WITH EaASE talogue
PLANNING AN EVENT?
...find a service provider here!
C
Choosing an Event Planner
Event Planning Checklist
Cakes
Flowers & Decor
Invitations ... much more 1
The premiere online publication featuring Jamaica’s wedding and events professionals
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Welcome to Jamaica’s premiere online publication that features wedding and events professionals. The aim of With Ease Catalogue (WEC) Jamaica is to take the ‘stress’ out of events planning, by providing an easy, relaxing and time saving way for individuals to locate wedding and events service providers. WEC Jamaica is the bridge over the planning divide for customers who want to plan an event and service providers who are looking for prospective clients or other service providers. Additional businesses are featured in the catalogue from time-to-time as well as tips and information on wedding and event planning. Bookmark WEC Jamaica so that it’s easy to check for updates. We hope you will find the catalogue extremely useful and the next event you plan will be, ‘with ease’.
ANDREA WILSON GREEN DIRECTOR & EDITOR IN CHIEF
Endorsements: 2
Accommodations Bar Services Beauty/Hair/Makeup Cakes Caterers Ceremony, Reception & Party Venues Decorators Event Planners/Coordinators Favors / Souvenirs Florists Invitation Designers/Stationers Jewelers Lighting Ministers, Officiants & MC’s Music & Entertainment Party Supplies & Rentals Photographers Registries Support Services Transportation Videographers Wedding Attire Wedding Insurance Wine Providers or Importers
Choosing an Event Planner If you are unfamiliar with a Planner, ask for several references to find out how past and current clients enjoyed working with them. Call their references and ask questions like: Were they professional? Were they detail oriented? Did they communicate well and did they do as they said they would? If possible speak with both past and current clients to get a feel for their consistency. Remember, experience is everything. You want a Planner that not only knows how to get things done but factors the ‘what ifs’ before they happen.
If you want a great event, then you must choose a great event planner. The event planner will plan and produce the event. A great planner knows how to gain confidence, maximize budgets, communicate the clients ideas and motivate the people around them so that everyone is working towards the same goal. Selecting a great planner is as important to the end result of an event as is selecting the right wine to complement the perfect meal or selecting the right furniture to maximize the comfort and appeal of a room. If you know what type of event you’re trying to produce, your first step is to organize your wish list. List all the components of your event germane to your vision. After you or your committee are clear on your list begin to seek out a professional with the experience to meet your needs. Start by asking your friends and relatives: people in your circle are likely to know you well enough to make good recommendations. Make a list of the ones that seem appropriate and start with a telephone call giving a general idea of your wish list. Request proposals and information and set up interviews with the ones that stand out. There is no rule against meeting more than one Planner, your goals is to find the one that matches you.
Next, visit their website. This is a strong indication as to whether or not an Event Planner is capable. If they can create a great website, one that is organized, engaging, exciting and complete from start to finish then the chances are they can produce a great event as well. A great event planning website is one that should be informative, entertaining, create visual stimulus, provoke creative ideas and have useful tools, products and services to help organize your thoughts and complete an event from thought to finish from party favors and gifts to signage and decor and everything in between. A planner must be able to listen to the client first and foremost to identify and get to know their client. They must be able to get a good feel for your past events, favorite things, the goal of this event, the personality of the key stakeholders (i.e. CEO or the bride and groom, planning committee), the company’s products or services or the bride and grooms family members, the type of guests that will be attending and most of all, the budget. When you have selected an Event Planner make sure it is someone you can have fun with; communicate well with; respect as a professional and look forward to working with.
