Venue (MOH backyard/patio/living room)- FREE

• Veggie/fruit/easy apps- $200

• Bar (DIY mimosa bar & pre batched cocktails)- $350

  • 1 pre batched cocktail (ex. Vodka/Grapefruit)

  • 2 handles of mid-range vodka @$40/handle = $80

  • Grapefruit juice $30

  • 1 case mid-range champagne @ $15/btl $180

  • Orange juice/guava/other juice $40

  • Ice for cocktails = $20

• Cake (single tier cake from local grocer)- $35

• Cupcake display (homemade)- $15

• Rentals (tables, chairs)- $300

  • 4 tables & table cloths @$30/table = $120

  • 40 chairs @ $3/chair = $120

  • Delivery- $60

• Music/entertainment (make your own playlist and play through your own speaker)- FREE

• Invitations (Send out email with curated digital invite)- FREE

• Decor- $50

  • DIY Flowers (Trader Joe’s flowers) 5 bushels @ $5/bushel = $25

  • Dollar store vases 1 per table @$1/each = $4

  • Candles & dollar tree candle votives (2 per table)- $2/each = $8

• Miscellaneous- $250

  • Party favors (ex. Goodie bag)- @$5/each = $200

  • Gift table (sign, card box, etc.)- $50

TOTAL: $1,200

Example 3 (the “ballin’ on a budget” example)- overall budget $300

40 guests, 3 hour party

• Venue (MOH backyard/patio/living room)- FREE

• Veggie/fruit/pretzels/hummus/chips/dip- $50

• Bar (DIY mimosa bar & pre batched cocktails)- $170

  • 1 pre batched cocktail (ex. Vodka/Grapefruit)

  • 2 handles of inexpensive vodka @$20/handle = $40

  • Grapefruit juice $30

  • 1 case inexpensive champagne @ $5/btl $60

  • Orange juice $20

  • Ice for cocktails $20

• Tables/chairs (use MOH existing furniture) FREE

• Disposable plates & napkins- $5

• Cupcake & cookie display (homemade)- $25

• Music/entertainment (make your own playlist and play through your own speaker)- FREE

• Invitations (Send out email with curated digital invite)- FREE

• Decor- $50

  • DIY Flowers (Trader Joe’s flowers) 3 bushels @ $5/bushel = $15

  • Amazon decor purchases $20

  • Print signs from computer FREE

TOTAL: $300

As you can see, the cost of the third example can easily decrease by skipping the alcohol, only offering BYOB, cutting out all decor, and/or skipping dessert. Basically this is all to say, no budget is too small!

Note: These numbers may seem intimidating. Usually, all of your bridesmaids will split the cost of these items. If you have 6 bridesmaids, the price per person is much more manageable. Also keep in mind, 40 guests for a bridal shower is on the larger side of average. Invite less people to get the cost down! 

Questions to Ask A Wedding Planner Prior to Booking

Weddings vary so much from event to event. A wedding should be a expression of each couples uniqueness. When selecting a wedding planner is it important to find a professional who can take your vision to heart and provide guidance that will ultimately result in a day that reflects your vision, love, and personality!

In order to accurately gauge if a professional has the ability to accomplish this, there are several questions that can be asked prior to booking to properly vet the professional you are interested in. Below is a list of quality questions to inquire about before signing a contract with your wedding planner. Please note- a lot of these questions may be answered on the professional’s website. Asking too many questions may land you with an overwhelming amount of information! Be sure to ask the necessary questions so you are able to gather important information that will help guide your decision!

Questions to ask prior to booking a wedding planner-

The basics-

1. Are you available on my date?

2. I don’t have a date set, what if we ultimately pick a date that you are not available?

3. How much do your services cost?

4. What services do you offer, what are the differences between your packages, and what package will best fit my needs?

5. Are there any additional fees?

Experience & expectations-

1. How long have you been a wedding planner?

2. How long have you been a wedding planner in my area?

3. How many weddings do you take on in a single weekend?

4. Will you personally be at my event?

5. What would you say your wedding planning “style” is?

6. Can you tell me about a wedding that you planned that you are particularly proud of?

7. What is your experience with problem solving?

8. Can you give me an example of something that went wrong at a wedding and how you handled it?

9. If we run into any issues throughout the planning process, how will you advocate for us?

10. How much access will I have to you throughout the planning period?

11. After I book, what are the next steps to working together?

Package questions-

1. How much support do you offer with pre-wedding planning? Specifically-

   1. During the vendor selection process, will you provide options?

   2. How many options of each vendor will you provide?

   3. Am I able to express my desires/interests for certain vendors?

   4. Who will make the ultimate selection?

   5. Will you offer guidance if I am unsure what elements I should be considering about certain vendors?

   6. Will you review contracts provided by other vendors?

   7. Will you track my budget and spend?

   8. Will you provide design consultations?

   9. How many meetings will we have before the wedding?

   10. How often will we have meetings leading up to my wedding?

   11. Will you solely be responsible for assisting with my wedding planning or do you have other staff that I will also be working with?

