Wedding Planner, Wedding Designer, Event Coordinator, Venue Coordinator - What is the Difference?

With today's information overload, sometimes the lingo of the wedding world can seem a little confusing and overwhelming. Planner, coordinator, designer - it's all the same right? Actually no...there are many differences between the types of wedding assistance you can receive. Below is a basic breakdown of how we classify each of the different types of wedding planning professionals...

www.imdb.com

Wedding Planner:
From vendor referrals to timeline management, a wedding planner is the perfect tool in assisting you from "Will You Marry Me?" to "I Do!"  A wedding planner is an experienced event professional who can confidently guide you through the entire wedding planning process. Their expertise is your navigator through the complex world of all things wedding! Although planners have a variety of service offerings, typically their services include: budget management, vendor referrals, venue selection, to-do check lists & confirmations, vendor meeting attendance, design assistance, creation of a detailed day-of timeline as well as wedding day coordination & management. Since a planner is seen as someone who can "do-it-all", a common misconception is that they will "take-over"  your wedding and control your creative freedom....quite the opposite! A planner is there to foster your creativity, inspire you with new idea's, share wisdom's from their experience and most importantly ensure all of your vendors understand and compliment your vision!

 Wedding Coordinator: (a.k.a. Event Coordinator, Day-of Coordinator, Independent Coordinator)
Although many use the words coordinator & planner interchangeably, for most, their roles are quite different. A planner is typically involved in the planning process early on, where as a coordinator comes into the picture further down the road. Often they start assisting a month or two before the big day. Their services typically included: gathering key information about your wedding, finalizing details, contacting and confirming your vendors contract obligations, establishing a wedding day timeline and most importantly facilitating & ensuring a smooth and stress free wedding day! All in all, a coordinators key role is to tie-up loose ends, bring all of your plans/details together and manage the day-of your event. So as you can see, a wedding planner is typically also a wedding coordinator, however, a wedding coordinator is not always a wedding planner.

Venue Coordinator: (a.k.a. On-site Coordinator, Facility Manager, Banquet Manager)
A venue coordinator is typically an appointed contact by the venue to assist and answer any questions you may have about the venue itself or its affiliates. Their services often include: providing a vendor referral list of vendors they have worked with in the past, creating a timeline for the wedding day in regards to the venues roles & responsibilities, assisting with the catering timeline  (if caterer is correlated with the venue) and assisting with the rehearsal & ceremony process (if ceremony is held at the same venue). Although venue coordinators are a great resource to have, there are a few misconceptions when it comes to the actual roles of venue coordinators. Many anticipate that a venue coordinator is more like a wedding planner or independent coordinator, where-in they will assist you in all planning aspects. Although some do assist with all aspects, most venues have a somewhat strict guideline of what they can assist you with. Some of their limitations include: they usually only have set list of vendors they can recommend, they can only assist with details that pertain the the venue itself, they can not assist you with your ceremony if it is held at a different venue, typically they will have one person assisting you with the planning and another person  there the day-of the event and typically they are not present for the duration of the event. However, they are an expert about their venue and are a great resource to have. Having both a independent planner/coordinator with a venue coordinator is great way to ensure nothing is forgotten or left out!

Wedding Designer:
A wedding designer is your creativity muse. Their role is to ultimately design the look and feel of your wedding. From color swatches to theme creation, their job is to draw out your vision and make it a reality. Their responsibility is mainly focused on the design element of your wedding rather than the planning or coordinating aspects. However, many planners and coordination also incorporate design elements in their packages.

At the end of the day a planner or coordinator is there to make your wedding dreams come true!  Why spend 12 months planning and creating your dream wedding only to have the day-of left to chance?

Wedding Day Time Capsule

With all the buzz and mountains of details surrounding the actually wedding day, post-wedding mementos tend to be forgotten or left until it's too late. Your wedding memories are not something to just be cherished for one day, but rather for a lifetime!

