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

"...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!

Revisiting: How your event can to survive a Hurricane!

With all the talk about Hurricane Irene approaching the East Coast this weekend I, like many others, are thinking about all the events scheduled this weekend. Personally, I find myself thinking of how I felt during those days leading up to my own wedding which took place just 2 days after Hurricane Isabel devastated our area. It was Thursday, September 18, 2003 when Isabel swept through the Virginia and by Friday morning 2/3 the state had no power, finding an operational gas station was difficult, businesses like the Tux shop, hair salons and reception venues were damaged or even closed, communications with family, friends and vendors became a challenge, and so on. Yet, with all these obstacles I was still able to have a simply lovely wedding day.

Now I can't help but think about all the Brides & Grooms getting married this weekend and how the normal butterflies in your stomach may be rapidly multiplying with the anticipation of this storm. So, How to have a fabulous wedding when the Governor issues a "State of Emergency"? Let me share our top 3 tips to a successful wedding despite the challenges... maybe even a Hurricane:

1.) Review and Re-Organize:

Sit down with your Wedding Consultant or Coordinator and review all of your Vendor Contracts for Cancellation, Refund, "Rain call" (the last possible day/hour you may change site set-up), "Acts of God" and other contract service fulfilment policies. Odds are your Pro will have already considered all of these factors as well as Contingency Plans for your "Big Day" and will more than likely have an Action Plan in the works for your review. If you don't have a professional Coordinator or are relying on the Venue's Coordinator for your wedding then you'll have to review all the policy deals of each Vendor's Contract. Remember, it's vital for you to be aware of is all these details as well as updating all Contingency Plans, Contact Lists, Checklists, and Timeline. If you'll be handling vendor management for your wedding make copies of all these materials and keep them on hand for the days to come.

2.) Perfect Professionals:

No mater how well you plan and try to foresee potential problems new concerns always pop up and that’s o.k. - that's why you've hired professionals! This is why you spent the time and money to research and bring in true wedding industry professionals and there is a reason why your Wedding Pros ARE PROS! You've already hired the perfect team of Professionals to meet your wedding needs so trust them. They have the resource, skills, experience and knowledge to think "outside the box" and offer solutions in a pinch. Keep an open-mind, don't be afraid to ask questions, be open to change and look to the expertise of your Wedding Professionals to offer options and solutions if problems arise no mater how big or small.

3.) Calm and Communication:

Having great communication will be key to all the hundreds of pieces of your event coming together seamlessly to create a wonderful experience. Part of your Wedding Coordinator's duties will be contacting, communicating, and facilitating the logistics of vendor services so you don't have to but what about your Bridal Party, Family and Friends? If there are last minute chances it may also be helpful for you and your Bridal Party (or maybe even your Coordinator depending on the type of service you have with them) to reach out to others. In cases of an emergency having an updated Phone Lists of your Wedding Party Members, Wedding Guests and Vendors available to forward to your Bridesmaids and Groomsmen may be useful just in case you need to start a phone tree.

Bonus Tip!! Positivity and Prescriptive:

Forget the old saying "What can go wrong, will go wrong." Instead, be positive. You can’t control everything so just trust that "What can go right, will go right". Know that your Friends, Family and Professionals will do what ever they can to create a successful day for you. Remember to have a good sense of humor, be thankful for your support team, trust the Pros you’ve chosen to work with, and remember what’s really important... At the end of the day you are marrying the one you love! Everything else is just icing on the wedding cake!

Now keep in mind these are just 3 tips and are not the only things you'll need to turn "disaster into delight" but there are sooo many more keep steps to "surviving disaster" during your special event. If have any questions you'd like to share don't hesitate to drop us a line!

Peak inside our process: Style vs. Theme

So, while remarking on the gown worn by the newly wedded Duchess of Cambridge (a.k.a. Kate Middleton) someone said, "I thought it [the gown] was going to be a little more glamorous". Now considering that the Queen of England (her new Mother-in-law) is the head of the Church of England, the etiquette and the style of the occasion (a formal, high-noon church wedding) the drama, flash and bling of a "Glamorous" look just wouldn't have been appropriate. This got me thinking about the roles that "Style and Theme" play in the Wedding or Special Event Design process.