   12. Will you create my invitations, send invitations, and track RSVPs?

   13. Will you create any signage for the wedding?

2. Will you attend venue walk throughs, vendor meetings, etc. throughout the wedding planning?

3. Will you create a day of timeline?

4. Will you provide the other vendors with this timeline?

5. If so, when will this timeline be created and sent to the other vendors?

6. Will you create a timeline to provide to the family and bridal party?

7. If so, when will this be created and distributed?

8. Do you include day of coordination in your wedding planning package?

9. How many assistants will be present on my wedding day?

10. Do you include decor set up and breakdown in your package?

11. Will you help manage vendors on the day of?

12. How much communication do you typically have with the other vendors leading up to the wedding date?

13. Will you coordinate their arrival, set up, and breakdown times on the wedding day?

14. Will you take care of payment for outstanding balances on the wedding day?

15. Do you have any decor included in my package or available for rent?

The logistics-

1. Do you have insurance to provide to a venue if necessary?

2. Do you require a vendor meal(s)?

3. If we have any issues with vendors following the wedding will you still be present to help advocate for us?

4. Do you have any references?

Things to consider when looking for a wedding planner-

1. Involvement in wedding planning- How involved do you want to be in the wedding planning process? Some couples would like to be very hands on in all elements of the planning process, while others would prefer to be next to surprise on the wedding day! To find the right planner for you, you first need to decide the level of involvement you are comfortable with.

2. Alternatives to full wedding planning- If you are determined to do all of the wedding planning, but will still need someone to take care of the logistics and “behind the scenes” aspects of your wedding day, a Day of Coordinator may be a better fit for you. If you will need a little support on the planning but have it mostly covered, you may need a partial planning package! If the wedding professional you love doesn’t have a package that is quite perfect for what you need, ask if they can customize a package for you!

3. Payment schedules- Wedding planning takes a lot of hours and hours cost money! The planner will probably require payment on a schedule throughout the planning period to be compensated for the time they are spending. Be sure to talk through this payment schedule and discuss how it will fit into your overall budget.

4. Be upfront with budget- A professional wedding planner will completely understand if you are not able to work their packages into your budget. They may not be able to offer alternative pricing, but being honest about budget upfront will give them the opportunity to explain how they can or cannot fit into your overall budget. 

5. If you haven’t selected a wedding date yet- Since most wedding planners will help with date and venue selection you likely will not have a date set at the time of booking. Discuss what will happen if you ultimately select a date that they are not personally available on.

6. You more or less get what you pay for- If someone quotes you $2k for the same package that someone else is quoting $10k, there is likely a large difference in experience. This doesn’t mean that the quality of work will necessarily be significantly different, but it is a very strong possibility. 

Things to do after booking your wedding planner-

Get to planning! Ask your first steps after booking. This will likely be reviewing the budget, making a game plan for the planning process, and going over what you are looking for in a venue.

Save the Dates, Invitations, and a bit on RSVPs

Sending out Save the Dates and Invitations are SUCH fun parts of wedding planning. For so many people this is the first step that makes everything feel real. Soak in these vital steps, and feel confident you are doing it right by reading the information below!

Before reading on, here are two super useful tips!

Pro-tip #1: A common mistake people make is ordering for guest count instead of household.

Mistake: ordering 250 invitations for 250 guests

Pro planning: ordering 1 invitation per household (i.e average household 3 people/house: 250 divided by 3 = ~83 Save the Dates and invitations)

Pro-tip #2: Order extra! You may want to invite additional people and you will probably want one for keepsake. While you still don’t need to order one for every single guest, rounding up is always good in case you make new friends, have people drop out that you want to replace, or just want a few extra for your own (or parents, family, close friends, etc.) keepsake! Another huge pro to this- the big name stationary sites base their discounts on round numbers, so ordering 100 vs. 84 will end up being less expensive.

Mistake- Ordering 84 save the dates/invitations for ~83 households.

Pro planning: Ordering 100 save the dates/invitations for ~83 house holds.

