Wedding Planning 101: Catering

Hello lovely SA readers. Thanks for checking back for more Wedding Planning 101 tips! This week we’re sharing our planning knowledge regarding the biggest line item of your wedding budget, catering! It seems pretty simple, right? Figure out the food/beverage minimum, taste the food, set the menu. We only wish it was that easy. There is much more than meets the eye with catering that we would like to share with you.

Figuring out how much you are going to spend on catering is not a matter of picking out a number you can afford.  It has to be a number based on reality.  To determine this, it is crucial to know whether you are dealing with on or off-site catering as this results in different costs.  Off-site catering typically involves higher rental costs because every plate, fork, and sometimes even the oven have to be rented and brought into the venue. {Fortunately some caterers include some rentals at no additional cost.}  There can be catering fees charged by the venue {and passed along to the couple} and sometimes there are off-site catering fees which cover the hassle of having to truck everything to the venue.  With all this said, it is still sometimes cheaper to go with off-site catering, so don’t be deterred. It’s just important to know what you’ll be paying for and how many hidden charges there will be. Ask for a sample banquet event order to get the rundown on all the fees.  

Often times, couples assume the food and beverage minimum is what they will be paying.  Minimum is the key word there, as you will ALWAYS pay more than this!  Your menu selections and/or guest count can quickly bring you above these numbers.  And don’t forget to ask about staffing fees, linens, service charge and sales tax which will add roughly another 30% to your bill {that are not included in the minimum}!  Ask what the service charge covers; some couples assume this is a gratuity, but usually it is not.

Another consideration in setting your catering budget is to think about the style of service you want. Catering companies can cater {pun intended} to your wedding style. Are you having a swanky night-club feeling soiree? If so, it might be a good idea to go with passed heavy hors d’oeuvres or a variety of food stations, like a raw bar, a carving station, and other yummy and interested stops for your guests to make! Want a more casual party? If so, it might be a good idea to do buffet or family style. And for you foodies out there, why not venture beyond the salad, entree, cake tradition and offer multiple courses with wine pairings!  

Once you have decided on the budget, selected a caterer, and the style of service, it’s time for the fun part - the tasting! Some catering companies charge a small fee for your important wedding-day decision makers to all gather around and give the thumbs up or down on various items on the menu, so be sure to ask. This way, you get that unique and personalized menu you have always imagined for your reception.

There you have it. Although we wish planning the catering was as simple as attending a tasting and signing the check, we hope our tips help you have a more realistic idea of the catering planning process. Does this still sound like a foreign language to you? No problem. Our Style-Architects wedding planners are always happy to help!

Wedding Planning 101: Venue

Photography: Studio 306

We’re back with more wedding planning tips and this week it’s all about location! The venue is where all the magic happens, so it’s important this step doesn’t get overlooked. If you are following our advice, then you have already established your wedding-day vision, right? Are you going for a glamorous chic soiree, a preppy/nautical boat club party, or a rustic and organic outdoor wedding? We encourage couples to pick a space that is consistent with their overall look.   If you haven’t defined the vision yet, then you’re not ready to pick a venue!

Not only should the venue fit in with the style of the overall wedding, but it should also be budget-friendly. {Still a little stressed out about the budget? Don’t fret. Before reading on, take a peek at our last “Weddings 101” post on budget!}

The most important thing to do when touring venues is ask the right questions. Aside from the basic “What is the room rental and food and beverage minimum?” types of questions, there are many things couples forget to ask that are crucial to nailing down the perfect venue.

Capacity is often a confusing and overstated number.  When venues quote capacities, think no dance floor, no bar set-ups and tables so tight you need to turn sideways to get through!  Ask for sample floor layouts to really see whether your wedding will “fit” within the space.

We also encourage couples to ask for a sample BEO, or “Banquet Event Order,” which itemizes every little cost that a couple would need to pay. This is a definite must before signing on the dotted line!  Don’t forget to ask about extra charges that can add a lot to the overall cost.  Is there an additional charge for auxiliary room rentals?  Does your venue charge extra for tables, linens, chairs, lighting or lounge furniture? What about AV equipment? Is there a bartender fee or bar set-up fee associated with the venue?  Do you need to rent a dance floor?  What is the parking situation for your guests?  Is security required?  After all, nobody likes those last-minute surprises {and neither does your bank account!}

There you have it, friends. Now go schedule some venue tours and blow this one out of the park! Stay tuned for our next “Weddings 101” post on catering!

Wedding Planning 101: Budget

Our weekly Wedding Planning 101 series continues and this week we are sharing our pearls of wisdom regarding the not-so-fun wedding budget. If you missed the first installment of Wedding Planning 101, finding your wedding vision, you can check it out here. Step number two of wedding planning isn’t as exciting as vision development, but we guarantee your bank account will thank you for this. Often times, planning the budget is where couples have their first freak-out. You’ve never thrown a massive party for all your friends and family, so how should you know how much that costs or how to allocate your money?! Although there are no hard and fast rules to creating a budget, we have a few tricks up our sleeves to ease the stress.

The {sad} reality is that all weddings, whether simple or extravagant, have a budget. Most couples long for a gorgeous wedding with top-notch finishes. Unfortunately, the bank account doesn’t always agree!  The trick is to prioritize and plan so that you are sure to get exactly what you want and not break the bank! One of the biggest roles we play as wedding planners is helping couples prioritize their wants and identify how to get the look they desire within the confines of their budget.  What can you {and your fiance} absolutely not live without? Is it that statement designer gown? What about those wow-factor florals? Or maybe you want your guests to have a real “foodie” experience? No matter what, identifying the top priorities is a MUST to help ensure you get exactly what you want on your wedding day!

