Tuesday, January 26, 2010
Tuesday, January 5, 2010
Vendor Selection Part one!
Today's topic is a very important one for any bride. Even as a coordinator I know the importance of picking the right vendor because I have to work with these people every day. The reason why you want to make sure you have the right vendor for you is that you are trusting this company or person with an element of your very special day. You want to make sure and interview each vendor and get quotes as well. I will give you some sample questions for each vendor and hopefully that will shed some light onto this for you.
Reception Site:
1) What is the charge? What is included in that rate? How Many Hours will that cover?
2) What is the seating Capacity?
3)How is the parking situation? Is there Valet Parking?
4) Is Catering provided and if not can you provide your own?
5) Is Alcohol provided and if we have to provide our own is there a charge?
6) If we would like to have a band or a DJ is there a place to set them up?
7) Is there a cleanup fee or is that included in the rental?
8) Can we rent other necessities? What are the fees associated with this?
Cake Vendors:
1) Do you have pictures of cakes you have made for other weddings?
2) If we want something different, can you do a customized cake for us?
3) If we need a cake for a certain amount of guests can you do that? How much will that cost?
4) Will you deliver the cake to our reception site? Is there a delivery charge?
5) How far in advance do we need to order the cake?
Catering Vendors:
1) What can you offer us within our budget?
2) What about substitutions for special dietary needs?
3) Will we need to provide our own dishes, silverware, napkins and so on? If you provide them can we see samples?
4) How many servers will there be, and will there be cleanup?
5) Is there a charge to cut and serve the cake?
6) What is the deposit schedule?
7) When Do you need the final count?
These three things are a lot to think about. Tomorrow we will focus just on flowers and music.
Above anything the importance of great selection is that this is YOUR day. You want everything to be perfect and you need to find a vendor who will supply you with what you need. Do not get discouraged right off the bat. If you live in a small area and you think there is only one way to go you may be surprised to find out more by going to bridal expos or just joining forums.
As always the importance of having a coordinator is that they can go with you to these consultations and make sure that the vendor is a reliable one. Coordinators also have a suggested list of vendors they have worked with before.
Good luck!
Reception Site:
1) What is the charge? What is included in that rate? How Many Hours will that cover?
2) What is the seating Capacity?
3)How is the parking situation? Is there Valet Parking?
4) Is Catering provided and if not can you provide your own?
5) Is Alcohol provided and if we have to provide our own is there a charge?
6) If we would like to have a band or a DJ is there a place to set them up?
7) Is there a cleanup fee or is that included in the rental?
8) Can we rent other necessities? What are the fees associated with this?
Cake Vendors:
1) Do you have pictures of cakes you have made for other weddings?
2) If we want something different, can you do a customized cake for us?
3) If we need a cake for a certain amount of guests can you do that? How much will that cost?
4) Will you deliver the cake to our reception site? Is there a delivery charge?
5) How far in advance do we need to order the cake?
Catering Vendors:
1) What can you offer us within our budget?
2) What about substitutions for special dietary needs?
3) Will we need to provide our own dishes, silverware, napkins and so on? If you provide them can we see samples?
4) How many servers will there be, and will there be cleanup?
5) Is there a charge to cut and serve the cake?
6) What is the deposit schedule?
7) When Do you need the final count?
These three things are a lot to think about. Tomorrow we will focus just on flowers and music.
Above anything the importance of great selection is that this is YOUR day. You want everything to be perfect and you need to find a vendor who will supply you with what you need. Do not get discouraged right off the bat. If you live in a small area and you think there is only one way to go you may be surprised to find out more by going to bridal expos or just joining forums.
As always the importance of having a coordinator is that they can go with you to these consultations and make sure that the vendor is a reliable one. Coordinators also have a suggested list of vendors they have worked with before.
Good luck!
Monday, January 4, 2010
Time to dust off this blog
Was it me or did that holiday season just wipe us all out?! Between working what I call my big girl job and trying to keep my coordinating going- I was beat. Now here I am refreshed and ready for whatever life throws my way!
I have joined forces with some other local small business owners to put together a co-op, we refer to ourselves as the Co-Op of DOOM! We are currently planning a Bridal Expo for our area. Its not as easy as it might sound to some. At this point we have the vendors pretty well on the way to being secured- now we get to advertise. Which brings me to today's topic... advertising. I know up until now I have focused on Weddings but indulge me a moment here.
