Vendor Selection: The Venue

Venue selection can either "make" or "break" an event. The same goes for your wedding. With a vast number of hotels, golf clubs, halls, museums, and other venues to choose from, visiting and researching every venue is simply not an option. Your venue should be your first booking. This will allow you to solidify your wedding date so that you can move on to selecting other vendors. You'll want to book your venue as soon after your engagement as you can... but don't be too hasty. Here are a few tips to help focus your research and narrow your list:

Consider

1. Style/Ambiance

2. Size

3. Budget

4. Location

1. Style/Ambiance: What kind of atmosphere are you trying to create? Do you want a chic upscale event in a trendy part of the city? Do you want a comfortable backyard feel? Do you want your ceremony and reception at the same location? Do you want a small intimate gathering with close family and friends? Or would you prefer a big party where everyone you've ever know is welcome to join in? Different locations cater to different types of atmosphere. It would be difficult, for example, to hold a small, intimate family affair in the middle of a dance club.

2. Size: The guest list will play a role in narrowing your choices. Select a venue that will hold your guests comfortably but that's not so spcaious that your reception seems empty (even 300 people can seem lost in a room that can hold 600). You also don't want to cram your guests into a room like a bunch of sardines. When asking how many people a room will hold be sure to clarify whether the number is based on a banquet set up and whether it accounts for dance floor space.

3. Budget: On average, about half of your total wedding budget will go into your venue (including rentals, food, alcohol, fees, and gratuities). Don't rely on menus to help you determine cost (the cost for room rentals and other fees can vary greatly from one venue to the next). Instead, request a quote from a few venues that you're interested in and compare costs.

4. Location: Do you want a destination wedding or an intimate country gathering. Be mindful of the unique considerations that comes with different venues. For example, for a downtown venue consider parking restrictions. When considering a remote country venue consider nearby accomodations for your guests. Also, bear in mind that the most sought out locations tend to book up pretty quickly so you may have to book two or even three years in advance.

Whether you'r booking a prime location or not you'll want to book your venue as soon as you can. At the very least, book 1 year in advance. The longer you wait the fewer options you'll have (not only in venue selection but in vendor selection too).

Good luck!

Sophie
Coverall Event Coordination

Wedding Etiquette: Requesting Gifts & Cash

This topic is one that comes up with nearly every one of my clients. How do you go about letting your guests know what you want for your wedding gift? Many couples nowadays have been living together for some time before they get married. This means that when it comes to gifts they know what they want, what they need, and what they don’t. And it is often the case that they really don’t need anything at all… and so a cash gift is preferred to help pay for the wedding or perhaps a nice honeymoon.

There’s nothing wrong with knowing what you want… but there are a couple guidelines you should follow in ensuring that you get what you want without breaking some serious rules of etiquette. Here are two big tips to keep in mind:

1. Never inform your guests of your gift preferences yourself.

This is a big one… and it means “in any way, shape, or form”. When you register at some store they will offer you an invitation insert that will tell guests where you’re registered – don’t use these. If you do, you are telling your guests what you want. Don’t post an invitation to your wedding or shower on facebook indicating registered stores or any kind of gift preference (facebook is another matter altogether… but that’s a topic for a different post).

The proper way to let your guests know what you want is to tell your parents and your wedding party. They are the ones your guests will be most likely to ask and they can spread the word for you.

2. Prefer cash? Don’t register.

These days it’s really not uncommon for couples to prefer cash gifts over household odds and ends. So if you fit this category you’re certainly not alone. The best way to let your guests know about your preference for cash is to simply not register with any stores. This sends a clear message in a tasteful way.

However, remember that some people refuse to give cash as a gift and will bring a wrapped present (like it or not). So make sure to have a small gift table set up at the reception for those inevitable packages.

Many couples make mistakes when it comes to gifts… if you follow the guidelines above you’ll be fine.

Happy Planning!

Sophie

Coverall Event Coordination

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Weekly Wedding Quote

"
I love being married. It's so great to find that one special person you want to annoy for the rest of your life.

- Rita Rudner

The Birdcage Veil

Hello lovely! I just LOVE the glamour of a gorgeous birdcage veil. Perfect for the vintage bride. Check out some of these fantastic images.

Image from Junebug Weddings

Images by Stephanie Williams

Enjoy!