Save the Dates

Save the Dates are a great way to mentally prepare your guests for your upcoming wedding. You might not have all the details like time, location, attire, meal plan, etc. hammered out, but a Save the Date will let guests know the most basic information about the wedding to plan for. While these are helpful with communicating this information to guests, they do add some cost to your wedding and aren’t necessary for every situation.

When are Save the Dates REALLY needed?

Save the Dates can be useful for every wedding, but you don’t HAVE to have them for any wedding. If you are tight on money, time, or simply just don’t want them you can skip them altogether. Save the Dates are most useful when planning either a destination wedding or when planning a wedding where most of your guests will be traveling. In a situation where guests will need to be traveling it is useful to let everyone know ahead of time. Save the Dates allow guests the opportunity to save money/sent money aside for travel and gifts, communicate with work, and plan for childcare (if necessary).

When should I send my Save the Dates out?

Save the Dates can be sent whenever you have solidified a date and location. You can technically send them before a venue is booked if you are 100% positive of the city and date the wedding will be held, but it is best to send them once the venue is booked. Couples will often fall in love with a venue that isn’t available on their desired date, so they change the date to accommodate the venue. If the date you have chosen means a lot to you and you are positive you will be selecting a venue based on the date and not the other way around, go ahead and send the Save the Dates!

If you are having a lot of out of town guests or planning a destination wedding Save the Dates ideally will be sent a full year in advance. If your wedding is more intimate and still requires a majority of guests to travel, Save the Dates should be sent in the 6-8 month prior range, if possible. If you are planning a more intimate wedding in a shorter time span it may be more efficient to skip the Save the Dates, touch base personally with guests to give them a heads up, and send invitations a little sooner than you would typically.

What is the latest I should send a Save the Date?

This, again, will vary depending on the situation. The absolute latest in any situation that you should send a Save the Date is 2 months out from the wedding (and this still only works for a really intimate wedding with short planning period). For a larger wedding this deadline should be by the 4 month mark. For a larger travel heavy wedding this deadline should be 5 months out. If you can’t make this deadline, skip the Save the Dates altogether and just send an invitation. Even for an intimate wedding, 2 months would be cutting it pretty close. Keep in mind, you will need to confirm with the venue and caterers the final headcount about a month prior to the wedding so you need to have time for people to receive their Save the Date and invitation and then RSVP.

What information should my Save the Dates include?

Save the Dates are just a quick, formal heads up to guests that you will be hosting a wedding on a particular date in a certain city. At minimum the Save the Date should include your names, date, and city. A lot of couples will build a wedding website and include that on the Save the Date as well. Even if the wedding website isn’t 100% completed (and frankly at this point it probably won’t be) providing the link will give guests a resource to check in to for more information as it is made available. If you have your venue locked in you can also include this in the Save the Date.

What should my Save the Dates look like?

Like everything else with a wedding, this completely depends on what you want. A common trend is for people to use a photo from their engagement session as the background of their Save the Date. Another common trend is for people to make their Save the Dates magnets so people can keep them on their fridge or somewhere convenient to find the information.

Invitations

What information should I include in my invitations?

Invitations should be a quick snapshot of all the vital information guests need to know in order to show up to the right place at the right time on the right day. They should include the who, what, when, where, and why of the day (not necessarily in that order). Include both the bride(s) and/or groom(s) names. If someone other than yourselves are paying for a chunk, the majority, or all of the wedding it is common to word your invitation: “X and X invite you to the wedding of their [son/daughter/other- name] to [fiance name here].” The name and address of the venue is vital. They will also need to know what time to arrive. If you have a wedding website you can include the website and let people know that they can RSVP and find more info there. If you don’t have a wedding website, you’ll need to include an RSVP card and pre-stamped envelope for guests to send back. You’ll also need to include a meal card if necessary, attire expectation (even if super casual, let them know!! No one wants to show up in a ball gown when everyone else is in sun dresses!), whether kids are invited or not, hotel block information (even if you don’t have a room block, they will need to know!), transportation accommodations, and information on events surrounding the wedding (pre-wedding welcome event, after wedding brunch etc.). Again, if you have a wedding website, you can list all of this info on the website and have your invite include just the very basics.

Pro-tip: directing guests to a wedding website for more info is a great option if possible. You can update information as plans evolve, include an FAQ page so guests can refer to this instead of having everyone individually reach out to you with questions, and, last but certainly not least, you can have your registry on your website so when guests visit to RSVP they can conveniently purchase a gift.

What should my invitations look like?