                                                           Gifthorsebasketco.com

Although your wedding photos will serve as a great memoir for you wedding day, sometimes it's those little extra tidbits that can truly spark a great memory! A Wedding Day Time Capsule is a great way to capture all those special little moments. Some capsules like the one above, can be ordered with preset items to assist you in gathering your mementos. However, below are a few more ideas we wanted to share with you...

• Newspaper clippings from the day of your wedding
• Love letters to each other written just days before the wedding (no peeking!)
• A picture of your first kiss as husband and wife
• Fabric swatches from your bridesmaids dress and table linens
• Dried flowers from your centerpieces or boutonnieres
• Photos your guests took of the wedding day or from your photo booth
• Little trinkets to signify funny memories ( i.e. a safety pin with a note tied to it explaining how a button popped off the back of your dress right before you were about to walk down the aisle. Luckily your Maid of Honor stepped in with a safety pin laughing and saying "I've always got your back" while pinning you back together.)
• Words of wisdom from your quests (Have each guest fill out a note card with marriage advice. See how their advice helped when you read them again years later)
• Each write out a timeline of where you think you will be and what you would like to do in 5, 10, 25, 50 years from now...see how far you have come along!
• A sample of the perfume/colonge you each wore
• A trinket from your wedding night

After you fill your capsule, seal it up and then open it again on every milestone anniversary (1st, 5th, 10th, 25th, 50th...) Not only will it be fun to revisit old "scrapbook" type memories, but it will also be exciting to see how your thoughts of the future compair with the realities of today!

**Think about enjoying your "unveiling" with a bottle of your favorite wine or with the wine you drank on your wedding day!

5 Things Many Brides Forget

It's hard to imagine with all the planning you are doing and with all the tools available to brides, form bridal 101 books to planning binders to organizational websites, that you might have left something out. But from our experience, even with all these tools and guidance at least one of the do-to's slips off the list. As planners we try to make sure that you have thought of everything and below are a few reminders we share with our brides of items that tend to be forgotten.

1. Final Confirmations/Timelines for Vendors - Many professionals have their own system that works best for their type of service when it comes to organization information for your wedding. If you do not have a day-of coordinator or point person for the day-of your wedding, some of the details can be slightly different for one vendor to the next. It is important that you confirm times and locations with all of you vendors at least a week out to make sure everyone is on the same page. Or create a master timeline for all of your vendors to follow. Your bridal party will also have a busy schedule that day, with hair, make-up, pictures, toasts etc...make sure you give them a break down of the day as well so they are not overwhelmed and know where to be when.
2. Bringing the Legal Documents - This is one of the most important aspects of you wedding day; after all it is the signing of the marriage certificate that legalizes the entire marriage.  Make sure to apply for you Notice of Intended Marriage at least one month and one day before your actual wedding day. Also don't for get to bring multiple copies of the marriage certificate to sign after your ceremony!
3. Bringing Your Overnight Bag - Many couple get so excited with the wedding itself and the honeymoon after that they forget about planning for the night in between. Often you can check in early to your overnight suite and have a friend drop off these items before hand. If not, designate someone to to hold onto your bags or drop them off later. 
4. Know Who Takes What - After you have celebrated at your reception, said your final good-byes and are whisked off to your honeymoon suite, there are still many items that need to be collected or taken care of. These items include gifts, left over favors, centerpieces, toasting flutes, cake serving wear, cake stand, flowers, guestbook..etc. Of course after a long day of fun, clean up is the last thing you want to think of. If you do not have a planner/coordinator to collect these items for you, make sure you designate a few people before hand to collect these items. With a team of helpers, they should have things gathered in no time!
5. Picture Time - Your wedding photos will become one of the most cherished mementos from you wedding and often times you only have one moment to capture that perfect picture. It is important that you really outline with your photographer what photos you want and with whom. Remember, unless you tell your photographer, they probably don't know who aunt Sally is or that she flew over 3,000 miles to be in this once in a lifetime family photo. Make sure your photographer has a complete list of who you want in each photo. Also, tell your family and friends that you would like to be in your photo's were they need to be and at what time. You don't want to spend have of your time looking for wandering family members.

