Planning Essentials: You're Engaged... Now what?

Congratulations to all the lovely couples who became engaged over the Holidays or New Years Eve!! 

What an exciting time this is for you!  And what great timing.  January, with it's spirit of fresh renewal is the perfect time to start the Wedding Planning Process.  The fact that the majority of engagements (over 30%) occur during the Holiday Season doesn't hurt either.  So, where do you begin?  Here are 3 helpful steps to getting started:


Step 1: "...that day's gonna be a Good Day!"
Why is selecting a date sooo important?  Because it will help you start the process of researching and scheduling, checking Wedding Ceremony & Reception site (or Venues) and Vendor availability, and placing deposits to reserve that perfect location or desired vendor services.  Remember, some vendors (especially highly sought after ones) book quickly or only offer limited availability so it's important to start calling to check on specific dates.  Also, many Venues offer differing prices depending on the season, time of day, and day of the week.  Start selecting a date by picking a couple of potential dates or a timeframe (such as the last two weeks of May) for your wedding day.  Then look at your schedule, the schedule of some of the important guests (like parents, best friends, etc.), Holiday's or other special events that may conflict with your big day.  After all, you want your special day to stand out and you don't want to compete with Cousin Steve's Graduation.  Then... choose your date!  


TIP: Not sure if you can snag your dream Venue?  Ask about Thursdays, Fridays, and Sundays availability and pricing which often book for less than the more popular Saturdays. 


Step 2: Does Size Matter?

Oh yes it does.  Not only will the size of your wedding effect the protocols, mood, tone, and feeling of the ceremony and celebration but it will also effect the cost and resources you'll need to create it. So close your eyes and ask yourself, will it be an intimate affair with 60 guests or do you envision a tremendous affair with 200, 300 or more?  


Of course, the number of Wedding Party Participates (or Attendants) and wedding guests will vary throughout the planning process but the number of guests will have a direct influence on everything from finding Venue(s) to accommodate the group, to cost of Bridal Party Flowers (Bouquets, Boutonnieres, Corsages, etc.), to the catering cost per person, the number of reception and cocktail hour table linens and decorations, and so on.  Just keep it simple and ask yourself, would you like a Small Wedding (less than 100), Medium-size Wedding (about 100 - 200), or a Large Wedding (greater than 250) and go from there.



Step 3: Be at home with your range

Most "Brides and Grooms-to-be" are new to the wedding industry and are not familiar with the various product costs, service fees, and other expenses that eventually add up to the total cost of a wedding.  So, how much does the average wedding cost?  According to recent data the average wedding in the United States in 2011 costed approximately $26,500 (Some areas do vary, for example in Virginia the average is slightly higher with average at $29,000).  Yes, even in this economy... Surprised?  The resources, products, and service providers involved in the production of a wedding experience inflation just like any other industry.  


Sure, there will always be people out there who are willing to do a poorer job for a lower price and as a result take advantage of Brides & Grooms during there once in a lifetime event... that's the bad news.  Now, here's the good news!  Most reputable Wedding Professionals will be able to work with you to help you understand your budget, offer options, and assist you in creating a simply wonderful event.  


That's why it so extremely important to have a general but realistic budget range in mind.  I use the term "Budget Range" because as you enhance or scale back on different aspects of your wedding to focus on what is important to you and what you really don't want the budget itself will range.  Sit down and truly think about a "budget range" that features a low-end and a high-end number that you'll spend on your wedding.  Keep in mind, the budget will fluctuate as the type, size, style, and details of your wedding takes form.  Think about the aspects of your wedding that are important to you, what you are willing to be flexible on, and what you will not compromise on.  Remember, giving yourself a "budget range" to work with will be one of the most essential parts in the planning process.


TIP: Relay on your Pro!  When you hire Wedding Professionals you hire all of their knowledge, experience, and resources with special events.  Most Wedding Pros such as Planners/Consultants or Designers (learn the difference between Wedding Coordinator and Designer in our earlier posts "... and you do what?"  or "Why Wedding Flowers cost so much" here), Caterers, and so on will help you keep on track and work within your budget... trust them!



What's next?
Once you've established these very general guidelines for your wedding (The Date, The Budget Range, and The Size) you can start the basic research to begin the wedding planning process.  As I mentioned before, January is the ideal time to start planning our wedding, in fact, January through March is known in the wedding industry as "Bridal Shows and Booking Season".  


Take the next few days to visit:

1. Bridal Shows for great wedding ideas
2. Pick up established Bridal Magazines and visit reliable Wedding Websites (including local ones)
3. Look for and register to visit Venue and Vendor Open Houses
4. Make the time to Schedule Consultations to meet with Wedding Professionals.

Be prepared to have...

• your Binder or Notepad to keep your notes and pictures
• your Calendar to schedule appointments on the spot (Initial Consultations are usually free)
• your checkbook or credit card to hold your wedding date with a deposit (Vendors/Venues can book up fast)

Once again, congratulations and if you have any questions please don't hesitate to ask... Happy Planning!


Blessed wishes,
Janel and your friends at Vivid Expressions LLC

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.