Again, the aesthetics of the invitations completely depend on your taste. If possible, it is ideal to have your invitations aesthetic inline with your wedding. Chose colors, shapes, and fonts that are relatively similar to those that will be at your wedding. This will help with a few things. First, this will give guests an idea of what to expect. It can set the tone of formality and give them an idea into color scheme. If you don’t want people to dress in the same colors as your bridal party or vice versa, let them know! Either way, invitations are a great ay to start communicating what those colors will be. Second, photographers love to capture your invitation as a prop on the wedding day. Having this match the overall aesthetic will create for some more cohesive pictures. Again, this is just a suggestion. It is your wedding and there are no rules; do literally whatever you want.

When should I send my invitations?

This will vary depending on a few factors. Some things to consider: when do you need to confirm numbers with the caterer and venue? How many people will be traveling for your wedding? How many people are you inviting (the more people you invite, the more people you will need to track down to confirm RSVP status!!)? For reference, for an average wedding of 150 guests with 33% traveling domestically, you should send the invitations out 2.5 months prior to the wedding, with the RSVP date 1-1.5 months prior to the wedding depending on catering and venue requirements.

When should I have guests RSVP by?

For your own sake, it is best to set the RSVP date at least 1 month prior to your date. Guest count will alter your seat/table count, plate count, party favor count, etc. Never have I ever been a part of a wedding of any size where 100% of the guests RSVP on time on their own without a nudge. Giving yourself some extra time will help alleviate some of the planning that just can’t be done until the final headcount is in. While a month is the minimum, I highly recommend giving yourself at least 1.5 months so you have a full 2 weeks to track people down and get all RSVPs. If you are having a wedding with over 250 guests, give yourself a full 2 months. Even if you are having a wedding of 1,000 don’t give yourself more than 2 months, though. Expectedly, things happen in our guests lives and anything longer than 2 months will allow for too many unforeseeable variables in guests lives and you’ll have to do a lot of adjusting as people’s plans change.

Some great resources to purchase your Save the Dates and/or invitations

There are plenty of boutique vendors that can create incredible custom pieces for you. Everyone will have a different niche aesthetic. If you are looking for something on the less niche and more affordable end check out the following:

www.vistaprint.com

Why I love them- you can really create whatever look you are going for. There are some preset templates you can use if you are ~creatively challenged~ or you can fully customize your own cards if you’re into DIYing the design. Their prints are consistent and good quality. Another huge plus, they are CHEAP.

Pro-tip- Google discount codes before ordering! They are almost ALWAYS running a special. If you can’t find one, create an account BEFORE creating your cards. Save your design and then sit back and wait. Within a week they will email you a discount code.

www.minted.com

Why I love them- Their designs are lovely, their prints are consistent, and they give my clients a discount. Use my code: WEDPLLA for 35% off Save the Dates and 25% off all wedding things.

www.basicinvite.com

Why I love them- My very favorite thing about this site is they offer clear invitations for about $1 each. The next least expensive clear option I have found is $8/each. The price is unbeatable. They offer plenty of other designs or fully customizable blank slate options as well. The prints are consistent and good quality. They allow you to fully customize the invitations and Save the Dates.

Pro-tip- look for discount codes! They aren’t as common as Vistaprint discount codes, but their prices are already lower so it balances out. It is still worth looking for a code though!

Have additional questions? Feel free to reach out via email! theweddingplannerla@gmail.com

As always, happy planning!!

10 Ways to Stay Organized While Wedding Planning

Staying organized is key when it comes to wedding planning! While this may come more naturally for some than others, getting an early start to organization will help everyone equally. If you have found yourself already knee deep in wedding planning with no real organization plan, don’t fret! It is never too late to get on top of organization! Here are 10 great ways to get and stay organized throughout wedding planning!

1. Create a wedding email and check it often.

   Having an email specific to your wedding is helpful for two main reasons. First, this will help keep all of your wedding related emails organized and in one place. Second, once the wedding is over, this will save you from having promotional emails sent from vendors crowding your regular email’s inbox! Having a separate email will only work if you check it often, though!

2. Keep all of your wedding information in one spot.

   There are many ways to go about this. I have come across some amazing hard copy wedding planning journal style books, however, I highly recommend going digital. This allows you to easily edit or add information as your planning evolves. I personally love Google Docs for this. With this platform it is simple to keep your information organized, the documents are easy to send out if you need to share any of the information, you can save all of your contracts into your Google Doc wedding folder, and you can invite your fiancé, bridal party, parents, planner, or whoever else to edit relevant documents (think: to-do lists!!). No matter what platform you choose, it is immensely helpful to keep everything together in one space!