Bathroom Amenities Baskets – Thoughtful and Classy

In our last blog post, we shared how sometimes it's the littlest details that can give the biggest impact and truly make a wedding unique. A bathroom amenities basket for your guests is one of those little touches that will surely be noticed! This thoughtful and classy gesture will truly come in handy for those “I wish I had brought….” moments. By the end of the night you will find that your baskets went to good use and were greatly appreciated by your guests!

                                                         www.planforhomedesign.com

Below is a list of a few items to think about including in your baskets. Although some of the items repeat, there are two separate lists for the Lady’s Room and Men’s Room. 

Already have your bathroom amenities baskets planned out? 

Check out our bonus items to see if we found something you may not have thought of!

Lady’s Room: 

~ Mints                                  ~ Hair Elastics

~ Hairspray                          ~ Bobby Pins

~ Tissue                                 ~ Tide-to-Go Stick

~ Spritzer/Perfume           ~ Lint Roller

~ Mouthwash                       ~ Q-tips

~ Dental Floss                      ~ Clear Nail Polish

~ Hand Lotion                      ~ Mini Sewing Kit

~ Feminine Products         ~ Scissors

~ Blotting Sheets                 ~ Tums

~ Band Aides                        ~ Imodium

~ Moleskin                            ~ Eye Drops

~ Safety Pins                         ~ Advil or Ibuprofen

Something you may not have thought of: Earring backs & Double Sided Tape

Men’s Room:

~ Mints                                  ~ Lint roller

~ Hair Gel                              ~ Safety Pins

~ Tissue                                 ~ Mini Sewing Kit

~ Cologne                              ~ Scissors

~ Mouthwash                       ~ Tums

~ Dental Floss                      ~ Imodium

~ Hand Lotion                      ~ Eye Drops

~ Band Aides                        ~ Advil or Ibuprofen

~ Tide-to-Go stick

Something you may not have thought of: Instant Hem & Cuff Fabric Tape

Want to add an extra “little touch”?

Included a framed engagement photo, poem or note next to each basket addressed to your guests. Below are a couple of more well know poem examples. 

So happy you’re here sharing our special day
But just in case something should go astray:

Please help yourself to the contents within
Mouthwash, hand lotion or ibuprofen

Use what you need, and just leave the rest
For it may be useful to some other guest!

Repair the damage that may have been done,
Then quick!  Hurry back and join in the fun! 

~ Compliments of the Bride & Groom ~

Dear Guests,
Whether your skin feels dry or your hair out of place
You're not feeling so fresh or whatever the case
We've put together a basket to help you along
Now hurry back out before you miss the next song!

~ Compliments of the Bride & Groom ~

Bridal Fair 101

The hustle and bustle of the New Year is here and it’s time to set our calendars for the year ahead. If you are planning an upcoming wedding, this could mean fitting in Bridal Fairs into your already busy schedule. Often times these fairs can be very overwhelming with a wide variety of information, special offers & new ideas being thrown at you all at once. Below are a few tips we have found useful to help simplify the process and maximize your bridal fair experience!

Bridal Fair Tips:

1.     Try to Attended at Least Two Bridal Fairs:

Be sure to attend at least one bridal or wedding fair close to your wedding location to help you find great vendors that work in your area. It’s also a good idea to attend a second fair in a nearby big city to see new trends, specialty ideas and of course to enjoy the celebrity status feel!

2.     Bring Contact Information Stickers:

Many vendors offer great show specials and raffle drawings at their booths that are usually only obtainable at the show itself. In order to enter these drawings you are often required to enter some basic contact information, which can be very time consuming. To help streamline this process brings a few sheets of address label stickers with your name, phone number, email* and wedding date. This way you can simply stick on your sticker to their information card and you are ready to go!

