What is the Role of a Wedding Coordinator?

We recently asked a couple of the wedding coordinators in our group the following question:

               

         What is the role of a wedding coordinator? 

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I believe a  Wedding Coordinator, should be your guide and confidant. Wedding coordinators help you pull all you thoughts together and then translate those ideas into real workable plans, we focus on budget and being as cost effective as possible.

We bring ideas and proven resources to the table. A good coordinator/planner is helping her bride by building towards a unified consistant vision (That BIG picture) so the result on the wedding day are beautiful and perfect.

We take the stress and confusion out of the planning process, and we are the couples liason with the other venders on the wedding day.

When the big day arrives, we take over so the Bride and Groom, and their families can be free to enjoy and relax as their day unfolds beautifully the way its was planned.

Contributed by Puget Sound Wedding Professional Member -
Colleen Melott of Twice as Nice the Bride

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Unlike what you might see on the TV shows and movies about Wedding Coordinators, our job is not as glamorous as one might imagine.  It is exciting, however, and an honor that we get to spend more time with a bride than any other vendor for her wedding.

Most Wedding Coordinators will offer three basic variations of planning packages with a few more that are a blending of those basic packages.  This is just to give you a picture of what a Wedding Coordinator can do for a client and everyone involved in her wedding.

The first level of of planning packages is more than likely just to help a bride in choosing vendors/venues in which the Coordinator will offer a selection of 3 or so for a set price per vendor category search.

The second package is probably along the lines of a Day-of- Coordination (DOC).  These packages are popular when a bride has chosen the vast majority of her vendors.   This bride feels that she needs some help pulling everything together, is somewhat overwhelmed thinking about her wedding day and has concerns about how everything is going to come together on her wedding day. 

The third basic package would be a Full Coordination in which the Coordinator helps a client choose a vast majority of her vendors.  It could even include assistance in choosing the wedding gown, attire for the bridal party, reviewing a venue, meeting together with the bride and different vendors and anyone who might be closely working with the bride.  

With the two previous planning packages mentioned, a Coordinator will work closely with all of the vendors and a bride to develop a timeline for the entire wedding day so that things stay on schedule.  This can save a bride a lot of money because if you have to pay for an extra hour for a DJ or a limousine that's sitting outside the building because things are behind schedule those extra dollars can be significant.  If a venue charges you extra for an additional hour, pretty soon you could have hundreds of dollars added to your venue bill.

Sometimes it's the little things that make a difference when there is a Coordinator on the scene.  We realize that your guests are the most important people in your life and will go out of our way to make sure everyone is comfortable.  If you have a grandmother going through a particularly hard time who you think could use a hug, we'll be glad to get acquainted and give her an extra smile and a hug. 

At one wedding that I accompanied my husband to that he was officiating, the mother of the bride said that they wouldn't need me to bring a bridal emergency kit but I always do anyway.  Perhaps she was thinking it would cost money, but I wouldn't do that because I thinks it's just good customer service.  Within five minutes of arriving, I was helping a bridesmaid get makeup off of her dress and also making repairs to the bride's dress so that the bustle would stay in place.  Again, it's the little things that make your day easier.  Each Coordinator will have his or her own special ways of dealing with everything to set their client at ease.

Back to the unglamorous part of being a Wedding Coordinator, we handle other types of emergencies or situations that come up.  Since are usually the first to arrive on the day of the wedding and the last to leave, we make those discoveries that have appeared overnight.  Imagine surprise graffiti, someone took off with the garbage cans, the city employee didn't unlock the restroom doors as promised and so forth.  Think of Murphy's Law.  We do our best to make you unaware that Murphy ever showed up!  We like to take care of problems in such a way that you might not even know that there was a problem.

One more thing!  When do you think we hear the statement from a bride or her family that they wish they had hired a coordinator?  It is just before a wedding and right after a wedding!  By hiring a Coordinator early on you can save yourself a lot of stress, save money through discounts we can pass on to you, and save some relationships.  Yes the latter is sad but true when nerves get raw,  emotions run high, and when anyone in particular feels overworked or even exhausted from someone constantly changing their mind.