3. Make a planning timeline.

   Map out the days/months/years that you have to plan your wedding and then breakdown your vendor searches and planning process into smaller more manageable timeframes. Take into consideration what will be going on in your personal life during this time, and plan your planning around that! Mapping out your “plan of attack” for wedding planning will help you feel confident you are making progress, help you stay on top of your to-do list, and (hopefully) make the whole wedding planning process more fun!! Click here for more on creating a planning timeline.

4. Create a budget outline.

   I may be a little budget obsessed, but it is for good reason! Budget is important! Not-so-fun fact: I once had a friend blow their budget by $60k. That was 200% their initial budget. So how did that happen? The budget wasn’t being tracked and it wasn’t accurately assessed before vendors started being booked. Avoid this situation by creating a full budget breakdown BEFORE booking any vendors. Do some research to make sure your estimates are accurate and allocate money to the things you value most. This will guide every single aspect of your wedding planning, so it is important to get a head start on this early on! Make sure that you stay within budget (or consciously decide to extend the budget) by carefully tracking every expenditure. If you have multiple people funding the wedding, track who paid what, when and using which method. This will be important not only for tracking your budget, but also for tracking what outstanding balances you still have coming. Click here for more on creating a budget outline.

5. Create a Pinterest board(s).

   Wedding planning in the days of Pinterest has been a joy. There is a world of inspiration out there just waiting for you to tap into it. While scrolling through the millions of inspiration pictures your vision may change and that is okay! As your vision shifts, take away pins that are no longer inspiring to you. If you like something about a picture, make a note of what it is specifically that makes you want to incorporate this into your wedding. Pinterest boards are great to share with your wedding planner, florist, decorator, hair and makeup team, and baker, so keep is up to date and organized! Pro-tip: bare budget in mind when looking through Pinterest. Pinterest doesn’t filter for price, and it can be painful to fall in love with a dress or floral arrangement. That being said, just because something looks super expensive doesn’t necessarily mean it has to be. If you really love something, look into it! Maybe it is more attainable than you initially thought! Visit The Wedding Planner LA Pinterest page for inspiration!

6. Keep a running list of booked vendors.

   Have your basic vendor info all on one page so you can find the necessary info at a glance instead of shuffling through contracts. You can format this however works best for you, but it is super useful to include the following information for each vendor all compiled in one document:

   1. Service being provided

   2. Company name

   3. Contact person name

   4. Contact person email & phone number

   5. Number of hours booked (start and end time as soon as known!)

   6. Remaining balance, payment due date(s), and preferred payment method

   7. If they require a vendor meal & dietary restrictions if applicable (usually this will be your planner/coordination team, photographer, videographer, DJ/Musician, and anyone else onsite for longer than 5 hours).

   8. Instagram handle

7. Make lists.

   Lists are your friend. List out everything. Your big to-do list, smaller to-do list, wedding vendor research information, style inspiration, etc. Lists are great because you can track your progress and remember all of the little details that you have been or intend to work on.

8. Build a wedding website.

   This will save you SO. MUCH. WORK. A wedding website will do a lot of organizing for you. Have your registry on the website to easily track gifts. You can even track who you have already sent thank you cards to! Have guests RSVP on the website to easily track those. Provide useful information and updates about the wedding so you don’t have 50 guests calling to ask the same question. A wedding website is an incredibly useful tool

9. Send thank you cards as you receive gifts.

   Speaking of your registry and thank you cards, stay organized and save yourself a lot of time by writing thank you cards as you receive gifts. It is easier to track this if you have a wedding website, but even if you are going a less techy route, be sure to list the gifts you have received, immediately send a thank you, and track the thank you’s once you have sent them. Pro-tip: Trying to write 100 thank you’s at once is daunting and tiresome. Sending thank you’s as gifts come in will allow you the time to write a thoughtful response.

10. Create a seating chart.

    First, let me say, creating a draft of this is helpful if you find yourself randomly with a few extra hours in a day, but you cannot finalize your seating chart until you get your RSVPs back. Second, this topic deserves its own blog. Check back for that one soon! In the meantime, here are two very vague reasons why a seating chart is useful:

    1. Food service. If you are doing plated dinner, you need people committed to a seat so that they can have the meal they were intended. If you are doing food buffet style you need everyone evenly distributed so when table 1 is called there is a predictable amount of people coming over for the catering staff. If you are doing family style, you need to know exactly how many people will be at each table in order to distribute food properly.

