Tag Archives: Event coordinator

The Struggles of Planning a Summer Wedding

Summer weddings are every bride’s dream until they realize that there are many things that can and will go wrong on their big day.  Unfortunately, not everything that can go wrong can be controlled, which means that summer brides need to be prepared to go with the flow and accept each unexpected event that comes their way.  Thankfully, a wedding consultant can help the bride and groom through the entire planning process, which should make things go a little smoother on the big day.

Almost every bride that wants a summer wedding also wants their ceremony and reception to be outside.  And who wouldn’t?  After all, bright blue skies, a couple of white puffy clouds, the glow of the sun, and birds chirping in the backyard all sound like each summer bride would have an idyllic day!

However, on the day of a summer wedding, many brides may face dark, threatening clouds that want to open and send rain pouring down any second, or such brutal winds that either no one can hear the wedding vows, or everyone is getting blown away.  The weather obviously can be controlled but our reaction to it can be and will of course set the tone for the rest of the event.

The first thing that a wedding planner will have couples do for their summer wedding is send out save the date cards.  After all, summer is a busy time full of vacations, summer camps, and more, and there is nothing worse than planning a wedding that no one can attend.

Couples will want to plan their ceremony for a later time in the day, so that they do not need to deal with the intense heat of the midday hours.  The only problem with that is everything after the ceremony ends up starting later and not every guest enjoys staying out till midnight as they are waiting for the wedding cake to be cut.  A wedding consultant can be quite helpful in these situations, because they can keep things moving in an orderly fashion.

The food that is served during a wedding can be an issue for summer weddings as well, because it needs to be kept at proper temperatures.  Cold foods can be almost impossible to keep cold unless they are set inside buckets of ice, and while hot foods can easily stay warm, it doesn’t take too long before those foods have bacteria growing in them either.  A wedding planner can be helpful at this point of the day, because they can make sure that the food is being kept at the proper temperatures, so that no one ends up getting ill afterwards.

Since not every guest is going to love the heat of the summer, couples are going to want to be prepared with ways to keep their guests cool and comfortable from the beginning of the ceremony until the end of the reception.  A wedding consultant can bring portable air conditioners to be used inside tents, while fans can be used near where the guests sit for the ceremony.  Ice-cold water should be available in more than one location, and a wedding planner will want to make sure that they order twice the amount that they think that everyone will go through or they will take a chance of running out.

It can be interesting trying to plan a summer wedding, but wedding consultants have planned so many that they know all the issues that can pop up at any given time.  The experience that wedding planners bring to each wedding will ensure that a couple never needs to be too stressed out over anything that may or may not happen on their big day.

Event Planning DC provides full event planning, partial event planning, month-of (day-of) event coordination, event styling/design and decorating services throughout DC, Maryland, and Virginia, with access to local and national vendors who may provide additional services suitable for your event and budget.  We pride ourselves on providing only the highest quality event coordination, giving you and your guests the perfect day, no matter what the occasion including exclusive corporate and non-profit events, weddings, Bar & Bat Mitzvahs, community events and milestone celebrations.  Contact the professionals at Event Planning DC http://www.eventplanningdc.com today!

 

 

Event Planners Find Interactive Events Some of Guests Favorites

Many people are interested in ways that they can make their events interactive for participants.  From weddings and birthdays to corporate outings and non-profit events, event planners are often tasked with finding ways to make the event interactive so that guests can have a way to be active participants in the event.  To turn guests from passive to active here are a number of ideas to set your event in motion.