Sophie

Coverall Event Coordination

Vendor Selection: The Photographer

Your wedding photography should be given due consideration - quite possibly, above all other vendor decisions. Your wedding photos will be the only tangible record of your wedding day and you want to make sure that the day is captured the way you want it to be. Here are some points to consider:


1. What is your style?
Notice that I'm not asking what the photographer's style is? First, you need to figure out your own style, what kind of photographs really speak to you? You want to make sure that the photographer's photos suit you. Every photographer views the images through their lenses in very different ways so your day can be captured from any number of styles and points of view. Here's the technical jargon to help you sort through the styles:

Photojournalistic
Photojournalism is the most popular type of wedding photography. This approach aims to capture the feelings and energy of the wedding day. The focus is on the "moments" instead of the poses. This would be anything from the bride's nervous anticipation just before walking down the aisle to the father's teary expression of love during the father-daughter dance.

Images from Style Me Pretty

Traditional
Traditional photography refers to the posed photos of the wedding. These typically consist of shots of the wedding party, the groom and his family, the bride and groom looking lovingly into each others' eyes. Wedding albums can contain anywhere from a handful of traditional shots to pages and pages of posed images.















Images from Style Me Pretty

Artistic
The artistic approach is a sort of catch-all category that includes everything from soft-focus lenses and filters to hand-coloured images and unusual camera angles. These images can be fun, modern and edgy but you also run the risk of "dating" the photos once some of the trends disappear.

Images from Style Me Pretty


Many photographers offer all three types of styles. You can get a really good sense of a photographer's dominant style by perusing a few of their wedding albums paying close attention to the type of photo that pops up most frequently.

2. Check in with the budget.
Once you decide on the style you love you'll have to find a photographer that your budget can love too. Most photographers will offer packages and various ranges, choose one that has everything you want and nothing that you don't. Try to negotiate out the things you don't want for a cheaper package price or more of what you do want.


3. Check references!
A photographer's website will give you a great idea of their style but it won't tell you how they'll interact with you and your guests on your wedding day. Check with other brides who have used them. Ask how the photographer managed the photo session. Ask how he/she interacted with the wedding party and the guests. How did the couple like the end product?

Choosing a photographer may be one of the most time-consuming research projects of your entire wedding. But if you invest the time you're sure to be much happier with the results.

Happy Planning!


Sophie
Coverall Event Coordination

Weekly Wedding Quote

Love does not consist of gazing at each other, but in looking together in the same direction.



- Antoine de Saint-Exupery

Fabulous Bridal Shoes

While browsing some of my favourite blogs today I came across a post on Luxurious Weddings Style Report called Red is the Rebel Bridal Shoe.

Shoes?! I LOVE SHOES!!!

I also love colour... and there's nothing I love more than seeing a bride in a gorgeous coloured gown. It's bold and edgy but some brides aren't ready to make the leap to non-white or ivory bridal gown. So why not spice up your bridal look with a pair of boldly coloured shoes instead? Make your shoes your "something blue" or "go green with a stylish pair of emerald heals. Or be super sexy with a set of fiery red stilettos.

Check out these links for more bridal shoe inspiration:

The Bridal Bar

Santa Barbara Wedding Chic

Sedona Bride

Happy Shoe Shopping!!!!

Sophie

Coverall Event Coordination

Real Weddings: Renée & Rob

Renée got in touch with me just three weeks before the big day. She had worked out all the plans, selected her vendors, and assembled hundreds of ceremony programs (which doubled as fans for the guests). But as the day approached Renée realized that there were a lot of little details that would need to be managed and she didn't want to have to worry on her wedding day... nor did she want to put the burden on her family. So... she sent me an email.

Luckily, I was still available and up to the challenge.

Renée and Rob did a fantastic job getting everything together for their wedding... which made my job quite a bit easier. We sorted out a few small kinks and had everything ready to go. But the wedding day was busy and full of challenges; the main one of which was the weather.

The plan had been to have an outdoor ceremony on the water at the home of the bride's parents. However, Mother Nature was brewing up other plans as the forecast had been calling for rain the entire week. So we listened... everyday... right up until Saturday morning, but the reports didn't change. There was an 85% chance of rain - those were not good odds.

Regardless, the morning of the wedding had only seen a little drizzle and Renée wanted to wait until the last possible moment before deciding to move the ceremony into the reception tent. So we held out... and just 1 hour before the ceremony was scheduled to begin the skies opened up and the sun shone beautifully across the river.

