Posts Tagged ‘Wedding Planning Advice’

What if I don’t want the typical wedding venue?

Tuesday, July 29th, 2014

Hotels and lodges are great for weddings but often a couple is looking for something a little more customizable, special and outside of the box. We love working at private homes, bed and breakfasts, ranches, historical sites, museums, art galleries, inns and golf courses but it takes a knowledgeable and experiences planner to pull it off properly. Typically, with these unique venues you are going to need a lot more rentals that would otherwise be included at your hotel or lodge. Having a wedding in a distinctive locale isn’t necessarily cheaper make sure you understand all the cost involved and what needs to be rented. You many need to rent:
– Tables
– Chairs
– Linens
– Lighting
– Tent
– Heaters or AC
– Generator
– Restrooms
– Valet

Also, there may not be a full event staff on hand like there is at a hotel. Make sure you have enough personnel to take care of the restrooms, refuse, parking and event management. Having a 20 people over for Thanksgiving is not the same as having 200 people over for a wedding.

Confirm that all of the vendors have walked through the venue to ensure everyone has enough space and enough power to properly execute their job. You don’t want to find out on the wedding day that the DJ and the lighting are allocated to the same circuit.

What about rain? Is there enough space to move your group indoors if summer showers are upon you? Make sure you have a tent on hold in case of inclement weather.

It’s wonderful to have a different feel to your event than the same old ballroom. Do your research and hire a great planner to ensure all the bases are covered.

Wedding Planner vs. Site Coordinator/Catering Manager

Wednesday, June 19th, 2013

The number one question I get from prospective clients is how can you help me? But the second most asked question is “what is the different between a wedding planner and the site coordinator/catering manager the venue has?” It can be very confusing because at some venue they call their catering manager a wedding coordinator.

Venue duties vs. Soirée duties: There are so many things that the venue will do for you but basically they are responsible for the food, beverage and their venue. Where, we are there to help and assist the venue and venue staff, the vendors, you and your family.

Site Coordinator/Catering Manager will:
– Act as a menu consultant for all food and beverage selections
– Create a banquet event order/catering contract, outlining all of your event specifics as it pertains to them
– Create an estimate of charges outlining your financial commitments to them
– Create a floor plan of your function space
– Arrange and attend your menu tasting
– Oversee the reception room(s) set up, food preparation, and other venue operations
– Provide or rent the necessary glass ware, stemware, flatware and china to service your event
– Provide all the service staff need for your event
– Provide all the food and beverage for your event
– Act as the on-site manager for the venue operations staff
– Ensure a seamless transition to the venue’s banquet captain once the grand entrance has occurred (typically this is when the catering manager leaves the reception)
– Review your banquet checks for accuracy, prior to the completion of the final bill

Soirée Productions will:
– Create and maintain a budget of your wedding and event expenses
– Assist and help with designing the look of the wedding: florals, lightings, rentals etc.
– Assist all vendors in their set up and delivery and clean up
– We design the floorplan with you that venue then creates
– Create a comprehensive time line for your rehearsal and wedding day, including the ceremony and reception
– Work with you to organize and coordinate your ceremony rehearsal
– Remind bridal party of all pertinent call times and “don’t forgets” on the wedding day
– Confirm call times and details with all vendors several days prior to the wedding day
– Be available to have conversations in the evenings and weekends
– Act as the liaison between your family, bridal party, band/DJ, florist, photographer, videographer, and other vendors to create a seamless operation and executing
– Act as the main point person on the wedding day for questions from friends, family and vendors
– Ensure the proper and correct placement of rentals and décor
– Ensure that the ladies have their corsages and bouquets, etc., and assist with the pinning of boutonnieres
– Deliver and arrange ceremony items and any personal items
– Coordinate the ceremony (line up bridal party, assist bride with dress, etc.)
– Coordinate the reception (grand entrance, first dance, toasts, and cake cutting, etc.)
– Collect any personal items and/or gifts at the conclusion of the reception
– Review banquet check for accuracy at the end of the reception
– Review catering contracts to ensure all your requests are communicated to the catering manager
– We arrive prior to the event to set up and stay after the event to clean up

Basically, the Site Coordinator/Catering manager is responsible in taking care of the venue and we are responsible for taking care of you.

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