If you are feeling overwhelmed and just want to chat or want some help creating timelines and checklist, please email me to set up an appointment – jennifertaylor@taylordeventsbyjen.com – rates start at $250 for 2 hours and $750 for 6 hours plus timeline creation.

Starr Photography

I will start off with a side topic… whenever I write the title for the What to Ask – then fill in the blank, I feel like I am announcing the food selection on the original Iron Chef…  I don’t know why, just one of those wierd thoughts that go through my mind.  So speaking of food, here is a list of questions you should ask when hiring a caterer.  Even if the location has in-house caterering it is a good list to go through with the Sales Manager/Director when you do a walk through. 

Also remember buffet doesn’t always equal lower cost.  The caterer needs to make extra food for seconds and thirds and at the end there might be more food waste.

What types of meal service are offered and an estimate on how much each would each cost?

            Sit-down

            Buffet

            Family Style

            Food Stations

What are the meal options?

Do they specialize in any type of cuisine?

Do you have to bring the alcohol or does the site provide it? 

What is the cost for a cash bar and open bar? 

Is the bartender cost included?  If not, what is the cost for a bartender?      

Do the bartenders have their liquor server license?

Is the catering service covered by insurance, or do you have to have your own liability insurance?   If you are counting on them to provide liquor, do they have liability insurance to cover any accidents that could occur after the wedding as a result of drunk driving? (It should go without saying that the caterer must have a liquor license if liquor will be served by staff)

What would the ratio of staff to guest be for the number of people for my reception? 

What is the staff dress code?

Will they make provisions for guests with special dietary needs?  Try to plan ahead for guests on ethnic, vegetarian, low cholesterol, or kosher diets.

 Does the cost include meals for certain vendors (videographer, photographer, DJ, band)?

Can you bring in your own cake?  Can the caterer provide a wedding cake?  Is there a cake cutting fee?  What about a dessert options? 

Do they provide a reference list of recent events?

How and when are the ingredients obtained for each event?

Are they a preferred vendor for any local facilities?  If so, which ones?

Have the worked at the site that has been chosen?

Do they do on-site cooking and food prep?

Can they provide you with a copy of the banquet menu?

Do they offer tastings?  Are they private or group?  Is there a charge?

Is there a setup or tear down charge?  What are the time frames?

Can you inspect linens, dinnerware, and related items beforehand?

Does the caterer’s fee include gratuities for the staff?  Is it included in the contract?

What is the refund policy, in the unlikely event you should have to cancel?

What does the caterer do with the leftover food?

Happy Planning!

As March is coming to a close I am seeing another rise in contacts from couples looking for a wedding planner/consultant/Day of Coordinator (DOC) and the such, so I thought it would be a good time to get this post out there.   I am going to try to make it as realistic as possible and not go all salesy on you. 

Do you know that you are spending between 400 and 700 hours in planning your wedding?  That is just crazy!  This is where a planner can help you out the most, we know who you should talk to and can cut the hours down by connecting you with the right vendors for your budget and personality.   As a bride who had a planner for her wedding, was not in the business yet, I can atest to not having a care in the world during my wedding day because everyone knew to talk to my planner first.   So should you get a planner, a consultant or a Wedding Day Director, it depends on your needs and wants.  Below is a great break out. 

What is the difference?

• Wedding Consultant – works in partnership with the couple and guides them through the process of wedding decisions.  Couples working with a consultant are very much in control of their wedding plans, but can rest assured that they have professional guidance and assistance when needed.  This allows the couple to enjoy the wedding planning process.
• Wedding Planner – is generally a person who can take charge of a wedding from start to finish.  The couple is still involved, but most of the leg work is left to the planner, and the couple can trust a professional to make arrangements for them.
• Wedding Day Director/Manager – Coordinates the details, vendors and itinerary for the couple on their wedding day.  All concerns are placed on the shoulder of the Wedding Day Director.  The couple doesn’t get caught up in the small details and can enjoy their wedding.

Affinity Photography

So what should you ask when you meet, here are the best questions that I have been asked and would love to have you use them as well!  

          How long have you been in business?  

          How many weddings have you done to date? 

          Do you have a business license?

          Do you have business insurance?

          Do you have another job, outside of owing your own business?

          What job did you do prior to becoming an event planner?

          How many hours will you be there on the day of the event?

          How accessible are you the last couple of weeks leading up to the event?

          How are you different than other wedding planners?

          Will I lose control of my wedding?

          Do you offer payment schedules?

          Where do you meet your clients?

          What areas do you work?

          What is your purpose for planning events?

I hope this helps!   Happy Planning!

In this post of What to Ask, we are discussing the visual aspect of your wedding.  Photos and video will be one of the only long lasting keepsakes from your wedding, so choose wisely!  As I tell my clients, choose the best photographer and videographer your budget can allow, if not then you could be disappointed in the product you get back. 

Asking friends or family to do this for you, well, that can be a disaster.  Why?  Well, they are also a guest at your wedding and will be  doing what guests do – having a great time at your wedding and not going around taking the shots or shooting the video when you need them to.   But what if you really do want to have your cousin, uncle or aunt take photos and video the wedding, then have them sign a contract… this make it a real job for them and if gives you some assurance that they will do the job, as a wedding planner I would be VERY nervous if I had a client do this.  Wait I did! 