  • Inspire Imagination: When you see a canvas that is blank what is the first thing you want to do?  I know the first thing that enters my mind is to draw on it!  This is the case with most people.  One interactive activity that people love is to turn a blank space into something special.  A space or two to doodle with paint, chalk, dry-erase markers, crayons, and more are all great options to give guests the inspiration they need to create a wall of awesomeness.  If you are looking for zero-waste and little clean up some tech organizations are offering graffiti walls out of digital devices.
  • Photo Memories: Photo booths are such fun and very common for events now-a-days. They allow guests to capture memories and leave event attendees with a personalized keepsake.  Depending on the type of event, it may be a nice touch to add props and costumes.  It is even better if the images that are taken can be projected for viewing throughout the venue.
  • Up Close Entertainment: Performers that are allowed to showcase their skills while integrating into the crowd is an awesome way to keep guests involved.  From magicians, dancers, gymnasts, still-walkers and more are popular to work a crowd especially during cocktail hours before and after the main event.
  • Voting Booths: Encourage guests to get involved through voting.  Create campaigns on anything from music to food samplings.  Get creative casting online votes before the event or throughout the event using smart phone devices.
  • Item Testing: If your event is to introduce a new product or service allow attendees a firsthand experience.  Find a fun way for items to be used from massages to pedicures and cookware to paint incorporating a way in which attendees can use your product or services.
  • Teach Guests Something New: A great way to get guests involved in your event is to teach them something they didn’t know before they came. Maybe it is a fun game, activity, dance move, cooking technique, drink, or whatever the case may be teach guests.  This allows them to be involved while taking something from your event.

 

Event Planning DC provides full event planning, partial event planning, month-of (day-of) event coordination, event styling/design and decorating services throughout DC, Maryland, and Virginia, with access to local and national vendors who may provide additional services suitable for your event and budget.  We pride ourselves on providing only the highest quality event coordination, giving you and your guests the perfect day, no matter what the occasion including exclusive corporate and non-profit events, weddings, Bar & Bat Mitzvahs, community events and milestone celebrations.  Contact the professionals at Event Planning DC http://www.eventplanningdc.com today!

Twists on Wedding Guest Books

A wedding is one of those occasions that is both steeped in tradition but still has a sense of uniqueness for the couple who are celebrating their vows with their family and friends. There is much planning that goes into preparing for the monumental day for the couple and part of preparation is something that will help them remember that day far into the future.

 

One of those items is the guestbook, this is where all people who attend the wedding ceremony sign in and create a permanent record of all of the people who witnessed the big occasion. Most guest books are as the name would imply, a book with a fancy cover and pages for the guests to sign their name. However, if you are looking for a unique way to remember that special day and want to find a unique idea for a different type of guest “book”, that is not really a book.

 

10 Unique alternatives to the traditional guest book

 

The Wedding Tree – This unique framed tree with numerous leaves that are ready for each guest to sign on when they arrive at the wedding location.

 

The Custom Design – You can add unique pictures of you and your spouse to be on each page as a way to change up the traditional guest book.

 

The Bucket List – The Bucket List is a unique way that you can get your guest to sign in and leave a special note that they see fit.

 

The Puzzle Pieces – This really unique idea can be an especially good choice as it can be taken out every year and looked at to bring back memories of the special day.

 

The Fingerprint Tree – The fingerprint tree or flower depending on your preference, is an interesting way for your guests to leave their mark on your special day.

 

Love Notes – Love Notes is a very unique idea that you and your guests might really enjoy that it is interactive. You encourage your guests to leave a special note about you, your spouse or the both of you.

 

Photo Booth – The Photo Booth is a really popular thing these days for parties and you can work this is in as guest book by having your guests have their picture taken and sign the picture and drop it a box.

 

The Big Letter – The Big Letter is one of the most iconic weddings gives and you can turn one of these into a guest book and have all of your guests sign a different part of the letter.

 

Calendar Reminder – This is one of the more unique ideas, in that you have your guests sign in on their birthday.

 

Beautiful Board – For the DIYer in you, this beautiful board idea is about as unique as you can get. Decorate a nice plank of wood and have your leave a note or just simply sign in.

 

Event Planning DC provides full event planning, partial event planning, month-of (day-of) event coordination, event styling/design and decorating services throughout DC, Maryland, and Virginia, with access to local and national vendors who may provide additional services suitable for your event and budget.  We pride ourselves on providing only the highest quality event coordination, giving you and your guests the perfect day, no matter what the occasion including exclusive corporate and non-profit events, weddings, Bar & Bat Mitzvahs, community events and milestone celebrations.  Contact the professionals at Event Planning DC http://www.eventplanningdc.com today!

 

 

 

 

Biggest Mistakes That an Event Planner Knows to Avoid That You May Not

Planning a big event like a wedding, ribbon cutting, milestone birthday or Bar Mitzvah without proper planning and guidance can come along with a hefty price tag.   Not only can costs get out of control, the time and dedication it takes to plan an event can often overwhelm the most diligent of people.  You may think that you have what it takes to multi-task and handle the stress involved in planning a big event, but the implementation can get overwhelming.  Not to mention the work will need to be done to keep the flow of the event going while you are trying to enjoy the event itself.