What makes an event an event? It is not the mere planning of it no- we must have attendance! I have done BIG advertisement with radio and television! But nothing proved better to me than an old fashioned grass roots scheme with a bit of the big advertisement mixed in.
Lets say you are hosting a benefit. On one side of the benefit you may be asking select investors to attend. For this is suggest an intimate cocktail party with a very nice invitation sent out to those you wish to have in attendance. You have to have a gimmick in place to make them want to come. If you live in a rural area people love to have a chance to do something out of the norm. Throw a traditional cocktail party and send out beautiful invitations. If you live in the city you can do the same thing. Just make sure they want to be there. Put the cause on the invitation.
Lets look at the other side on a benefit. THE BIG EVENT. First step is to secure your setting, time and what is going on. Then pick an advertising chair for the event. This person will be in charge of creation and delegation. This is the face of your event. Your advertising chair will speak to local television and radio professionals, they will also approach stores with posters to hang. Yes, you have to do BOTH forms of media. They may hear it on the radio but a 60 second spot can only do so much for you. People are bound to only hear part of your message in any kind of media but if you cover all bases they are bond to hear it all!
Important information you want on ANY type of advertisement.
1) WHAT? What the heck is going on?
2) WHERE? Where in heck is it happening?
3) WHEN? When in heck do you want us there?
4) WHO? Who the heck are you?
5) WHY? Why the heck are you doing this?
Follow that up with a nice image that displays what you are doing. If you are hosting a Halloween benefit make sure the image goes with the theme. Do not confuse people by placing a Christmas tree on it.
Make sure you proof read your advertisement. Send it to a friend and have them read it. Read it backwards (it works try it). Whatever you do DON'T Send it to print with typos (I learned this the hard way). Typos mean you have to redo the whole process and not only is that expensive but it is also not earth friendly.
So once you have all the ads made- its LIST MAKING TIME! List all of the business' you want to approach to hang posters. Check them off as you go... this way you will not keep sending people to them to ask to hang posters.
Once you advertise make sure you follow through with all of the things it says on your advert. Don't change your mind about something you promise- that is false advertising and people tend to not like that. Just make sure that whatever you say you will do you do. Enjoy your well attended event!
Thank you for entertaining my off wedding tangent!
I have joined forces with some other local small business owners to put together a co-op, we refer to ourselves as the Co-Op of DOOM! We are currently planning a Bridal Expo for our area. Its not as easy as it might sound to some. At this point we have the vendors pretty well on the way to being secured- now we get to advertise. Which brings me to today's topic... advertising. I know up until now I have focused on Weddings but indulge me a moment here.
What makes an event an event? It is not the mere planning of it no- we must have attendance! I have done BIG advertisement with radio and television! But nothing proved better to me than an old fashioned grass roots scheme with a bit of the big advertisement mixed in.
Lets say you are hosting a benefit. On one side of the benefit you may be asking select investors to attend. For this is suggest an intimate cocktail party with a very nice invitation sent out to those you wish to have in attendance. You have to have a gimmick in place to make them want to come. If you live in a rural area people love to have a chance to do something out of the norm. Throw a traditional cocktail party and send out beautiful invitations. If you live in the city you can do the same thing. Just make sure they want to be there. Put the cause on the invitation.
Lets look at the other side on a benefit. THE BIG EVENT. First step is to secure your setting, time and what is going on. Then pick an advertising chair for the event. This person will be in charge of creation and delegation. This is the face of your event. Your advertising chair will speak to local television and radio professionals, they will also approach stores with posters to hang. Yes, you have to do BOTH forms of media. They may hear it on the radio but a 60 second spot can only do so much for you. People are bound to only hear part of your message in any kind of media but if you cover all bases they are bond to hear it all!
Important information you want on ANY type of advertisement.
1) WHAT? What the heck is going on?
2) WHERE? Where in heck is it happening?
3) WHEN? When in heck do you want us there?
4) WHO? Who the heck are you?
5) WHY? Why the heck are you doing this?
Follow that up with a nice image that displays what you are doing. If you are hosting a Halloween benefit make sure the image goes with the theme. Do not confuse people by placing a Christmas tree on it.
Make sure you proof read your advertisement. Send it to a friend and have them read it. Read it backwards (it works try it). Whatever you do DON'T Send it to print with typos (I learned this the hard way). Typos mean you have to redo the whole process and not only is that expensive but it is also not earth friendly.