*Additional Tip: Create a new email account just for your wedding. This will help you keep everything organized in one area and avoid filling your personal/work email with wedding details.

3.     Attend the Fashion Shows:

Even if you already have your attire set, fashion shows are a great way to get inspiration for other aspects of your wedding (i.e. floral designs from the bouquets they are carrying, color palettes from the bridesmaids dresses, accessories, hair designs…etc).

4.     Visit Every Booth:

Take the time to visit every booth for at least 30 seconds, even if you already have booked the service they are offering. They may have new ideas you have not thought of and great give–aways that you can benefit from! Keep in mind what booths stand out to you most. Then after you have “scouted everything out”, return to the booths you were most interested in to ask additional questions and gather more information.

5.     Bring a BIG Bag:

Whether it’s pamphlets, cards, samples, favors or prizes, at the end of the day you will have received a mountain of material from all the different vendors. Bring a large bag with at least TWO pockets to help carry and sort everything. Use one side as the “everything” pocket and the other as the “very interested in” pocket. (If you have three pockets you can use them for “everything, maybe, and must have!”). This process will really help when you are sorting through everything later trying to remember what is what.

6.     Ask Vendors About Other Vendors:

If you are hesitant about using a certain service or vendor (i.e. you are not sure if you want use a wedding planner), ask some of the other vendors at the fair what they think. They work with these professionals every day and know first hand the qualities they can bring to your wedding.

7.     Mark Your Calendar!

Most vendors welcome arranging a time to meet outside of the hustle of the show atmosphere. These are usually no-obligation consultations and can often lead to additional discounts on their services. Bring your calendars so you set these meetings and benefit from these specials. 

The Four C’s – Outside your Diamond Selection

We are not talking cut, color, clarity and carat, but rather another set of “C’s” that relate to your overall wedding experience; compromise, consideration, communication, and celebration!

Marriage is a momentous and joyous transformation in a couple’s life. Often times, how a couple works together on their wedding plans can forecast how they will approach other major decisions they will come across in their life together.  

Weddings are a beautiful and exciting event, but just like marriage, planning wedding can also be a lot of work. Just remember at the end of the day, your wedding is about you and the one you love coming together! The four “C’s” are a great guide to helping you master the wedding planning process.

1. Compromise: This is an important day for many people. It is always a nice gesture to make sure everyone feels included in some way.

2. Consideration:  Try to take into consideration the thoughts, feelings and emotions of others during this sometimes-stressful process.

3. Communication: Try to be very specific about your thoughts and expectations. As they say, communication is key to a great marriage…so get your practice in early!

4. Celebration: Sometimes you can be caught in all the little details of your wedding. Just remember, at the end of the day you are there to celebrate one of the most joyous milestones in your lives!

Wedding Planning Tips - How to Make The Most of Your Wedding Photography

Once you hire a professional photographer for your wedding, you already know you are in great hands, but here a a few things to think about to help learn about the process and make their job easier! 

First, make a list of who you want in your photo's and in what location. Make sure you include their full name and title. [ For example: Location -  At Golf Course 18th Hole People -  Brides family including Mary Jones (Mother of the Bride),  John Jones (Father of the Bide)...etc.] By having this list you will help streamline the photography process by knowing who you need when and where. 

Second, make sure you realize your photographer is not your time-keeper. They are there to capture every moment perfectly, and make sure that you wedding photo's are as beautiful as ever! In order to help your photography stay on track while still allowing him or her do what they do best, have a Wedding Planner or friend close by who is very familiar with your timeline and knows what your time limit is.  Also keeping your list handy can help prepare the next group being photographed and move along the process.

Finally, many brides and grooms enjoy taking photo's with all their guests at each table. If this is something you are also considering, try to allot at least an extra 30 minutes for this photo session. Often times, when visiting each table everyone wants to say hello and congratulate you, which usually takes more time than expected. 

We hope these tips help put you at ease and assist your wedding photographer to capture every moment of your special day beautifully!