It’s hard not to get too excited and want to amp up every little detail of your big day, but we encourage you to sit down and allocate money early on in the planning process to each and every wedding expense BEFORE signing on any dotted lines. Yes, that means calling and checking vendor prices in every category.  Be specific about what you want.  Sure you can get florals for $2,000, but will that give you the look you are trying to achieve?  Don’t be caught by surprise!  Ask for a mock Banquet Event Order from your potential venue/caterer to ensure you account for all possible charges.  Undergoing this tedious {but necessary} task will help you determine whether your desired price points are realistic and will safeguard your planning from {bad} surprises!

If the final budget is coming in too high, get creative! Shop for your dress at a sample sale, opt for a non-traditional venue, or cut your guest list down.  It’s the fastest way to cut your budget and besides, not every friend needs a date!

If this seems like too much work, then sit back, relax and let a planner {like us} help create your budget.  We‘re happy to help and have created countless budgets at many different price points.

Next week we’re talking venue so be sure to check back!  Happy planning!

Wedding Planning 101: Vision Development

Prior to beginning the planning process, brides and grooms notoriously underestimate the amount of detail that goes into planning their anxiously awaited day. Your vision, budget, venue, catering, and decor {just to name a few} must be meticulously planned out and every detail must be attended to. Since we've mastered the art of wedding planning {and you’ve likely never done this before}, we’ll share some of that experience with you.  

Let’s start with the first, and most crucial, part of the process: Vision Development. Defining your wedding day vision should be at the top of every newly engaged couple’s list. After all, this sets the stage for the rest of the planning process. With all the beautiful ideas out there, it’s easy for your mind to go in all sorts of stylistically different directions. What bride doesn’t go crazy on Pinterest these days? {We certainly do!}  However, it’s important that all the elements are cohesive. We can’t preach this enough!  Just because you love Audrey Hepburn and curly willow doesn’t mean you should put them together.  When we meet with couples to begin the planning process, we begin by asking questions such as: What do you want your wedding to reflect about you as a couple?  What is the overall mood you want to create? What are three adjectives you would use to describe your dream wedding?  How would you describe your personal style? Do you see bright bold colors or muted soft neutrals?  Then, make sure every elements fits within the bounds of these responses.

Asking enough questions enables us to translate this information into specifics around your venue, fashion, food, décor, and entertainment. After the brainstorming, pinning, and Q&A, it’s easier to pin-point the elements that are important to you and what the overall look should be.

In our opinion, nothing's worse than attending a cookie-cutter wedding. Being sure that we create a special day fitting your personality is the most important part of our job. Of course, staying within the budget is an important aspect of our job too, but we'll just let our wedding planning dreams run wild and not worry about the dreaded budget until next blog post! ;)

Check out these SA weddings proving how a distinct vision drives individuality and cohesiveness.

Photography by: Photogen, Inc.

Photography by: Studio 306

Photography by: Studio 306

Photography by: Pixel Posey

Planning Your Wedding in the Digital Age Part 2

If you read our last blog post, you are now a pro at pre-wedding technology. Yay! But, incorporating technology doesn’t stop at the planning stages. Using technology on your wedding day is bound to make it an unforgettable celebration for you and your guests.

First, let's start with the basics. A wedding hashtag is a must! They are a fun way to collect photos and engage your guests during the reception. Pick an easy hashtag for everyone to use, and make sure to include signage so guests don’t misspell it {after a few too many!} Having a wedding hashtag is like having 100 free photographers. They might capture moments your photographer didn’t {queue the selfie stick pics}, or ones you weren’t even aware were happening. This also makes the photos of the night easily accessible if you plan to utilize them or just scroll through and reminisce.

Your wedding hashtag can really come in handy if you want to create a live slideshow or photo wall to feature photos as they are posted. If your only goal is to showcase old photos, then keep it old-school and just use Powerpoint. But if you want to mix the old and the new, you have several options.  Tools such as Eversnap allow you to upload old photos to their website.  Photos taken day-of by guests through the app are intermixed with the old photos and can be projected during the event.  Or, post old photos on Instagram with your hashtag and use a website like Eventstag to create a live slideshow for guest viewing.  If you plan on having a photobooth and want to project these images as well, opt for a company with social media functionality that allows guests to obtain a digital copy they can share on Instagram. Or, some companies have the capability to allow you to project photobooth images directly and instantaneously from their website.  Make sure to pass out cards or list instructions to inform guests on how to share and see photos.  Whether projected on a blank wall or on TV monitors, sharing real-time photos at your wedding is another form of great entertainment and you have instant photographic memories {since your professional photos will likely take six weeks or so!}

Videography is a great way to capture the emotions of the day, but if it’s stuck in a camera, that’s not much of a benefit to overseas or out of town family and friends. If this is you, consider live streaming portions of your wedding and/or reception.  There are some do-it-yourself options as well as professional options. For the DIY brides out there, consider the number of guests you want to reach. If you are just streaming to a couple people who can’t attend, you can have them view the fun on FaceTime or Skype {set your phone or laptop down on a chair during the ceremony}. If you expect a larger audience, then consider Ustream or Livestream. We recommend you let a professional worry about this so you can enjoy your big day.