Contributed by Puget Sound Wedding Professional Member Janis Flagg of Greatest of Days Event & Wedding Planning.

How to Cut the Wedding Cake

           

We recently found this guide that shows how to cut popular shaped wedding cakes.  The first step in cutting is to remove the top tier, and then begin the cutting with the 2nd tier followed by the 3rd, 4th and so on. The top tier is usually saved for the first anniversary, so it is not calculated into the serving amount.

To view this handy guide just click here:  Wedding Cake Cutting Guide.

Printing Rights vs Copyrights

As a photographer, I'm often asked if I provide a copyright release.  My answer is "No, I provide a printing release".  So, what is the difference and what does it mean to you, the customer?

A printing release gives you  permission to reproduce  the images for personal use.   With our business (and I can only speak for ours)  we provide an 'unlimited release' which means you can print and give away as many photos as you like to family and friends for as long as you desire.  You cam also use the images on Facebook, MySpace, blogs, etc without seeking permission prior to use.

The one restriction placed on the DVD's is that the images can not be used for commercial gain.  Meaning they can not be entered into a photography contest, sell the images to magazines, or sold as stock photos, etc. 

This hasn't been a problem for our customers.  What they want is the right to print and use their photographs for their personal use.  What do we, as photographers get from this?  We get to keep the ability to use your photographs to advertise our business.  We can use the images on our website, our blog, brochures, etc.

Think of an image like you would another form of art.  think of a song.  A radio station has the right to play the song but only the artist has the right to sell the song 

Contributed by Puget Sound Wedding Professional Member Monica & Sonny Allshouse of Family Affair Photography.

Bridal Open House

       Are you planning a wedding or an upcoming event? 

The Attic and the Hansen Place will be hosting their second Bridal Open House on May 2nd noon to 4pm.  Come tour two distinctly unique venues, sample food and meet with over 20 wedding professionals in a beautiful yet, relaxed setting.

The Attic: 1003 Main St, Sumner, WA

The Hansen Place, 823 Main St, Sumner, WA

Come meet the following members of the Puget Sound Wedding Professionals:

The Hansen Place, The Attic, Simply Celebrations, Gen X Pro DJ Services, Angie D Photography, Top Hat Formal Wear, Betta Mansions, Elyse Juarez Make Up & Hair, Greatest of Days, Pastor Pat, Susan Haas - Harpist, and Family Affair Photography.  Several other vendors will also be participating in the Open House.

This open house has been organized by Nancy Skipton of Simply Celebrations.

White Dress, Green Wedding?

It is very cool and chic to be earth friendly these days particularly in the Northwest. What most people do not know is that it can also be very budget-wise to be “green”. Even if “fair trade”, “sustainability” and “carbon neutral” are not in your daily vocabulary, you can benefit from incorporating some of these eco-friendly tips to reuse, renew, and recycle:

· Use rental (reusable) items instead of buying new. There are many local rental companies to supply you with table décor, linens, place card holders, etc. Or if you do buy items for your wedding that can be reused by someone else, there are websites you can list your items on to be bought and used again by another bride. Try Bravo Bride for this.

· Consider asking your floral vendor about which flowers are in season locally at the time of your wedding. Not only will it save you money but you will support local growers and reduce the carbon emissions caused by shipping flowers long distances. Use your altar arrangements twice - once at your ceremony and then have them moved to your reception and use them at your head table or on your buffet. This will save you money and reuse your arrangements. Bridesmaids’ bouquets can be placed in vases along the head table at the reception instead of doing more centerpieces.

· If you are not attached to saving, cleaning and preserving your wedding dress, consider selling it on Bravo Bride. Your bridesmaids can donate their dresses to Cinderella’s Closet which benefits young ladies who cannot afford to buy a new prom or homecoming dress. Brides Against Breast Cancer will also take “like new” wedding dress donations.

· Try to use local vendors whenever possible to reduce your carbon footprint caused by shipping items long distance. Supporting local businesses is great for your local economy and almost always costs you less to buy local and in season.

