Free Advice and Tips from Professional Wedding Coordinators
True Role of a Wedding Coordinator How can a wedding coordinator help you? A professional wedding coordinator will: Be your advocate and someone that cares about the outcome of your day as much as you do. Help you negotiate contracts. Give you inside tips on venues, vendors, pricing and how to achieve exactly what you want for your wedding day. Advise you on budget and help you save money. Listen to your ideas and pull together your theme, so your decor is cohesive and polished the day of your wedding. Design the layout and flow of your wedding day so that you have not only the event you want, but it is comfortable and fun for your guests. Stay up-to-date with industry vendors and tell you who offers the best service for the best price, yet is reliable. Help you bring your own style and personality to your day. Ensure that all vendors work together and follow through with the services you initiated ~ be the main point of contact the weekend of your wedding, so you can spend time with family & friends. Assist with setup, layout, décor, tear down and any other tasks needed to make your event a success. Share with you their knowledge, opinions and suggestion based on their years of experience and research. Embellish Events coordinators guarantee exceptional service and much more…
Please contact us today for a complimentary consultation and find out how we can help plan your wedding. 512-902-5084 info@embellishevents.com www.embellishevents.com
“it’s all about the budget!” Determining Your Budget Discuss with your fiancé the amount of money you have available, what you are comfortable spending, what you wish you could spend and who will be contributing to the budget. Some couples are now completely funding their own wedding while others receive contributions from family members. Keep these factors in mind when making decision on what to spend. If someone else is paying for any element of your wedding, always try and keep them in mind when you make decisions, yet in the end it is your event and they want you to be happy.
Cutting Corners Invitations can be tempting to do yourself or purchase online – always price them out locally first. A less expensive professional invitation will usually look better than a high end DIY project.
Breaking Down Your Budget Most budget calculators that exist are based on percentages. Keep in mind that your style and preference will affect these percentages. If you care more about food or music, then you might shift more money towards that aspect of your wedding. The only true way to figure out your budget is to decide on an estimated head count and time of year for your wedding, then start price shopping venues and vendors. This is an extensive process but can give you a true understanding of what you will probably spend. An experienced event coordinator can greatly reduce the hours of research and hunting in this process, and quickly give you an accurate break-down based on what you would like to spend.
DJs typically cost less than a band.
Even if you don’t like flowers or don’t want to spend a lot in this area, always price out personal bridal flowers instead of doing them yourself.
Find a venue that allows you to bring in catering and alcohol.
If you can’t afford a full service bar, consider offering bar service during your cocktail hour then changing to a cash bar. Just be sure to have an ATM available onsite somewhere discreetly.
Coordinators Can Help You Save Money Compare venues to determine the best fit for your budget. Negotiate venue contracts, giving you inside tips for particular venues (the fine print). Provide discounts that you may not get on your own. A coordinator knows the market, where the best deals are, who provides the best service for the best price, when the sales happen and have preset discounts with many vendors. Some independent & in-house coordinators tend to use the same vendors over and over, limiting your scope of service. Be sure your coordinator customizes their service for you. {Some venues offer an ‘in-house’ coordinator but these are typically not full service. Be sure to ask exactly what service they provide.}
Traditional Bridal Party & Family Roles
If you are fortunate enough to have family that is contributing to your wedding budget, you might want to know who traditionally pays for what item. Below is a guideline of budget and task responsibilities – be sure to customize it to suit your personal situation and families capabilities.
The Bride
The Bride's Family
Personal Stationary Thank You Notes Guest Book/Pen Toasting Flutes Cake Knife & Server Gifts for Her Attendants Gift for the Groom Groom's Wedding Band Beauty Appointments for Herself (Hair, Makeup, Nails, etc.) Beauty Appointments for Attendants (optional)
Engagement Party Bridal Attire Church/Ceremony Location Rental Ceremony & Reception Music All Photography Wedding Invitations & Postage Bridesmaid’s Flower (not Bridal) Décor Flowers All Reception Expenses: Catering Wedding Cake Decorations & Rentals Staff Tips & Gratuities Bridal Party/Family Transportation Their Wedding Attire Newspaper Announcements Parents & Grandparents Must Attend Wedding Rehearsal Toast from Father of the Bride at Reception
The Groom
The Groom's Family
His Wedding Attire Bride's Engagement Ring & Wedding Band Gifts for His Attendants Marriage License Present for the Bride Bridal Bouquet, Corsages & Boutonnieres for Himself & Bridal Party Accessories for his Attendant's Bride & Groom Thank Guests for Attending
Travelling Expenses for Themselves Wedding Present for the Bride & Groom (often a donation of money to help with expenses) Their Wedding Attire The Rehearsal Dinner All Beverages at Reception Honeymoon Travel Arrangements & Lodging Parents & Grandparents Must Attend Wedding Rehearsal