Of course, you know that amidst all of the night’s documentation through pictures, videos, and tweets, your guests are going to run out of battery long before the night is over. Instead of letting them scavenge and fight over the one outlet across the room, provide a charging station to accommodate popular phone models so the Instagrams don’t have to stop mid-party.  

Sit down with your fiancé and discuss what you want to see {or not see} at your wedding. If you are not comfortable with the excessive use of tech, that is okay! Make sure you talk about this beforehand, so there are no surprises day of. This is your day; don’t be shy to make your expectations clear to your guests! Add plenty of reminders throughout the wedding for when {and how} you would like to incorporate tech. Hopefully these tips will ease your nerves about your planning. If you still need help, consider hiring a planner! We’ve used technology in many different ways and can guide you on how best to incorporate technology into your special day.

Planning Your Wedding in the Digital Age

In our digital age, there’s no denying the growing presence of technology in every aspect of our lives. New technology has been a major game changer for wedding planning. I’m not going to lie; planning a wedding is no small task, but luckily all the new technology available can make the process loads easier on the couple if a wedding planner is not in the budget.  There are so many amazing tools the technological world has to offer for planning and the actual celebration.   First, let's start with the countless technology tips and tricks we’ve learned for the planning process.  

One of the first steps in planning your wedding is to develop a vision. With all the beautiful wedding images available now, it’s difficult to sort through and create a cohesive vision {especially if you love so many different looks!} The easiest go-to for vision creation is Pinterest. Pin what you love to one board, look for common threads, delete what doesn’t fit and continue to edit the board until it makes sense and works well together. Make sure your board has personality.  Is it dramatic?  Whimsical? Edgy? Fun?  If it looks like it could be anyone’s board, then add more touches that speak to you. Check out our Pinterest boards to get you started! More often than not, if you find a picture you like on Pinterest, there is a website linked to it. Websites and blogs provide insightful articles to help you on your inspiration search. They are also valuable in providing resources to assist in turning your vision into a realistic, attainable plan.

Inspiration can come at any hour of the day, even when you’re laying in bed scrolling through Instagram before going to sleep. Be sure to save your fav Instagrams to Pinterest so your late night browsing doesn’t go to waste.

So now that you have a solid vision, how are you going to pay for it? The often dreaded, but always necessary budget, is a key step in the early stages of your planning process. When we work with a couple, we spend a lot of time on budget before we ever book a vendor.  Budgets are a blueprint for your spending and a practical way to allocate money to priorities first. There are a few online budget tools on Wedding Wire, Brides, and The Knot. Brides allows for you to enter some variables like number of guests, number of attendants etc. that can impact how you would allocate spending.  Wedding Wire generates a basic budget solely based on overall budget, but makes it easy to adjust the budget for reallocation.  Keys things to keep in mind:  these numbers are not necessarily attainable for your vision and you should always vet your numbers by getting actual quotes.    

Online save the dates are not for everyone, but they can be a quick and inexpensive way to let your guests know that your big day is coming, especially if you have guests coming in from out of town. The downside – needing to know everyone’s email addresses.  Keep in mind the formality of your wedding when deciding between paper and online save the dates. If you have an extravagant day planned, a paper save the date and invitation is expected. A more casual wedding or younger crowd would be perfect for an online save the date. Wedding invitations should never be paperless {at least we don’t think so}, but keep paperless invitations in mind for all the smaller events that surround a wedding, such as showers, bachelor and bachelorette parties and rehearsal dinners.  

You need a “hub” for you and your guests to get the 4-1-1 on all the details of your wedding. Your wedding website includes addresses, event dates, photos of you and your fiancé, links to your registry, and anything else you would like your guests to know! Plus, it is the only place you can list registry information and the fact that you don’t want kids in a way that doesn’t breach etiquette! Try and match your website to your theme or paper products for a consistent look.

If you aren’t looking forward to receiving tons of little RSVP cards back with a simple “Yes” or “No” answer, opt for online management of your guest list and RSVPs.  No more worrying about illegible writing, blank cards, or even worse: no response at all.  Your lovely wedding website is a great place to direct your guests to RSVP for not only the wedding, but any other events you may have planned {rehearsal, welcome reception, Sunday brunch}. While online, guests can decide on their meal choice, let you know who their +1 is, and RSVP to any of the week’s events.

Similar to guest lists and RSVPs, the best place to let your guests know where you are registered is on your wedding website. Of course, you can create a registry at your favorite stores the old fashioned way and then include a link on your website.  However, there are several other interesting options available to you as well. Amazon and My Registry allow you to add items from any store onto one master registry.  This makes it easy to receive gifts from a variety of different stores.  There are also other master registries that, instead of sending the actual gift, transfer the cash value to you so that you may make the purchases or spend the value how you like.  Simple Registry is one example.  If you are looking for alternatives to a store registry, consider creating an “experience registry”.  Websites like Honeyfund allow guests to pitch in for “big ticket” items for everything from honeymoon plans, a big screen TV, or even a down payment on a car or house. {Be creative and think about what you want.}  Bonus: you can always download the apps for these tools on your phone to keep track on the go!

It may seem overwhelming, but all of this technology is here to help. These tools can make your planning process much easier and way more fun.  Watch for part two in an upcoming post which addresses incorporating technology into your wedding day!