There are a lot of my favorite Planner/Designer colleagues who know how to design beautifully. They know how to create a flawless, consistent and streamline look for their Clients. Their skills and experience come through in every event they create. When I conduct a Design Consultation with a Client I like to take them through a few exercises that I've developed to help us both understand their "Style" as well as any "theme" that may come into play.

Unfortunately, it seems like there's a number of Planners/Designers out there that don't practice this step or have any kind of design structure that takes these concepts in mind. I've noticed a few mis-matched styles desperately (and usually randomly) tossed together with the Theme being the only thing in common. This is done in hopes that the "Theme" would somehow tie everything together. More often than not the result is a slightly off to overwhelmingly disjointed look. An interesting look but lacking a since of linear flow and visual consistency.

Here's the problem.

If you create an overall event design look with a theme but do not take the time to identify and develop a structure involving the actual style, the look is usually not cohesive. With lost of interesting but varying components, the overall look is as if several different parties (with a lot of nice elements) just "crashed together". A bit of a visual mess.

The solution...

Develop an event design and concept using your Theme and Style in mind. Let's start by understanding what a Theme is and then identifying Style.

What is Theme? Well, Theme is easy - It's the broad concept, message or idea of the event. In Event Design, Theme is the "message" or "idea" that will be carried throughout the look and feel of the event. It may be a signal topic, season, element, destination, Holiday, etc. Themes can range from subtle to over the top and there are literally hundreds of Themes to choose from; Winter Wonderland, Alice in Wonderland, Beach or Tropical, Hollywood Glamour, English Garden, so on and so on.

Now for Style. Funny, Style is one of those words that almost everyone has used but very few understand a formal definition of. Style is the artistic category, prevailing mode, aestheic value and/or structural composition in which an idea is carried. It can also refer to the phystical techniques used. It's what I consider to be one of the key developmental steps that some miss during the event design process. Style is the vehicle in which your theme will be delivered. The type of materials, flowers, accents, fabrics colors, etc. can all reflect the Style. In Design there are generally 7 distinct Styles. The type of materials, flowers, fabrics, accents, etc used can all create convey a specific "Style" as it presents a theme. Depending on the type of event, like that of a wedding, we may have to merge more than one style. Here are just a few examples of the same "Theme" (Tropical) reflected in a few different "Styles" ranging from Modern to Eclectic.

What Wedding/Event Pros can learn from the Vancouver Opening Ceremony

Oh Canada, what you were up against. I, like millions, watched the Opening Ceremony of the 2010 Winter Olympic Games in Vancouver British Columbia last night. And again, like countless others, I wondered.... "How are they going to top Beijing?" Let's face it, the 2008 Beijing Olympic Opening Ceremony was, in a word, amazing!

Comparisons to the Beijing Show: Mind boggling fireworks across the city and over the then newly constructed "Bird's nest" arena, thousands of musician (literally, 2008 drummers) and dancers performing in perfect unison, gravity defying over-the-top acrobatics, and multi-million (perhaps billion) dollar cutting-edge technology and special effects - Beijing created an unforgettable and awe inspiring Opening Ceremony for the 2008 Olympic Games. Volunteers? Ha! The Chinese Government recruited nearly the entire country's participation in a well groomed, precisely orchestrated and unprecedented show for the world. The results were simply amazing.

The Event and The Economy: Beijing was a tough act to follow but think about this. China provided Artistic Director Zhang Yimou the tremendous resources and the enormous advantage of a whooping $300 million budget for the Beijing Opening Ceremony production. Compare that to the $38 millions budget David Atkins (Artistic Director for the Vancouver Ceremony) had to work with .

So, what can Wedding/Event Planners, Designers and Coordinators learn from the opening ceremony? David Atkins faced the same issues that many of us in the Wedding and Event Planning Industry have faced recently - working with reduced budgets and sometimes resources. It certainly wasn't a jaw-dropping spectacle but it was a welcoming event that expressed the spirit of the host (or in this case Host City) and isn't that what a reception is supposed to do? Yet, despite the event's two biggest issues (budget and manpower) they were still able to produce a warm and delightful experience for the audience. In the event planning and design field this is what truly separates the best from the rest of the crowd. Of course it's easy to create lavish affairs with unlimited budgets but it are those who can use their talents, creativity and innovation to create a wonderful and well polished experience that are the industry leaders.