Simple things may get forgotten or lost in the shuffle while you are trying to manage the event while keeping up on the day to day happenings in life.  Missing even little things during an event can turn out to be quite disastrous and there is nothing worse than having disappointed guests. Most mistakes are small and of course can be fixed by spending more money, but larger mistakes can take time to fix.  Before you take on the planning of any event on your own consider all the benefits of hiring an event planner.  Event planners know how to avoid issues you may not while ensuring that you can enjoy the event instead of overseeing it.

The Benefits of Hiring an Event Planner

TIMELINE

Timelines are important when it comes to planning any type of event.  There are a hundred things that need to be done from mailing invites, setting up tents, renting venues, finding centerpieces, and more.  A planner has experience when it comes to time allocation, costs, and more.  They know when and where to allot extra time to make sure that everything is in order and perfectly perfect.

CONTINGENCY PLAN

Unfortunately, events big and small can face last minute problems.  A generator stops working or a chef forgets to purchase shrimp which is to be used as an appetizer; all of which experienced event coordinators are prepared to handle along with a backup plan in place to handle it.  Most of us are not equipped to handle last minute problems let alone fix them in a manner that guests won’t even realize an issue has occurred.

BUDGET/ALLOCATING RESOURCES

In planning an event without the assistance of a planner many people find that they go way over their allotted budget because they fail to keep track of the money that is spent.  This can result in overspending on areas that money does not need to be wasted which can be extremely disastrous.  Where as an event planner has experience with where and when to spend money and when and where not to.  They have experienced hundreds of different events and know how to come up with a detailed budget that allocated financial resources where they are needed.

Hiring an event planner when setting up an event is always a good choice.  It ensures that you can enjoy the process of choosing parts and pieces for the event while allowing a planner to handle the ins, outs, and microscopic details that only experienced event planners can.

Event Planning DC provides full event planning, partial event planning, month-of (day-of) event coordination, event styling/design and decorating services throughout DC, Maryland, and Virginia, with access to local and national vendors who may provide additional services suitable for your event and budget.  We pride ourselves on providing only the highest quality event coordination, giving you and your guests the perfect day, no matter what the occasion including exclusive corporate and non-profit events, weddings, Bar & Bat Mitzvahs, community events and milestone celebrations.  Contact the professionals at Event Planning DC http://www.eventplanningdc.com today!

Challenges of Planning A Wedding Without A Consultant

Weddings restore our hope and belief in Love. They have a way of opening our hearts and uplifting our spirits.  It’s a day where people get dressed up and come together to celebrate the union of two people in love. There is a lot to love about a wedding however, not so much the planning of a wedding. Most brides-to-be don’t even know where to start. Most brides to be end up feeling like they need to quit their day job to get everything done. Planning a wedding can feel like a full-time job, especially for those planning it without a wedding consultant.

Challenges of Planning a Wedding Without a Consultant

Where to Budget vs Where to Splurge

Every couple wants a wedding that stands out; a wedding where every vision is realized without worry about a budget.  Is it possible to plan a wedding within a budget without sacrificing on the vision you have for your wedding?  The answer is simple; yes, you are able to plan a beautiful extravaganza without blowing your budget with the help of an experienced wedding consultant.  A wedding coordinator will help you prioritize your desires and work to stretch your budget.  Event planners also have their own connections within the wedding industry which can often help.  Whether it is saving on catering, invitations, décor, flowers, transportation, entertainment, venues, or more a wedding planner and their connections can help brides on a budget stretch their dollars to make sure every detail is met.

Vendor Relations

If you think choosing your bridal attire is a challenge, then dealing with multiple vendors and getting them to deliver on their promises in a timely manner is going to really test your patience.  Wedding consultants are used to working with multiple vendors at one time and getting them to coordinate with one another which can save couples money.  Often vendors will offer multiple vendor discounts that are only advertised within the industry.

