Wedding Coordination Services Explained and Why it Might be Important to You!

Here is another edition in our Ask an Expert Series. Sarah Hawley is a longtime personal friend of mine. We have recently reconnected at Bridal Shows and I asked her to explain some of the services that are offered by a Professional Wedding Planner. She is based in the London Area and her portfolio is steadily growing. The photos featured in this blog were taken by Ben Benvie Photography and are from one of her weddings.

Ben Benvie Photography

Consultation Services:

What are Consultation Services? ~Consultation Services should consist of a complimentary phone “interview” to assist the coordinator plan for your initial appointment. Since consultation services are charged on an hourly basis a pre appointment interview can help direct what your needs are more specifically and is a more efficient use of everyone’s time.

With one session, or multiple sessions throughout your planning, consultations can cover any wedding related topic you may wish to discuss from budgeting to guest list management or seating plan assistance.

Ben Benvie Photography

Who Benefits?
~Consultation services can benefit couples who want to plan their own big day but are unsure of where to begin, or get overwhelmed at some point throughout the planning and need a little outside assistance.

Weddings come with a lot of opinions and emotions. Diplomacy isn’t always easily achieved. Seeking outside, professional advice can help navigate these situations and help to find solutions and compromises that sometimes are overlooked in an emotional situation.

“Day of” Services:

What are Day of Coordination Services?~Day of, or Month of, Coordination Services include a meeting with the coordinator in the weeks leading up to the Wedding. The intention of this appointment is to give the coordinator a picture of your plans, vision, details of the day so that on the day of your wedding the planner is ready to be your eyes and ears when it comes to the details so that you can enjoy your day. The coordinator is then available at the ceremony rehearsal, for set up on the wedding day, ceremony and reception.

Ben Benvie Photography

Who Benefits?
~EVERYONE. A day of coordinator should be considered an essential service. It is an “insurance” policy of sorts. Armed with necessary paperwork, contact information, décor details, and an emergency kit, your coordinator is ready to advocate for you should anything go amiss.

Having family on hand to help out is great, but it is unfair to rely on them when they are in attendance to celebrate with you, not to work for you. They aren’t generally trained to notice little things amiss, or how to amend an issue quickly and quietly without troubling the bride and groom.

Ben Benvie Photography

My personal wedding regret is not having someone in this role for me – and partially why I became an Event Planner. Nothing went tragically wrong by any means, but there were questions that I would have much rather had someone else on deck to handle so that I could just relax and enjoy the day – and my new husband!
Full Coordination Services

What is Full Coordination Service?
~This is sort of a combination of Consultation Services and Day of Planning and can involve arranging and attending vendor appointments as well. Your coordinator is on deck to help you every step of the way.

Who Benefits?
~People are busy, engaged people are spectacularly busy. Engagement parties, bridal showers, bachelorette parties…work, and family. Having full wedding coordination minimizes the amount of legwork and research that a couple has to do. While some find this part of the fun – others may not enjoy it as much. It means help with the things you need, when you need them and advice throughout the entire process. It also means that your coordinator on the day of has had a hand in your day from the beginning.

The important thing to consider is your needs. How much assistance do you want? How much help do you need? Any package should be customizable to suit your needs, so talk to planners, ask questions, and find a good fit for you and for your day.

For more information on packages and what can be included take a look at my website www.sarahhawley.ca.

Ben Benvie Photography

Sarah Hawley, WPICC
Sarah Hawley Events
sarah@sarahhawley.ca
519-520-2255
Facebook
Twitter

What should I know before choosing a wedding photographer?

This interview was conducted in 2009 and is reprinted from the Weddingfavours.ca Website.

Trish Roberts Wedding Photography

Melanie from Weddingfavours.ca (WF) met with Trish and Trevor Roberts of Custom Concept Photography (CC) in Ingersoll Ontario to get some answers.

WF: How should a couple begin their search for the right wedding photographer?
CC: Couples should begin narrowing the field for photographers by asking friends and family members for referrals. Look through their wedding collections and family portraits and ask them about their experiences.

Other wedding professionals including caterers, venue operators, florists, officiants, videographers and DJs are also invaluable sources as they have worked with photographers and heard feedback from clients and seen them in action. Talk to the experts you already trust.

Search the internet for possibilities, you can view their work online without any pressure. You should also plan to visit them at their studio. If their workplace is professional and organized- they will likely work this way on your wedding day. It is not a good idea to choose a photographer simply from an internet search- do some homework and ask for references.

