Plan a Wedding in 1 Month - Why to Hire a Planner

(photo courtesy of Cain Creative Photography)

Having a Professional Wedding Consultant or Planner can be one of the greatest things that you spend money from your budget on. I am a bit of a fan of having a Planner, especially since I am one but from so many of my clients I have heard, "What would I have done without you?". We've had referrals from past Mothers of the Brides who have said that their friend raved over how much having a wedding planner saved them in both sanity and time! Our motto is "making your dream event a reality." We want you to be able to relax and enjoy your event that you have put together with the expectation of seeing your dreams come to life. You don't need to be the bride laying linens or putting together bouquets or making sure that your vendors arrive on time and prepared.
When you decide to hire a planner, do be mindful of who you're meeting with and treat this as you would any other decision in life. Here are a few pointers to remember when hiring someone:

• How well do you get along with them? Make sure you enjoy being around them and working with them because you will spend more time with them during your planning process than your fiance' more than likely.
• Hire someone you can't live without... what do I mean? Read this article.
• Do they have the credentials to back up what they offer? Do they have references available if desired?
• Are they a part of any organizations that keep them accountable for good business?
• Do they continually work on their business attending conferences, learning the new tricks of the trade, and networking with new and viable vendors?
• Is this a hobby for them or a focused career?
• How does she handle pressure? What types of situations has she/he been in and how did they handle them?

Many brides also think that having a site with a coordinator will suffice. Check out the blog posting I wrote here about this topic and evaluate for yourself.
Also, be aware if you're hiring a design firm or a wedding consultant. Some consultants, or planners, do not offer design services. (Simply Perfect Peace does offer these services.) Here is an excellent article discussing the differences.
Please be aware of who you are hiring! A well trained, reputable planner will not promise you thousands of dollars saved, they will not promise you a perfect wedding, and they will not promise you planning for $200.00. We can't promise you that we'll save you thousands of dollars from your budget (we'll guide within your budget), we can't promise you a perfect wedding because there aren't any (things arise and a good planner can handle those), and a good planner doesn't work for nothing (it's many, many long hours and weekends). Many brides enter into the planning field with the desire to plan because they love weddings, but many of them burn out very quickly because this is a hard business to continue in and love what you're doing every day.
Not only is your planner going to be your confidant, your psychiatrist, your friend, your organizer, your sounding board, your relief, your sanity, and your guide, but they are also there to get you down the aisle and handle that gracefully. We love hearing brides say, "What would I have done without you?", and we would love to hear that from you! Happy Planning!

Need Further Assistance?
For All Your Event Planning Needs Contact
DesignsbyShayP@gmail.com
Sharon Patrice, Simple Perfect Peace/Designs by Shay

Plan a Wedding in 1 month - Budgets!!

If you haven't noticed everything surrounding your wedding goes back to budget, budget, and more budget. Budget should ultimately be the first thing that you discuss with your fiance' and parents to decide on how much you want to spend on the wedding, what's available, and who is going to contribute. More and more couples are choosing to pay for the weddings themselves, giving them the freedom to use their money how they would like. But there are some things to keep in mind when determining your budget.