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Event Planning Checklist 1m
onth ahead
ahead s h t n o m anager to 12
inator/m vent coord point an e p /a h persons ir rc a a • Rese mittees/ch m co ct le e /s ittees ts, etc.) • Research subcomm sound/ligh d, drinks, rson forms o e p fo ir l, a s ta h n n C o re iti • (site old aud r items estimates ainment; h other majo • Get cost s for entert printing & n s, tio n a d tio n e ra m nt, deco • Get recom ntertainme osals for e p ro l budget p a t iti e in G • ittee drafts m m co ce • Finan n cost n admissio vels • Decide o amounts/le sources onsorship sp d possible te n a a re n C e tt • ri rw e d n u to be riting usinesses) e date in w • List items dividuals/b n (i t lis g n flicts, finaliz ili n a m co l ile tia p n m • Co for pote . inment, etc posed date te, enterta si • Check pro r fo s ) ct a rs n contr outdoo (if event is • Get writte riting rnative site or underw lte a ity p lic b lo u rp fo t • Deve n ve e pre-party • Consider n firm VIPs n o tion desig • Invite/c egin invita b t; is rt a phic hic artist ts • Select gra t with grap ouncemen o for even event ann g r lo e th te o a r re o •C cards -the-date dule • Order save /public relations sche g tin r listings e a rk d a n le m • Set s, etc se and ca a le n re ss otos of VIP pre s, chairme nge for ph a • Develop rr a s, honoree r; tie e ri h b p le ra g ce to s, o h IP V nce, etc • Select p rmation on ses, insura phical info rmits, licen e p l a ci • Get biogra e r sp te need fo • Investiga
3 to 6 months ah
ead
• Begin month ly committee meetings • Write/send requests for funding or sp • Request logo onsorship s from corpor ate sponsors • Review with for printing graphic artis t invitations, • Prepare final programs, po copy for invi sters, etc. tations, retu • Prepare final rn card, post copy for ticke ers ts • Complete m ailing lists fo r invitations • Order invita tions, poster s, tickets, etc. • Sign contra ct with enterta inment compa • Make list of ny locations for posters • Finalize mai
ling lists; be gin soliciting corporations and major do nors • Obtain lists from honore es, VIPs • Obtain radio/ TV sponsors , public serv • Set menu w ice announce ith caterer fo ments, prom r food and be • Secure perm os verages its and insura nce • Get written confirmation of celebrity pa • Finalize audi rticipation/sp o/visual cont ecial needs ract • Select/order trophies/awar ds
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ad nal notes when possible) e h a s h h perso mont ns (wit atio ss invit
re
ble/add
rees
s, hono
VIP • Assem ations r staff, tions fo invit a d il o a m M • ters com s otel ac ute pos tal item • Distrib transportation/h tions and ren es cora ze , honore • Finali ontracts for de s, VIPs n e ti o ti ri a b c ip t cele • Obtain TV/radio partic ting ts abou nderwri cemen • Confirm press announ sorships and u rogram printing on se rp • Relea p to confirm sp te sponsors fo ctional, etc. ire ora wu d o rp , ll o n o c o F ti • gistra os from re g t lo a s in s and n plans • Obta needs for sig person finalize s, chair e w to te ie s it v n m e •R irperso ith com jor cha vent w ne • All ma lk-through of e e e timeli mittee) a sit tentativ IP, com V , • Hold w bers at event sk sheets and te rpora
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em rs (co dget, ta staff m sponso lize bu le a b n ta /fi r w p fo • Revie follow-u phone • Start
• Phone follow-up of mailing list (ti cket sales) • Place newspape r ads, follow up with news med • Confirm staff fo ia, on-air anno r registration, ho uncements sting, other • Write to VIPs, celebrities, prog ram participants, • Complete list of confirm particip contents for VI ation P welcome pack • Get enlarged sit ets e plan/room dia gr am , • Give estimate assign seats/tab of guests expe les cted to caterer/f • Meet with all ou ood service tside vendors, co nsultants to co • Review script/t ordinate event imeline • Continue phon e follow-ups fo r ticket/table sa • Continue assig les ning seats; set head table, spea • Confirm transpo ker’s platform rtation schedules : airlines, trains • Confirm hotel ac , buses, cars, lim commodations os • Prepare transpo rtation and acco mmodations (in clude ar ber, airlin
time, flight num
rival e, person assig • Confirm special ned to meet flig ht) security needed for VIPs, event • Prepare welco me packet for VI Ps, chairmen, • Schedule deliv and key staff eries of special equipment, rent • Confirm setup als and tear down times with even • Finalize plans t site with party deco rator • Give caterer re vised numbers • Meet with chair persons, key sta
ff to finalize an
efore te details b k e e 1w st-minu es for la
y of the above