Here's 4 things we as wedding/event pros can learn from Vancouver:

1. Create a feeling of intimacy:

One of the most successful things about last night was the feeling - of inclusion, history, and family. It was like the entire world was invited to a small family dinner at Canada's house. This was accomplished in a few ways. Atkins united us as one people, 1st with the four native tribes of Canada and then inviting the native people from across the Globe. Incorporating traditions is an effective way to create a deeply personal feeling and allow others to connect. This was my favorite part not just because it was interesting to see but, man, I love a good party and they danced for nearly an hour as the athletes of the world made their entrance.

2. Discover Local Talent:

Another way they created intimacy is by getting to know Canada and it's history and culture. This was accomplished through a couple of different types of story telling segments. A dramatic narration of the country's legends was told by the familiar voice of Canadian born actor Donald Sutterland (yes, Kiefer's Dad). Now I know Donald Sutterland isn't your average local talent but the ceremony also featured a Canadian Slam Poet, Chris Gilpin who expressed the more hip cultural spirit of British Columbia. Again, showcasing the country's own unique personality, culture and home-grown talent.

3. Lighting and mood:

The other element that was utilized in the story telling was lighting. David Atkins developed a mood during the ceremony with his use of lighting effects. Hundreds of projectors and LED screens were used to create alluring visual effects like the Northern Lights suspend above the arena, Whales swimming across the arena's floor and then thousands of Salmon swimming upwards to later transform into trees. The lighting effects drew everyone's attention towards the center of the arena defining the visual direct of events and engaging the audiences focus in a strategic direction and flow along with the story. It was very well done.

4. The show must go on:

Ok, Tribal Dancers... check, lighting effects... check. Well, I guess I can't finish without discussing the, uhmm, "technical difficulties" of the evening with the torch lighting. As "The Great One", Wayne Gretzky, held the torch on the arena floor we all wondered "Where was the cauldron?" We soon figured it out. It seems (and I could be wrong) that four columns and the Olympic Cauldron were to rise dramatically from the floor and four athletes were to all ignite it at once. Well, as 3 (of the 4) columns and the cauldron began to rise it be came apparent that if there was a 4th column that there was a malfunction and the 4th column was stuck. Did that stop the show? No way... After a few moments the columns were lit, the Olympic Cauldron was engulfed in flames and the 2010 Olympic Games began!

Experienced Wedding and Event Planners know - no mater how well you plan there will always, always, always be snags but it is the true professionals that are ready to react and it is their job to "put out those fire" (pardon the pun) without the guests' awareness. Experienced planners are quick problem solvers who can come up with solutions as soon as the problem pops up. But in some cases you have to do what the producers of the ceremony did... you just go with what you got. No need to panic or stop the entire event just because one column doesn't want to cooperate... use what you got and remember, "The show must go on"! So, they did and you know what... everything still worked out fine. A lesson for us all. Don't stop the show and in the words of fashion expert Mr. Tim Gunn, "make it work!"

Behind the design: Lovely and Low

In case you didn't know I love educating and facilitating. It's true! In fact, my 1st job as a teen was for the State of Virginia as Museum Services Assistant - giving demonstrations of 18th Century children's toys and helping with Revolutionary History Museum tours. Needless to say my focus now is more Fine Art and Event Design oriented and I'm more than happy to share theories, techniques and principles.

Ok, last time we talked about the "Power of 3" in creating visual interest on a table. Today I'd like to continue dissenting table-scapes but talking about a common mistake when choosing Centerpieces for an event. In general, centerpieces (floral or non-floral) fall into two categories; Tall and Low. Tall centerpieces tend to create a more dramatic look - giving the observer a feeling of full space and proportion by drawing the eye vertically. Low centerpieces are usually more intimate (and yes, less expensive). The reason low centerpieces create a more "intimate" feeling is because they do not draw your eye up and down, instead they keep your focus low - drawing your eyes horizontally across the table.