I had a client that was a friend of the groom that was a super duper photographer in another state, I gave him my contact information, emailed him a timeline and never heard from him until the day of the rehearsal when he showed up and told me he didn’t think I was professional, but after seeing the location and the way I ran the rehearsal he changed his tune.  At the wedding he walked around with a point and shoot camera!   I was SO disappointed the bride had spent a good amount of money on the decor and it looked fabulous, and most likely did not have the pictures to show for it.  Moral is still interview your friends and make sure you will be getting what you are looking for in photos and videos.

What to ask a Photographer

• What is your photography style? (posed/formal, candid or photojournalist)
• What type of training or experience do they have?
• How long has the company been in business?
• Will there be an assistant?
• Do they bring backup equipment?
• What type of packages do they offer?
• Are there any extra charges? (parking, transportation)
• Are proofs included?  Are they on a disc?
• Does the package include and Engagement photo session?  Highly recommended to get to know each other
• How are the previews/proofs presented after the wedding?
• What is the time frame for presenting the previews and finished orders?
• Are they open to a list of “must take photos”?      (don’t state the obvious)    
• Have they worked a specific facility before? – Not that it really matters, but if they have photos of it, might give you some ideas
• How long will it take to get the proofs back?
• Do they have online viewing and ordering?
• Do they offer an a la carte package?
• What is the cancellation policy?
• How much and when are deposits due?
• How will they dress for the wedding?  As you see in the picture above the photographer wore jeans, do you want that?  Or is khakis a better option
• Will they need a meal?  If so, how many and are their any dietary requirements
•  Will they take breaks?

What to ask a Videographer

• What type of training and experience do they have?
• What type of packages do they offer?
• How long have the company been in business?
• Have they worked a specific facility before?  Again, not that it matters
• What is the turnaround for finished video?
• Do they do their own editing?
• Do they use one or multiple cameras?
• Do they bring backup equipment?
• Do they shoot, edit and master in digital format?
• HD-DVD capability?
• Can they produce and project a video montage for the reception?
• How long after the wedding will the edited tape be ready?
• Do they have wireless microphones for the ceremony audio?
• What type of camera do they use?  Is it “broadcast” quality?
• What is the cancellation policy?
• How much and when are deposits due?
• How will they dress for the wedding?
• Will they need a meal?  If so, then how many and any dietary requirements
• Will they take breaks?

 photo credit – Ambiance Photography 

In this post of What to Ask, we are discussing music.  From ceremony to reception music is a huge part of a wedding.  It reflects who you are as a couple.  Don’t think you have to have the same traditional music pieces to walk down the ailse, pick something that you like and that makes you smile.  The reception start off with “soft” music during dinner and then start cranking up during the dancing.

I have plenty of couples walk down to very popular tunes that are arranged for strings, I even had a bride want Billy Idol’s White Wedding, we did not go forward with that but it got me thinking if it would work and I think it would.  One of my favorite DJ companies Wave Link Music turned me on to Vitamin String Quartet, which takes all different types pop and rock songs and arranges them for strings.  So check them out if you are concerned about wanting strings but wanting a modern song.   Another great resourse for music for the ceremony is “A Brides Guide to Wedding Music” complied by Naxos, I have linked to Amazon, but you can also find it on ITunes. 

No matter if you are meeting with a string quartet, DJ or Band ask the following questions.

• Do they have a demo tape where you can hear them perform?
• What type of packages do they offer?
• How long have the company been in business?
• What is the cancellation policy?
• How much and when are deposits due?
• Do they send out a song list?
• How much setup time do they require?
• What do they need on site? (table, chairs, electrical, A.V. shade for outdoors)
• How close to the wedding date do they meet with you to go over the music choices?
• How will they dress for the wedding?

For Ceremony Musicians

• Will the ceremony musicians arrive early to go over the program with your officiant?
• Will the ceremony musicians attend the rehearsal? (they usually don’t)
• Do they need any ampfilication, if so, will they provide?

For DJs and Bands

• Do they have a wireless microphone available for toast?
• Will they need a meal?
• What type of music do they play?
• Do they bring assistants?
• Any special electrical requirements
• Will they act as an Master of Ceremonies (MC, emcee)?
• Do they have a variety of music that can please a diverse crowd?
• Do they have any props or special games?
• Band – How many break will they take and when?
• Band – Do they have recorded music to play during breaks?

In this post of What to Ask, we are discussing floral.  When you are meeting with florists, give them all the same information, if you don’t you might be comparing apples to oranges and that is not good. 

Bring a few magazines clipping of the styles and colors you like, if you don’t know what you like then bring in clippings of styles and colors you DON’T like. 

Consider the type of flower that is in season during your wedding month (this will save money).  The color of your flowers usually does not make a difference in the price.  It is the type of flower and how many are arranged in each piece that does make a difference.  When you meet with a florist they should have photo albums to show you their work and will also let you know the best flowers for all the seasons.  