te commit with all t ps e -u e w M o ll • hone fo p ing h ts n is r atte d • Fin ignmen nts numbe lize ass ngeme a a rm s n fi rr fi ie n a ; c o n le •C erge nteers ng/tab ith volu with em h seati t w is is n s in io s F s a s • se teers to aining s e volun • Hold tr stesse or thre o tw osts/ho ff h re ta ipment u to s c u e q n ts •S nmen aned e istratio ig g lo s r re s o a e , d z art dors rente • Finali ting ch ith ven of any ute sea times w delivery ry r e o v li p • Distrib e u d k e and ule pic rtation ts • Sched heck arrival tim l, and transpo rticipan -c te o le ram pa h g , e ro it p s ll t • Doub en to a firm ev elines ts e • Recon nal scripts/ tim e, refreshmen overag fi te n er v ra li a e event c u D g d • n g a n ri e c te nteers dvan ze ca • Finali number of volu ws media for a e n rm fi to n • Co p calls follow-u fliers • Make itional onnel d d all pers ute a • Distrib lk-through with ies event wa ergenc day of ls • Final and em nts for hearsa e s re t p m n ti n le e r u ig r ass the ev ded fo • Sched day of oluntee sh nee v a e c th le y r u tt d fo e t p n • Sche e made ount of the eve t nts to b day of lish am e even th to • Estab ecks for payme u will need the t h g u ro b h o c y s to be • Write all clothes that supplie red. ut nt and e m s prepa k ip • Lay o c u e q h e c ll r a o ck nd • Reche tty cash and ve pe e v a H •
Day before event
• Write checks fo r payments to be made for the da • Lay out all cloth y of the event es that you will need the day of • Recheck all eq the event uipment and su pplies to be brou • Have petty cash ght to the event
and vendor chec
Event Dayur change of clothes) (with yo
ks prepared
issing
nothing is m
d make sure • Arrive early t, supplies an en pm ui eq scripts k • Unpac ace and have rs IPs are in pl V l al for voluntee le re su du e •B ts/meal sche aff en st m p sh tu fre se re d an • Reconfirm with caterer ils ta red de ve al the fin l tasks are co • Go over all make sure al to rs ee nt lu vo • Check with sal before rehear stration area gi re up et S • t and staging en pm ui eq d/light • Check soun hearsal re al fin d • Hol
Note: Not all items may be applicable to the event you are planning.
Accommodation
Booking a hotel depends primarily on the purpose of your visit. Begin with defining your own needs then find the hotel that best meets them. Take into consideration a few important points when deciding, such as: location, restrictions, price and amenities. When you have chosen and reserved a room, do not forget to ensure that your reservation is confirmed. Get written confirmation where possible and become familiar with one or two point-persons before you arrive . Get clarification on what services or items are at additional costs or are included in the rate you are quoted. Many Jamaican hotels have preferential rates for residents of the island, while some provide complementary accommodation in some instances if your event is held at the hotel.
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Bar Services Before contacting a company to provide bar services, decide on your alcohol needs. How many bar stations do you require, do you want a full bar, premium bar only, beer and wine only, or any combination or variation of these options? Also know what your budget is and if you want a cash or open bar. Having the answers to these questions will help the service provider determine the arrangement best for you. In addition to general alcoholic beverage needs, you should also provide non-alcoholic beverages for those guests who may not want to have any alcoholic drinks. Ask your service provider if they have ‘detox’ bar options; providing a ‘detox’ bar when you serve alcoholic beverages shows that you care about your event patrons and guests.
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Beauty Hair & Makeup Beauty, hair and makeup are important on your wedding day and you want to be confident you will look fabulous in person as well as in pictures; so you need to find a professional makeup artist and hairstylist. Decide if you want both your wedding day makeup and hair arranged at the same location. If you already have a hairdresser no need to change now since he/ she would have been familiar with your style and preference. If you are having your event outside of your are, find
our
if
your
hairstylist
and
make-up
artist
are willing to go with you and book them early. Review several makeup artists’ portfolio of work and decide if their style of makeup is similar to your own. When looking over the images, check for things such as skin tone matching, attention to detail and if they include any current bridal makeup trend pictures in their portfolio of work. Request a trial from both your make-up artist and your hairstylist at least two (2) weeks before your event. Take pictures inside and outside. That way, you can make adjustments to your plan and have a good idea of exactly how you will look on your special day. You will also have an idea of how long it will take you to get ready and be able to plan your time well.