So once you have all the ads made- its LIST MAKING TIME! List all of the business' you want to approach to hang posters. Check them off as you go... this way you will not keep sending people to them to ask to hang posters.
Once you advertise make sure you follow through with all of the things it says on your advert. Don't change your mind about something you promise- that is false advertising and people tend to not like that. Just make sure that whatever you say you will do you do. Enjoy your well attended event!
Thank you for entertaining my off wedding tangent!
Tuesday, December 8, 2009
Time Management
I was told I had to get more personal if I expect people to keep reading my blog. So here it is! I used to be terrible at time management. I would be showering 20 minutes before work or a meeting. Then I woke up and realized something- people rely on me. I have meetings to attend and work to do. So I started making lists and keeping a schedule... and now I am a time management Diva. Granted at some points I slip into a bit of a "oops moment" but some how I pull it together (mostly sacrificing my hair do).
Why am I sharing this? Because in my field of work- I rely on others to have awesome time management skills. Whether it be a client or a vendor... never underestimate the power of being a bit early! My mother always told me to show up 15 minutes early to anything. This has not proved me wrong.
So today my advice is that you manage your time well. Brides don't book too much in one day because you really want to take your time with some decisions. Vendors you know how long set up will take but there are always those things we cannot control therefore we have to give ourselves a great gift the gift of time.
On a business note- today I met with a wonderful group of ladies. What started off as an idea became a reality and I find myself along with these lovely ladies planning a Wedding Expo right here in Northern Maine. February 2010 the face of a county wedding will change!
Why am I sharing this? Because in my field of work- I rely on others to have awesome time management skills. Whether it be a client or a vendor... never underestimate the power of being a bit early! My mother always told me to show up 15 minutes early to anything. This has not proved me wrong.
So today my advice is that you manage your time well. Brides don't book too much in one day because you really want to take your time with some decisions. Vendors you know how long set up will take but there are always those things we cannot control therefore we have to give ourselves a great gift the gift of time.
On a business note- today I met with a wonderful group of ladies. What started off as an idea became a reality and I find myself along with these lovely ladies planning a Wedding Expo right here in Northern Maine. February 2010 the face of a county wedding will change!
Thursday, December 3, 2009
Keeping it Local
Good afternoon everyone! Today I want to touch base on something that I believe in with every fiber of my being. Keeping things local.
In my experience I find that local business appreciate business and are very willing to work with brides or any kind of event. They know that those attending your event will more than likely ask where you got certain items and that will in return bring more business for them.
Local Florists are able to take the time to sit down with you and really give you many options. I suggest making an initial appointment and talking to the florists. Do not be afraid to shop around. This is your day and you need to make sure you are getting the most out of ALL of your bookings. Different florists offer different
Locations! Check in with MANY local locations. Get the venue that you want for your wedding. Make sure it meets all of your requirements. Do you want in house catering? Do you need a place to get ready? Do you have anyone attending your wedding who may need a ramp to get in? Make a list of all of the things you want from a location and make sure you get it. Price a concern? Talk to other brides or what have you and see what they got it for- that way you know if you are being taken advantage of. Also ask why the price difference maybe something is going on at that time that we do not know about.
Hair salons are important too. The best advice I can give you is try to use your own stylist. If you do not have one I would look for a salon that offers the one stop shop. The place that offers tanning, nails and hair! That way you make all of your appointments in one area. Go somewhere that you feel comfortable. Make sure that you make trial appointments with your hair stylist.
Cakes?! You know when it comes to birthdays or weddings you have to have a wonderful cake that is the expression of yourself. The down side to this is that in some areas it is a who knows who deal. You have to really talk to people who have had weddings done by bakers find out who they used and contact that person. In bigger areas you may have more options and the best bet is to do a tasting!
Photography is key- this is how you and others will see your wedding. Most photographers will have portfolios. When you make an appointment with a potential photographer make sure that you ask for them to bring the portfolio. When you interview any one but especially the photographer- make sure they are easy going and able to blend in with your guests. This will make candids easier.
Videography is an amazing tool for some of us to use to bring the wedding to those who cannot attend. The same rules for hiring that apply to the photographer should apply for the videographer.