* Don't get caught up in the emotions that come with planning your wedding and your dreams, i.e. Platinum Weddings, Bridezilla's, and base your budget on that. It's very easy when you first get engaged to watch all of the shows on t.v. and read all of the wedding magazines and get caught up in the glamorous details that a wedding can involve. Do keep in mind that all of those little details cost dollars and add up very quickly. Step back and think about what is most important to you and realize that this is one day and you don't want to break the bank and go into huge amounts of credit card debt. Keep this question in the back of your mind while planning, if you don't have the money within the budget to pay for it, do you really need it?
* Have expectations, but realize that those cost money. Many people are very naive to the cost of weddings. I have had many brides who have come to me with a grand plan of a seated dinner for 150, chair covers, expensive linens, wanting lots of flowers, etc. but they have a $10,000 budget. You have to be realistic and know that these things cost money.
* One thing to consider within your budget is a planner. Even if you can't afford to hire a planner for the entire process, do consider some consultation hours for her to help you get on the right track in setting up a realistic budget, vendor suggestions based on budget, etc. Many brides believe that a planner is an extravagant purchase, a luxury item, but in many cases planners can save you the money that you spend on them. Not always is this a guarantee, but they can also direct you to the best vendors within your budget, as well as help you with cost cutting ways that your guests will never notice.
* Don't get sucked into the media behind weddings. Shows like Platinum Weddings, Whose Wedding is it Anyways, Martha Stewart Weddings, etc., although they are fun to watch, are not realistic. If you have an oversize budget, wonderful for you and you'll be able to be extravagant with your choices, but if not don't use this as a guideline for your wedding. Your budget is your budget. Don't be ashamed if your budget doesn't have 6 zeros supporting it. Remember who you are and what your wedding is about, not about impressing the next bride.
* Don't be afraid of the dreaded "budget" conversation, but take time to have that relaxed conversation over dinner or wine with all of the parties involved and know up front what you have to work with.
* Talk with your friends who have gotten married, or join the many boards that are available at your fingertips with brides who are in the process or just finished the process and find out from them what their experience has been, how they saved, and what they spent. Do your homework, don't assume as to what wedding prices look like.
* Also, be savvy about your wedding. There may be some ways to cut corners, but don't become a DIY (do it yourself) bride and take on more than you can handle.

All in all, consider you and your fiance' and what you want your day to be. Think about your priorities and what's most important. Do you want that great band? Do you want over the top decor? Do you want excellent food and drink? Establish your priorities and your boundaries and the planning process will go much more smoothly!

Happy Planning
For All Your Event Planning Needs Contact
DesignsbyShayP@gmail.com
Sharon Patrice, Simple Perfect Peace/Designs by Shay

Plan a Wedding in 1 Month - Floor Plans

Floor plans are such a boring, yes, very boring, topic to discuss, but can also be a very tedious task. If you don't have a planner, not many of the books out there can assist you in that topic. If there are any that talk about this, it is very minimal and doesn't explain much about what you need to know. There are many things that you need to consider when laying out your floor plan: Space? Size of tables? Dance floor? Food space? Any obstacles? Number of guests? Seating for everyone? Here are some pointers to help you in designing your floor plan:

• When you meet with your catering manager or coordinator, get a layout that shows the size of the room or rooms you will be using and definitely ask if they have suggestions as to what has worked in the past, what doesn't work, and if they have any used floor plans on hand that you can take a look at. Many locations, like hotels or event spaces used frequently, will have this information on hand for you, or may provide this to you when you first begin looking. They may have one that has worked well in the past that you would be happy with, and that will save you the trouble. But you may want to make your event special in designing your own plan. On this layout make sure that the areas included on the map are a stage, columns, etc. that may make certain situations difficult. Also, map where the electrical outlets are located to think about those that will need power and their location in the room.
• After you have determined how much space you have to work with, this will help you determine if the tables you want will work. Do you want all round, square, do you want a mixture of round, square, and rectangular? Determining this will help you see if the tables are going to work in the space. Some rental companies that you work with can provide you a CAD, or drawing layout of the room with all of the elements included, so that you can see your room in 2-D, and sometimes 3-D, and see if there any changes you want to make. Not all rental companies will assist with this, and some charge, so your wedding planner will come in handy with her floor plan software in this case.
• When considering how much space you will need, there are some handy tips for dimensions that you need to keep in mind, especially keeping in mind if you have any plus sized adults that will need room:
  
  
  • Keep in mind that people need between 2-3 feet of elbow room, especially if you're doing a seated dinner, between them and the next guest for easy movement.
  • Tables need to be at least 4-5 feet a part so that your guests have easy move ability in the space.
  • Always keep in mind if you're going to need to add a stage for your band, or DJ, and if you want a dance floor. If so, what size dance floor will you need? Do you have a large dancing group? If so, you need to allot a good size dance floor for your guests.
  • Try to keep all of your guests localized so that they don't have to go from place, to place, to place to see all of the evenings events.
  • At an event we had recently, the guest book was at the ceremony for a short period of time. Once a line began forming it was taken up and we displayed it at the cocktail hour. Guests didn't miss it, there wasn't a long line, and it gave them something to do during the cocktail hour as well.
  • Always make sure that your older guests aren't seated near a speaker that may blow them out of their seat. Keep that in mind when you're making your seating arrangements, as well as placement of your tables.
  • Consider the flow of your event. Take a "walk" through the space in your mind as to how you have it laid out and make sure that it flows well and that your guests are going to easily navigate and have fun at your party!

