Thursday, October 22, 2015

Let's Talk Bridal Shows

Since I've been here, I've had the opportunity to work at quite a few bridal shows. I just participated in my final one of this internship two weeks ago at Burke Manor Inn and I feel like I have a lot to say about them at this point. 

First, a little PSA to vendors: make your booth unique! The typical bridal/trade show set ups come very generic:

There may be pipe and drape to cut you off from other vendors or it could just be one big open room. When we went to the PWG Show at WinMock there were separate rooms that housed vendors inside. They're never the same but the materials you're given by the venue seem to be pretty consistent: a table, a linen, a space. 

Working these shows with Jenn I've realized that whatever you can do to set your space apart from others is a good thing. We rarely (if ever) use the table we're given by the venue and our set ups typically build vertically and, therefore, catch the eye of those walking around attending the show.

These are just two of the set ups that I've been a part of and as you can see, there are a lot of elements that are the same but neither is exactly alike. We like to do something a little different every time. With the one on the left we wanted something serene and welcoming and added comfortable seats because we knew people would be tired after walking and talking so much -- we wanted to give them the opportunity to relax if they wanted to. The one on the right was for a somewhat smaller event and we wanted to go simple with what you see there and really focus on connecting with people verbally rather than letting them look at our materials and decide whether or not they wanted to talk to us. 

Don't forget to network! I think my favorite thing about working bridal shows is the opportunity to meet and talk with other vendors. I am still in the position of wanting to learn constantly about all aspects of weddings. I think it's valuable no matter what part you play as a vendor to be somewhat knowledgable about the other parts as well. Plus, if you nurture your relationships with other vendors you'll be much more likely to help each other out when you need it down the line (and I think we all know a day will come when you really need that help). 

As far as future brides and grooms (or families of brides and grooms), when you attend bridal shows make sure you know what you're getting into! There are typically a lot of vendors who will have something for you to fill out with your information. After ten information forms you're likely not going to want to write your name, address, phone number, email address, etc. for the next ten or more vendors! Make label stickers with that information so you don't miss out on a vendor you really need because you didn't feel like writing anymore!

Don't be afraid to say no when you don't need something! I know it probably seems rude, but if you already have a photographer locked in for your big day you don't need to fill out that form for the photographer at the bridal show. After you fill that sheet out, the vendor will likely be contacting you because they think you need their services and they want to be there for you when you need them. It's better not to waste their time or yours by giving your information just to not seem rude in the moment. 

Enjoy the freebies! Most bridal shows will have a caterer or baker involved and they want to show off their skills to you! Even if you already have a caterer for your day, try the food and take a business card if you like it! You can always suggest them to a friend later.

Bridal shows can be overwhelming at times whether you're a vendor presenting at one or someone attending one. There is a lot that goes into both sides. If you go into it prepared for what you'll be doing you can really make the most of them.

Wednesday, October 14, 2015

Pinecones and Pearls

We were so lucky Saturday to be a part of two great weddings! I had the pleasure of being involved in Heather & David's wedding at Starlight Meadow and boy, was it truly a pleasure being there!




The decorations the couple brought on their own were absolutely gorgeous and full of charm. The additions the professionals made were the perfect finishing touches to elevate the event to something truly elegant. 



Flowers by Gary provided and arranged the flowers for the event and trust me, if you need flowers for anything and you're unsure where to find them, I highly recommend Gary and Michael. Jennifer has mentioned them countless times during the time I've been here and I finally got a chance to work with them and I was definitely not disappointed! I kept trying to snap pictures of the centerpieces and decor and I swear, every time I walked through the main barn I thought to myself "they must be finished now, they're so beautiful!" and without fail, there was more and more added until the gorgeous finished product was photographed.