Thank You Cards and Gifts

Not only does your wedding party deserve personalized thank you gifts and cards but so do your wedding guests.  A wedding coordinator can not only ensure you don’t forget anyone they can make personalized gifts and thank you cards easy.  With a planners help you will be sure not to miss the goodie bags at the hotel that welcome out of town guests and the little personalized trinkets to remind your bridal party just how much they mean to you.  These small, personalized touches can take up a lot of the bride and grooms time however wedding consultants do this day in and day out and really know how to make the little details stand out to your guests and wedding party.

Minimizing Stress Before, During, and After

Often brides want to be in control of every aspect, down to the color of the nail polish their bridesmaids wear, which can turn them into Bridezilla.  When working with a wedding planner brides can remain in complete control of the decision-making process, streamlining the entire process.  Minor details and aggravations from behind the scenes will all be handled by the consultant without compromising the wedding integrity of the wedding and you will be none the wiser.

Focusing on Yourself

It is normal for women to want to focus on everything but themselves however on your wedding day that is not even an option.  Since you can’t be in ten places at one time and really don’t need to stress about the flower arrangements arriving at 6 instead of 5:30 take a step back and allow the wedding coordinator to take complete control the day of the wedding.  They will send out an agenda to the entire wedding party that is customized allowing even the bride to follow a step by step guide to the perfect day while they coordinate the day coming together for you.

Event Planning DC provides full event planning, partial event planning, month-of (day-of) event coordination, event styling/design and decorating services throughout DC, Maryland, and Virginia, with access to local and national vendors who may provide additional services suitable for your event and budget.  We pride ourselves on providing only the highest quality event coordination, giving you and your guests the perfect day, no matter what the occasion including exclusive corporate and non-profit events, weddings, Bar & Bat Mitzvahs, community events and milestone celebrations.  Contact the professionals at Event Planning DC http://www.eventplanningdc.com today!

 

Hiring A Professional Planner for Your Big Day

A question many brides find themselves considering a few weeks after being engaged and starting to plan their wedding is if it is possible to plan a wedding on your own or do you need to hire a wedding planner?

Once the question has been popped the planning begins.  It is an event many girls have considered and started to Pinterest for at a very early age.  For most brides it is important to be in control of the details of the event however become overwhelmed managing the time needed to plan for the big day.  For most brides, a wedding planner is needed and in fact the cost of hiring a professional will in fact save them possibly as much as it costs.

Saving You Money

Wedding consultants have connections throughout the industry which often can help a budget conscience bride.  This is one of the biggest pros in hiring a planner to assist you in planning for your big day.  With the connections consultants they are able to pull from a number of sources in order to ensure that all of the brides wishes are fulfilled.  This is especially important when working within a small time-frame or limited budget.

Saving You Time and Energy

There are many moving pieces in planning a wedding and each piece requires attention although not all of it is that crucial to the outcome of the event.  When it comes to getting prices, touching base with multiple vendors, coordinating deliveries, set up, and clean up are all aspects that create much stress without that reward of the bigger decisions such as finding a venue or choosing the type of cake.  The benefit of hiring a consultant is that they will perform all of the mundane tasks, organize the research, and give you, the bride and groom, the ability to make the final decisions.  How great would it be not to have to call 5 different vendors to get the cost of pink linens?

Genuinely Be Excited for Your Wedding

The benefits of having a friend that is outside of the event is crucial in planning your big day.  It is hard to believe but trust me when I say this, none of your friends are nearly as excited as you are about your wedding.  This is where a brides wedding consultant really helps as they are invested in every detail of your wedding.  Like you, they are living for the moment you say I do and want everything to be as perfect as you do.

Enjoying the Wedding Process Start to Finish

There are so many minor behind the scene aspects of a wedding.  A professional wedding planner allows you to forget about the details and thoroughly enjoy the planning process as well as the actual wedding day without the stresses that come with it falling all your shoulders.  You may be surprised at how inexpensive it is in the long run to have someone that has your back through the entire process.

Event Planning DC provides full event planning, partial event planning, month-of (day-of) event coordination, event styling/design and decorating services throughout DC, Maryland, and Virginia, with access to local and national vendors who may provide additional services suitable for your event and budget.  We pride ourselves on providing only the highest quality event coordination, giving you and your guests the perfect day, no matter what the occasion including exclusive corporate and non-profit events, weddings, Bar & Bat Mitzvahs, community events and milestone celebrations.  Contact the professionals at Event Planning DC http://www.eventplanningdc.com today!