    2. Think back to your days of eating lunch at your high school cafeteria. It’s the first day of school and everyone is figuring out who to sit with. There are large groups of people who all love each other and want to sit together so 20 of them crowd around one lunch bench. There are five kids who are kind of friends with some of those people and they want to hang out with them, but they don’t see room for themselves. They scatter and feel a little hurt they weren’t specifically invited to the big table. There is the kid who doesn’t really know anyone so they sit off by themselves in a corner and don’t socialize with anyone. There is also everyone in between. Get ahead of the drama by assigning seats. It will make everyones life easier in the long run

Select Your Vendors Like a Pro

Selecting vendors can be a daunting task. There are SO many options out there so how can you be sure you are making a good choice? It is challenging selecting vendors that fit in your budget or are worth stretching the budget for! There are a few specific steps I take when sifting through and vetting vendors before sending them to my clients. Follow these steps and you’ll be picking vendors like a pro!

***Before you get going on vendor research, I highly recommend making a full budget!! Making a full, realistic budget will help guide your vendor selection. See my full budget guide here***

Decide on a general vision for each specific vendor-

Before diving into the deep end of vendor research, have an idea of what you are after. A few things to shape this vision: budget, what you hope to get out of your contract with this vendor (i.e. how many hours, how many assistants, etc.), what “style” do you want (i.e. what kind of venue do you want, what style of photography do you like, what kind of food do you want, etc.).

1. Venue- indoor, outdoor, mix of both, beach, woods, mountains, all inclusive, DIY, somewhere in between, how late do you want to be there into the evening, will they be hosting other events in the space that day, will they take care of trash removal, do they provide restrooms, power, or any other basic amenities, do they provide tables, chairs, an arbor, a bar space,etc.? For reference, a wedding with 100 guests at a venue that provides only power and restrooms will cost about $7k in rentals, if you go with the most basic rental options. This should absolutely be factored in to your overall cost when selecting a venue.

2. Wedding Planner- do you want to be involved in wedding planning or do you want to think about it as little as possible? You will spend a lot of time with your wedding planner and your wedding planner needs to be able to see YOUR vision in order to create your special day. Make sure that this is someone you are ready and excited to spend time with!

3. Photographer- do you want light and airy, dark and moody, true to color, posed photos, raw emotions, or a mix, how many hours will you need them, do you need 2 photographers or will one suffice (2 are recommended for larger guest counts and spread out venues), do you want an engagement shoot, how many photos are you hoping to get back? Ask to see a full wedding album instead of just the highlights!

4. Videographer- what do you want included in the video? Montage of key events throughout the day, full vows, speeches, and special dances, or a combo of the above? Be sure to look through several examples so you have a clear idea of what your edit will include.

5. Caterer- what kind of food do you want, how will it be served, will they provide apps as well, do they offer plates, cups, and flatware rentals, how experienced are they with larger events, do they provide bussers?

6. DJ/Musician- will they make announcements for you throughout the event, how many sound systems will they bring (you will need 2-3 for most venues if you are doing ceremony, cocktail hour, and reception in different spaces), will they allow you to provide song requests, do they have experience playing to a crowd, can they provide a microphone for the ceremony and reception, how active are they on the mic? HINT: A sound system is the full set up which will include a set of speakers (1-2 speakers for ceremony cocktail hour, 2+ speakers for dinner/dancing), microphone (confirm this with your DJ! Some charge extra), amp, mixer, music device (usually a laptop), and dance floor lighting (where appropriate).

7. Bar- do you need a full service bar, or would you like to build your own bar and hire just the bartenders? Will your venue allow you to DIY the bar? If you are DIYing the bar, will you ned to rent the physical bar? Are you bartenders licensed?

8. Florist- do you want more “traditional” bouquets and centerpieces or would you like something else? Are you looking for other decor rental? A lot of florists also offer vases, candles, and other decor to add to your order. Be sure to look through their portfolios! If you have a go-to florist you typically use, but are looking for a different style, show them some examples of what you would like and see if it is something they have experience with or feel comfortable doing. A lot of florists will do special designs that are outside of their norm but not show examples of this work on their Instagram or website because it isn’t “on brand.”

9. Dessert- what kind of dessert do you want, how do you want your cake to look, how many tiers do you wants the cake to have, will they deliver or do your desserts need to be picked up?

10. Hair and makeup- up-do, hair down, braiding, something in between, heavy contour makeup, natural look, something in between? Be sure to look through portfolios and ask for a trial run day! Trial runs are very important! Not just to make sure you like the styles they come up with but also to see how long your hair and makeup are holding up throughout the day.

11. Rentals- does the company offer unique pieces that will work with your venue, are the rates competitive with other comparable companies in your area, what will they charge for delivery, do they offer same day delivery and pick up, can they extend delivery and pick up is necessary?