Michael with Dream Builder Productions really made magic happen when we realized we would have to move the outdoor ceremony under a shelter due to the rain. Starlight Meadow has a pole barn where we had planned to have the gift cart, guestbook, and memory tables set up with drinks to enjoy before the ceremony but when we realized the weather simply wasn't going to cooperate us we had to transform that into a ceremony area quickly and Michael draped fabric along the roof above the aisle and on either side of the backdrop for the ceremony and it was truly beautiful. No one would have known the ceremony was meant to take place anywhere else.

The food was provided by Above & Beyond Catering. Not only was the food delicious but the staff was incredible! You wouldn't believe the difference it makes to have a catering staff working through your event. Their staff was so on top of things! I never saw an empty cup left on a table or the bottom of a single chaffing dish. The guests never once needed to worry about trash or running out of food because this staff was anticipating every possible glitch and they never let one come close to happening. 

Naked cakes are becoming pretty popular and they match perfectly with barn weddings so these two made the great decision to have one at their wedding. It fit the look of the wedding perfectly and the cake was delicious! I thought it would taste dry or not quite as good as others simply because of the lack of icing (because that's my favorite part of cake) but Sweet Stuff by Meredith made a delicious cake that will probably go down as one of the best tasting wedding cakes I've ever had. Plus, you get a toppings bar with naked cakes and that's a fun and interactive way to customize it to exactly what you want! 

John of Friendly Neighborhood DJ got the party started, kept it going, and artfully ended it on a great note when it was time for the grand exit. Eloquent, charming, funny, and just an all-around good time, John is one of the best DJs I've had the chance to see in action.

Courtney with Csaul Photography took way better pictures than I did (sorry y'all are stuck with my iPhone photos here) and she and Nikki were an absolutely pleasure to work with. I saw them catching some of the most beautiful moments on camera and Courtney went above and beyond to get some really creative pictures that I cannot wait to see!

Heather and David were such a beautiful and amazing couple to work with. Talk about kind, gracious, and enjoyable. The two of them were an absolute delight and their wedding was stunning. I am so happy I got to be a part of that special day.


Sunday, October 4, 2015

Perfect Wedding Guide Bridal Show

On September 27th we were lucky enough to be a part of the Perfect Wedding Guide Triad Bridal show at WinMock! If you've never seen the facility I highly recommend you check it out. It's absolutely beautiful inside. There's plenty of space for guests and wedding of any size and they have a beautiful Bridal Suite and Groom's Room as well. 









The loft at the top of the barn is often used for ceremonies but for the bridal show that weekend it was used to showcase different vendors. There were some really creative booths set up but my absolute favorite was Megan Travis Photography! She set up the most cozy and adorable space I've ever seen at a bridal show and it really made her stand out!










 Our room housed four vendors total because we wanted to give couples and families a full package of things they'd need on their special day. Our section included all of our package information as well as a special Sandals section that was specifically for those who had everything they needed but their honeymoon! We love showcasing our planning materials and educating couples about the things they may not realize they need to prepare for when it comes to their wedding! Our focus is always on the guest experience. Your family should be enjoying your wedding -- not working it!


 Steel Impressions provided the music and all the uplighting for the show! The subtle lighting had a powerful effect o the mood of our booth. The people coming in were welcomed into a relaxing environment where they felt comfortable exploring what we had and talking to all the vendors inside. Ray also provided the custom monogram  pictured below and is able to customize a new one for any of his clients -- INCLUDED in his pricing!!


























Jac and Liz with All Faiths Wedding Officiants of the Triad were able to talk with couples about the way they can customize their wedding ceremony to really show who they are as a couple instead of the traditional ceremony that is so frequently used still today. From Harry Potter and Doctor Who themed weddings to something more traditional, your ceremony will be warm and personalized in exactly the way you like it.



Jus' Go Play is an event childcare business which is something most people don't seem to think about until it's too late! For those guests who can't find a sitter for the night or your own kids who you just don't want running around under the tables or sticking their fingers in your beautiful wedding cake, this is the perfect solution! Kathy will make sure the kids from your event are having a blast and not knocking over your carefully crafted centerpieces. Plus, hiring childcare helps you save money! Just think: you don't have to pay for full meals for the kids. Kids are just as happy to eat mac & cheese and chicken nuggets for a fraction of the price!