One of the most important things to remember with low centerpieces is they should be approximately than 10 -12 inches tall (or less). This is to make sure the design is functional (as all good design) and doe not disrupt with the guest's line of sight. An example of a bad low centerpiece design is one that obstructs the view of the guest. And although you many want to avoid your Cousin Fred, hiding behind the centerpiece should no be the way to do it.

Ok, so you don't have a ruler hand. Want a quick and easy way to check the height of a centerpiece? Don't let Mom see you do this but forget your manners for a moment and put your elbow on the table. From your elbow to your wrist or top of your fist is approximately 10' tall and roughly the maximum high for a "Low" centerpiece. Exception to the rule? There are always exceptions. If the centerpiece is clear, translucent or has design/materials with a lot of negative space but we will talk about that when we explore "Tall" centerpieces next time. Until then... Cheers!

Art and the Event: Edible Art - Mike's Amazing Cakes

Do not attempt to adjust your monitor. You are not seeing things. Yes, that is indeed an "up-side-down" wedding cake... yes, that is a four tier "Alice in Wonderland" theme cake were each tier is shaped like a teacup... yes, that is a miniature "Formula Porsche" entirely made of cake. O.k., no, those are not real or even silk roses cascading down that elegant wedding cake - they are edible handmade flowers. And although that is not a "real lobster" on that silver platter it's a cake that looks good enough for drawn butter and a bib. These are definitely not your standard cakes.




For years we've seen the bar steadily rise for wedding and special occasion cakes. Although there will always be a place for the simple 3 tier white cake with matching plastic pillars, more and more Brides and party hosts are choosing to utilize the cakes as more of a design feature - adding to a noticeable element to the event design concept. The cake is not simply hidden away in a corner of the reception hall awaiting the Bride and Groom's cutting ceremony but instead it is used to add a focal point to the room. The cake could be designed to complement the centerpieces, match the fabric or design of the Bride's gown, reflecting the color or theme of the event, or (in the case of the long held southern tradition of the "Grooms cake") be a playful nod to couple's personality, hobbies, or an inside joke. In a time when smart Bridal Couples are insisting on getting best and most memorable bang for their buck, whimsical cakes has become a hot trend and talented pastry artists are still in demand.



The Artist: It's hard to believe what world famous cake artist Mike McCarey can do with baking ingredients but that's why his Redmond, Washington business, "Mike's Amazing Cakes", has been making sweet fantasies since 1995. Mike's Amazing Cakes creates incredible cakes (as seen in this post) for Clients who's imaginations just won't stay "inside the box". Winner of numerous pastry design competitions, Mike McCarey and his team can use fondant (a puddy-like sugar confection), modeling chocolate and other edible mediums to make "amazing cakes" the same way sculptors would use clay and other artistic mediums. With the laws of physics being the only restriction, each cake is custom designed for their clientele which includes corporations and Celebrities like Disney, The Smithsonian, Dustin Hoffman, and even the late Rodney Dangerfield and Julia Child.


The Art of Cakes: With realistic miniatures, 2 dimensional relief sculpture, free-standing figures, and gravity defying 3 dimensional forms Mike McCarey's confections seem to demonstrate techniques often seen in works of fine art. His award winning, artistic approach results in each cake being a unique, beautifully designed edible sculpture. The Pastry Chef's work is guided by the two key principals of around Concept and Structure. The Concept being presented should be as accurate and true to life or as animated as possible and should have as unique a perspective as can be conjured up. The Structural principals of architecture constantly influence Mike's work and he draws great inspiration from a wide range of illustrators such as Alphones Mucha, Norman Rockwell or James Christensen. These are certainly philosophy we can relate to.

Can you envision your guests being captivated by a work of edible art? Think a artistically designed cake would add the perfect decorative accent to your event? Wondering what you should know about hiring a Pastry Artist to create a masterpiece for your next celebration? Here are 3 Tips to keep in mind when searching for a Pastry Chef or bakery to create a custom designed cake.

1. Feeding the crowd: The cost of a quality custom baker is quite different from those of the average supermarket bakery. They require far more attention to detail than those of the flat rectangle or round cakes so give yourself (and the baker) plenty fo time. Give yourself enough time to research (and even taste) cakes and give your baker enough time to schedule, prepare, and create the cake. This can be as little as 2 weeks or as much a 2 months - check with them to find out their order requirements.