• Reuse a family member’s items from their wedding. A grandmother’s embroidered handkerchief can be used to dry your tears of joy and your grandma will love you for using it. If your mother’s wedding dress was a classic timeless dress and close to your clothing size, you can have it altered to fit you. This is a lot less money than buying a dress new. This can be your something old or something borrowed!

• Here is a very simple cost effective tip you can utilize at the beginning of your planning. Find a venue that can hold both your ceremony and your reception. You save by paying for only one location for your wedding. Your guests save time and gas (emissions) by not having to drive from the ceremony to the reception. All your flowers can easily be moved from ceremony to reception.

• Give favors that are appealing and can serve a dual purpose. A program printed and made into a paper fan for a late summer outdoor wedding can be the program and a favor all in one and keep your guests cooler. Consider a plant-able favor  like a tree seedling in a mini terra cotta pot that makes your guest tables look great and can be planted later and green your guests’ yards.

So walk down the aisle in your white wedding gown but think “green” while you plan. 

Contributed by Puget Sound Wedding Professional Member: Nancy Skipton of Simply Celebrations & Events LLC.

Dos and Don’ts of Visiting a Venue

Do make an appointment.  You want to ensure that you will be able to see the space and have the undivided attention of the venue’s onsite representative.   You wouldn’t want your wedding day interrupted with a stranger checking out the party, so we extend the same courtesy to them on their special day.

Don’t be shy about asking questions.  We would love to make sure everyone is on the same page earlier rather than later.  Good questions to ask include parking options, how long you have the venue for, what the venue’s expectations are for setup and cleanup, how much the deposit is and what, if any, is refundable, etc.

Do ask about preferred or required vendors.  Often we recommend vendors that we know do a great job, and they are familiar with our venue and the ins and outs.  While some venues do not require you to use the vendors on the list, some do, and it’s good to know in advance.

Do ask about what’s included with the venue space.  Is there a bride’s room?  A groom’s room?  If you are only using the location for the reception, keep in mind that you may not need this space if you are coming straight from the ceremony location.

Do ask about restrooms.  Are they indoor?  Are they close by?  How many are available for your guests?  Sometimes venues do not have enough stalls available for the number of guests expected and this can cause frustration for your guests.

Don’t assume the caterer at a venue automatically includes rentals.  We’ve heard of brides that make all of the arrangements with the caterer only to find out there’s no silverware on their wedding day – the bride assumed the caterer would bring it and the caterer assumed the bride rented it.  Most venues with onsite food and beverage provide serveware, glassware, china, silverware, etc., but it’s always best to ask and make sure there’s not an additional rental.  Conversely, off-premise caterers typically can rent these items to you or arrange for the rental if they don’t stock them, but you don’t want to be surprised (by lack or cost of items) on the big day by not asking about them before hand.

Do ask if outside catering is allowed.  Some venues have an exclusive onsite caterer or in-house food and beverage.  Ask if the culinary staff in the venue’s restaurant is the same for banquets – if it is, the restaurant’s meals can give you a good idea of the banquet food!  For venues that allow outside catering, be sure to ask about preferred vendors, or if there is a required list.  Often there are preferred caterers as they know the venue and rules, and the venue knows the quality of the product and service staff to maintain a professional image.

Don’t ignore Mother Nature.  If you have an outdoor wedding or reception planned, ask the venue about options for tents in case of rain (especially if in the Pacific Northwest!).  As a courtesy to your guests, you may want to have sunscreen (or umbrellas), bug repellant, and/or tissues available.  Some guests may have allergies aggravated by an outdoor location, so let your guests know the venue is outdoors so they can prepare.  Garden or outdoor weddings can be gorgeous and provide for wonderful pictures.  A little bit of advance planning can make everything smooth.  If you have an indoor venue but the forecast looks like rain, consider having large golf umbrellas available and put the ushers/groomsmen to work at the end of the reception to escort guests to cars.  This little touch will be remembered for a long time.

Do ask about exclusive use of the venue.  Does the venue reserve the right to sell space in the morning before your wedding?  How much time are you given for access?  If you are at a venue that offers other services, such as a restaurant or golf course, what is the flow of wedding guests vs. patrons?  Will there be other events going on at the same time as your wedding?  By asking in advance, you won’t be surprised by Aunt Gertrude’s 90^th birthday party down the hall.  (This also goes back to the restrooms!)

