"... and you do what?": Part II - The Truth about "Day of" Coordination

Did you comment on our last post?  My earlier post, "...and you do what" Part I, was the introduction to this short four part series about Planning Profession's Titles, Roles and some of the misunderstanding (and confusion) that may come from different services.  Today I wanted to chat a little about the assumptions (and well, down right myths) about the term and title "Day of" Coordinator.  The general thought of many is, "I'm going to do all the planning myself so I just need a 'day of person', you know, someone for a few hours (maybe 2 or 3)... that's all."

And in theory that sounds good but let's take a few minutes and really think about what you are saying.   For 9, 12 maybe even 14 months (or more) you have read dozens of Websites and Blogs, poured over page after page of Wedding Magazines, pound the pavement at Bridal Shows - researching and compiling (probably in an elaborate binder full of) notes, pictures, print outs, clippings, swatches, brochures, flyers, business cards, calendars, check lists, contracts, receipts, and so on.  You have spent literally hundreds of hours after work, before work, during lunch breaks (and let's be honest probably during work), between school, friends, family/kids, and other personal responsibilities making calls, surfing the net, writing emails, scheduling appointments, completing projects and tackling the dozens of details in planning a wedding.  You've spent time trying to find just the right ideas and items to reflect you, your personalities, your likes and even dislikes.

From budget management to seating charts and RSVPs, you have worked hard to put together a vision for your wedding.  It's really hard to imagine someone (even a professional) who would swoop in for only 3 to 8 hours at the last minute and execute your plan with no prior preparation.   Perhaps we should think of it this way, you've spent months and months (and months) creating your personal wedding plan and vision... it's your baby.   You've spent 9 months (give or take) growing it from a few lovely ideas into what should be a fully developed plan and when the time comes to deliver it do you just show up at the hospital and expect someone to know all of your history, vision, wants, needs, preferences, anticipate your wishes in case something goes wrong (which is one of the primary reasons for having a Pro), etc.?  Most people would not feel comfortable with that.  They would like their own doctor or someone they feel knows them and how they would like things to go to take responsibility for the big moment.  More importantly, they would like someone who would review the process with them beforehand.  Double checking to make sure nothing was missed... that all the "t"s are crossed, all the "i"s are dotted and who will make sure they have all the information they will need to make everything is a success.

"But my venue already has a Coordinator, why should I hire someone else?" This is another thought that sounds good at first.  After all, we adore Venue Pros!  These Professionals work extremely hard to be a fantastic liaison between the Venue itself, the Bride & Groom and the Vendors.  In fact, our own policy this is their (the Venue's) "house" and we (as Vendors) are only visiting - we communicate with them to make sure that we leave their "home" as we found it.  And while most venues have some type of Coordinator on staff they are usually responsible for "Internal Coordination", that is, handling their business - coordinating their own facility, site set-up, maintenance issues and staffing requirements (including wait staff service if the venue is providing catering), and any specific vendor needs from the facility such as loading and storage requirements.  They are not necessarily responsible for coordinating all of the Vendors, managing the entire Wedding Party's itinerary, or solving issues... in other words "External Coordination".  Rentals delivered to the wrong location?  Limo running late?  Last minute change and the Florist isn't sure where to deliver the boutonnieres?  Photographer gets into an accident?  The Facilities Coordinator is usually not the one who takes the call.  They are not the one who works with the Vendors to keep everything moving seamlessly behind the scenes so the Bride and Groom aren't even aware of issues... but your "Day of Coordinator" (and their team) does.

The truth is some Professional Coordinators are no longer calling this service "Day of" and are referring to it as what it really is... "Month of" service.  Prior to the "day of" your Coordinator may have to putting in up to 25 hours of reviews, confirmations, scheduling, and other preparation work for the "Big Day".  Often we find a lot of gaps that the Bride & Groom were simply not aware of or may have missed.  These details may range from forgetting to address guest parking issues to (in one Bride's case) literally not having an Officiant booked days before the wedding.  Most Professionals find it simply irresponsible to Coordinate a wedding without some type of preliminary consulting, review, and prep work.  In other words, although it seems like most of the "work" a Coordinator does is primarily on the "day of" and the Bride is actually heading the pre-project conceptualizing and the "Day of  Coordinator" is verifying and refining the plan to ensure all the elements are in place and ready for their execution.

So, what does a "Day of Coordinator" do and is it what you actually need?

Although "Day of Coordinating" service may generally vary from Coordinator to Coordinator you would typically expect the following "Does & Don'ts" from a "Day of" Service Professional.