So my staff and I, along with the help of some very obliging young men, got the ceremony set up as quickly as possible, and although the ceremony started a little late Renée had the outdoor wedding she'd been dreaming of and we managed to get everything back on schedule shortly after the dinner began.

It was a beautiful day filled with so much love and joy. Friends told stories of the couple’s very long courtship (over ten years!) and guests were treated to some great entertainment by the wedding party, and some big laughs (and some tears) from the speeches. Even if you didn’t know the couple it would be hard not to feel touched by the kind words and wonderfully recited stories (I think the entire wedding party had Toastmasters memberships in their wallets).

At the end of the night guests were treated to an exclusive fireworks display put on by the bride's uncle. And despite the rain (that did eventually fall), and the muddy grass that followed, the day could not have been more perfect. I was so honoured to have been a part of it.

Renée and Rob, thank you for including me in your big day. The wedding may be over but it was certainly an event for the books. I have nothing but the warmest of wishes for you both.

All the very best,

Sophie
Coverall Event Coordination

A huge THANKS goes out to Lindsay at Studio409 for providing the images above.

Timing is Everything! Time Right... Save Money!

The timing of your wedding has a big impact on you budget. Now, when I talk about timing I am referring to three distinct elements: the time of year, the time (or day) of the week, and the time of day.

Season/Time of the year: Vendors can no longer use the term "Wedding Season" as liberally as they once did. It used to be that the wedding season ranged from May until September. Those were the "prime" months for matrimony - more and more couples, however, are choosing to marry at all times of year. That being said, summer is still the most popular season for weddings (with fall coming in a close second). So, many vendors will offer a discount for weddings held outside of the busy months. This means that if you decide to hold a wedding in February you can negotiate some pretty great discounts.

Day of the week: Saturday is still the undisputed winner when it comes to favourite wedding days among couples. So, choose to host a Saturday wedding (especially in the summer) and you're sure to pay top dollar for it. However, should you decide to hold a Friday or Sunday wedding you can benefit from some added savings.

Time of Day: The time of day also has a big impact on the cost of your wedding. The typical wedding ceremony starts around 4:00 with cocktails at 5:30, and dinner at 6:30. That's followed by dancing at 9:00 and a late lunch at 11:30. So in this typical scenerio you're paying for cocktails, dinner, alcohol, DJ, decor, late lunch, etc.

Now let's say you decided to hold the wedding at 10:00am followed by a nice garden brunch. Suddenly you cut out two big "food sessions" (cocktails and late lunch) and you're paying about half the price per plate for a brunch than you would pay for a dinner. You also eliminate the need for a DJ, alcohol, and you shorten the length of time needed for room/venue rentals.

The same goes for holding your ceremony later in the evening. A 7:00pm ceremony can be followed by a cocktail reception, followed by dancing, followed by the late lunch, etc. Suddenly, you've cut the need for dinner altogether as your guests would have eaten prior to going to the ceremony but you're still able to have a party and dance into the wee hours of the night.

So, if you're on a budget mind your timing.

Happy Planning!

Sophie
Coverall Event Coordination

Weekly Wedding Quote

To keep your marriage brimming,
With love in the wedding cup,
Whenever you're wrong, admit it;
Whenever you're right, shut up.

- Ogden Nash

Vendor Selection: The Wedding Planner

Wedding Planners go by a multitude of names; Wedding Planner, Wedding Consultant, Wedding Coordinator, Bridal Consultant... you name it. In addition to assuming a variety of titles Wedding Planners also vary in styles, services, experience, fees, and so forth. For this reason, it's very important to determine what you want from your wedding planner so that you can find the person that's just right for you. Make a list of questions and expectations and bring it with you to your meeting. Here are some things to consider:

1. Is the Wedding Planner tied to a venue: Many wedding planners work for a particular venue. This means that when you book the venue for your reception the wedding planner is typically thrown in as part of the package. This type of planner will be able to help you sort through the logistics of your reception, recommend local vendors (such as DJs, Musicians, Florists, Photographers, etc.), and they will also help with meal selection, wine selection, and generally anything that has to do with the venue. Other wedding planners work independently of a particular venue. This means that they will work with you regardless of the venue you select and will help with all point of your wedding planning (such as the ceremony, reception, invitations, guest list management, budget preparation and management, etc.). It's important for you to determine what you want your wedding planner to do; this will help you determine which type of planner to work with.