The cost of most special occasion cakes like wedding cakes are established by the slice. Each cake maker's price may very due to their experience, styles of cake, and level of service. Typically, they can range from $2 to $5 or more a slice. For example, the cakes a Mike's Amazing Cakes can start around $2.10 per slice (more or less depending on the number of slices and cake design). When you are estimating your cake budget you will want to start by determining how many guests you are expecting. Then research each bakers prices and multiply their "by the slice" cost by the number of guests. Also, ask about their deposits and when the balance is due. This may vary depending the baker's policies but they can start as little as $50 and may be non-refundable.

2. Theme and Design: Today's Bride or party host has more special occasion cake design options than ever before. You still have the your basic stacked round or square cakes but (as you can see) there are so many other choices. Some skilled bakers can create a wide range of shapes to complement the look and design of your event. New innovations and trends in the culinary industry have provided pastry professionals with mediums like edible paints in vibrant and metallic hues, gum paste (a moldable sugar paste), air brush techniques, and many others options to help them create a range of colors and texture.

Mike McCarey told us "Everything within the laws of gravity is possible and you shouldnt be limited by tradtion or conventional thinking. Let the cake be what you want. Let the cake make a statement." So, when ordering speical event or wedding cakes (especailly these works of edible art) please have some idea of what you'd like in mind but be open to suggestions. You many be introduced to something you never thought of after reviewing their portfolio or learning about their full range of skills and capabilities.

3. The Arrival: Special occasion cakes like these are large, custom-made confections designed to "wow" your guests. They are also more difficult to deliver than your typical grocery store sheet cake, you'll need to make sure your stunning cake arrives safely and is ready for your event without incident. Always verify what the delivery policies are. Check to see if the delivery fees are a seperate charge or if they are included in the cost of the cake. Also, if it is being delivered to a reception hall or hotel check with the catering staff to confirm when it can be delivered and if there will be a storage space (like a large cooler/freezer) available. Some venues will want to have the baker deliver and set-up the cake on-site in the reception room so be sure to have your event planner coordinate the delivery and placement of your cake. If you are having an outdoor wedding or an event on a very hot day you do not want to have the cake in a very hot room without air conditioning - the cake may melt. If the cake will be set-up in advance of the event check to make sure the temperature of the room will be suitable for the cake. Work with your event coordinator or consider asking the caterer can hold the cake in a cool area until just before the event starts.

Do you have your heart set on a cake from Mike McCarey but you're not located near Redmond, Washington? Good news! The team at Mike's Amazing Cakes would be more than happy to work with you over the phone (or even via email) and ship a custom cake creation directly to you. Give them a call at 425-869-2992 and tell them Janel Keen over at Vivid Expressions LLC sent you!

Art and the Event: Celebrate with Caricatures!

We expect celebrity weddings to be glamours, even somewhat trendy. Guests at the spectacular wedding of music diva Fergie and Josh Duhamel were treated to a fun, funky and fabulous artistic statement that seems to be on the cusp of another trend. The couple's image was featured in an adorable caricature. This whimsical piece of art created a unique element and charming twist to their January 2009 wedding - which left their guests talking.

I've steadily seen a rise in requests for caricature services for wedding receptions. Why? The playful artwork has been the choice of birthday parties, company picnics, and holiday party Clients for years but with wedding couples looking for the best "bang for their buck", adding caricatures as entertainment at a wedding reception creates a in one-of-a-kind memento guests will cherish.

So, what should you know about hiring a Caricaturist for your wedding or special event? Here are 3 things to keep in mind when hiring a Caricaturist:

1.) Go Pro! - Hiring a Professional:

I've been performing caricatures professionally since 1991. I started at Busch Gardens Williamsburg (Virginia) where I not only performed caricatures but I trained and supervised Caricature Artists. I continued to freelance as a contract Caricaturist through various local event companies. It may be tempting to hire a friend or student who has a talent for drawing but a professional Caricaturist should meet 3 criteria.

First, they should have experience with Caricatures specifically. This art form has been practiced for centuries. Even famed impressionist painter Claude Monet was an experienced Caricaturist. This type of art is not merely an exaggeration of a facial feature. Exaggerating a facial characteristic may result in picture that is more distortion than caricature. Instead, a good caricature is a rendering of a person's features using simplified lines. This is something learned through hours of training and experience.