Venue Coordinator vs. Wedding Planner

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We hear it all the time, “I don’t need a wedding planner.  The venue provides one.”  While venue coordinators are extremely helpful during the planning process, they have a different set of responsibilities.  The main difference:  the venue coordinator works for the venue, while a wedding planner works for you, the client.   

Venue Coordinator:

A venue coordinator's responsibilities revolve around ensuring that your experience with the venue goes smoothly. They work for the venue, acting as a liaison between you and the venue staff.  Though responsibilities vary depending on whether catering is provided in house or not, typical duties include:

• Contracting with you for necessary rooms and amenities
• Providing catering menus and pricing
• Arranging menu tastings and helping you decide on food and beverage choices
• Assist with space planning
• Coordinating service staffing and security
• Processing venue payments
• On the day of your wedding, they are there to turn on the lights, set the tables, chairs and linens, ensure the food gets out, the drinks are poured, and the space is cleaned up at the end of the night. 
• They are not there, for example, to ensure the cake is delivered or that the DJ knows the run of events for the day. 

In fact, usually the venue coordinator you work with is often not on site the day of your wedding, leaving that responsibility to an event captain you likely will not have met.  If they are on site, they usually leave after the meal has been served. Contact with the venue coordinator usually cuts off once the contracts are signed, and they are not involved in the planning process again until about a month or two before the wedding. Although venue coordinators can provide catering and vendor referrals, these recommendations are not based on the style of wedding you are planning or your budget and the venue’s involvement often ends at the referral. Their main focus is to ensure that they provide all of the items outlined in the venue contract in a smooth, efficient manner, not to give feedback on how to best decorate the space.   

Wedding Planner

A wedding planner is hired by, and works for, you as a consultant throughout the planning process. Of course, the level of planner involvement varies based on the services for which we were hired. However, typical responsibilities that we provide that are not provided by the venue coordinator include:

• Regular consultations and guidance.
• Budget and timeline development and management. This includes a final wedding timeline for the day of the event.
• Vendor recommendations that are based on your specific budget and style. 
• Final audit of all planning to ensure all the final details are in place.
• Final calls with all vendors to ensure counts, timing and other details are confirmed.
• Guidance with selection of all visual elements of the wedding including décor, fashion, invites, favors, and cake.
• Scheduling of, and attendance at, all vendor appointments.
• Arranging of hotel blocks and group transportation.
• On-site coordination from the very start of set-up, all the way until the end of tear down.

We work with you to ensure you get the wedding of your dreams, with minimal stress.  Then, day of, we do everything from keeping emergency kits on hand in case of tears or stains, to ensuring every vendor, including the venue, delivers an amazing experience for you and your guests. 

Weddings 101: Signage

Looking to add the perfect, finishing touches to your big day to contribute to the "wow" factor? If you ask us, it's all about signage! Don’t be lazy with your day-of paper products! They not only brand your event to be unique to you as a couple, but they also make the room beautiful, no matter where you look. Here are a couple of signage tips sure to impress your guests! 1. Welcome your guests the right way! Create welcome bag inserts that show guests all the locales they may need or want to know about over the wedding weekend such as timing, transportation information, and after-party details. If you have a lot of out of town guests, it might be fun pointing out what bars, restaurants and shops worth visiting during their down time!

2. It's a digital world! Social media is a powerful tool these days, for better or for worse. We suggest utilizing programs and signage near the guest book to indicate your social media preferences {Check out our tips to control social media here: http://www.twincities.com/News/ci_26039753/Brides-and-grooms-say-iDo-to}! Creating a hashtag specific to your wedding is a great way to share and view all of your wedding-day candids {flattering photos only}!

3. Not-so-plain-ole programs! Shy away from the traditional, stuffy program design and play around with different layouts and designs to create visual interest for your guests!

4. Keep the energy up! Ultimately your wedding is {your} special day, but you want to ensure that your guests enjoy themselves as well! Eliminate the awkward time between the ceremony and reception by giving your guests something to do. Brainstorm with your fiancé and come up with a few of your favorite spots in the area, then print them on the back of your program. Need ideas? Why not send your guests to the spot where you shared your first kiss, or maybe even where he proposed. This is a great way to show off your digs to out-of-town guests.

5. Brand it! Keep your guests informed on what’s happening by utilizing signage throughout your day, incorporating your wedding colors. Frame drink menus and place them on the bar, especially if you have specialty “his & hers” cocktails. If you decide to forego chargers, work with your invitation provider and come up with beautiful menu’s to dress up each of the place settings. To keep it consistent, carry over that design to the escort cards. To help out your servers, let them know what each guest will be eating by placing cute letterpressed icons in the corner of each escort card: cow for beef, carrot for veggie, you get the picture. If you’d rather not be reminded of what animal you’re about to eat, take a more subtle route by using variations of the same paper, for example all over lace, lace on just the top, and lace on just the bottom. Table numbers may seem like a minor detail, but don’t make them an afterthought.  Keep in mind every guest will be looking at them while they attempt to find their seat.

6. Favors are a great way to incorporate cute signage.  Include a personalized message with your favors to make them more personal.

That's a wrap! Reach out to your invite provider or contact us if you need help with your day-of paper.  Our in-house design team is happy to help make your signage dreams come true!