Do your own research-

Recommendations from friends or professionals are a great place to start, but doing your own research to make sure they are a good fit for you is vital. Just because a friend or professional has had a good experience with someone, doesn’t mean they are going to be a great fit for you! Friends of friends may offer discounts, but if these people are not professionals then you may be wasting $400 instead of feeling good about spending $800. Ask to see pictures or videos of these “friendors” in action! If they do this professionally on the side, ask for a website or review site link! I’ve seen plenty of vendors that recommend other vendors that they haven’t worked with for a long time. Business quality can change overtime so it is important to confirm the recommended company is still worth your while!

Diversify your Research sources-

Conduct research from a few different angles. A quick google search might not yield the kind of options that you are looking for. WeddingWire, The Knot, Thumbtack, Facebook wedding groups, and sites like these will give you more diverse vendor options! Depending on the type of vendor you are looking for search on Instagram, too!

Always cross reference reviews-

Reviews can vary from platform to platform so it is important to cross reference and be sure that you are getting the most recent takes on the company. Some insight into review companies: anyone can leave a company reviews on Google so companies may ask their friends to leave reviews to raise their overall rating. WeddingWire is similar, but it is more challenging to leave a review on, so friends are less likely to pad the reviews for vendors. Yelp has an algorithm that is meant to weed out “fake” reviews, but a lot of real reviews are taken down in the process (there are also a lot of theories on their marketing approach that can also affect the reviews that show). Be sure to scroll down on the Yelp pages to the “unrecommended” section to read reviews that aren’t weighted in overall.

Read reviews with a different perspective-

Even if you like the quote a company sends and they have five stars across review platforms, be sure to read the reviews and look for consistencies. For example, if I’m looking for DJ/MCs and I see a lot of five star reviews saying how the MC "is really active on the mic,” I’m not going to send that company to a couple who really just wants music and a few key announcements.

Schedule phone or in-person meetings before booking-

It is important to feel comfortable on your wedding day and your vendors a huge part of your comfort! You will spend so much time with certain vendors on your actual wedding day, and even the ones that you won’t, they will still interact with guests! If you have a vendor that runs a little high strung, they may create unnecessary anxiety on your special day. A great way to accommodate this is to make sure your personalities mesh beforehand!

Read through your contracts very, very closely-

This is a legally binding document that should protect you as well as the vendor. Make sure that there is fine print written in about what will happen in the event of cancelation (on either the couple AND vendors part). Numbers and dates should be firm (I.e. by what date will you get sneak peek pics back, when can you expect the full album back, how many photos can you expect back, etc. These examples are specific to photos, but all contracts should be quantitative and clear. This does not apply when booking a wedding planner if you don’t already have a venue secured). A contract that doesn’t protect you is definitely a red flag!! If you find any of these issues and bring them up to a vendor and they are unwilling to adjust the contract to protect you, that is a major red flag and a good sign that you should continue your search!

Other notable tips:

1. A vendor’s experience doesn’t necessarily chalk up to quality of service! Just because someone hasn’t been working weddings specifically for a long time doesn’t mean they should be immediately counted out. If you like their style, food, etc., they are well informed on the effort that weddings take, and they are ready to do what it takes to do an awesome job on your wedding they are still worth considering. If you unsure about them, ask your wedding planner or coordinator! They may be able to offer valuable insight to make sure you are making the best decisions for your wedding!

2. Break up your search into several days. It is easy to get burnt out on sifting through vendors. Packages start to run together, things that would normally stick out become easy to overlook, and the whole experience may become less enjoyable.

3. Be thorough! Don’t settle! You can find the perfect vendor out there for you!

Be sure to check out my preferred vendors list to kick start your search!

Useful links:

Budget planning tips: https://www.theweddingplannerla.com/blog/wedding-budgeting-the-first-step-to-planning

My preferred vendors: https://www.theweddingplannerla.com/resources

Day of Packing List

Once you have all read through the decor packing and checklist, it is time to get yourself packed and ready!! Packing for your wedding is one of those tasks that is so important, but can’t really be done until a day or two before hand. Doing anything this last minute for a wedding can feel chaotic. Rest easy knowing you’ve thought of everything by following this packing list for the day and night of your wedding! Pro-tip: The girl scout motto rings truer than ever when it comes to weddings- ALWAYS BE PREPARED! As the lightest packer I know, trust me when I say when it comes to wedding day you’d much rather have something and not need it than need it and not have it!

What to pack if you’re getting ready at a hotel or venue:

• WEDDING DRESS!!! (with a hanger- a cute hanger is a great idea if possible! Photographers love to capture photos of your dress hanging before it goes on!)

• Marriage certificate!!!

