Selecting your venue

This Saturday I’m going with my clients Brooke and Richard to look at a venue for their 2012 wedding. Do you know what to look for when deciding on a venue? Here are some helpful tips:

Dates:
Do they have your specific date available? If not, are you willing to change yours? Perhaps any Saturday in July is okay with you – or maybe you want a Friday. Check first – this will help you narrow your venue selection if you are dead set on a specific date.

Décor:
A lot of Brides & Grooms will fall in love with the décor and want to book right away. Be sure not to get caught up in the looks of it all. Remember; don’t judge a book by its cover. You want your venue to meet other needs as well.

Electrical:
What is the lighting like? Can it be lowered or altered? Will you need extra lighting? Also, check out the number of outlets in the room. This will come in handy for your DJ, Photographer and Decorator (if you hire one).

Candles:
Are you allowed to have candles lit during your reception? If so, can they be open flame, or must they be contained within a vase or jar? What about sparklers or fireworks?

Food:
Do they provide the food through in-house catering? Or do you have to hire an outside company? If they provide the food, what are your options and can you build from the existing packages – for example, make the filets bacon wrapped, or swap out mashed potatoes for baked. Also, can you bring in outside food? This is an important question if you have religious or traditional beliefs you need incorporated into your special day.

Drink:
Is alcohol (bar) included in the menu cost? Will you need to bring in your own drinks and bartender? If so, you’ll need to incorporate a liquor licence into your budget.

Extras:
What’s including with your booking? Some venues offer discounts at local hotels, or other wedding vendors such as limo and cake. Do they include linens and dishware in the price, or is that extra? Find out exactly what the “packages” offer.

Bathrooms:
Be sure to check the bathrooms. Are they easily accessible? Are they clean and well maintained? How many bathrooms and stalls?

Room layout:
Are you on the main level, or the second floor? Lot’s of stairs? Is there a room for you and your Wedding Party to freshen up in? Is there enough room for all of your guests and a dance floor?

Costs:
Is there a minimum you must spend in order to have your wedding at the venue? Is it slightly cheaper to have your wedding on a Friday rather than a Saturday? Are you able to cut costs by removing items from their “packages”? Also, keep in mind that 50% of your budget will be spend on the venue, including food & beverage.

Payment:
What kind of payment schedule do they follow? What percentage of your total cost is the deposit, and also find out if you have to pre-pay for your event, or pay the night of (balance owing). Also, find out about any hidden costs – this translates to read the contract!

Photographs:
When looking at the lighting, think of your pictures – although most Photographers should bring adequate equipment for this. Will you be taking pictures on site? Where, and will you need a permit or permission or are the grounds included in the booking of the venue?

Staff:
Meet the Manager/Owner and the Chef if possible. If they have an Event or Venue Coordinator, they will likely be your main contact. This person is key for your Wedding Planner, as we work together on your special day to ensure everything runs smoothly. Remember, a Venue Coordinator is not the same as a Wedding Coordinator.

Parking & Transportation:
Is the parking free, or will you have to pay per car? Is there enough parking for your guests and is it accessible? Will they have to park away from the location and walk? Will it be well lit at night? Is your venue near any hotels? Is your venue easy to find via a street map or road signage? If you’re ceremony is held at a different location, how far is this venue from it? You shouldn’t have your guests drive more than 30-45 minutes if possible.

Weather:
If you’re planning a summer wedding, does the venue have A/C? If not, how many windows open and to what degree? If in the winter, does the heat work and or is there a fireplace? If you’re having your ceremony at the venue and you want it outside, will it be tented, or do they have a room that can be used if it rains? How do they plan to maintain the grounds in wet weather such as rain or snow? Do they plough, drop ice melter, etc?

As you can see, ask lot’s of questions. If you’re working with a Planner, they will be able to guide you through the selection process of finding the right venue for your wedding. Don’t wait too long to find, select and book your venue. Some places are booking 16-24 months in advance!

Rain on your Parade

They say that rain on a wedding day is good luck.

We say, if you think that it's going to rain, you should be prepared. Spring weddings have a higher chance of rain than Summer or Fall weddings - although, lately, Ontario weather has been so hard to predict. Therefore, we suggest you be prepared and roll with the punches, or storm clouds... the best you can.