Weddings 101: Ceremony

It’s so easy to get caught up in cake, flowers, and the gown that couples forget to spend the time {or are too worn down from planning without a planner!} to put the necessary thought into their wedding ceremony! Well – no worries! We have you covered. So, pour yourself a glass of wine and read on for all the little details you should consider! Officiant The officiant sets the tone for the ceremony, and the energy for the guests. They spend time speaking about the two of you in front of those that know you best. If a more personal vibe is what you envision, consider asking an officiant (pastor/minister/etc.) that you’ve known forever, or a family member or friend that is ordained (or would be willing to get ordained online!) They can speak to who you are and how they know you or your fiancé; they may have personal stories of you or the two of you together that can add significance to the meaning of your big day. If you prefer to hire an officiant, consider your budget. You likely won’t meet the least expensive day-of officiant until your wedding day and there is generally no personalization. If your budget allows, select someone who is willing to meet with you a couple times to get to know you so that they can personalize the remarks.

Ceremony Location Will your ceremony be indoors or outdoors? At a church or another venue? Be sure to consider the location when determining your ceremony details. Consider that you want an additional 10% seating on top of your anticipated attendance so that the seating is not so restrictive. If you’ve landed on an outdoor ceremony, make sure to have a back-up plan in place in the case of inclement weather and consider the elements for your guests. Will they be in direct sun? Will it occur during a time of year where they may get cold? You can consider many possible items to help make their experience outdoors more enjoyable – water bottles, bug spray, sunglasses, umbrellas, wraps or blankets always add a nice touch and solve the favor dilemma! You may consider posting your program on a chalkboard or in another manner versus physically handing them out if you are outside. You wouldn’t want the wind taking your ceremony details right from their fingertips!

Structure and Length How do you want to structure your ceremony? Do you want music during the ceremony itself? Readings? Are there any other special moments that would highlight the unity of you and your fiancé or your families? In general, you will typically see 1-2 readings and 1-2 music spots throughout the ceremony itself. When considering alternatives to prayer readings, think of favorite sayings, book excerpts or poems. It could even be something written by a close family member or friend where they can share their thoughts/memories of the two of you and the significance of the moment. Finally, be sure to discuss your desired length with the officiant so he/she can help you tailor the ceremony to fit your needs.

Music Do you prefer live music or piped music? There are many live musicians available that are very experienced with weddings, from as simple as a harp or acoustic guitar to a string quartet. Consider your venue’s capabilities and size as you look to book live musicians, including the musicians’ electrical needs, if any. The music selections also give you the opportunity to continue to personalize your ceremony, if you choose to do so. Movie soundtracks and popular tunes are very popular, whether you have live music or not.

Seating Will you seat the bride’s friends and family on the left and the groom’s on the right or will you let guests select the side they would like to sit? Consider a different type of seating arrangement if traditional isn’t your style (and if you aren’t in a church). You could conduct your ceremony in the round, or have multiple aisles.

Processional/Recessional Don’t forget about parents and grandparents as you plan your processional. How will they get down the aisle? Are they in the actual processional or will they be escorted before the processional begins? Also, consider what order you want the wedding party to process in. Do you want the processional to be traditional, with bridesmaids and groomsmen walking down in pairs, or the groomsmen at the front with only the bridesmaids walking down the aisle? Or, do you want to mix it up and have them each walk down individually? Or, maybe you want them to process down the aisle as a pair and also stand as a pair? Should they exit the same way they came in or differently?

Vows Do you want to write your own or use those provided by your officiant? Make sure you and your fiancé agree on how you both want to approach your vows. They are such a meaningful moment during the ceremony. If you want the personalization of writing your own, make sure your officiant has a copy on hand, just in case you forget. No matter how intimate the ceremony, make sure your officiant is mic’d and able to hold a microphone for you as you recite your vows. It’s the best part of the ceremony so we want to make sure your guests can hear!

There you have it, our wedding ceremony pearls of wisdom! Remember, if planning this special day all of your own seems stressful to you, our weddings team has your back!

Photo credits from top to bottom: Photogen Inc., Rivets & Roses, Lace/Hanky, pixelposey, Canary Grey,Laura Ivanova.

Weddings 101: Transportation + Valet

Transportation may not be the most glamorous part of your wedding planning but we are here to help make it as easy as possible! Transportation is one of those should I {or shouldn’t I} line items on the wedding budget so we have mapped out the ultimate guide to ensure you and your guests arrive to your wedding fashionably on-time {and have a safe ride home!}! Couples love the idea of unwinding with their wedding party between the wedding and reception, but transportation is also extremely helpful if you are planning to take off-site photos.  Your timeline can quickly derail if everyone drives separately and having a vehicle that can accommodate your photographer and videographer alleviates the need and delay of finding parking.

Guest transportation and/or valet services are greatly appreciated by guests, but it is certainly not expected and often comes down to whether there is room in the budget.

Before you can get a single quote, you need to clearly outline your needs for the day. 