Hiring a professional is always a wise decision. A professional Photographer is constantly upgrading skills, education and equipment to keep pace with market trends and technology. This is the sort of person you can trust to capture your precious wedding memories. A professional will always insist on a contract. This will lay out all the details and is designed to protect both parties.

WF: How important is chemistry between the couple and the photographer?
CC: Chemistry is extremely important. You are going to spend more time with the photographer than anyone else on the day of the wedding so you want to have a good rapport. Engagement photos are a great way to get used to the photographer and to receive basic posing instructions. This practice will make your wedding day photos more relaxed and natural. By the time you have had a consultation, engagement photos, wedding day and chosen your finished collection- the relationship should feel like a friendship. You trust your photographer to capture your precious memories and it is important that you feel comfortable and confident with one another.

WF: How do you choose the location for a wedding shoot?
CC: It is wise to choose a location that is conveniently located near the ceremony and reception venues. Sometimes there is a place of sentimental value to the couple- the spot they became engaged or a family farm. It is important that you choose a location that is not going to be too busy at that time. You may not want an audience of onlookers and you may not want to have to wait your turn with other bridal parties for a popular site.

It is not necessary that you find THE most beautiful location as the background is not as important as the people. A nice tree, garden or park bench as a background can result in gorgeous images. You do not need to travel miles for a manicured garden or mountaintop view. A professional photographer will be able to help you find a beautiful backdrop in a public park or backyard.

It is a becoming more common that wedding shots are taken in unconventional locations. Train tracks, urban architecture, industrial and rustic backdrops are being used as a background with stunning results. What was formerly viewed as “ugly” can be beautiful when handled with skill and shot with artistic vision.

Trish Roberts Wedding Photography

WF: How much time should be scheduled for bridal party and family pictures?
CC: You should schedule 2-3 hours for the wedding pictures. The length of time required depends on the family size and dynamics. It is becoming more common that pictures are taken prior to the ceremony. It is a more relaxed time of day and you do not have a hall full of guests waiting for you to finish. Makeup and hairstyles are fresher and there is less chance of spills and wrinkles on the formal wear. This will not appeal to a couple who wish to follow the tradition of not seeing one another prior to the vows but it is a good option logistically for those trying to streamline the wedding day.

WF: What can a couple do to prepare for wedding pictures? Is there anything that makes it run more smoothly?
CC: The photographer needs to understand the family dynamics before the event. If we know about “sticky” family situations we can help alleviate the tension by not placing certain people in the same picture or positioning them far apart for group shots.

Also the photographer should know of any physical limitations that exist. If there is someone who has difficulty walking on rough ground or cannot stand for an extended period of time, we can make sure there is a assistance for them or modify the poses. Family shots involving children or elderly relatives can be taken first.

In some cases, there are restrictions imposed by a profession- we work in Ingersoll which has a large agricultural community and sometimes family members need to go home to milk cows between the photos and the reception. We can work around all these situations if we know of them in advance.

WF: How much can a couple expect to spend on wedding photos?
CC: Wedding photos are an investment and roughly 10-15% of the wedding budget should be allocated to photography. The post-wedding service is an essential part of the photographer’s job. After the images are captured- the photographer heads back to the studio to craft the images using colour correction, editing techniques, artistic enhancement and image selection. This is an area where you get what you pay for and hiring a professional will ensure that the finished wedding collection is something to be treasured for years to come.

WF: How can a couple prepare for bad weather on an outdoor wedding shoot?
CC: This is a situation that we had to deal with many times in 2009 since it was such a wet summer in Ontario. We always bring backup studio lighting and equipment in case we need to set up to shoot inside the reception hall or church.

Some gardens have sheltered areas that can be used if the weather is uncooperative. We often shoot at the Elm Hurst here in Ingersoll and there are several interesting and beautiful locations that can be used in the rain.

We also enjoy the challenge of using the rain for inspiration. What a great opportunity to get creative with funky rubber boots and umbrellas. Some of our favourite wedding shots were captured because we were working around the weather.

This is another reason to hire a professional, an amateur will have difficulty handling rainy day conditions.

WF: How soon should a couple book their photographer?
CC: As soon as possible! Do NOT wait to book the photographer if you know who one you want. Weddings are sometimes planned several years in advance so you need to act fast to reserve the services you want. This should be one of the top priority decisions along with booking the venues, officiant and caterer.

WF: What questions should a couple ask before contracting a wedding photographer?
CC:Are you available to shoot on my wedding date?
To what professional associations do you belong?
How would you describe your style?
Have you shot a wedding at this location before? (look at samples)
Do you bring an assistant?
Do you have backup equipment and is it the same quality as the primary equipment?
When will the images be ready?
Do you offer a copyright released image disc?
How do you archive your digital files?
How do you accommodate working with a videographer?
What information do you need to create a photo checklist?
Do you think you are a good fit for our event?