Overcast and rainy days can sometimes make for the best wedding pictures! Just ask your Photographer for his/her thoughts. I bet they will agree. They may even be able to show you some examples which will ease your mind if rain should fall.

Outfitting your wedding party (WP) with rain boots and umbrellas is not only a popular trend for Spring weddings, but is also very smart. Match the umbrellas and boots to your wedding colours or personality (plaid, stripes, polka dots).

Be sure to get large umbrellas for two members of your WP to use (golf size) and have a few on hand for your guests. The only time you want your face to get wet is when you shed a few tears of joy - so try to stay dry the best you can. Having rain boots and umbrellas also make for fabulous and unique photos. And, if it doesn't rain, you can always use those items simply as props.

No matter what Mother Nature throws at you on your wedding day, be prepared, have fun, and smile!

*Images found on Google search

Friendor Spotlight

Foto Flare Photography: Lucas Shaughnessy

Choosing a Photographer for your wedding can be a stressful task as you want someone that is experienced, knowledgeable and friendly. The photos they capture will be ones you will cherish for the rest of your life.
Lucas is a Friendor of ours. Our Full Wedding Planning package includes referals to professionals in the Wedding Industry often times with discounts offered simply for being a client of The Bride's Butler.

I had the chance to interview Lucas about his services, specifically Engagement Sessions.

How long before the wedding should you have your engagement pictures done?
If you plan on using the images for your wedding invitations or save the date cards, have your engagement session as soon as possible. Otherwise you can leave your engagement session until just a few months (or days) before the wedding.

How do you suggest that couples incorporate their e-session pictures into their special day?
If you schedule your engagement session early enough, you could pick out your favorite photo and use it for your save the date cards – together we’ll design a custom announcement card that incorporates the photos.
Give your guests some eye candy and create a gorgeous guest signing book. That way, your guests will be able to leave their best wishes beside some of your favourite images.
A more traditional option is to have a framed print with a large mat that your guests can sign – that way you can hang it in your home after the wedding.

What do you like about Engagement sessions?
I love it when couples let me into their personal space so I can capture who they really are. When couples are relaxed, we can get some great photos that evoke emotion, passion and show your fun side. Use your engagement session as an opportunity to fall in love all over again and create images that represent you!

How long is a session, and what is your rate for them? Are they included in all of your packages?
Almost all of our collections include a 2hr engagement session. If they’re not included, they can be purchased for $340

What is your most favorite shot to capture on the wedding day? The vows, the first dance, etc....

I don’t really have a particular favorite shot, but I love moments with emotion - whether it is the father's first look at his daughter in the morning or the groom wiping away a tear while his soon to be wife walks down the aisle. Ultimately my favorite photos are when the couple and guests forget that I’m there and I can capture how they really felt at that exact moment.

What sets you apart from other photographers?
Who’s better to ask then some of my past couples. Here's what they have to say:

-“Not only are you very flexible & modern – you’re extremely creative & just different”

-“You had a way of listening to our vision for the wedding and then taking this and making it come alive in artistic and unique photographs”

-“You always manage to exceed my expectations. The final product is always more than I could have expected or imagined! This time proved it yet again”

Friendors

Vendors are business people/companies that offer services in a particular field. The Bride's Butler is a Wedding Vendor. A Photographer, Baker, Banquet Hall and Make-Up Artist are also Wedding Vendors. These people are the ones that help you create and form your event - unless of course you are going the "Do It Yourself " route on all accounts..and that to us = too much stress for you!

The Bride's Butler works with Vendors, whom we refer to as Friendors. These Friendors offer discounts and value add-ons to clients that are working with us for our Full Wedding Planning package.
Working together with a Planner and their Friendors can and will help you save money.

Often times Brides book us for Day of Coordination well before they've chosen any vendors - and we're pleased to suggest vendors for their wedding during the initial consultation meeting. Getting referrals from another professional, especially a Wedding Planner can help ease the decision making stress every Bride feels. There are also many Friendors that we're connected to that aren't listed on our site just yet.  

All vendors work in different ways, and I for one prefer to execute a wedding  alongside a professional that I know and trust, instead of with someone I'm meeting for the first time - or worse yet, someone I've heard unpleasant reviews about. Sometimes wedding vendors don't know what it's like to work with a Wedding Planner/ Coordinator - and that can be tough. We try our very best to communicate with all vendors at minimum the day before your wedding so that they are aware of our role, and of your (and our) expectations.

