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!

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.

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?

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.

Weddings in Woodinville is a special event designed to give couples and their families and friends a sneak preview of each fully-decorated venue to better envision their special wedding day and meet with industry professionals that can help them put it all together.

6 Venues • 60 Vendors• 18 Wines

Only a limited number of tickets are available for this incredible event so be sure to
Purchase Tickets Now!

Each location has a planner that planned the decor and vendor selection I was very honored to be asked to be the planner at Novelty Hill • Januik Winery, stop by and see me in action!