1. Consider the day and who needs transportation
2. Outline the timing, routing and passenger counts for each vehicle
3. Contact two booking companies to obtain quotes

Group Transportation - Considerations in Selection

1. Flexibility in bookings – some companies don’t allow you to cancel or downsize the vehicle.  Often times, you don’t know how many guests you will have at a hotel until a month out from the wedding, so you don’t want to get caught with a larger vehicle than you need.
2. Vehicle minimums – the larger and more popular vehicles have a minimum number of contiguous hours you can book, so think about how to manage this and get the most from your rental
3. Conversely, some vehicles are less expensive if you book them for the entire day than if you book two separate time slots.  Thoroughly explore your options.
4. Ask about the age and condition of the vehicles.  Smaller companies get their fleet as discards from the larger companies, so if you are interested in a lesser known company, go and physically look at the vehicles
5. Hourly rates are just the start.  Gratuity is always added on and there may be other fees as well. Be sure you get all-inclusive bids.

Valet

Of course, not every guest stays at a hotel, so you may want to consider valet services for venues with limited or strictly street parking.  When calling for estimates, pull together the following information in advance:

1. Timing of event and flow of guests (will all be arriving at once?)
2. Total attendance
3. Expected number of cars
4. Ending time of event

Be sure you get estimates that contain all possible expenses:  staffing fees, hooded meter fees, service fees/bonding fees, parking fees, gratuity and tax.

Lastly, be sure to provide the hotel with letters to guests which outline transportation details and also clue in the hotel bell stand and venues so they are not surprised when a large bus or valet stand pulls up!

If you prefer to have someone else take the reins on this {not so fun} process, the Style-Architects Wedding Team is happy to provide these services for you!

Weddings 101: Entertainment

As seasoned planners, we know how important it is to you brides and grooms to make your wedding unique and unlike anyone else's! One way in specific to get that out-of-the norm, special wedding is to try out different forms of guest entertainment. After all, all your family and friends are there to celebrate with you, so why not make it memorable!? 1. Consider your Venue. First and foremost, we encourage couples to take advantage of all that their venue has to offer. If your venue has unique spaces, galleries or even some VIP rooms, consider utilizing these spaces for fun guest experiences.

2. Mix-up the day. Let's face it- your guests have probably been to a million other weddings around the same time as yours {that's why they call it wedding season!} so why not create a new and different experience for them? Consider shying away from the traditional wedding flow and try cocktail hour before ceremony, especially on a Friday.  It alleviates guest from traipsing in mid-ceremony! Ever heard of an East Coast style of service? With this, guests are invited to stretch their legs and dance in-between courses {great for creating high energy in the room}!

3. Music and Live Performances. Everyone loves live entertainment. Try out a band or set of dueling pianos to jam out to your favorite songs. Is your fiancé set on a DJ? Don't fret, you can always meet in the middle with a DJ/Live music accompaniment! Looking to go the extra mile and add more to the ambiance? You can never go wrong with entertainers such as dancers or live performers!

4. Activity Stations. In addition to everybody's favorite photobooth, there are so many other interactive ways to include your guests. Here are a couple of our favorites:

• Eversnap- a live, photo-streaming program that allows guests to snap and share their favorite wedding memories!
• Graffiti Wall
• A "guys" corner: a whiskey/bourbon or cigar rolling station
• Ice Cream or Latte bar {for those with a sweet tooth!}
• Food stations or food trucks
• Fun after-dinner liquor tastings

There you have it! Some of our guest entertainment pearls of wisdom! Looking for some extra help with the flow of your day? Remember, our dream team of planners has your back. Click here for a list of our wedding planning services- we are happy to customize a package that is just right for you!

Wedding Planning 101: Hotel Accommodations

Whether you have the majority of guests coming in from out of town or not, it’s always a good idea to make your guests feel comfortable by booking a block of hotel rooms.  As planners, we regularly help our clients in setting up these blocks by utilizing a online service which puts the hotels in a competitive bidding situation.  Even without this tool, you can still be prepared. Process:

• Go through your guest list and identify which guests you think will book a hotel.  Will they want two beds, one king?  When will they check in and out?  Just because your wedding is Saturday, doesn’t mean you ignore the nights leading up to and following the wedding.  Tally the room nights by room type to come up with a good estimate of your needs.  Try to be as accurate as you can.  If the hotel is booking up as you run out of rooms, they may not be willing to add more rooms at all or at the same rate.  That doesn’t mean you purposely overcommit. There may be revenue commitments.  To avoid overcommitting, hotels often won’t block more than 10-20 rooms at a time to ensure they are not stuck with the excess inventory in the end.
• Select several hotels from which you want bids. Consider price points and quality of hotel – you want to give your guests options.  Also consider location and proximity to wedding activities and outside activities and services.
• Give your dates, and room tallies by night.  Ask about guest transportation, financial commitment on your part, and amenities.
  • Location
    • Proximity to wedding activities
    • Proximity to outside activities and services
• Transportation Options
  • Free/greatly reduced transportation options are not available at many hotels and not at all in the heart of downtown
  • Need to consider what is more important – location or transportation
• Commitment and Flexibility
  • Some hotels require that you meet revenue commitments, generally 80% of the room block, or you need to make up the difference
  • Be sure you set realistic block sizes for these hotels so you are not left paying out
  • Cost to hand out welcome bags or information to guests
• Amenities
  • Some hotels offer perks if a certain number of rooms are booked under the block – be sure to ask about these
  • Ease with which you can manage the booking – do they have an online account you can log into to check status or do you need to call hotel?
  • Make your selections

If this seems too daunting, or you’d rather someone else take the reins, we are happy to provide this service to needy brides.  Check out our list of wedding planning services and give us a call!