What a Day of Coordinator "Does":

• Meets with Bride (Groom, Client) 4 to 6 weeks prior for Planning review
• Typically provides up to 25 hours of Pre-wedding Planning 
• Reviews Vendor Contracts and makes suggestion on missed services or details
• Contacts and confirms service/product logistic plans with Vendors
• Creates, presents and/or reviews Itineraries (and possible floor plans).
• Final site walk-through (ceremony and reception site)
• Typically (but not always) has at least one Assistant - depending on event size
• Manages the rehearsal
• Manages production of the wedding day

What a Day of Coordinator "Doesn't Do":

• May not offer planning process advice and some may not provide Vendor referrals
• May not provide assistance with managing the event budget
• May not schedule or attend Vendors Meetings (including Tastings)
• May not assist with special Guest Services (ex: Booking Accommodations)
• May not assist with RSVPs or Seating Charts 
• May not assist with pre-wedding event planning/coordinating (ie: Bridal Shower, Bridesmaid's Luncheon, Rehearsal Dinner) 
• May not assist in post-wedding events (example: "Next Day" Family Brunch)

Up next, I'll be chatting about Partial vs Full-Services Planners. 

"...and you do what?": Part I (of 4)

Planner, Coordinator, Designer, Consultant... it all means the same thing right? 

Not so fast.  So often when meeting with Brides and Grooms (or Event Hosts) who are just becoming acquainted with the events and weddings industry we(Wedding Pros) find ourselves clarifying a few misnomers about the roles, responsibilities and the generally "who does what"s in the planning and production process.  That's why I wanted to do this short (4 part) series entitled "...and you do what?".  In it, I'll clarify some of what certain Event Professionals (such as Planners, Coordinators, and Designers) do.

Before diving into our first installment I'd like to ask you a questions.  If a little kid asked you, "What does a Mechanic do?", would you feel comfortable describing the basics idea behind their job?  Now, most of you probably just answered, "Yes, of course".  And no surprise there, most adults have had to take a car to one (and for most of us probably more than once). We know what Mechanics and Repair People do because we see them somewhat regularly basis.  They are services that fit into and we use throughout our everyday personal and professional lives. 

We may not know each exact process, technique, training, tools, skills and so on involved in what they do but we do have an expectation of what will be done.  We have a general understand of what their job entails, trust them to know what they are doing and to do it correctly.  We do this so regularly in fact that we often just take what we know about their duties (such as which ones to go for which needs, who specializes in what, etc.) for granted.  The same can be said about other professions like Hair Stylists, Food Service, Clothing Boutiques, etc.  We run into these service providers hundreds of times in life.  And although these services are far, far more customized, elaborate, specialized, and usually complex for a wedding we still have some idea of what these Professionals will be doing. 

Ever been to a concert or a dance club before?  Then you have some idea of the type of services a DJ or a Band may provide.  Sure, it's more than just playing music, it's transitioning between activities, facilitating and communicating with your guests throughout the evening however, you also understand that it will be very different for a wedding environment and you will have to trust their expertise.  And if you've ever had a "Bad Picture" taken at the DMV, in a class picture, or in a candid photo with some friends then you know what a "Great Photographer" could do for you.  Again, you also know their services may require different equipment, assistants, and skills for capturing those "once in a lifetime" moments on camera.

So, maybe it's because large, structured events like weddings just don't happen every day.  For most people wedding planning requires working with professionals and processes they've seldom deal on a daily basis.  And with so many different professional titles like Wedding Planner, Consultant, Coordinator and Designer (all of which have slightly different responsibilities) there's often some misunderstandings about "who does what", who may provide the right service for the right needs, and confusion about their specific training, skills, duties, processes, techniques, etc.

Yes, most people may not run into Planning Professionals every day... or so you think.  I believe it's the various "titles" and the romanticized idea of Parties and Weddings that are misleading.  Say words "Wedding Planner" and images of glamorous parties, television shows, and funny little movie characters pop into most heads.  However say, "Project Manager" and you'd have quite a different image (more in the next post).  The truth is, these are two jobs that have similar duties and responsibilities but because of event industry terminology and the fact that weddings are (let's face it) such a fun occasion for the Client, the newly engaged may not see the similarities at first.

Next up we'll bust some myths, define the some roles, outline responsibilities, and help you start to identify which Event Pro may be the right fit for your needs when it comes to planning services starting with one of the most misunderstood... the "Day of Coordinator".

Oh, I'd like to leave you with a question...

"What do you think of when you think 'Day of Coordinator'?"