• When you are finalizing your floor plan, create a drawing to pass along for the set up. If you have a planner, this is something she will finalize and pass along to those for set up as well.
  

I know it's difficult to keep your guests comfort, but also your style in mind. But, overall know that your guests are there to celebrate with you and your new husband and they will have a blast no matter what!
For All Your Event Planning Needs Contact
DesignsbyShayP@gmail.com
Sharon Patrice, Simple Perfect Peace/Designs by Shay

Plan a Wedding in 1 Month - Guest Lists

Guest lists are something that cause one of the biggest arguments that a lot of engaged couples and their families deal with. How to separate the guest lists between the families? Should we invite all family, what about friends of both the parents and the bride and groom? This is a tough topic and one that many of my clients seek guidance on. In your beginning planning stages it's nice to decide on how you want to divide the number of guests. It's typically nice to allow his parents a number, your parents a number, and both the bride and groom. Easily if you want to have no more than 200 guests, you would each get 25% of the guest list. You don't need to invite every person you've ever known in your life. Consider who you still are close to, who you talk to, and who is most important to be a part of your big day! You can't invite everyone because you worry their feelings will be hurt, unless you want to have each guest pay a cover charge! :) And we know that's not an option.
When developing your guest list, create an excel spreadsheet or use a wedding planning software program that gives you organization and you can also track thank you notes and RSVP's here as well. Here are some pointers to consider when you're finalizing your guest list:

• Think about what type of reception you would like to hold, sit down, buffet, hor's doeurves, cocktail, as this will help you determine how much you will likely be spending per person. Do you want your wedding to be intimate, or a big gala for everyone you know to attend? Take a look at the budget that you have determined, whether it is you and your fiance' footing the bill, or if all parties are a part of the plans. Knowing your budget is going to help you determine how many people you can have. A $10,000 budget is not going to be feasible for a sit-down dinner for 200 people. It's just not feasible.
• When you're putting your list together after determining your budget think about those people on your first developed list. Have you seen or talked to these people in the last six months? Do you have a close relationship with these people? If you have a list that everyone has contributed to and you see that your budget is not going to be a feasible amount, continue to whittle your list down to a number that you're comfortable with within your budget.
• Also, consider if you're going to have children to be a part of the wedding. If not, will you provide babysitting services for them? Typically guests should know that if the children's names aren't on the invitation they aren't invited, however not all guests pick up on that or know that form of etiquette. It is considered to be against etiquette to put "Adults Only" on your invite.
• Don't let your emotions get involved in choosing who will stay and who will go. Weddings are a lot of money and do consider that if you want to have everyone you know and love there, you may be footing a lot more money than you had desired. Do keep in mind that people understand that weddings cost money. They will understand.
• What about an "A" and "B" list for guests. This is a sticky situation because what if one friend gets an invite and another doesn't and they find out. Then weeks later they receive an invite... they're going to know. The postal service isn't that slow. Don't put yourself in this situation to possibly offend and break relationships. See this an opportunity to save money if someone says no.
• Some couples have asked, if I invite them to my shower, does that necessarily mean they have to be invited to the wedding. That is a big YES! You can't invite guests to the shower, and receive a gift, and not invite them to the wedding. This is most definitely applicable to the shower that your bridesmaid's or close family my throw for you. Another question commonly asked by brides is if their co-workers through them a shower are they obligated to invite. Not at all. This was a choice for them to throw the shower and don't feel that you're obligated to invite them to the wedding, but don't forget them in your list of Thank You notes.

