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!

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/