Knowing that a vendor has worked with a Planner/Coordinator before is comforting, as they will most likely respect our role as 'ring leader' for the day and will touch base with us and communicate any changes with us. Your vendors must act like a team on your wedding day - for we are there to work together for you; the Bride & Groom.

 
When a Vendor is a Friendor it's great for all parties involved.

Beginning in March we will have a monthly "Friendor Spotlight" on the blog. Stay tuned!

Surprise...it's a wedding!

We were on-site for Alexis and Kevin's SURPRISE wedding! It all took place at Swing Restaraunt at Lochness Links in Welland on October 10th.

How did they pull off a surprise???

Alexis and Kevin have been together for a while and wanted as little fuss as possible to surround their planning process. In February I met with Alexis to hear about her idea and I was instantly intriqued and wanted to be a part of this event. In the months leading up to her big day she sourced vendors and made all the plans herself - all the while telling people she was planning a surprise 35th birthday party for Kevin.

It wasn't until 3 weeks before their wedding that they informed their mothers and siblings - and it wasn't until the morning of October 10th that friends were asked to be in the wedding party! They kept everything a secret (well, except from me and the other vendors hired) - and they pulled it off!!!

Here's how it all went down....

• Alexis & Kevin got engaged and wanted a different wedding that wouldn't be filled with "but you know", or "I had/ I did" or "you should/ I would"...they wanted a wedding their way and without all the fuss of showers and stags.
• Alexis realized that she couldn't execute this event on her own, so she hired us for Day of Coordination.We help 'you' be at 2 places at once.
• Vendors were hired (Venue, DJ, Photographer, Officiant, Florist, Baker & a Band)
• Multiple meetings were had - with Alexis & I - and with Alexis, Kevin, myself, my Assistant & Adam from Swing Restaruant - we planned, we coordinated and we hoped that their secret stayed a secret.
• Email invites went out to their guests "You're invited to Kevin's 35th Birthday Party" - rsvp's came in.
• Phone calls and texts were had leading up to the big day - some changes made to timeline, plans, etc

And then, it' was the day of....

Kevin's friends think they are taking him to Toronto for the day as a 'party' decoy - they arrive at his house to be told "today is my wedding boys, suit up!"

Alexis is at The Keefer Mansion getting ready with her Mom, sister and friends.

She looked beautiful, don't you think?

My Assistant Samantha and I stopped in with Alexis to see how she was doing and to get the Marriage Licence and other final documents. We then headed over to Swing to set up for the event. We placed centrepieces out. We made sure the Vanity Care baskets were in the washrooms. We made sure everything was were it was meant to be placed/set-up and that the Chocolate Bar was displayed according to Alexis' plans.

The Chocolate Bar was a replacement for a Wedding (or should I say, Birthday) cake. I think that it was a fabulous idea and since the couple love chocolate, it was a perfect detail for their special day!

Flowers arrived, cupcakes arrived, the DJ came, and so did the Band. The Officiant showed up - and all we had to do was wait for the Bride & Groom.

It was pretty funny to see guests arrive in semi- formal and casual clothes bearing birthday presents for Kevin. Some people were whispering and wondering if something was up, but Samantha, myself, the rest of the vendors and the Swing staff kept the story straight - it was Kevin's birthday party.

When the Bride & Groom and wedding party arrived, I met them outside while Samantha told the Officiant that it was 'show time'. Howard, their Officiant made an announcement that "the guest of honour" had arrived and then.....SURPRISE!..and in walked Kevin & Alexis hand-in-hand in their tux and gown! Guests were shocked, but everyone cheered in such delight - it was AWESOME! Immediately the couple conducted their ceremony in the middle of the dance floor. Once they were pronounced Husband and Wife there was a flood of applause and everyone couldn't wait to congratulate them and of course ask how they pulled this off.

Congratulations to Alexis and Kevin for planning and hosting a fabulous party! You both did a stellar job in planning one of the most unique and memorable events. I'm so pleased and honoured that we were included.

Thank you.

*Photos provided by Robert Collins of Adjusting Light

Next blog post will showcase the Photo Op that Alexis & Kevin had set up for guests after the 'surprise' was revealed.