{Photo: Photogen, Inc.}

Wedding Planning 101: Branding

Whether you are newly engaged over the holidays {best wishes to you!} or thinking about how to make your wedding unique, it’s time to talk about branding!  At Style-Architects we say, “don’t theme it, brand it!” After all, your wedding should reflect your style and personality as a couple! But how do you accomplish this? Don’t fret. Luckily you for, branding is our forte! First, we recommend consulting our {vision development} post to help gather your thoughts and picture the details.  We ask various questions to our couples to identify their personal style, the desired mood, adjectives to describe the look of their dream wedding, their imagined décor elements, and how the wedding should reflect them as a couple.  Once we have an idea of your vision we begin the branding process.

There are various design and styling elements to consider when branding your wedding.  We advise couples to create a Pinterest board with your ideas and inspirations for your special day.  We love to see when couples incorporate lots of personal touches to their celebration!

• Start collecting ideas for colors, patterns and fonts for print materials.

• Also start thinking about furniture, china, linens, floral arrangements, cake, lighting and even the menu.  It all needs to work together.

• Even the fashion needs to fit the overall branding.  Check out our post on {Wedding Planning 101: Fashion} where our events and styling team share how to choose attire that fits the overall style of the wedding

The big “don’t” here is creating a logo which you slap all over your wedding.  If one element is utilized on every décor element, the overall uniqueness and impact diminishes.  Instead, take bits and pieces of a design element and incorporate in key areas of the design.

Whatever the direction of your overall vision, be sure your branding and overall look is cohesive.  We all love the look of multiple styles, but that doesn’t mean you pull them all together in one wedding!  Enlist a friend (or a seasoned professional like Style-Architects} to curate your overall look.

Our team has a package designed specifically for this step in the planning process.  We provide you with the visual assistance you need to achieve your desired look and feel.  Visit our Design + Branding package to learn more!

{Photography by Canary Grey Photography}

 {Photography by Pixel Posey Photography}

{Photography by Studio 306 Photography}

Wedding Planning 101: Fashion

Attention all you brides and grooms to-be! As seasoned planners, we understand how important it is to look your absolute best on your special day while keeping the look cohesive with you overall wedding vision. To do so, many of our couples are looking to incorporate innovative and fun fashion throughout their big day. Luckily, Style-Architects is unique in that you not only have access to our wedding planners but also to our team of expert wardrobe stylists! Today, we called upon one of our stylists, Emily, to share some exclusive wedding fashion tips and trends! Enjoy! Let’s start with the brides, shall we? {after all, ladies are always first!} Your gown should fit cohesively with the overall style of your wedding. Of course, I assume that are you already working with our wedding planners to achieve that wedding design of your dreams, so think about your venue and your vision for tablescape, cake, and all other décor elements. Are you planning a vintage-inspired wedding? Then I recommend going with an all-lace gown to fit with the “theme.” What about a contemporary, swanky night-club feel? Then why not play around with a fun and structural geometric gown that shows off those curves?  Of course, we always recommend selecting a gown that best fits your body type. A gown is like a great pair of jeans- you may have to try on a bunch before finding the “it” pair!

What about those finishing touches that complete your overall ensemble? Have no fear, we are here to help advise you on the proper amount of jewelry to wear, how to accent your gown with a sash or belt, and whether you should select {or intentionally pass on} the various forms of headpieces.  We always emphasize the rule “less is more” when it comes to jewelry. One great accessory is all you need.

Now on to the gents…It’s your big day, too, and you deserve to look dapper and properly suited {pun intended} for this occasion! Forget ill-fitted rental tuxes and think sleek, tailored, Don Draper suits. {Like what you see?}  Although buying your own suit may stress you {and your wallet} out, it’s well worth it! Investing in a properly tailored fit ensures that you have a go-to piece for any formal event! Accessories aren’t just for women, either. I suggest playing around with fun pocket squares, colored ties, or cuff links- all which can be uniquely branded and personalized!

Our planners are noticing that many brides and grooms want that “mixed and mismatched” look for their bridesmaids and groomsmen, but don’t let those words fool you! This look may appear “unintentional” but there is much thought and stylization that goes into achieving this look. To begin, choose a color palette or silhouette that creates consistency throughout. This doesn’t mean choose ONE color. I often recommend a wide range of neutrals such as creams, blushes, and pewters, or olives, browns and tans. You can even play around with different textures, cuts and necklines.

There you have it soon-to-be married couples- our favorite wedding fashion tips and trends! Feel like this is all a bit too much? Our wedding and styling teams have you covered in your hour {or year} of need!

Wedding Planning 101: Videography

Often overlooked in the initial planning process, few couples understand how well videography can capture your day as it naturally unfolds.  As the following video demonstrates, videography is an excellent way to hear the laughs, see the joy, and recall the remarks of your besties!  What better way to celebrate your anniversary with your honey than curling up to a glass of vino and taking a trip down memory lane?  But, with fees that vary widely, how do you start your search?  Let us share with you our videography pearls of wisdom. From equipment techniques to package costs, we cover all the basics!

Video: John Hoel, Vibrant Film

First off, don’t be afraid to ask for demos from various videographers.  Look at both their short and longer edits.  Does the music fit the theme of the video? Do you like what they’ve included and do the transitions flow nicely?  Is the style more stationary or do they use unique angles and techniques to get just the right shot?  If you are a crier, and you are not moved by the samples, then it’s time to move on!