Saturday, October 3, 2015

What's the difference in a planner, coordinator, site manager and a director?




You’ll miss me when I’m gone…





Thanks to Pintrest, Social Media, Bridal Magazines and tons of bridal TV many couples today think they do not need a planner.  However, even the best planner needs a coordinator.  As a bride, it is impossible to hold a bouquet, the groom and the clipboard of schedules, details, directions and be at the venue(s) during set up if they are scheduled for hair and make-up all at the same time.  At least hire a day of coordinator to come in and tie up all of your loose ends and allow you, your family and friends to be guests at your wedding.  If they are “working” your event, they will never be fully present in the moment.  So now that we’ve got your attention let’s talk about the difference between planner verses coordinator.  

There are several different levels of event directors, coordinators and planners but all are worth their weight in gold once the event is underway and even more when it’s wrapping up.  A full wedding planner can be one of the best investments in your wedding especially if your family has never planned a large scaled event in this decade.  I personally highly recommend hiring a planner first because they can really set the guidelines and tone of your wedding.  The first items of business we check off our list are budgets, visions and guest lists with our clients.  It may not be the most fun portion of the planning process but it allows for less stress and headaches later.  Knowing how many guests you can afford to host will allow you to have your dream day and still enjoy the day after the wedding.   Then we start looking at venues because several venues have strict rules and preferred vendors.  Being a full scale planner, I can help guide my couples to the right venue for the right price.  Having a planner will save you lots of time and money.  Normally since we have gone over the budget first, we have already included our fees to be absorbed and still can recommend local professional vendors to meet the needs of your vision.  Planners are also helpful when it comes to negotiating contracts, pricing and items included in services for events.  Several professionals may even work in teams to offer package deals because they know if a certain planner is working their event they can focus on their trade skill and will offer special rates to ensure working more events together to create a smooth experience for all involved. 

Whether your budget does not allow for a full service planner, you love the planning aspect of your wedding or you are a full blown control freak that wants to oversee the negotiating of contracts and take the reins of all planning aspects there are options for you to plan and still enjoy your day.   I am still a firm believer that Month of Coordinators are miracle workers and magicians and not all wedding planners nor coordinators can handle being “month of” only.  Although there is no such thing as true day of coordinator because you and your coordinator should meet a few times prior to your big day to set up expectations.  Technically day of coordinators are truly month of coordinators.  Month of coordinators will usually meet at the signing of the contract to confirm dates, go over the budget, timelines and offer some vendor referrals.  They typically do not attend every venue tour prior to booking the perfect spot or sit in every vendor meeting.  Month of coordinators typically require a walkthrough of the venue will usually give information for you to fill out while planning and then will work with you more in-depth closer to the month of coordinating your event.  It is always wise to try and hirer those earlier in the planning process to go over your vision and ideas.  They may be able to offer a list of their preferred professional vendors to have assistance in the portions of the planning you are taking on yourself.  Beware of all details of your contract to avoid going over hours or limitations set by the guidelines of the package you have agreed upon.  If you feel you need more assistance in planning or would like more one on one time with your coordinator just speak with them about adding hours to your package or upgrading to a full planning service.  Communication will be a key factor of this package with all of your professional vendors and your coordinator.  Make sure take lots of notes during each session meeting with vendors, ask for dual copies of all contracts, rules and regulations and request for detailed layouts from your venue(s) to share your vision across the board with all of your vendors and coordinator.  Ask your month of coordinator if phone calls, emails, texting or social messaging are limited or restricted per your package.  The month of coordinator will assist you in creating schedules and depending the package you negotiate may contact your vendors to ensure they do not have any questions about the event.  No matter what, having them in your final days of planning can be the difference in a calm wedding day and a bridezilla showing up creating a tornado of stress and chaos. 