Feel free to leave your "Comments" below... cheers!

So, why do "Wedding Flowers" cost... so... much??

You walk into a local Florist's or Event Designer's shop.  You glace around and find yourself surrounded by selves and tables adorned with dozens of lovely vases, props and charming decorative accents.  Along one of the walls or perhaps nestled in the back of the room you may see a large display case... a cooler filled with an assortment of beautifully designed floral arrangements; sweet little round arrangements, classic red roses in 10" vase, happy little daisies in a fun, bright container, and so on.  And you wonder, "So why do 'wedding' (or special event) flowers cost so much?"  Unfortunately the common thought among consumers is that a business hears the word "wedding" and just automatically charge more... well, not exactly.  While it's true that arrangements for weddings are more than "Everyday flowers" (more on that later) I'd like to share just a little insight as to what makes flowers for weddings and special events more expensive. 

It's the same reason why you can go to one of your favorite restaurants, order a meal of Chicken Marsala with salad and drinks and pay anywhere from $20 to $30 per person (give or take) however, such a meal being catered for a reception could cost $50, $80 or more per person.

So, what ARE you really paying with Wedding and Event Flowers?

Let's consider that "dinner" we just talked about, better yet, think about that last time YOU cooked a big dinner for your family.  How many people did you cook for?  3, 4 or maybe 5 people?  Think about when you planned out the meal, looked up the recipes, and created ingredients and shopping lists.  Think of the preparation time (peeling, chopping, etc), and actual cooking and baking time.  Then, let's just assume you "go all out" and serve your family, you know, actually plate each meal and bring them to the table (no self-service).  Now think about the clean-up after, not just the dinner dishes but all the prep dishes, pots, pans, and work areas including counter tops and the floors.

Ok, now, image cooking for 14 people instead of 4 or 5.  How about 40, 140 or even 440 people...whew!  What would you need to pull that off?  How much extra help would you need to cook all those perfect meals as well as serve them impeccably and clean up afterwards?  What type of equipment would you need?  What if you were at a strange kitchen or a place that didn't have a kitchen?  What would you have to prepare before heading to the location?  How would you transport everything?  Think of the cost of not just the actual food but the materials (including warming trays, plates, glasses, linens, etc.), special equipment, extra staff, transportation, and, of course, your own precious hard work and time... what would be the cost?  The truth is things tend to become more complicated when done in large quantity and the more complicated things get, the more costly they become - especially if its to be done exceptionally well.

So, back to that Florist shop you walked into earlier.  Those flowers you saw in the cooler?  Those were more than likely "Everyday Flowers", the type of flowers you walk in off the street and pick-up on a whim.  Most standard florist shops will aways have some kind of Everyday, Seasonal or Occasion Flowers... you know, Mother's Day, Thanksgiving, etc on display. Seeing those flowers can be a little misleading.  You only saw one maybe two of a single "Everyday" Floral Design sitting in those cases.  Just keep in mind those arrangements may have been...

• Made and sold in the shop one at a time
• Made to order in the shop with available staff and blooms
• Made to order in the shop with available staff and special ordered blooms
• Made days (and days) ago and kept in a cooler for walk-in customers

These Everyday Flowers tend to be pretty standard designs and a little different than the specialty floral designs typically seen in weddings or special events which often uses different structural materials and event rental items.  When you are ordering custom-made Bridal Flowers, Ceremony Flowers (Alter Arrangements, Aisle or Pew Markers, etc), Cocktail/Reception Flowers, and more you are actually ordering and paying for more than just a standard product - you are hiring some very specialized services for your event. 

Here are just a few (5) reasons why a floral or event design business may charge what they do for Wedding or Event Flowers:

1. Product and Materials: 

Yes, this refers to the actual flowers but it also includes professional floral chemicals, tools, rented pieces, and production equipment (not including operations equipment like Flower Coolers).  Many of these materials are used in the flower care and processing stages (things I discussed in an earlier blog post "It's Alive").  I personally like to think of flowers as a "living Art medium" and the beauty can quickly fade if they become sick or mistreated.  And what happens if a supplier can't provide the right flowers, Customs damages them during import at the airport, they pick-up a fungus or they are delayed in transit to the Florist and die?  Your Floral Designer finds solutions, fixes the problem and fulfills service... plain and simple.

2. Mass Production and Labor:

Prepping flowers and making dozens of custom floral design such as bouquets, boutonnieres, corsages, arrangements, etc. for a designated production schedule is very different from completing a single design order.  Many Floral Designers have professional training and/or years of experience so they can handle event production however, there may be situation where they have other projects, events, or operate a store front with daily walk-in customers and in such cases bringing in the proper staffing  may be essential for producing designs for your event.

