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 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/