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Cakes
When speaking with a cake maker, one of the first questions you will want to ask is if there is a possibility of sampling a cake they have baked. Most cake makers understand that the cake speaks for itself, so they will usually have samples on hand for taste-testing. Also, you will want to ask the baker what types of ingredients they use. Some stick to simple boxed cake mixes while others bake from scratch. If you would like an elaborate six tier show-piece cake, ask your baker if they provide the option of decorated cake forms. This is an economical alternative to getting the look you want without busting your budget. Be sure to make the person aware of your budget as well as your style and preference so he/she can match you needs against your budget.
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Caterers are
often
the
heart
Caterers
of a wedding reception/event.
is plenty for everyone, people will leave the event
If
the food tastes great and there
satisfied and with fond memories.
However,
if you choose a caterer who is not knowledgeable about the amount of food to prepare, your guests will remember this fact, no matter how elegant and special the rest of the event was. Provision of food can take up to fifty percent of your event budget so
choose your caterer with
care. When you have determined your menu, ask your caterer to provide a tasting for you. If you are using a caterer for the firsts time, ask them for and speak with their past and current customers. This will give you a good feel
of whether or not they can handle an event of the size your are planning.
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Ceremony, Reception & Party Venues
When contracting a venue for an event, specify the exact time you want to occupy the space (e.g. 2p.m. to
7p.m.) Sometimes venues may book more than one event in the same space on the same day but at different times, so it is important to stick within the time specified. If it is your first time having an event at a venue, it would be good to get a feel of the space at the same time of day that your event is scheduled. Request a walk through of the venue and take lots of pictures. Consider your patrons and their accessibility, parking, lighting, security when choosing your venue. Many venues have preferred vendors and will charge additional costs if you use vendors that are not on their list. They also tend to have restrictions on other items such as food, beverages, dĂŠcor and branding; do not be afraid to approach you meeting with a checklist and request that all conditions are outlined in writing.
Decorators
Décor is the piece that ties the whole look together with all the elements required to set the tone for your event. Don’t stress about the décor for your special event, trust a professional decorator, someone with design expertise and experience to give you peace of mind. A decorator isn’t just someone who knows what colours complement one another – a true professional has not only ideas to offer and advice to give, but will listen to what you have to say. Once you have booked and arranged for the venue for your event, visualize what effect and theme you want for the event and how you want your event patrons to feel in the space; then your are ready to make an appointment with a decorator. Be open and honest about the budget you intend to allot for the decorations. This will help the decorator to choose certain supplies that are matched to your desired theme at a cost that is also coordinated with your financial dreams.
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Event Planners & Coordinators
An effective Event Planner/Coordinator should be able to take the vision you have for your event and turn it into a reality far beyond your expectations. If you know what type of event you’re trying to produce, organize your wish list then be very clear as to what you want and convey your needs to the Planner. able to listen to the client and accurately interpret their needs. the event you want produced,
A Planner is
A great Planner is able to identify the goal of
incorporate the company’s products or services, make proper protocol
arrangements for the different types of guests likely to attend the event and manage the budget to create an event that meets or exceed your expectations. The company’s products or service, the type of guests that will be attending the event and most of all, the budget to be able to produce event that meets your expectations. A thorough event Planner becomes the point of contact for all your vendors, suppliers, volunteers and other event personnel.
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Favors & Souvenirs
Favors or souvenirs are more than just a token of your appreciation; they are an excellent way to personalize your event. By choosing items that go well with your event design you will be able to show your appreciation while leaving a long, lasting impression on your guests. Consider dual purpose souvenirs such as a photo frames used as place cards. One trend in souvenirs is to make them practical or functional; so if you choose to personalize a wine stopper for example, every time your guest is enjoying a bottle with other friends, you will come to mind. The practical or functional souvenir is ideal for corporate events but is suited to weddings, baby and bridal showers and almost any other event. Don’t be afraid to get creative; this keepsake will remind your guests of your special day for a very long time.
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Florists
When you meet with the florist, specify the date of the event and the exact type of flowers to be used in each area of your event. The date of your event will help the florist determine whether the type of flowers you are requesting is available at the time of the year. Ask the florist to provide you with a sample arrangement before signing a contract so that everyone has a clear idea of the size and design of the product.