• A backup outfit to wear later in the night (even if you aren’t planning a wardrobe change, bring something just in case!)

• Something to wear while getting your hair and make-up done- a robe or button-up that doesn’t need to be pulled over your head to take off is best! Remember, you will be taking A LOT of pictures while getting ready, so pick something cute!

• Snacks- or even a full breakfast or lunch depending how long you have set aside for getting ready, bottled water, and champagne or other alcohol (if the venue won't be supplying food and drinks- this is a great task to delegate to a bridesmaid or family member)

• Undergarments

• Back up undergarments

• Shoes

• Back up flats

• Your own makeup bag (always, always good to have just in case)

• Your own hair styling products and tools (again, best to be prepared for anything!)

• Tylenol or Excedrin

• Jewelry and accessories (don’t forget your garter if you are planning on a garter toss!!)

• Your “something old, borrowed, new and blue,” if you are choosing to partake in this tradition

• Emergency items: safety pins, tissues, first aid kit, sewing kit, even more feminine products, band-aids, breath mints, deodorant, double-stick tape, extra buttons, floss, super glue, scissors, etc. (This is a great task to delegate to a bridesmaid or family member!!)

• Tooth brush and tooth paste

• Hair brush/comb (a comb with wide and spread out bristles is better if you will have curls)

• Hair ties and bobby pins

• If you wear contacts: contact case, contact solution, back up pair of contacts, and glasses

• Anything you'd like to have photographed (save the dates and invitations make for great pictures! Sentimental items like a grandmothers necklace, are also great to have)

• Your own lipstick

• Chapstick

• Sunglasses

• Headphones (in case you need some quiet time)

• Phone charger

• Any cash payments ready in envelopes for final payments and/or tips for vendors

• Day of timeline with all vendor contact information

• Pen and paper

• NOTECARDS (for vows- notecards are the easiest way to write your vows. They are portable, don’t shake if you tremble, and are easy to write big enough on to clearly see)

• The rings!

• A ring box, if you are using one

• Bridal party gifts (make sure you have any jewelry or robes you intend for the bridesmaids to wear!)

• Clothes steamer for wrinkles

• Extra copy of the bride’s vows (put an extra copy in someone’s purse, email it to a bridesmaid, give a copy to your coordinator, just be sure to have another copy some where accessible just in case!!)

• Lint brush

• Nail polish in the same color you’re wearing

• Nail polish remover

• Rubbing alcohol

• Makeup remover (oil based is best when dealing with professional makeup)

• If you have long nails (especially hard gel or acrylic) bring coordinating press on nails in case one breaks or lifts off.

• Stain-remover wipes

• Water and a drinking straw (straws will save your lipstick- reusable straws save your lipstick AND the turtles)

• White chalk for covering up dress stains

• White gaffer’s tape to patch tears in your dress

• A speaker to play music on while you’re getting ready and a charger is necessary (need a great getting ready playlist? Check this one out on Spotify: https://open.spotify.com/playlist/6k5182a9AwPBGwUGmNbv7B?si=WY3_J-z1QOC3MYj4MCAO3A )

Wedding Over Night Bag:

• Toothbrush and toothpaste

• If you wear contacts: contact case, contact solution, back up pair of contacts, glasses (if this bag won’t be with you while you’re getting ready, be sure to pack all of this in your day of bag!)

• Hairbrush

• Make-up remover for some serious makeup - oil based ones are great for removing layers of makeup

• Wedding night lingerie if you were planning on wearing any (Being too tired to ever put it on is 100% possible, but better to be prepared!)

• Deodorant

• Second day outfit

• Second day underwear

• Second day shoes and accessories

• Flat shoes

• Comfy socks (no cold feet here!!)

• Pajamas

• A quality conditioner (especially necessary if you have a braid or will be in a windy area!)

• Moisturizer

• Feminine products

• Nail file

• Small scissors

• Your makeup bag

• Your perfume

• A mini speaker (and charger if necessary)

• Tylenol and/or Excedrin (depending on how prone you are to headaches)

• Any medication you take regularly

• Phone charger

• House keys

• Champagne! (Depending on where you are staying, you may want to consider calling ahead to the front desk to place something special out for you instead of taking up room in your luggage with this)

Useful links:

Decor packing/checklist: https://www.theweddingplannerla.com/blog/day-of-decorphoto-op-props-checklist

Wedding details checklist: https://www.theweddingplannerla.com/blog/managing-the-details-of-a-wedding

Spotify playlist for getting ready: https://open.spotify.com/playlist/6k5182a9AwPBGwUGmNbv7B?si=WY3_J-z1QOC3MYj4MCAO3A