WF: Trish and Trevor, Thanks so much for taking the time to answer my questions.

For more information or to view more of Trish’s photography, visit her online at: Trish Roberts Wedding Photography.

Trish Roberts Wedding Photography

Bridal Shower Themes

Innovative and interesting themes can help guests choose gifts for the happy couple

One of our most Frequently Asked Questions is about Bridal Shower Ideas. 30 years ago it was common for a bride and groom to be moving out of their parents’ homes and setting up a house for the first time as a couple. Today couples are waiting longer to get married and often have a home together or even two households to merge. This means that the traditional shower gifts and themes just won’t cut it. You do not need to resort to toilet paper bridal gowns or a pie plate hat covered in bows- unless, of course, that is how you roll!

The following ideas are just a jumping-off point for you. You will have to factor in the couple, the guests, the circumstances and the wedding style when you are making your choices. The traditional bridal shower is still popular and it is a great way to honour the bride and may be the most comfortable style especially for older shower guests.

Common-law relationships are on the rise as well as second marriages and in these cases you may want to think “outside the box”. Many couples are very well established and do not need their loved ones to help them equip the home. Consider these fun ideas!

Here are some modern shower themes, many of them are great for a mixed shower:

Entertainment Shower
Description: Great shower theme for couples who love to entertain guests
Gift Ideas: Gift ideas can include lawn chairs, barbeque utensils, puzzles and games, playing cards, fun serving dishes, wine glasses, etc.
Food Ideas: Hors D’oevres, cocktails

Patio Party Shower
Description: Perfect for couples who would like to decorate their patio or who just purchased a new home. This theme works well in a backyard setting. Great for blended families and events that include children.
Gift Ideas: Patio lights, lawn chairs, portable gas grill, barbecue tools, beverage sets, tablecloths, napkins, and cookbooks.
Food Ideas: Picnic fare such as barbequed chicken, potato salad and ice cream

Naughty and Nice Shower or Lingerie Shower
Description: In the Naughty and Nice shower guests bring something ‘Nice’ for the bride and something ‘Naughty’ for the honeymoon. In the lingerie shower, guests only bring something for the honeymoon.
Gift Ideas: Fuzzy hand cuffs, Personal Lubricant, gift certificate to Lingerie Stores, books, and candles
Food Ideas: Chocolate fondue, cocktails, fresh fruit and pastries

Gift Certificate Theme
Description: This is a great shower theme for couples who are planning to move before or after the wedding or for couples who are difficult to shop for.
Gift Ideas: Gift Certificates from local shops in the bride and grooms hometown that they can use throughout their first year of marriage (i.e. certificates from the grocery store, department stores, specialty shops, and restaurants).

‘Green Thumb Shower’ or ‘Garden Delight’
Description: This theme revolves around plants and gardens and is great for a bride-to-be who either loves gardening or would like to spruce up her current yard. This is a popular them for outdoor/backyard parties.
Gift Ideas: Real or fake plants, seeds, bulbs, garden tools, gloves, books about gardening, or gift certificates to plant nurseries or home reno store.
Favour Ideas: Love Grows Seeds, Tree Seedlings

‘Stock the Pantry’ Party
Description: Guests are mailed a blank recipe card and asked to bring their favorite recipe written on the card and a non-perishable ingredient for the recipe.
Gift Ideas: Pantry Staples such as olive oil, maple syrup, basmati rice, spices and baking ingredients
Favour Ideas: Measuring Spoons, Cookie Cutters, Maple Syrup

Shower of Firsts:
Description: Each guest is assigned to bring a gift for a specific “first’ the couple will have in their first year of marriage. Some ‘firsts’ include: first fix-it project (tool kit), first time the power goes out (candles and a flashlight) the first time they burn dinner (restaurant gift certificate), their first night apart (a cozy throw), first fight (get creative with this one!)

Fond Memories Shower
Description: The guests are asked to bring their most memorable photo taken with the bride-to-be. During the shower, guests insert the photos into an album with a note about why they chose that photo.
Favour Ideas: Photo Albums, Mini Photo Frame

Storage Theme
Description: This may sounds bit boring but anyone who is trying to downsize or get organized will appreciate this more than dozens of tea towels and cake plates! Guests bring gifts that are centered on storage solutions.
Gift Ideas: Gifts can include items such as plastic food containers, closet storage, file racks, filing cabinets, decorated storage boxes and plastic bins, even flat-pack furniture solutions.