So much of the shots are dependent on the equipment, so even though you may not know much about videography equipment, you need to ask!  Is their work more stationary or do they use gliders, sliders and jibs to get a desired movie effect?  Do their cameras capture movement in slow-motion?  Who is mic’d and what sort of back-up microphone equipment do they use?

Also, be sure to ask about the finished product. Does the package only provide a highlight reel or are there extras?  How long is it?  These can vary from 2 – 15 minutes so know what you’re getting.  Do they provide raw or extended coverage reels?  The idea of raw footage sounds great, until you’re faced with 10 hours of video to filter through! Ask if extended coverage is included which contains chapter moments from the day.  Is it important to you to view your ceremony in full?  Clearly communicate your expectations for the desired service package and understand the cost up front.  Don’t make videography a budget-buster!

Last and certainly not least, choose someone you will be comfortable spending the day with and who can work with your photographer.  Ideally, the videographer and photographer will collaborate and complement each other’s vision to ensure that they both capture all elements over the course of the day.  Photographers and videographers can “bump” into each other throughout the day if both are not open to the other being there so make sure your videographer is willing to work with and not against your photographer.

Still on the fence about which videography company to select? Have no fear, our weddings team works with a number of videographers at different price points and can direct you to one that best fits your vision and budget.

Wedding Planning 101: Photography

After a memorable {and celebratory} engagement, there are a few wedding planning steps that should be completed ASAP. Securing your fabulous photographer is definitely one of them! As seasoned {wedding} vets, we are confident that we know just the questions and things to look out for when selecting yours! Of course, milling on various photographers’ websites seems like a quick (and easy) selection method. However, there are many factors to consider when selecting your wedding day photographer. Of course we understand that all couples have a burdened budget to cater to, but if there is one vendor worth a little extra penny stretching, we believe it’s your photographer. After all, wedding day photos last you a lifetime, so you deserve to look back at these photos with an undeniable smile on your face. When choosing your photographer, it is important to remember that you will be spending a lot of time with him or her.  Often times, we remind our couples to choose somebody they feel comfortable with, somebody they could imagine sitting down and having a cup of coffee or glass of wine with. Think of your photographer as one of your wedding day “besties”!

We hear all the time that couples want that photojournalistic style, but styles differ within and it’s important to pay attention when scanning the albums.  Do you prefer muted colors and a romantic feel, or do you prefer a more artistic twist to your images?  Classic edits or funky filtering?

Once you find a photographer that meets your style, we recommend asking about the style of editing taken to your photos. You can get a clear sense of a photographer’s editing methods by looking at sample wedding albums. Wedding photos should be flawlessly finished without bright, distracting exit signs in the background and blemished bridesmaids.  Skin tones should look milky and bright, not as if everyone just received a bad spray tan.

Of course, as planners, we live for the details. While looking at sample albums, we encourage you to dig deep and pay attention to the little things that can make a big difference. For example, did the photographer straighten out the boutonnieres on the groomsmen and make sure shirts are tucked in before snapping? What about the alignment of the chairs? You’ve put so much time {and money} into this big day and the photos should show how beautiful it really was!

Before signing on the dotted line, check into the package features.  Make sure to ask how many hours are included in the package. Often times, couples underestimate how much wedding day coverage they need.  An engagement session is the perfect opportunity for you and your fiancé to practice feeling camera-ready and comfortable.  And, as you already know, there are so many elements that go into a wedding day and it is important to have the second set of eyes {and legs} to capture those details in the room while the other is snapping family portraits. A second shooter is a must!

The best photographers book early so get going!  There are hundreds of photographers, so the task can appear daunting, but keeping these tips in mind will ensure you find a photographer that is a match made in heaven!

Featured Photographers {above}: Eliesa Johnson Photography Laura Ivanova Sewell Photography Photogen Inc. Pixel Posey

The Dos and Don’ts of Proposing

Engagement season is quickly approaching so you know what that means; men don't forget to take advantage of the most wonderful time of the year and make it forever with your sweetie! It’s not too late to avoid the cliché and plan the perfect proposal. Getting down on one knee to ask the love of your life to marry you can be daunting, and planning the perfect way to ask her can be equally as scary, but don’t get cold feet! As wedding planners, we know that arranging the perfect proposal that has your fiancé boasting for years is no easy task so we have come up with a few “dos” and “don’ts” to start you off on the right foot {or knee in this case}!

DON’T always follow the rule, “bigger is better.” Sure, a “will you marry me?” on the jumbo-tron puts your love on display for your girlfriend {and the 20,000 other spectators}, but women don’t need a spectacle; they just want something meaningful.

DO consider significant times and places when planning your proposal. Special moments and memories are sure to pull at the heartstrings and bring on the water works {the happy tears, of course}!

DON’T do something routine or cliché. Wow her with something unforgettable. You can take your sweetie to a favorite restaurant any night. Hire a private chef to cater an intimate dinner at home or put the chef's hat on yourself and make her an extraordinary, romantic meal.

DO cater the proposal to your soon-to-be fiancé’s personality. Is she a hopeless romantic? Go for a romantic sleigh ride and arrange a lovely bonfire picnic.

Still stuck or don’t know how to make your brilliant idea come to life? Consider hiring a professional like Style-Architects Weddings. We can do as little as help you generate proposal ideas, and as much as plan the unforgettable proposal from beginning to end. You can concentrate on what to say and we’ll take care of the rest!