Independent Wedding Planner/Coordinator vs Venue Coordinator

If you’ve ever wondered “why would I hire a wedding planner” when the venue has a coordinator?  The following blog, originally posted by Danielle Andrews Sunkel, co-founder of The Wedding Planners Institute of Canada, will explain the benefits of having an independent wedding planner/coordinator assist you in making your wedding the day you’ve dreamed of.  

‘A venue coordinator is acting on behalf of the venue,  a wedding coordinator is working on behalf of the client.

• I was a GUEST at a wedding, the on-site (knew who I was) came over and said, "Oh you're here, I can leave now." It was 5 pm! I told her I was there as a guest, she still left.

• I was at the venue when the bride called because the limo got lost on the way to the photo shoot, the venue would not have called the photographer, gotten the directions, then called the limo driver.

• A bride's strapless gown kept falling down, do you really think the venue would have huge safety pins to pin the dress up?

• Another bride changed in to her flats and was tripping over her dress, do you think it was the venue or wedding coordinator that got under her dress and created more pick-ups to accommodate for the new hem length?

• My clients' limo didn't arrive to pick them up at the end of the evening.   Venue coordinator had already gone home.   Who called the limo company?

• My clients' grandparents were falling down tired, who drove them home so the parents could stay at the wedding, hint, not the venue coordinator.

• Clients thought the church had their unity candles, do you think the venue coordinator would run and purchase new ones? Nope, they aren't at the church.

• DJ forgot  to bring the sheet with the list of entrance songs and names, do you think the venue would have a copy of that?

• Groom forgot his speech at the hotel, who went and got it for him?  Certainly not the venue co- ordinator.

• Bridesmaids forgot their wraps to cover their shoulders for the ceremony, priest wouldn't let them in without them, who hopped in her car and got them from the bride's house?

• In May, the on-site was telling my couple they absolutely could not have a receiving line it would take too long. They were upset, I said, no we can have it, and get it done in about 25 min. The on-site had the nerve to time the receiving line (I didn't know till she had the grace to say she's never seen something so organized).  BTW……… it took me 23 min!

• Photographer got lost on the way to bride's house before the wedding, who got a hold of them and talked them through the directions , not the venue!

• Clients vintage Rolls wouldn't start, I whipped out my CAA card and called for battery help. Venue wouldn't do that would they?

• When the seating chart gets messed up or unexpected guests show up, the venue will set the tables, but they aren't going to deal with the seating and the guest relations.

• When one of the bridesmaids sat in something sticky, I was on my knees scrubbing the back of her dress then pinning her sash to hide the spot, the venue wouldn't be doing that.

• The venue isn't giving the nervous mother TUMS, or the groom with a headache Advil. They aren't brushing the lint off the groomsmen or letting them spit gum in to their hands before they walk down the aisle. They aren't bribing flower girls and ring bearers with lollipops to walk down the aisle or providing them with crayons & colouring books during the ceremony. They aren't wiping the groomsmen's dirty shoes with baby wipes or checking the bride's teeth for lipstick. They aren't making sure the wedding party has been served hors d’oeuvres  during  cocktails or making sure the groom has his special drink.

• Absolutely ANYTHING that requires back-up or finding the vendors or wedding party, only an independent wedding planner/coordinator can assist with as the venue does not get the emergency contact info so they can't be of help with these types of crises.

I've got more.... '

So, as you can see by Danielle’s post, when you hire an independent wedding planner/coordinator, you are getting the one thing that no one else can give you on your wedding day………….piece of mind!!!

                                                 

                                                    

                                           

                             

Band or DJ?

Music can make or break a wedding reception, no doubt about it.  Every bride and groom wants their guests to have happy feet!  Whether you choose a band or DJ, finding the right one can be quite daunting and the best thing to do is ask friends and get referrals.  You want to make sure that the entertainment suits your personal taste, budget, space allowance and most of all, your guest demographics.

The type of music you choose can set the tone of your wedding and help bring a theme (if you have one) to life.  Quite often, its the music that your guests will remember the most about your reception,  and the way it's delivered, whether it's live band or DJ, will affect the ambience.

Again, with your guest demographics in mind, you're going to want a variety of music in order to encourage everyone to hit the dance floor.  If most of your guests are twenty and thirty somethings, playing all classical music will probably be the kiss of death for your party.  If most of your guests are your parent's friends, you may not want to play all Top 40.  Remember, although it is your day, the party is for your guests as well.

If your budget is the determining factor in your choice of band or DJ, an eight piece band is going to cost you considerably more.  But if your budget allows, there is nothing like live entertainment to get your guests pumped up.  As well, a good bandleader can also play the master of ceremonies at your reception.  But don't forget, no matter how great the band, they can't possibly have the same repertoire as a DJ, who can keep a huge library of music on hand.

Today's DJs are artists in their own right, offering a balanced mix of musical styles for all ages.  Plus, and probably more importantly, the songs a DJ plays will sound exactly as you know and love them. Your favourites may not sound exactly the same when played by a band.