Secondly, they should have speed. Caricatures have a funny effect at parties and special events. At first, guests are a little hesitate but once one person sits down with the Artist something curious happens. They begin to talk to the Artist, they relax, they laugh and other guests witness a once blank page spring to life with the personality of it's subject. Within no time a large crowd gathers, guests buzz, and a line quickly forms. A professional Caricaturist should be able to efficiently serve this group - typically drawing faces within 3 to 5 minutes.

Lastly, interpersonal skills. A Caricaturist will have to manage a crowd of spectators as well as their subjects, being able to seamlessly multitask. They will need to concentrate on the subject, speak with them, answer questions from them and others at the same time, manage their time, and remain polite and engaging throughout the entire process. A professional Caricaturist is experienced in building rapport and usually has a vibrant personality that helps guests feel comfortable and entertained. A professional Caricature Artist can be a contract freelancer or may be hired through an event or entertainment company such as a party rental, clown, or event planning company.

2.) Costs and Services:

It doesn't mater if you hire a freelance Caricaturist or one through an company, be sure to have a contract. A contract or service agreement will paint a clear picture of what service the Caricature Artist will provide, when they will arrive, how long they will stay, the costs of services, and any requirements they need to perform.

Caricaturists are usually hired on an hourly basis, creating several caricatures in a short amount of time. The hourly cost will vary due to a number of factors including time of year, minimum number of hours, etc. When booking be sure to ask about the type of caricatures being provide such as the size of the drawings (or the paper). Size of paper may vary depending on the Artist so ask what size paper they use (example: 11" x 14"). Many Caricaturists providing services for an event will draw Black and White faces which can be created quickly for a large crowd and will save the Client money.

3.) Other Dos and Don'ts:

Do book early. Just like any vendor, a Caricaturist or event company may book up during certain times of the year like the summertime or popular days such as holidays and weekends (especially Saturdays).

Do expect the Caricaturists to bring their own supplies. A professional Caricaturist will bring items including easel, paper, and drawing materials.

Do expect them to arrive early to set-up and to start on time.

Do provide a "Point of Contact" if you will not be available on-site. For example: provide them with the contact person's information for the venue (like the Catering Manager) where the reception will take place.

Do have a location for the Artist to set-up in mind. This may be coordinated through your Event Planner or site Point of Contact.

Do place the Artist in a well lit corner or area of the room.

Don't place the Caricaturist in a dimly lit or a "high-track" area of the room. This will help with the flow of the reception and lessen the chances of accidents.

Do provide the Artist with shade or place them in a shaded location if the event/reception will take place outdoors.

Do expect to provide (or have the venue provide) a least 2 chairs - one for the Artist and one for their subject. Some Caricaturist may provide their own chairs (as well as small tent for outdoor services) but this is usually for an additional fee and must be requested in advance or in their contract.

Don't expect them to continue beyond their booked time. Most Artists are somewhat flexible and may stay past their booked time but they will certainly charge for the additional time. Please discuss "overtime options" with them prior to booking.

Do have fun! Caricatures should be a delightful and creative way to celebrate the special day.

For more information on booking a Caricaturist for your reception or other unique special event ideas please visit www.vividexpressions.com

Events and the Economy: 5 Tips for a lavish wedding you can afford

The merging of two lives, the warmth of family and friends, the touching ceremony and the joyous reception - all elements of a truly special experience every bridal couple should share. Every Bride (and Groom) deserves a fantastic wedding day. During the planning process some couples may begin to define the specific details that create the vision of their celebration. Some long for a modest affair while others imagine an over-the-top extravaganza.

No matter if it's sweet and simple or a spectacularly stunning wedding, with the current state of the economy many couples are asking themselves if it's possible to have the wedding they've dreamed of. This can be a particular challenge for couples who envision elegant crystal glasses and fine sparkling champagne but find themselves suddenly working with a bargain basement beer (out of the can) budget. Take heart, you can still have the luxurious style of a breathtaking wedding within your budget if you plan properly. The following are 5 Tips to help you plan the lavish wedding you've dreamed of on a budget you didn't imagine.