A great online resource is this Floral Library it is a great tool to look at flowers and what they look like and when they are  in season.

Bring the list of “people flower” you will need it so that they can put together a quote for you quickly. 

• Know the approx. number of tables at your reception
• Let your florist know if you are having your bouquet preserved.
•  How long have the company been in business?
• What is the cancellation policy?
• How much and when are deposits due?
• What type of training and experience do they have?
• Do they have a minimum order?
• What are the delivery, transfer and pick-up fees? How far will they travel?
• Where do they get their flowers?
• Do they do their own designing?
• How many weddings can they handle per day? 
• Have they worked at the facility?
• Can you view their work at an upcoming event or wedding?
•  Do they need a swatch of your gown or attendant’s fabric?
•  What type of props do they use?   (fabrics, arches, stands, columns, candles)?
• What is the average price range for each floral piece and do they have a list?
• Could they give an estimate at the initial meeting?  Or do they send it afterward?
• Do they make an extra boutonniere or two just in case one breaks?

Photo by Team Photogenic

It is Valentine’s weekend!  What do you and your sweetie have planned?  My husband and I are having a quiet weekend planned, and I actually might cook for once in a very long while.

In this weekly post, What to Ask, we go through each vendor category and I will try to give you a comprehesive list of what to ask.  This week we are starting with venues. 

So you’ve have sat down with both parents and discussed who is paying for what and the final budget.  You have your wedding date selected and guest count fairly locked in and now you are ready to go out and look at venues!  But what do you ask?

First call the venues you are looking for and find out if they are available on your date.  If they are available then set up a time to walk through with the venue’s sales and/or catering department

Now before you go to the meeting print out this list and as you are touring the venue and the person that is giving the touring is giving  you the information, go ahead and fill it out and at the end of the tour sit down and go through any of the questions that have not been answered.

How many people can the facility seat comfortably?

 Is catering in-house, or can you bring in your own caterer? 

Do they provide tables, chairs, dinnerware and linens?  Is there additional cost for these?  Do we need to rent equipment? (dance floor,  A.V. votives)

Is the site appropriate for live music?  Is there proper spacing, wiring and equipment?

Can you see photos of receptions setups in the room you are looking at? 

How long is the site available for? 

Is there a food and/or beverage minimum you must meet? 

Are there overtime charges?

Is there free parking?  If not, what is the cost for parking and parking attendants?  Or do you have to provide valet service? 

Does the facility have more than one reception site on the premises?

If someone else is occupying another room at the site, will there be adequate parking available:  Is there enough space between two rooms to ensure privacy?

Are there any other receptions scheduled?  Is there enough time between to get set-up?

Where can you change into your wedding dress/going away clothes? 

Will the deposit be returned in the event of a cancellation?

Are there any other possible reception-related charges?

How much do they add for tax and service?

How early can we get in for setup?

If at a hotel, is a bridal suite included?

Are there any restrictions for music, candles, photographers, videos, flower, décor?

When are you able to book our ceremony rehearsal?  If your ceremony and receiption are at the same location

What is the retainer deposit amount, when are the other payments due?

Are they willing to put together a proposal/contract?

Could you stop by and view a similar event at the facility?

Do they have an open house or do they offer a private menu tasting?

Every month I will go through checklist and provide you what a Summer (August) couple should be working on.  Since this is the first one, it will be more than a few items.  As each month goes by you will see what you should be working on a tailor it for your wedding!

photo by Azzura Photography

This one is great for the gardener valentine on your list or as a great wedding favor for the couple that loves the great outdoors or has a garden themed wedding.

Seed-Starter Valentine

Propagating seeds is a little like nurturing relationship: The more attention and care they get, the more likely they are to flourish and thrive. Give flower seeds with little pots that they can take root in. Put seeds in plain white coin envelopes available at stationery stores, and label with an eraser stamp. Or use a rubber stamp, or make a heart with thumbprints. Put growing instructions on back, noting when seedlings need to be transplanted.
Read more at Marthastewart.com: Seed-Starter Valentine – Martha Stewart Holidays

1)      Who is paying for what?

2)      If your parents are helping, ask them to commit to an exact amount.

3)      Use your budget guideline to help give you an idea of wedding costs (example food and beverage should be 50% of your budget).

4)      Determine your top three priority categories (what’s most important to you).

Now you are sitting around wondering how much should I set aside for each category, you already know that 50% of your budget should be food and beverage, but what you should set aside for attire, floral/décor, photos, video, ect.   Well you are in luck!

Bride & Groom attire – 9%

Flowers & Decorations – 8%

Photography/Videography – 10%

Music & Entertainment – 6%

Invitation & Stationery – 3%

Ceremony Site & Officiant – 3%

Wedding Rings – 3%

Attendants Gifts – 3%

Wedding Planner – 4%

Transportation & Parking – 1%

So with that come up with what are you including in the budget and what is not included and your top 3 priority category. 

When talking to vendors you now have the tools to tell them what your budget it.  As a vendor, it is great when you know how much you have.  It is not that we want to spend it all, but it gives us a guideline to make sure we don’t go over your budget.