Contributed by Puget Sound Wedding Professional Members:

Kati Wright, Catering and Sales Coordinator, The INN at Gig Harbor & Trista Shinnick, Food and Beverage Manager, Trophy Lake Golf and Casting

Brides Club Spring Wedding Expo

If your planning a wedding it's once again time for the annual Spring Bridal Expo at the Tacoma Dome!  There will be several members of the Puget Sound Wedding Professionals who will have a booth at the show. 

The following members have confirmed having a booth at the show: Adam's DJ Services,  Makeup By Nika's Mobile Makeup Services, Motion of Life of life Video,  Party  Bee Entertainment, Knots about Balloons, Paula Demmer with Travel Leaders,  Red Letter Events and Twice as Nice as the Bride. 

Don't miss the  fashion show that features wedding gowns, bridesmaid dresses, mother-of-the-bride dresses, plus-size fashions and tuxedos from local boutiques.  There are also vendors who will have dresses for sale at the show.

You can also save some money by buying discounted tickets online www.bridesclub.com.

Tacoma Parks Open Houses

The Tacoma Parks and Recreation will be having several facilities open and available for viewing allowing you see the venues first hand and learn about their wedding day services. The following venues will be open: Point Defiance Lodge, Pagoda, and Fort Nisqually all at Point Defiance Park. They also have Titlow Lodge, 8425 6th Ave and South Park Community Center, 4851 South Tacoma Way. 

Three of the venues will feature a variety of vendors to complete your wedding day;  The Pagoda, Titlow Lodge and South Park Community Center.  The open houses will be on Sunday March 21st from 11 am to 4 pm.

We have several members of the Puget Sound Wedding Professionals group who will be at the open houses.  Please be sure to check them out to see what they  offer to make your day extra special.

Adam's DJ Services - The Pagoda, Titlow & South Park  Entertainment Masters - The Pagoda, Titlow Lodge                         Extra Hands Catering Services - Titlow Lodge                                Family Affair Photography - South Park                                          Getting Personal Imprinting - Pagoda                                              Grand Affaire Catering - South Park &  Titlow                               Lifetime Memories - South Park                                                      Motion of Life Video Services - Titlow Lodge                                 Party Bee Entertainment - South Park                                              Simply Celebrations -  South Park                                                   South Sound Wedding & Event Magazine -  The Pagoda                   Streamside Photography - South Park                                              Trendy Events - The Pagoda, Titlow Lodge & South Park                 Vivid Images - Titlow Lodge & South Park                                       Wallflower Photography - The Pagoda  

We all look forward to seeing you there!   For more information you can check out the Tacoma Parks site:  Bridal Open Houses

Tips on How to Hire a Wedding DJ

With the wedding planning season in full swing, it is time for a tip that relates to my industry niche – the wedding DJ and how to hire one.

I have spoken with over two dozen brides this past weekend, and when I asked them if they have ever hired a wedding DJ before, or a DJ for that matter, none of them answered “Yes.”  So, the following is a list of tips and advice to use as a quick educational tool that will hopefully help you find the best entertainment value you can.

1. Narrow the list down to a few potentials.  Look at the DJ company’s marketing materials – is it professionally done?  Next, look at what they are saying – is it about “Us” or is it about “You”?  Remember, this is your day, your DJ service should speak about serving you.  Next, look at their website – does it look professional, clean, elegant?  Or does it look messy and unorganized?  How a DJ presents himself will be a direct reflection upon his service – pick the DJs whose presentation stands out and write their information on your list.
2. Meet with every DJ on your list, in person.  I know, email is convenient and much can be discussed over the phone – but it’s hard to fully disclose what a company’s service entails and the value you receive for your entertainment dollar in a ten minute conversation or via text documents.  Consider the DJ’s personality, his appearance, how he conducts himself, how he speaks - this is going to be the spokesperson that represents you!  The other need for a consultation is for comparing DJs – consider it a live performance (us professionals do!).  Not all DJs are the same, nor do they provide the same service.
3. Ask them questions, but make sure the question that uses the “P-word” is last.  Here is seven questions every bride should ask:

1. What do brides like best about your style?

2. Have you ever done a reception at our venue?

3. How good is your equipment?

4. What’s your secret to getting my guests on the dance floor?

5. Can you do anything special for my formalities?

6. What are the hottest ideas for wedding receptions these days?

If entertainment is a priority, and more brides are telling me it is, make sure your DJ company delivers on the level of service you are looking for.