“Honey, do…”
Description: Guests bring gifts that would help ‘the Honey’ complete a task requested by their spouse.
Gift Ideas: Gift ideas include gardening tools for “Honey, please work on the yard” or mixing bowls for “Honey, please bake me a cake”. Guests can be sent a little card that they can attach to their gift which states their “Honey, do…” task.

The Italian Basket
Description: Guests are asked to bring a specific gift to fill a large basket that will be wrapped and given to the Bride-to-be.
Gift Ideas: Gifts can include ceramic pasta bowls, wooden spoons, cheese graters, olive oil cans, containers filled with pasta, cans of tomatoes, red and white checkered place mats & napkins, and an Italian cookbook.
Variations of the Theme: Chinese Basket, Desert Basket, Cookie Basket, French Theme.

Travel Theme
Description: Guests bring gifts that the couple can use on their honeymoon.
Gift Ideas: Gifts can include disposable cameras, toiletries, shaving kit, currency of the country, sunglasses, personalized towels, and sunscreen.
Variations of the Theme: Tailor the theme to the couple’s destination (i.e. European vacation, Australian Vacation, Mexican Vacation. Serve food that co-ordinates with the theme.
Favour Ideas: Personalized Travel Candles, Luggage Tags

Time of Day
Description: Guests are assigned a time of day and bring gifts that apply to their time of day.
Gift Ideas: Gifts can include a His & Hers coffee mug set for 8am time or Dinner plate set for 5pm time.
Variations of the Theme: Season of the Year. Guests are assigned one of the four seasons and are asked to bring gifts that fit their season.

Linen Theme
Description: Guests bring items that are linen related. Great for a bride-to-be who has a furnished apartment or home but doesn’t have sheets or curtains.
Gift Ideas: Cloth napkins, table cloth, matching bed sets, curtains, and towels.

Home ImprovementDescription: This is a great couple’s shower. Guests bring items that will help to improve the couple’s home.
Gift Ideas: Gifts can include gift certificates to local hardware and gardening stores, hand tools, gardening tools, home decorations, paintings, etc.
Variations of the Theme: Tool and Gadget Party – guests bring items such as a hammer, rake, shovel, flashlight, or clock.

Holiday Theme
Description: Assign a holiday to each guest and ask them to bring a gift appropriate for their theme.
Gift Ideas: Fake Christmas Tree, Halloween Decorations, Holiday Entertaining items such as punch bowl and platters or turkey roasting/carving tools

Alphabet Theme
Description: Guests are assigned a letter of the alphabet and are asked to bring a gift that starts with the letter they were assigned. E.g. M – Measuring cups. Difficult letters like Q, X, and Z can be skipped

Fitness ThemeDescription: This is a great theme for an athletic couple or a couple who would like to become more athletic.
Gift Ideas: Gifts can include medicine balls, yoga videos, hand weights, gym memberships, gift certificates for bikes or gym equipment, activities they can do outdoors etc.

Wet Bar or Stock the Bar Theme
Description: This is a fun shower for couples who like to entertain or for a couples shower. Guests are asked to bring items to help stock the couples bar.
Gift Ideas: Barware such as martini shakers, bottle opener, corkscrew, glassware, liquor and bottles of wine
Favour Ideas: Bottle Stoppers, Cocktail Mixes, Mini Martini Shakers

Tea Party
Description: Guest are invited to a tea party (around 2pm normally). Serve different types of flavored tea and small finger food such as scones, finger sandwiches, and tarts. Decorate in spring colours and have tea or spring decorations.
Gift Ideas: Guests can bring gifts that are either tea related or can bring standard shower gifts.
Favour Ideas: Personalized Wedding Tea, Tea Time Infuser, Porcelain Tealight Holder, Mini Tea pot place holders

Room of the House
Description: Guests are assigned a room of the house and are asked to bring gifts that can be used in that room.
Gift Ideas: Gift ideas include mixing bowls for the kitchen, towels for the bathroom, sheets for the bedroom etc.

Visit our Bridal Shower Planning Guide for more ideas and great Bridal Shower Favours and other products.

Printable Wedding Budget Worksheet

An organized bride is a happy Bride!

Your wedding is one of the biggest investments you ever make. Planning ahead and careful budgetting will help you stay on track and create your Dream Wedding. This Printable Wedding Budget Worksheet will help you get started.

Click here to download our three page Wedding Budget WorkSheet.