Any thoughts or questions about guest lists? Feel free to leave comments for assistance.
up next - The tedious boring task of floor plans...

For All Your Event Planning Needs Contact
DesignsbyShayP@gmail.com
Sharon Patrice, Simple Perfect Peace/Designs by Shay

Plan a Wedding in 1 Month

Let's keep it moving forward! So, as promised we're going to discuss the next item on your list when planning your wedding (or event) in one month which is location, location, location.

Dinolfo's Banquets (Mokena)

There are so many things to consider when looking at locations and deciding if this is the place that's perfect for you and your fiance'. First in looking at locations, consider your guest list and how many guests you're planning on attending. Tomorrow's post will discuss more on guest lists, but take an approximate headcount to know when moving into your search what size location you should be looking at. Falling in love with a location that can't house your 300 guests would be such a let down and we want this to be a happy experience! Here are some elements to consider when looking into your location:

• Availability: Make sure that when you approach the sites coordinator or sales manager that you let them know of the date that you're interested in and if you have any flexibility on that. If it's a site that you fall in love with, your flexibility on your date may make the difference as to whether you can host your party there or not. Also another thing to consider, time. Do you have a time frame that you have the site for? Does your event need to be over by 10:30 because of music? Does everything have to be out, including you and your guests, by midnight? Can your vendors come in earlier, rather than later? Also, consider if your location has overtime charges, what they are, and how those issues are resolved. Also, will your location be hosting other events that may overlap?
• Decison: Make sure to see the space before settling on it. If you have a planner who is scouting sites for you, she will have your best interest at heart. However, you do need to see a location and know for sure it is for you. For out of town couples this may not be something that is completely possible, so check out sites and have your planner send in site photographs.
• Parking: Is the location that you're choosing have parking available to your guests? Is it free? Would you be hosting your guests parking with vouchers or valet? Will your guests have to walk a far distance from paid parking to get to your location? Also, in a downtown area consider the events that may be going on your wedding weekend. There are lots of local entertainment calendar's to check into to make sure your guests aren't going to be totally inconvenienced to be at your event. Yes, it is your once in a lifetime and your guests do want to be there, but do have their interests at heart as well.
• Contracts: Make sure that you read all of the fine print on the contract before signing your signature on the dotted line. Some venues may require you to put forth more money than you would prefer, and there are many that have very strict cancellation policies. Also, make sure that your food/beverage minimum is well spelled out, as well as all of the preliminary details of your event like timeframe, rooms, fee, etc. Make sure that your location can't boot you if a better "deal" comes along for them to make more money.
• Liability: More and more venues, especially historic locations, are putting into their contracts that the rentee must have liability insurance, most require $1,000,000, to host your event at their venue. You can arrange this one-day policy through your personal insurance company or through companies that focus on wedding insurance like Wed Safe. You must provide a certificate to your host venue to show the purchase and coverage before your event, most require 30 days prior. Even if your venue does not require it, I definitely suggest considering it.
• Decor/Rentals: Does your space have decor available for your use/rental, or will you need to provide everything? Does your space offer items that you may have to rent at other locations, such as tables, chairs, linens, tableware like china, glass and silver, etc.? We will discuss these options in a later posting if you choose a site that doesn't have all of these available.
• Staff: Does your location take care of clean up, or do you need to pay someone extra to come in? Who will you be working with through the duration of your event and who will be your planner's day of contact? Who will sign off on your BEO (Banquet Event Order which is the entire days structure in writing)? Do they have a staff member that will stay the duration of your event and attend to your vendors? More than likely not, so you do need to consider hiring a wedding coordinator if you don't have a planner. See my post regarding this here.
• Power/Lighting: Make sure that your location has a sufficient amount of power/lighting available for your vendors, especially your band/DJ and keeping in mind your photographer/videographer may have equipment to plug in as well.

There are lots of elements to consider. That's why a planner is must! :) Next up, your guest list!
For All Your Event Planning Needs Contact
DesignsbyShayP@gmail.com
Sharon Patrice, Simple Perfect Peace/Designs by Shay