4. Ask for demo announcements.  Go ahead, ask them how they introduce the wedding party.  I can guarantee mine will be much different than what others may come up with.  And then I’ll explain the reasoning behind it. 

5. Understand that a DJ can do much more than just play good music.  Ask your DJ what else he provides in his service.  Brides have been walking out of my consultation meetings going, “Wow, I didn’t know DJs can do that and I can see the value your services have!”  This is why a consultation meeting is a must!  I provide personalized packages – and simply asking me for an email quote based off what you desire is not going to convey the value or quality I provide my clients with.  Even the quality of the equipment can make a world of difference.

6. Price differences may shock you – but do your homework!  This is why I say ask for pricing after the consultation has been completed.  I have had some brides ask for some huge packages and quote over the phone and email - seven hours! karaoke! monogram gobo light! uplighting! two sounds systems for the ceremony and reception!  a photo montage!  love story! – and then been shocked at the price quote I put out – they simply didn’t think it would cost that much.  But ask the DJ to show you a copy of the planning process he uses – how much time is really invested into you?  The package before would easily include over 45 hours of time invested into that client – plus expense costs to create the magic she was looking for.  Add on top professional fees to do this full-time and perfect my craft – and it’s no wonder why $15 an hour wouldn’t make sense.   Find out if your DJ is full-time or part-time – and then ask him to breakdown his preparation hours.  Simply put, the day-of time for a reception-only service is generally 8 hours – if only 12 is being put into you, are you really getting a great service?

7. Have fun!  Remember, the reception is about you and the guests – make sure your DJ will inform you on how he will make your guests become apart of the reception – not just attending it.  And your search for a DJ should be fun – after all, this is entertainment and no one wants a boring wedding reception.  In an informal survey of my 2008 brides, I asked them, what have your friends commented on about your wedding?  Their answer: “The choice of the DJ.”  Make hiring a quality DJ a priority – and your friends will be saying, “Your wedding is the best wedding I have ever attended.”  That is, after all, what most brides want – the best wedding reception, ever!

I hope this helps – I understand most brides have no idea where to start.  Take what you have seen from other wedding DJs and start your basis there – and then see if you can find one that “WOWs” you.  If you need help looking for quality wedding DJs, please feel free to contact me, sometimes I am perfect for a bride, other times, I am not - but I will direct them to a DJ that is a better fit!

Contributed by Puget Sound Wedding Professional Tony Schwartz of Tony Schwartz Weddings.  You can also find him on facebook.

How to Use a Honeymoon Registry

Do not expect your whole trip to be paid for unless your  parents or  grandmother have already indicated they will treat you to a nice honeymoon!

After booking the honeymoon that suits your style and budget, why not ask your friends and family to gift you with extra special experiences such as an upgrade to beach front lodging, a couples massage, a snorkeling tour, or private dinner on the beach instead of more towels and a toaster?

Your friends and family will love being able to gift something special for your wedding that they know you would like, but yet have options to choose what they can afford. With out of town relatives or a destination wedding, it also saves them money on gift wrap and shipping it to your home.

There are 2 main honeymoon or travel registry systems to consider:
Gift certificates for a specific activity they book through your travel planner (who has your wish list). Or a dollar amount applied to your honeymoon package. This version works well for older relatives and those not comfortable with the internet. Any reputable travel agency can do this and may have cards so you can announce your registry.

Online Registries where you have a page to post your wish list broken into smaller increments much like a set of dishes split into place settings. The better your description is – the more likelihood of getting the gift! Some companies charge a fee to the bride & groom. IMO, that’s paying to receive your gift. Other companies charge a small handling fee to the giver which ends up costing less than wrapping and shipping housewares.