Bridal Show Survival Tips

Hot to survive and learn from potentially overwhelming Bridal Shows

Weddingfavours.ca is proud to participate in the London Bridal Shows. As exhibitors- we have figured out ways to simplify the process for us and make the event more enjoyable. Brides will normally only visit one Bridal Show so we have assembled a list of Bridal Show Survival Techniques so that you will be able to handle it all like a pro!

Before the Show:

~Print out address labels so you can enter draws and request information without writing info each time. You will look like a Pro!

~Set up a web-based email address that is wedding specific. This way you can keep this information separate from your personal or work emails. You will want to save all the emails you receive from suppliers so that you have a record of correspondences and receipts etc.

~Have a plan of attack. You don’t need to gather the information from exhibitors whose services you will not need. If you have a limo arranged already- you should tell the limo providers that you don’t need their literature. It will save your arms throughout the bridal show and cut down on waste.

On Show Day:

~Wear comfortable shoes. You will likely receive a welcome package that is stuffed with heavy magazines and by the time you leave the show- you can have 10 pounds of samples and literature in your bag! Try to downsize your handbag before the show or you will have a workout as you browse!

~Listen to Exhibitors: These are the professionals that have committed their time and resources to meet you and they know helpful tips and may have money-saving options to offer you.

~Enter the Draws and Contests: They are free and who knows? Your may even win something fantastic. You will be added to some mailing lists but if you have set up your wedding planning email then the emails will go there and you will have a set of resources on hand in case you unexpectedly need some information about companies and services. Often the wedding professionals will send a follow up email which can contain valuable coupons and tips.

~Be Honest: If you know that you would never hire the services of a specific company- don’t spend much time talking to them.

~Be Assertive: At trade shows, some exhibitors can be rather aggressive- Bridal Shows are no exception. If you feel cornered by someone- you can politely and firmly say that you are not interested and move on.

~Be Prepared: Certain companies collect a deposit on-the-spot. This is common with Tuxedo rental companies. This is designed to make you commit to a specific company. Often they have a very attractive offer that could end up saving you considerable money. Don’t commit to any one company until you have circled the entire hall and checked out the competition. It is not a bad idea to have a bit of cash on hand (or your chequebook) should you want to take advantage of a Show Special.

~Bring a Camera: IMPORTANT: make sure you ask permission before taking any pictures. Cake Makers, Florists and Decorators will not want to snapping a picture of their work and then taking your business to someone else. We sell wedding favours and we don’t mind if you want to snap a shot of a sand ceremony set or a table setting that you like. (www.weddingfavours.ca) You can also take photos of the Fashion Show.

~Bring a Journal: A Bridal Show is a goldmine of ideas for your event. You may see a bridesmaid dress that you like, hear a great song to include in your reception, see a unique colour scheme or a great way to decorate your tables. Be on the lookout for things that catch your eye and make a note of it so that you won’t forget.

~Who to bring? You want to bring friends and family members who are as pumped about the details as you are. If your groom is not too enthusiastic- leave him at home and bring your Maid of Honour instead. Your future Mother-in-law would probably love an invitation and often Bridesmaids have more fun than the bride! If possible- do not bring children. Children are generally welcome at the shows but with all the breakables and crowds, you will have more freedom if you can focus on the information rather than on babysitting. If you are shy- try to bring someone who is more outgoing and will engage other brides and vendors.

~Bring your Swatches: What a great chance to test out colours. There will be samples of all kinds all in one place. You can show your sample to the tuxedo companies and see find the perfect match without even going to their store. We bring samples of our coloured sand (for the sand ceremony) and you can confirm colours right at the show instead of visiting our showroom. (we have 67 colours and since each monitor displays differently, seeing a sample in person is always better)

~Ask Questions: You have access to hundreds of wedding professionals. Take advantage of their knowledge. Most will be generous with their time and ideas. HINT: During the fashion show, the aisles of the hall may be deserted. This is a great time to engage professionals as they will have a bit more time to help you.

After the Show:

~Create a file of information: Sort through your bag of literature and make notes. You want to be sure to highlight items that really caught your eye. You may have forgotten which cake maker had the fabulous cake of your dreams when you get to this stage. Go through your bag and highlight companies that impressed you. Your file of resources will be a valuable tool over the coming months of planning.

~More Research: After the show you should take advantage of the internet as a resource. Visit the websites of the companies you saw and also check forums for feedback- good and bad. Brides like to talk about their experiences and you can find out if people are posting negative comments about a specific service.

Many Brides find a Bridal Show overwhelming. You will be answering the question “When is your wedding date?” over and over again. Plan to spend several hours wandering and have fun! It is a great way to do weeks of research in a few hours. Look for us at the next Bridal Show!