1.) Time is on your side. One of my favorite movie lines is from the movie "When Harry met Sally" when Bill Crystal's character Harry (after finally realizing how much he loves Meg Ryan's character Sally) says "When you realize you want to spend the rest of your life with someone you want the rest of your life to start as soon as possible". Setting the wedding date is one of the first key steps to the wedding planning process. Understandably, most couples want to schedule the wedding as soon as possible but once they begin to examine the true costs associated with a wedding the date slowly transforms into a "deadline" as the money starts to run out. The result - dreams of an elaborate wedding suddenly shrink and the couple scales back. Brides and Grooms typically begin planning their wedding anywhere from 6 months to a year in advance. If you don't have a great deal of money set aside for the wedding budget consider pushing the wedding date out to at least 12 to 16 months but start the planning process now. This will give you a few advantages such as having more time to save up money, more time to do your research, more time to ask family and friends for help, and more time to truly shop around for the best services for your wedding.

2.) Does size matter? When it comes to a wedding budget... yes, size does matter - particularly the number of guests. Most Brides and Grooms start with a general number of wedding guests in mind but as they begin to list friends and family members, then co-workers, association members, friends from church, friends of the family, and friends of friends - the list can quickly grow out of control. Although up to 20% of invited guests will not be able to attend, those other additional guests will directly effect the amount of money you'll spend on stationery ("Save the date" Cards, Invitations, Response Cards, Wedding Programs, etc.), postage stamps, table-settings, linens, favors, or even the wedding cake (which is usually priced by the serving slice).

The costs of these details can add up very quickly. A bridal couple can have a lavish, high-end wedding on a smaller budget by simply having a smaller guest list. Smaller weddings are rapidly becoming extremely popular. Even mega-star music couple Beyonce and Jay-Z planned an opulent wedding reception for just 40 guests. Consider changing your large (over 200 guests) or medium-sized wedding (about 100-200 guests) into a small wedding (less than 100 guests). Cutting the guest list back by even 50 guests can eliminate hundreds of dollars and allow you to have a better menu, add more stunning decorations, entertainment and lots of other unique accents to your wedding.

Cutting back on the guest list sounds easy - how hard can it be to say "No"? Unfortunately saying "no" or cutting back on the guest list can be difficult, after all, no one wants to take a chance at hurting someone's feelings. The fact is, you'll be surprised at how understanding people are these days, especially in this economy. Just be honest, simply let them know you would love to share this time with them but you're concerned about the costs of the wedding. Those who truly care about you will understand. If you are really uncomfortable or you're having a hard time telling people "no" consider enlisting the help of friends, family and your Wedding Planner to firmly but courteously do the job.

3.) Have a Plan ... a Payment Plan. Now that you've established a wedding date and estimated the number of invited guests you can better define your budget. Many Brides and Groom have a good idea of what they'd like to spend on their wedding but have no idea how much an actual wedding costs. Once a couple begins to do the research regarding the kind of wedding they'd like to have they begin to see that there are indeed different types of weddings and costs involved. For example: the average US wedding in 2008 cost approximately $29,000.

This number can sound overwhelming at first for most Brides and Grooms. The truth is, it's rare to find a couple with that much money set aside specifically for their wedding but keep in mind this money is not needed up front in one lump sum. The costs in a wedding will be divided among dozens of vendors services, products and/or fees including site rental, catering, entertainment, flowers, attire, beauty services, jewelry (including wedding bands), and so much more. The good news is that usually none of these items are paid for all at once. Most of these services and items may be reserved with a small deposit and the remaining balance may be paid off a month to two before the wedding. Some service providers, like caters, will even give you until a couple of weeks before the wedding to pay off the balance - giving you enough time to compile a final head-count based on your RSVP replies. Create a payment schedule based on the required deposit for each vendor, the final balance due dates, and total balance due for each of the expenses. Try to stagger your payments for each vendor throughout the month or every other month. If you are not working with a Wedding Planner be sure to use some type of tracking system to keep up with all of the payments, adjusting balances and filing receipts. Once the payment schedule is established, planning a wedding within your budget should be much more manageable.