2. What will the Wedding Planner do (or more importantly, what will they NOT do): I once heard a wedding planner state that if there are things a Planner is not willing to do for their clients then they are in the wrong profession. I don't believe this to be the case. As with everything in life people set their own boundaries. Some florists will deliver flowers, others will not. Some photographers will provide you with a CD of your photos with full printing rights - others will not. Some Wedding Planners will answer their cell phones at all hours of the day and night - others have business hours and will only answer within those. There's no right or wrong way; just as every couple is unique so is every planner. It's important that you determine your priorities and expectations. Make sure that the person you select is able and willing to meet these expectations.

3. How does the wedding planner determine their fees: There are three popular methods used for determining fees in the wedding planning industry. A planner may charge based on a percentage of the couple's budget (usually 10-15%), others will charge an hourly rate for their services, and others will work based on a flat fee. It's also possible for planners to use a combination of any of the three methods. Make sure that you are comfortable with the pricing methods of the planner you select. If you're not, you may be able to negotiate another method. (Never be afraid to negotiate).

4. How much experience does the planner have? How many weddings do they plan a year? Is this their full-time job?: These are all questions that you should discuss with your planner. Every planner is at a different stage in their career. Typically, you pay more based on the level of experience a planner has and the amount of individual attention they're able to give you. Some planners work on their planning business on a part-time basis while holding down a full-time job. This is not necessarily a bad thing as some planners manage to balance this very well. But it could also mean that you may wait a little longer for responses to calls or emails.

5. Do you feel comfortable with the planner?: This is perhaps one of the most important questions of all. You should always meet with at least 2 or 3 planners and make a note of how you get along with each of them. Do you connect well? Are you looking for a planner who is fun and bubbly, or do you prefer someone who is more business-like? Whatever your personal preference you're usually pretty safe to go with your gut feeling. After all, this is someone you could be working with over the course of a year or more.

Keep in mind that most planners view your initial meeting as a two-sided interview. They're interviewing clients just as much as you're interviewing them. So go in prepared and ask questions.

In addition to these five important points make sure to ask the more technical questions. These include: How many hours will you be available on the wedding day? Do you attend the rehearsal? Do you require a meal at the reception? Most of these questions should be addressed by the planner in your initial consultation. Refer to your list to make sure you've covered all your questions.

What kind of things are you looking for in a wedding planner?

Happy Planning!

Sophie
Coverall Event Coordination

Weekly Wedding Quote

A successful marriage requires falling in love many times, always with the same person.

- Mignon McLaughlin

Vendor Selection: Where to Begin

Sorting through the yellow pages, search engines, and endless business listings for local wedding vendors can be overwhelming to say the least. This new series will be geared at helping you determine your priorities and selecting the right vendors for your big day. Here are a few basic steps to get you started:

1. Setting your priorities and your budget: Before you start looking at vendors you need to set your budget. And in order to set your budget you need to decide what your priorities are. Are you more concerned about the decor than you are about the food? Perhaps having a fun reception is higher up on your priority list than having magazine quality photos? Every couple will have a different set of priorities so there's no right of wrong answer. You simply need to decide what you want out of your day.

2. Cut out vendors that don't fit your budget: Once you've set your priorities and you've made up a budget that reflects them it's time to start narrowing those enormous lists of vendors. Your lists will be narrowed significantly once you start cutting out those vendors that are not within your budget.

3. Check out your local wedding forums: Most wedding forums contain lots of vendor reviews. Read through and see which names are popping up often and what others' experiences have been.

4. Check out your local bridal shows: Bridal shows are another great way to narrow your lists. Although these exhibitions can sometimes be overwhelming if you take your time and speak with vendors you can get a lot out of them. Check back for our post on making the most of bridal shows.

5. Set up meetings: The next thing you want to do is choose two or three vendors from each category to sit down and meet with. You'll want a chance to speak with them one-on-one and to go through some of the questions we'll be outlining for each vendor category.

Keep checking back for updates to this series.

Cheers!

Sophie
Coverall Event Coordination

New Website

Happy New Year!

It's been a very busy year for us here at Coverall Events. We've hired on a new planner, hosted our first Bridal Show, and for the past couple of months we've been working hard to get our new website up and running.

And FINALLY with the new year comes a new fresh look for Coverall. We hope you like it and that you'll keep checking back for updates over the course of what is sure to be another very exciting year!

Warmest regards to you and your family for 2009!

Sophie

Coverall Event Coordination