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!

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

Where did you meet the "love of your life"? Where did you fall in love? For one of your recent Bridal Couple, Sharron & Christopher (who now live in Washington, DC), they first met and fell in love on the campus of Old Dominion University in Norfolk, Virginia. So it was important for them to make this location a part of their special day. They thought it would be a unique idea to come back down to the Hampton Roads area and have the ceremony on the University's campus.

During our first meeting they told me that they wanted to use black, white and a touch of mint in their colors. They also liked Calla Lilly, Damask, and Branches but wasn't exactly sure how to put it all together. Of course this was not a problem, after all, this is one of the many reasons to hire a professional Event Designer. We helped to cohesively create a vision and bring it to life.

I asked them one of my personal favorite questions, "If you had to pick a movie, book or television show that represents you or your style what would it be?" The response? The Bride said, "Sex & The City" while the Groom said, "Ocean's 11". A few more creative questions we were able to identify their personalities, likes, dislikes, possible themes and style.

We later developed a few custom designed concept illustrations and (for their convenience) compiled them into a slideshow which we emailed to them for their review... THEY LOVED WHAT WE CAME UP WITH! Below are the original concept illustrations of the Ceremony Design and pictures showing the execution of this couple exchanging their vows at ODU... Congratulations Sharron & Christopher!

Damask & Calla Lilly Wedding - Part I

Bridal Bouquet & Groom's Boutonniere Concept Illustration

Oh we just have to share this one. The venue (while the Ladies were getting dressed) had to evacuate due to a fire alarm so our Bride & Bridesmaids had a little fun... and yes, we made sure everything still ran smoothly with now worries. It's just another reason to consider having a Professional Wedding Design and Coordinating Services Company to keep everything rolling!!

Old Dominion University Wedding -

Ceremony Concept Illustraiton

Special thanks to Debonair Photography for the images.

We'll post "Part II" which will feature more images of the fun, glamorous, unique and simply fabulous "Red Carpet" Reception at the Virginia Beach Convention Center soon... Cheers!!