When do you tell people you have a travel registry? As soon as you have booked your trip. Or when you send “save the date” notices. That way you might get some great experiences for shower gifts. Or a with a card inserted in your printed wedding invitations.

When do you get the funds? Gift certificates would be as soon as the person gives it. Online registries work like an escrow account and you receive one check just before the wedding and sometimes a second one a couple weeks after with the last minute gifts. Since registry funds come in after you have made your package final payment – it’s best for adding optional experiences, upgrades and during travel expenses.

Of course, you send a Thank you card saying how much fun you had with or doing the gift they selected not thanks for the cash….
From my experience, many couples keep their options open with a combination of agency gift certificates and our affiliation with the oldest online registry plus a store registry such as Macys or Target.

Contributed by Puget Sound Wedding Professional Member Paula Demmer of Travel Leaders. 

Love Story in 6 Words

Earlier this month we found this article on the Washington Post website. Your Love: In Six Words. Below is a small sample of what people submitted to the Post.

Craigs List. True love. Who knew?
Submit to passion, never go back.
Past gone, future unknown, present bliss.
He ignites passion never known before.
Serendipity, luck, karma, brought us together.
Marriage is a neverending slumber party
Learning that love comes from within.
No hesitation. No limit. No doubt.
Mid-life brings love without fear.
Still waiting for honeymoon to end
He ignites passion never known before.
Love yourself first, others will follow!
He gets me like no one else
His most romantic words:"I'll cook!"
Seven dollar wedding. Twenty-four priceless anniversaries.

Submitted by Puget Sound Wedding Professional member:  Monica Allshouse of Family Affair Photography.

Be sure to share your 6 word love story with us in the comment section!

Dressing The Groom

You have fantasized, dreamt, searched and finally found the perfect dress. You have set the tone for your entire wedding. Now how would you like the love of your life to look standing next to the most beautiful woman he has ever seen?

The groom’s attire is just as important as the bride’s dress; after all it is his big day too. That is where your tuxedo experts come in to play. Our job is to help you coordinate the groom and his groomsmen to compliment and enhance the look and feel of your dress. Whether it is a classic gown with a cathedral train or a short flirty contemporary style your groom should look like he is standing next to the right bride.

Picking the tuxedo or a suit for your wedding party should be stress free and fun. Your formal wear specialist should guide you through the myriad of styles to find exactly the right look. You may be looking for the “James Bond” classic style or maybe more George Clooney on the red carpet. It may end up being a bare foot beach look or a fun “match these Chuck Taylor’s” outfit. Do you want the groomsmen to wear the exact same color as the bridesmaid dresses or should they just go together? How important is the color, maybe you are looking to have the classic black tie affair or a tropical explosion of color and texture?

Some details for you to consider; will your guys be in flat front or pleated pants? Do you like the look of the standard or wing tip collar shirt? Is your dress white or ivory, the men’s shirt should match your dress. What about the fathers, how would you like them to look in the pictures? If they are going to rent, what color accessories should they be in, same as the groomsmen or in a neutral color so the moms can wear any color? Do you put the groom in the same exact look as the groomsmen or would you like him to stand apart from the rest of the wedding party? What does the groom think; surely he will have an opinion about this aspect of the wedding plans.

So just as you did with your dress, fantasize, dream, search and find the perfect ensemble for the men in your wedding party. Start by looking at pictures, online or at your photographer’s studio, red carpet photos, go back and look at your bridal magazine with an eye for only the men. See what stands out to you, what you love and the styles that you don’t love will all guide you in the right direction. The easiest and fastest way to select what you want is to go into a tuxedo rental store and let the professional guide you. We are immersed in formal wear everyday. We know the trends, the styles and we have seen many wedding successes and even a few flops. Let us help you, with our knowledge and experience, find the perfect look for the groom so he will look just as perfect as you.

Contributed by Puget Sound Wedding Professional member Barb Van Haren with Top Hat Formal Wear.  They can also be found on Facebook.