4.) Quality vs. Quantity How do most people describe the typical wedding? The answer - A marriage ceremony that usually takes place on a late Saturday afternoon followed by a huge evening reception featuring an elegant dinner with tons of guests. But this is just one profile of a wedding, weddings can take so many other forms. If your budget is a concern, you may want to focus on the quality of the wedding and think outside the box to take an unconventional approach.

Create a high-quality, lavish experience for you and all of your guests by taking advantage of a less popular day and/or time of the week. Saturday evenings for hotels and other wedding venues are the most popular time for such events and book very quickly (sometimes even a year in advance). Consider booking on Friday evening, Saturday morning, or even on a Sunday. Remember, hotels and wedding venues have a goal of booking as much as possible and to generate revenue for their spaces so they often offer their facility (and/or catering options) at a good deal for less popular event days and times.

When it comes to dinning options most venues who provide catering services will offer wedding packages. The cost of Buffet dinners are usually less expensive than Plated dinners. Also consider a Cocktail reception with heavy hors d'oeuvres or a few Food Stations instead of a Buffet or Plated dinner as a food service option.

The Food Stations trend has recently become more popular and if a couple selects a few signature items that work with their wedding theme they can add another unique element to the dinning experience. Stations such as a Banana's Foster Station (if the venue will allow the open flames) and Dessert Station, Seafood Station and Raw Bar, Wine Tasting Station with a Sommelier, Omolete Stations (for bunch wedding receptions), Sushi Station (for an Asian theme), Cottoncandy Station, Ice Cream "mix-in" Station, and others placed at different locations throughout the room allow to crowd to be entertained, interactive, mingle, and adding a great energy to the reception.

5.) Money well spent I once attended a wedding as a guest where the Bride did not hire a Professional Planner and really didn't take the time to properly research her vendors. I wont go into details like how the ceremony ran late, the bridal party came in the wrong way because no one was their to direct them, vendor's who didn't show up, or a DJ that had no idea how to facilitate a wedding reception however, there's something else I'd like to share. I remember leaving the reception and as I grabbed my purse I looked around the room to notice clutter on just about every table. The tables were covered with dozens and dozens of favors and plates filled with barely eaten wedding cake. Why? The Bride found and ordered her cake from a baker who promised an inexpensive cake ... and it was. It was also practically inedible. I'm sure, at the time, it seamed like a good deal but the cake was so dry and grainy I could hardly swallow it. I, like most guests there, simply put my folk down and covered it with my napkin.

The favors were cheap, plastic items that she (and her Bridesmaids) probably spent hours assembling. They were so cliche and generic that they would surely end up in the trash or "junk drawer" if I were to take it home so I, again like most guests, just left them on the table. All I could think to myself was, what a waist. For just a little more than what she probably sent on those plastic favors she could have hired a Caricaturist to sketch pictures of guests to take home or had a Candy station with personalized boxes for guests could fill to take - believe me, those items won't be left behind. In fact, the Bride could have used the little money she saved on that dreadful cake and tacky favors towards hiring a Professional Planner - thereby receiving a gorgeous and delicious cake, favors that would have been a cherished memento of their special day, and saving her (and those poor Bridesmaids) hundreds of hours of their time as well as saving hundreds of dollars to create a fabulous wedding. A Professional Planner would have gotten a great deal on the same items (with a far better quality) that she cut corners on and so much more.

If you don't want to hire a Professional Planner be sure to make the time to do your research (including reviewing portfolios, letters of recommendation, going to face-to-face interviews, conducting follow-up meetings, and requesting sample tastings). Remember, the average wedding can take a minimum of 200 hours of work in addition to the "day of" work, set-up, break-down, and follow-up time or returns next business day. Also, choose items that compliment your wedding, that people will really enjoy (not ones that are just cheap). No one will take them home and they'll end up being a waist of money that could have been better spent elsewhere. Lastly, be prepared to negotiate, negotiate, negotiate. Professional Planners usually have established relationships with vendors and are able to negotiate for the products or services you want for the best price to meet your budget so be prepared to do this work yourself.

In a time when every penny counts be sure you follow these tips to get the wedding experience you truly want and deserve. For more tips, ideas, and other help creating your wedding visit us at http://www.vividexpressions.com/