3. Storage and Transportation:

After those exquisite flowers arrive, have been processed or have been placed into lovely floral designs they will need to be properly stored (typically in cool, control temperature environments) and then transported.  And in the case of weddings that may mean scheduling and delivery to multiple locations; bouquets brought to the Bride's and Bridesmaids' location, boutonnieres to the Groom's and Groomsmen's location, arrangements and aisle decor at the ceremony site and, of course, centerpieces and other decor to the reception site.

4. Installation:

Once delivered (depending on how elaborate) rentals and floral design items may need to be assembled on-site or set-up on alters, pews, hallways, guest tables, cake tables, etc.  Later the Floral Designer or their staff will work with the venue(s) to schedule their breakdown and removal.

5. Hobby vs. Job:

It's not lost on me that I (and others like me) are extremely blessed to love what we do and do what we love.  But I'll also be the first to tell you we are not here by accident.  Sure, I may have started off my career in Fine Art, Museums, Entertainment, Tourism, Communications, and Marketing but I fell in love with and have committed myself to this work.  We (Event & Floral Designers) have dedicated ourselves to hundreds of hours of study, training, and experience all to craft our skills, abilities and knowledge into an Art (no pun intended).  I value each and every one of our Clients. Their events are immensely important me and I fully understand what this (a moment they may never relive again) is to them.  It's that "scene of importance" that is why they have hired a Professional.  And yes, we are Professionals.  This is my job, a job I love but it is still my job.  It is how we have chosen to make a living - how we pay our mortgages, feed our children, pay our bills, and so on.  We work hard and, just like anyone who works, we expect to be paid for our time and hard work.

Now there are more reasons why Wedding Flowers may cost what they do but the bottom line is as Professionals we do indeed take your event (and what we do) very seriously and provide all the necessary elements required to create your designs with amazing "living materials".  I know the Clients who hire us value us - they value me, my staff, and the quality of the work we do.

Are you worried about your wedding flowers and decorations costs?  Be sure to ask your Wedding Planner, Consultant, Event Designer or Florist for their opinion on options to get the most out of your budget range.  They understand your budget is important and are there to help you.

  

Behind the Design: Focal Faux Pas

Here's a little insight in our design philosophy.  Event Design is not just about centerpieces or even tabletop design but the entire environment and visual experience your guests will have in relation to the event's (or Bride & Groom's) theme, style, and personality.  Now, don't worry, I don't plan on going into details like proportion, balance, line of sight, harmonies, or integrated formal design styles. That being said, I'd like to talk a very common aspect many people don't think about when it comes to a reception. Often people spend so much time on what goes on the middle of the table that they forget to simply step back from table. Remember, your guests will not spend the whole evening looking at the middle of the table. Consider the room's layout and area's that will draw guest's attention.

Think of it this way, you spent a good about of time tasting and selecting just the right cake. You've chosen the perfect cake topper or have asked your florist to provide some exquisite fresh blooms to decorate your cake. Soon the big moment arrives. The entire crowd gathers and photographers (both professional and amateur) are poised for the exciting moment. This is no longer just a table... this area has become a "Focal Point" and it's a flashpoint of the evening. You do not want this stunning cake plopped on a plain, stark white table cloth or (as one of our Vendor Colleagues shared with me about another wedding) the Bride & Groom cutting their cake with a circuit box in full view behind them. Not the best photo op.

(Above image - Preston Bailey )

Areas like the Cake Table can quickly become areas to engage your guests or key photo opportunities throughout the evening. These "Focal Points" could effect the overall look, feel, flow and design of the room. I personally love chatting with Clients about these Focal Points - it's a wonderful chance to create a memorable experience (and maybe give guests a little extra "WOW") with just a little creativity. Even if a Client's design budget is tight or if they've only opted to have runners or inexpensive overlays on their table top I always bring different Focal Point options to their attention. Sometimes it's as simple as considering the investment of just a few beautiful Specialty Linens like Pintuck, Crushed Taffeta, Sequin, Damask, Beaded, Ribbon, Brocade, etc. to add visual emphasis to the tables or area's design.

Also consider a "Statement Display" such as Larger Floral Arrangement, Floral Sculpture, Ice Sculpture, Wish Tree, Backdrops, Props, etc.  We recommend the following key tables as possible Focal Point areas:

• Cake Table
• Gift Table
• Escort Card Table
• Head or Sweetheart Table
• Specialty Services Table (ie: Candy Buffet or Dessert Bar)

Dressing up these 3 to 5 tables (or those custom designated areas) transforms them into Focal Points that will heighten the experience and add to the design of the room.