You may be familiar with ceremony directors or using the person affiliated with your hometown church, and that’s great!  At least you have someone their directing everyone with the most stressful portion of the day but ask yourself a few questions:

  • Is my ceremony and reception being held at the same venue?
  • Who will be setting up my guest tables, all of my personal items (cake serving set, toasting flutes, memory table, etc.)?
  • Who will be packing all of the gifts, centerpieces, and personal items after the event (or who will be directing this)?
  • Will she/he know how to handle all of my vendors as they are loading in and out?
  • Will they be remaining for the entire event?
  • Will they assist with all of the behind the scenes to prepared vendors of upcoming traditional activities (toasts, cake cutting etc.)?
  • Will they know what to do if a vendor arrives late?
  • Will they know what to do in situations of something breaking, arriving damaged or delivered incorrectly?
  • Do they understand they are technically a vendor and shouldn’t be drinking the entire event (liability)?
  • Who will take care of any guests that may get out of hand (alcohol, family issues, etc.)?

While I love my church directors, and even encourage for them to still be present the day of the event to assist us.  It is great to have a coordinator that is going to remain onsite the duration of the event from the first vendor arriving to the last one leaving so that there is one set of eyes and ears for the entire event.  Having one true leader will encourage a smoother day.  Also keep in mind there are more aspects to the reception than the ceremony.  The ceremony director is a key factor as well but you should have an event manager at the reception to ensure your day stays on schedule and knows how to read a crowd to move certain activities up or push them back during a crowded dance floor.  Having enough staff to handle your size event will also ensure in a smooth day.  It’s great to “cash in” on all the family deals but allow them to be present during the ceremony and reception.  Hire a full event staff to set up all of your DIY projects, help with traffic, bus tables, take care of trash, load up gifts, and ensure the venue is clean properly to receive your full deposit.  If your catering company only offers “drop and go” to save money, bring in an event team to take care of the tables, replenish beverages, bartend and take care of trash.  We promise your guests’ experience will be tripled if they don’t have to pick up their own trash or plates at the end of the night.  Allow your guests (all of them) to be guests!

Some venues offer a site manager for your day please keep in mind that their sole responsibility is to make sure the site is clean, in working order and set up per your agreement. Site managers are not responsible in unloading or loading your vehicles (it’s actually a liability if they break any of your items), line your wedding party up prior to the ceremony, or help your vendors know when certain items are about to happen.  They won’t tell you how to cut your cake, where to look for the best photos or tips in having a memorable event that’s why you should hire a professional planner or coordinator.  However, it is wise to offer the venue site manager a copy of the schedule so they can determine times that guests will be arriving and leaving, do restrooms checks and change any lighting needs that come with the venue.  They should also be aware of any guests with special needs, surprises and exit plans to prepare their staff accordingly. 

Still questioning why you should hire a professional wedding planner or coordinator?  Your friends, family and significate other truly love you but they will become tired of only talking everything wedding with you.  Having a planner and/or coordinator to bounce ideas and questions off of will allow your circle of people to truly enjoy the planning process with you.  While coordinators will remove most stress from your day a planner will handle all the stress up until the day as well as the BIG EVENT!  Professional event planners understand things happen and while nothing will go 100% correct the day of the wedding, they know how to roll with the punches, are quick to think on their feet and have years of knowledge and first-hand experience at what works and doesn’t work to make your event memorable and smooth.  So when I say having someone their every step of the way is worth their weight in gold, I MEAN IT!  Just ask friends and families that recently got married how fast the day goes by and how tired they were whether they had a planner or not….I promise those without a coordinator truly wished they had invested in someone to set everything up, take care of all the behind the scenes, and pack everything up at the end of day or at the least had someone to bounce ideas off of during the process or be honest about some of the great ideas that actually don’t work out as smoothly as anticipated.  So when I say you will miss your professional planner and coordinator… just hire a great one.