ADVICE?? Take a breath. The job may be large, but it doesn't have to be tough. The key is to think as an outsider/professional. Here are some tricks designed to make your planning easier and to ensure that your day is one no one will forget! Especially YOU!
DECOR:
1. Do A Walk-through
Taking time to just walk around your venue and notice all of the features to highlight can really help with your design. You can choose the spaces you'd like to spruce up a bit or downplay. You can also find out from the venue what rentals they provide, its also nice to be able to see these in person.
2. Glow
Lighting can make or break your event. Your first option is to hire the professionals to do uplighting, pin spotting the tables or casting patterns on the dance floor which are always magical. However, if you don't have it in your budget to do so, you can easily bring in light through candles, covering the walkways with luminaries, or incorporating candelabras. Either way, the lighting is a very important part of the day.
3. Choose a Theme
Whether its a full fledged theme, a simple monogram to incorporate several places, a color palette, or a favorite city, a repeated element helps to personalize and unify your event.
4. Don't Forget the Small Details
With only a few minor touches of details, such as a monogrammed cocktail napkin or an interesting charger, can go a long way toward making things extra-special.
PLANNING & LOGISTICS:
5. Flexibility
Look for ways that allow you to change things easily at the last minute, there's always something that needs to be changed. The seating cards keep names and table numbers separate, so you can shift guests' assignments without having to rewrite the cards.
6. Invite Carefully
Be prepared. Up to 80 to 90 percent of guests invited may attend and remember that the guest list drives the budget. (The smaller the list, the more yeses you should expect percentage-wise, because you will likely be asking only those closest to you)
7. Get It In Writing
You should always have signed contracts with all of your vendors. Make sure to always read the fine print and resolve any questions before signing.
8. Diagrams & Mapping
Be sure that you have ample room for all of your guest tables, also check that the dance floor is big enough for your guest count
BUDGET:
9. Have A Budget
You should absolutely have a budget. Although it is difficult coming up with a final number, it is much easier to plan when you have one. It will also help to have a budget for each category of the wedding.
10. Reuse
There is no reason why you can't reuse your ceremony flowers for the reception. Be sure to make sure that your ceremony flowers complement the party flowers. In addition, there is always a possibility that the ceremony flowers can be altered and changed for the reception.
11. All-Inclusive
A site with fees that include necessities such as linens and furniture may at first appear more expensive than an a la carte venue, but once you factor in rental fees, you may ultimately keep costs down.
12. All In One Place
Having your wedding ceremony and reception in one place can help reduce costs. You will spend less on site fees and transportation costs for you and your wedding attendants.
HOSPITALITY:
13. Putting Smiles on the Little People
Your young guests will love a little extra attention and goodies. You can put individual totes/bags of goodies at each place setting for them or special dessert treats just for them. Make sure to have some paper or coloring books for some fun activities...they could even create a card for the bride and groom.
14. Receiving Lines
If you will be hosting more than 50 guests, the traditional receiving line can take an hour or more. For groups of this size, its more gracious of the couple to thank guests by visiting with them at the reception. We always suggest the couple attending the cocktail hour to mingle and greet their guests. Don't worry...you can still be officially announced afterwards.
15. Keeping Your Vendors Happy
Your hospitality should extend to your photographers, videographers, waiters, musicians, planners, and any other vendors working at your reception. Make sure they will be fed and taken care of. They will need scheduled breaks and water. You do not need to feed your vendors the same meal you are eating...although they always appreciate it!
16. Entertainment
Unexpected entertainment is always great when your guests tire of dancing. A Photo Booth, cigar roller, fortune teller or late-night action stations can offer a touch of surprise and hospitality till the very end.
FOOD AND DRINK:
17. Finger Food
Have fun with your appetizers! Hors D'oeuvres are best when they are easy to serve and eat. Since you are offering many choices, typically between 3 and 5 different choices, you can pick something a little more exotic and have some fun with it!
18. Be Seated
If your budget allows, pamper your guests with a plated meal instead of a buffet, it is always a nice gesture. If you prefer a buffet, be sure to have enough serving stations to prevent long lines. You can always ask your caterer to prepare and serve plates for any elderly guests in attendance so they don't need to wait in line.
19. Nonalcoholic Bar
When your event has a lot of children or under aged guests, consider having a separate table with sparkling and flat water, as well as spirit-free versions of your signature drinks you are serving. A smoothie or lemonade station is always fun for under aged guests.
20. One Entree
It is perfectly acceptable to offer a single entree instead of letting guests choose from among a few. This option is also much easier on you in the final stages of planning. You can also arrange to have a veggie option on hand in case people ask for it.
MUSIC
21. Can't Decide?
If you can't decide or agree whether to have live entertainment or a DJ? Maybe you should split the difference and have both? You could have a trio or quartet for the ceremony, a piano player or DJ for the cocktail hour and also have both a DJ and Band at the reception if your budget allows.
22. The Best Band
If you decide to hire a cover band, a good one is typically seven pieces. A male and female vocalist, plus guitar, bass, keyboard, trumpet or sax, and drums generally make the most versatile combination. It is also always a good idea to go and see the band live at another performance to make sure you love them live.
23. Guidelines
You need to be very specific about the music you want and don't want to hear. Make a list beforehand and make sure to pass it along to your DJ or Band.
24. Attire
Most DJs or bands will wear suits or tuxes, but its best to clarify with them to avoid any surprises.
OK...ONE FINAL TIP
25. Show Appreciation
Some people forget, but make sure you've designated someone to distribute gratuity envelopes you've prepared at the end of the party. You'll need to tip all service providers, including the hair and makeup artists, catering and reception staff, all musicians, cleanup crew and transportation.
But most importantly...take it all in and have the time of your life!!!