Entertainment for the wedding is also a big thing to think about. Do you want a live band or a DJ? The best bet is to decide the mood you want to set for your event and then follow through with it. Want to rock out at your wedding? Go with a local band! Most DJ companies come with Emcees which is a big help. They can keep the flow of your event going- so it is best to make sure you interview all options.
Invitations are how you will communicate with all that you want to have at your wedding. There are two ways to go with these. You can have them handmade by a local artist or go to a vendor for them. Make sure that your plans are solidified before you print. You really want to order these only ONCE. Make sure the invitations match your theme and colors. Place RSVP cards in them as well.
Jewelry and accessories are also very important. If you chose to do something custom check in with local arts organizations to see if there is anyone out there who does custom work. These are pieces that you can pass on to others and something that will be unique to you.
Dresses are the hardest thing to find local. Some seamstresses will do custom dresses but buyer beware this will be expensive. My suggestion would be to go to a bridal outlet and then use local seamstress' to do the alterations!
No matter what local vendor you choose to use make sure you meet with them early enough to book so that you have your event in their calendar!
If you live in the Presque Isle area and would like some information about the local companies I use please let me know!
In my experience I find that local business appreciate business and are very willing to work with brides or any kind of event. They know that those attending your event will more than likely ask where you got certain items and that will in return bring more business for them.
Local Florists are able to take the time to sit down with you and really give you many options. I suggest making an initial appointment and talking to the florists. Do not be afraid to shop around. This is your day and you need to make sure you are getting the most out of ALL of your bookings. Different florists offer different
Locations! Check in with MANY local locations. Get the venue that you want for your wedding. Make sure it meets all of your requirements. Do you want in house catering? Do you need a place to get ready? Do you have anyone attending your wedding who may need a ramp to get in? Make a list of all of the things you want from a location and make sure you get it. Price a concern? Talk to other brides or what have you and see what they got it for- that way you know if you are being taken advantage of. Also ask why the price difference maybe something is going on at that time that we do not know about.
Hair salons are important too. The best advice I can give you is try to use your own stylist. If you do not have one I would look for a salon that offers the one stop shop. The place that offers tanning, nails and hair! That way you make all of your appointments in one area. Go somewhere that you feel comfortable. Make sure that you make trial appointments with your hair stylist.
Cakes?! You know when it comes to birthdays or weddings you have to have a wonderful cake that is the expression of yourself. The down side to this is that in some areas it is a who knows who deal. You have to really talk to people who have had weddings done by bakers find out who they used and contact that person. In bigger areas you may have more options and the best bet is to do a tasting!
Photography is key- this is how you and others will see your wedding. Most photographers will have portfolios. When you make an appointment with a potential photographer make sure that you ask for them to bring the portfolio. When you interview any one but especially the photographer- make sure they are easy going and able to blend in with your guests. This will make candids easier.
Videography is an amazing tool for some of us to use to bring the wedding to those who cannot attend. The same rules for hiring that apply to the photographer should apply for the videographer.
Entertainment for the wedding is also a big thing to think about. Do you want a live band or a DJ? The best bet is to decide the mood you want to set for your event and then follow through with it. Want to rock out at your wedding? Go with a local band! Most DJ companies come with Emcees which is a big help. They can keep the flow of your event going- so it is best to make sure you interview all options.
Invitations are how you will communicate with all that you want to have at your wedding. There are two ways to go with these. You can have them handmade by a local artist or go to a vendor for them. Make sure that your plans are solidified before you print. You really want to order these only ONCE. Make sure the invitations match your theme and colors. Place RSVP cards in them as well.
Jewelry and accessories are also very important. If you chose to do something custom check in with local arts organizations to see if there is anyone out there who does custom work. These are pieces that you can pass on to others and something that will be unique to you.
Dresses are the hardest thing to find local. Some seamstresses will do custom dresses but buyer beware this will be expensive. My suggestion would be to go to a bridal outlet and then use local seamstress' to do the alterations!
No matter what local vendor you choose to use make sure you meet with them early enough to book so that you have your event in their calendar!
If you live in the Presque Isle area and would like some information about the local companies I use please let me know!
Wednesday, December 2, 2009
Keeping Calm
When you plan ANY event at all the biggest thing is to keep calm. Being organized will take most of the pressure off but there will always be those last minute changes or things that have been forgotten. There is no such thing as perfect but we aim to get as close as we can!