The Maid (Matron) of Honor
The Best Man
Her Own Wedding Attire Plan Bridal Shower Shop for Wedding Gown with Bride Assist with Bridal Portrait Shoot (or Mother of the Bride) Attend Wedding Rehearsal Attend Rehearsal Dinner Assist Bride on Wedding Day Sign Wedding Certificate as Witness Ensure the Bride's Personal Items & Going-Away Outfit is Taken to Reception Her Own Travel & Accommodations (if necessary) Gives a Toast to the Bride (& Groom) at Reception
His Own Wedding Attire Plan the Bachelor Party (few weeks before the wedding) Attend the Wedding Rehearsal Attend Rehearsal Dinner Assist Groom on Wedding Day Ensure the Groom's Personal Items & Going Away Outfit is Taken to Reception His Own Travel & Accommodations (if necessary) In Charge of Decorating Exit Car Gives a Toast to the Groom (& Bride) at Reception
The Bridesmaids
The Groomsmen
Their Own Wedding Attire Pay for Their Own Travel & Accommodations (if necessary) Attend the Wedding Rehearsal Attend Rehearsal Dinner Decorate the Reception & Help Clean Gather Gifts & Cards Brought Plan Bachelorette Party (a few weeks before the wedding)
Their Own Wedding Attire Pay for Their Own Travel & Accommodations (if necessary) Attend the Wedding Rehearsal Attend Rehearsal Dinner Decorate the Reception & Help Clean Gather Gifts & Cards Brought Function as Ushers if Needed
The Ushers
The House Party
Their own Wedding Attire Their own Travel Expenses & Accommodations (if necessary) Drive Guests that Don't Have Transportation to the Wedding & Reception Help Seat Guests at Ceremony
Their own Wedding Attire Their own Travel Expenses & Accommodations (if necessary) Drive Guests that Don't Have Transportation to the Wedding & Reception In Charge of Guest Book Hand out Programs at Ceremony Ensure Guest Book gets Taken & Placed Back Out at Reception Take Extra Programs to Reception
Flower Girl
Ring Bearer
Her Parents Pay for Her Wedding Attire His Parents Pay for His Wedding Attire Must Attend the Wedding Rehearsal Carries the Wedding Bands Securely Tied Walks in Front of the Bride – Can toss to a pillow (the best man can also hold petals, carry flowers or special item the real rings and two fake rings are Can sit down or stand during Ceremony placed on the pillow) Walks Behind the Bride and Groom in the Must Attend the Wedding Rehearsal Recessional Proceeds or Walks With the Flower Girl Can Have Multiple Flowers Girls of All in the Processional & Recessional Ages Can Have Multiple Ring Bearers of All Ages (but only one or two pillows)
“It’s My Special Day that Happens Only Once in My Life” Your wedding day truly belongs to you and your fiancé. It should be just as you want it – fun, exciting, memorable and romantic. However, this day is a celebration of the commitment you are vowing to each other because of the love you share – the color of your linens or design of your cake will never “wow” your guests more than that. Family members and friends will always share their ideas and opinions, but if they are not helping financially, then that’s all they are – opinions. Always consider and respect the ideas of anyone whom is helping financially, but if in the end you disagree – thank them for their input and politely tell them that your prefer another option. As long as you are polite and they are reasonable, there should be no strife. If you ever come to a crossroads with family or friends during the planning process and you have a wedding planner, turn to them. In our experience we have seen many issues come and go – we can share with you the perfect way to handle any situation. In that regard, always be up front with your planner. If you mother wants hideous table décor that you don’t, give us a heads up so we are prepared to handle the situation the Day-of. We not only help you plan a beautiful and meaningful day, but we want you to be happy and will do what we can to make sure that happens.
RSVP
TIME & STRESS MANAGEMENT Austin is filled with hundreds of talented vendors and beautiful venues – you’ll drive yourself crazy if you try to visit with each one of them. Do your research online and find up to 10 vendors/venues that fit your style and budget. Narrow down your selection to 5 and meet with them all. Trust your gut and be decisive. If you like their work, they have solid references and fit within your budget, book them before someone else does!
When creating your guest list and gathering addresses, be sure to list phone numbers as well. These will come in handy once the RSVP deadline passes ~ you can then have a member of the bridal party call and collect answers from those people that have not responded.
THEME
ACCESSORIZE Make a statement with your jewelry and hairpieces. A vintage necklace or earrings, paired with a Birdcage Veil and elbow length gloves lets you glam it up with flair.
Not all weddings must have a theme. If you bring together colors you love, textures, personal elements from your lives together and then create a personalized monogram and tie that into your invitations and décor, your setting will come together naturally.
DÉCOR TIPS When envisioning your reception keep in mind that not every table has to match. Actually, no table has to match at all. If you use the same or similar elements in all of the tables, it will tie together your look and make your wedding very unique. Flowers are beautiful, but remember you can also tie in textured linens and decorative items as your centerpieces.
WEDDING DAY BEAUTY Pamper yourself by having a salon or stylist take care of your hair & makeup for your wedding day. Your photos will thank you for it. Be sure to schedule a trial run of both – try and plan the trial before your bridal shoot or bachelorette party so you have somewhere fun to go to once you’re all dolled up.