Whatever your choice, be sure to see the band or DJ that you are interested in in action before you commit.  If you can't see them live (please, don't be a wedding crasher) then ask to attend a rehearsal or, if that's not possible, ask to see a taped performance and obtain and review playlists.  And don't be afraid to ask for referrals from the last few weddings that they've played.

Lastly, don’t forget about the SOCAN (Society of Composers, Authors, and Music Publishers of Canada) fee.  If music is going to be played at any event, a fee must be paid to SOCAN.  They, in turn, distribute royalties to all copyrighted musicians in Canada.  Most venues include the SOCAN fee into the cost of the venue.

                                                            

                                                          

                                     Enjoy the party!!!       

                                        

                                      

                                                            

                                                                                                    

Cheers!!!

You’ve chosen the venue and selected the menu, but what about the bar service?   What are your options?

Cash Bar:  Guests pay for their drinks themselves.  While this may be the most economical option for the bride and groom, it completely defies the rules of etiquette as guests are being asked to pay for a portion of the wedding.  

Open or Host Bar:  Bar service is paid for by the bride and groom at a flat “per head” fee.  The bar is typically open for a 5 hour maximum throughout the evening.

Consumption Bar:  Operates the same as and Open Bar, however, the bride and groom are charged by the individual drink or bottle opened.

Now, don’t go crying over spilled tequila…… you can still save on the cost of alcohol at your wedding reception even though you are providing an Open or Consumption bar.  Here are some tips which you might find helpful:

·        Choose a venue that allows you to supply your own alcohol.  You’ll need to obtain a Special Occasions Permit which costs $25 to $35 (depending on the province) which then allows you to purchase your alcohol from the liquor and beer stores.  Any unopened bottles or cases can be returned for full refund.

·        Offer poured wine service during dinner rather than placing bottles on the tables.

·        Serve punch or signature drinks during the cocktail hour rather than full bar service.  It’s very chic to serve your very own special drink created just for you and your wedding!  

·        “Bottle Your Own”.  You can make your own wine and beer under your Special Occasions Permit at a licensed “Bottle Your Own” facility.  Reduce your costs even further by having your family and friends save their empty bottles for you to reuse.

·        Offer standard products rather than premium brands. 

·        Close the bar during the dinner hour.

·        Don’t bother with champagne for the toasts…….your guests can toast with whatever they are drinking.

·        Consider shutting down the bar an hour earlier (12am rather than 1am).  This would be the perfect time to serve your guests light snacks, coffee, tea and soft drinks before sending them on their way.  While it is illegal to announce “last call”, you can have your MC make an announcement at the beginning of the evening that the bar will close at midnight.        

Whichever bar option you choose, the most important thing is to ensure that your guests drink responsibly.  Remember, you have a legal obligation to your guests, which you share 50-50 with the venue, in the event of alcohol-related accidents or injuries.  Have the phone number to the local taxi company available for your guests and make arrangements with your venue for cars to be left overnight.

                          
                                            

                                                    Here’s to you!!!

                                                  

                                                      
                                                        

"Dinner is served"

                      

American, French, Family-style, Butler……… what’s the difference?  These are just a few of the most common dinner styles that you might experience at a wedding reception.  Let me try to make sense of them for you.

American or Plated

Food is plated and garnished in the kitchen and served to seated guests.

French       

Food is brought from the kitchen to the tables on platters and a white-gloved server then garnishes it and serves it onto the guest’s plates.

Russian/Family/Eastern European/Asian

Waiters deliver large platters of fully prepared, pre-sliced food and the platters are placed directly on the tables for guests to dish out the food for themselves, family-style.

Butler

Wait staff bring platters of fully-prepared, garnished and pre-sliced food to each individual guest who then dishes out their own portion.

Buffet

Buffet stations are set up in the reception hall and guests wait their turn to put together their own meals.

Keep in mind the number of guests you are expecting when deciding on dinner style.  Buffet style is not recommended for larger weddings unless you want the majority of your evening devoted to dinner.   And, if you’re having a formal wedding, family style is probably not for you.  Your venue coordinator and wedding planner will assist you in making the right decision so that you and your guests will savour the meal and be ready to party the night away.   Bon appetite!!!  

                                           
                                              

                                             

Limited budget? You can still have a "wow" reception...

There are many ways to reduce costs, and the obvious one is to cut your guest list.  But if that isn’t an option, how about having your wedding on a Friday instead of Saturday?  With Saturday being the most popular day for a wedding, most venues offer discounts for receptions held on Fridays.

Another cost saving measure would be to have a wedding brunch or luncheon rather than an evening reception.  Brunch or luncheon food generally costs less than dinner food.  Rather than spending a large part of your budget on full bar service, you can serve Mimosas (champagne and orange juice) and coffee and tea at a brunch reception and wine and beer and soft drinks at a luncheon reception.

  

Prince William and Kate Middleton had a brunch reception following their wedding which took place on April 29, 2011.  And while their budget may not have been limited, they certainly proved that brunch receptions are perfectly acceptable and can be done with elegance and class to rival any evening event.  So if it’s good enough for royalty, why not consider it?