Focal Points are not limited to tables.  They may also include Lounge Areas, Entertainment Areas (ex: Photobooths), Food Stations (like the newly popular gourmet "food truck" or street food-style cuisine), or any variety of creative and interactive activities you'd like to have your guests experience during your event.  Remember, in the end, when it comes to your event's design it's all about everyone (yourself included) emerging into the world and memories your are creating.


"What other Focal Points or Interactive Areas that you considered creating for quests?"

Leave a comment below... cheers!

Reflections... 10 years ago today

One of our core philosophies at Vivid Expressions LLC is "Celebrating the blessings of love, marriage, family, and friendship in all of life's occasions." It is not lost on us how precious these values are today as our nation remembers the 10 Anniversary of September 11th, 2001. Life is always in a state of change - sometimes growth, others pain, other times peace and even joy. So many lives were changed that day.

My story? Like many, I watched and in awe and uncertainty. Wondering what was going on, what to do and later how I could help. My life is much different today. A world away from those days of holding down more than one job. Freelance Fine Arts, Animation and Marketing work on the sides and a full-time Trainer for a contractor for (at the time) the nation's largest telecommunications in their high-speed technologies division. I and the other members of our Training time was responsible to distributing updated training to the sales floor of nearly 300 representatives that day when the news unfolded throughout the morning. I remained (as usual) positive, encouraging, energetic and focused on the task at hand to our reps however, inside I was felt the same disbelief and worry that we all did. My heart when out to those in New York. I wondered about the plane that went down in Pennsylvania and I thought about, prayed about and worried about family and friends in DC. I, like everyone else that day, know our world had changed forever.

Today I recognize how blessed I am and how strong we are as a nation. I'm grateful, proud and will never forget the loss and the heroes of that day.

Today I'd like to do a little something different...

I'd like to invite you to join us in our philosophy today. Please share your own love, remembrance, pride, and gratitude with us as we open this post to the "Comments" section below.

God blessed America.

Blessed wishes to you all,

Janel

Art Comes to Life: Old Dominion University Wedding, Part II

In a recent post we shared a few highlights from the fabulous wedding for our "Old Dominion University" couple. Yep, this DC couple wanted to exchange their vows at the same college campus where they met and fell in love. We were hired to plan, design and coordinate their fantastic ceremony and "glam-tastic"wedding reception. In the earlier post (Part I) we shared images from the university's campus ceremony.

Immediately following the ceremony the reception took place at the Virginia Beach Convention Center. For the reception the Bride & Groom did something we love, they just told us what things that they liked and gave us creative license to "make something beautiful"... and so we did! The Bride requested damask, crystals, branches, and calla lily so we presented design sketches (and emailed them to them in a slide format). From a fun contemporary room layout to custom designed lounge area with dozens of floating glass orbs with candles and more... we custom created flowers and decor. The final results were beyond their expectations! Enjoy these images for what I like to call "Part II... the Reception!"

Rough Draft Concept Illustration:

Final Design... First Dance

Special thank you to Debonair Photography for most of the images above

Behind the Design: Are you into the group thing?

Have you considered the "grouping thing" for your event? Um, no, I mean Grouped Centerpiece Designs. Grouped Centerpieces or “Groupings” are a little different from "Trio Centerpieces" (which we talked about in one of our much earlier blogs) where 3 of the same designs are repeated on a signal table. Groupings are two, three or more small, minimalist design, or individual designs (usually in varying heights) placed together very closely (as one) on a table.

Groupings work well on different table shape (like the center of a square table, a round table, or down the middle of a long table) and complement a number of design styles. For example, groupings can be created out of a whimsical eclectic collection of different decorative pieces or a quaint cozy group of rustic "take-away" arrangements for guests or a robust, dramatic group of glamorous over-the-top elements.

What makes a Grouping such an interesting design? Variety! Instead one shape at a signal height to focus on, your eye is forced to move across the Grouping – with its multiple shapes and/or at varying heights. But not repeating the same elements over and over again does not create a successful Grouping design. The key to a good Grouping is “unifying all the design elements”. The items of the Grouping should have something in common, something that makes them look as if they "belong together", complement each other, or must be comprised of a least one of the same elements (ie: color, texture, material, style, theme, etc.). Take a look at some of these following Groupings. Notice what the elements of the designs have in common (color, theme, type, etc.) and how they differ… enjoy!