So ways to keep calm as your big day approaches. Brides you will love this one!
1) Pamper nights- when the pressure of the event gets too much- light some candles take a bath and just try to relax!
2) Take a nap- when things seem overwhelming the best thing to do is to sleep. 30 minutes makes a big difference. Just take a few minutes and let your body recharge.
3) Recite a Mantra. For some people its Shakespeare for others its a prayer. Just take the time to repeat yours to yourself until you feel better.
4) Counting. Some people recommend counting to ten- I am of the thought that you should count until you feel better.
5) Pass the buck- hey its what you hired me for. If your plans are solid and you do not want to waver from them- let people go to your planner with questions and explanations.
So when things get too much- just take a step back and realize that your day will be perfect when all is said and done. It may seem like things are chaotic but in reality if you have hired a coordinator- underneath all the chaos is organization!
So ways to keep calm as your big day approaches. Brides you will love this one!
1) Pamper nights- when the pressure of the event gets too much- light some candles take a bath and just try to relax!
2) Take a nap- when things seem overwhelming the best thing to do is to sleep. 30 minutes makes a big difference. Just take a few minutes and let your body recharge.
3) Recite a Mantra. For some people its Shakespeare for others its a prayer. Just take the time to repeat yours to yourself until you feel better.
4) Counting. Some people recommend counting to ten- I am of the thought that you should count until you feel better.
5) Pass the buck- hey its what you hired me for. If your plans are solid and you do not want to waver from them- let people go to your planner with questions and explanations.
So when things get too much- just take a step back and realize that your day will be perfect when all is said and done. It may seem like things are chaotic but in reality if you have hired a coordinator- underneath all the chaos is organization!
Tuesday, December 1, 2009
Today's Tip: Be Organized
Hello! Every day or so I will be posting some tips on here about how to organize events. Not to discourage you from getting a planner but to show you the importance of picking the right one (which of course is me haha).
Today's tip is to be organized. When I first meet with a potential client I start a list. What kind of event is this? What color scheme are they looking for? yadda yadda yadda! Once that list is done and the person/s decide to book with me- I make a list of what I need to do and what they need to do. We sit down and discuss what is going on and we start cracking at the list taking care of things as we can.
Decorations? Place them in boxes that are clearly labelled. For any event you will have tables so make sure that you have all of your table stuff together. Doing your own food? Make sure you have your plates and cups and serving untensils together. This way when you get to your venue all you have to do is hand someone a box and they know what supplies they need and have!
When dealing with fund raisers all I can tell you is that I have seen too many of them fail due to lack of organization. So make sure you have that check list and make sure if you are working with others that they are on the same page as you. If you are soliticing items for an auction keep a detailed list of where you went, what they gave you and a point of contact. THEN send out thank you cards for each item.
Speaking of thank you cards, it is important for any event you throw to thank people. Whether it be through goody bags or cards. When you get your RSVP for events also make your thank you card list. This way you know who is at the event and you can thank them for being part of your special day!
So whether you are organizing your own event or helping with someone elses- always be organized. Have a folder for the event on your desk and make copies for those who are helping you!
Thanks for reading and Best of Luck!
Today's tip is to be organized. When I first meet with a potential client I start a list. What kind of event is this? What color scheme are they looking for? yadda yadda yadda! Once that list is done and the person/s decide to book with me- I make a list of what I need to do and what they need to do. We sit down and discuss what is going on and we start cracking at the list taking care of things as we can.
Decorations? Place them in boxes that are clearly labelled. For any event you will have tables so make sure that you have all of your table stuff together. Doing your own food? Make sure you have your plates and cups and serving untensils together. This way when you get to your venue all you have to do is hand someone a box and they know what supplies they need and have!
When dealing with fund raisers all I can tell you is that I have seen too many of them fail due to lack of organization. So make sure you have that check list and make sure if you are working with others that they are on the same page as you. If you are soliticing items for an auction keep a detailed list of where you went, what they gave you and a point of contact. THEN send out thank you cards for each item.
Speaking of thank you cards, it is important for any event you throw to thank people. Whether it be through goody bags or cards. When you get your RSVP for events also make your thank you card list. This way you know who is at the event and you can thank them for being part of your special day!
So whether you are organizing your own event or helping with someone elses- always be organized. Have a folder for the event on your desk and make copies for those who are helping you!
Thanks for reading and Best of Luck!
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