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Invitation Designers & Stationers Ordering
invitations for an event requires a good deal of thought and the ability to
make appropriate decisions. The first decision is the choice of Designer/Stationer. Select someone that offers a variety of papers, styles and prices; one who is quite knowledgeable about wording and type styles. Look through samples of their work to determine if they are able to produce something that captures the look and feel of your event.
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Jewelers Your wedding band will be worn for the rest of your life, why not make it a significant piece that you will fall in love with every time you put it on? Traditionally, the groom selects the engagement and wedding bands for the bride and vice versa. The modern couple however, sometimes goes the route of having their wedding bands custom made to embody the specific tastes of the wearer. When selecting wedding bands, consider the existing jewelry that the person you are buying for has, and select a piece that will complement them nicely. One wedding trend and truly romantic gesture is to purchase a complementary piece of jewelry as a wedding gift that is presented before the ceremony; so a groom may buy a bracelet that goes nicely with her wedding band as a gift for his bride.
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Lighting
No matter the event you are organizing, lighting plays a major role in creating a successful function. Decorative lighting creates the ambiance for parties and important events. You can dictate the mood you want your guests to have. Candle lights within a dimly lit room will automatically convey a feeling of intimacy; persons will naturally speak in lower tones. A brightly lit room is conducive to louder conversations and a more vibrant, energetic setting; however if you want a party atmosphere where persons feel free to dance, you must have a good symbiosis of light and shadow. This is why it truly is important to get an event lighting company that knows how to visually optimize the lighting experience.
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Ministers, Officiants & MCs
Deciding who will officiate or MC your wedding ceremony or event is one of the most improtant decisions in the planning process. Your perfectly planned event can be thrown into a tailspin if the wrong officiant is used. A good Master of Ceremonies is able to seamlessly guide your programme from start to finish and include appropriate humor when necessary, while observing the necessory protocols. Selecting the minister for your wedding often involves using someone that is close to the couple. Regardless of the ties to your minister, ensure that they are licensed to carry out the ceremony. Consider also where your ceremony will be held; some churches do not allow their ministers to conduct wedding ceremonies outside of the sanctuary. Be sure to book your officiant well in advance.
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Music & Entertainment
The importance of music and entertainment to the success of an event should never be underestimated. When hiring any of these services make sure that the contract specifies the date and location of the event; the time of arrival; whether they will bring their own sound and amplification systems; the number and duration of breaks that will be taken; the number of hours they will play; what you want them to play and the cost of possible overtime charges. If you have been referred to a performer or band and you are not familiar with them, try to attend a function they are performing at so that you will know if they fit into the overall feel of your event.
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Party Supplies & Rentals Choosing the right party hire company for your wedding or corporate event can seem like a bit of a daunting task. Some companies specialize in certain types of events, such as corporate functions or weddings. Other companies specialize in outdoor events and everything needed to create a wonderful event outside. The right party supply or rental company for you knows what you are looking for and can provide you with a number of options for the items you want to hire. A good idea is to write a list of all the things you will need to source from a party hire company, including things like catering equipment, marquee and anything else. It is better to get everything from one source than to get from multiple companies.
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Photographers
Pictures constitute the main lasting visual recollection of your event. Therefore it is recommended that you work with a photographer that specializes in the type of event you are hosting e.g. weddings. Find out the different packages and costs available then figure out if they meet your needs and budget. View the photographer’s portfolio to determine whether the style of work meets your expectations. Meet with the photographer sometime prior to the event to “scout” the area for the best positioning and backgrounds, especially if the photographer is not familiar with the venue. Photographers are usually booked months in advance, and should be
booked
early
once
you
are
satisfied
with
their
portfolio.
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Registries
Gift registries allows the gift recipient to graciously ask for those gifts he or she really wants or needs, and allows the gift giver to purchase something that he or she knows will be appreciated. The benefit to this, of course, is that the recipient doesn’t receive a gift she doesn’t want and no money is wasted. Gift registries are especially popular for weddings and baby showers, but they’re becoming commonplace for children’s birthday parties and house warming as well. Mortgage registries are also another popular option used by couples. This lets you save up for a place of your own. Whichever option you consider be sure to look at each option’s benefits, along with possible downsides for yourself or your guests. Keep in mind that guests are not mind. There are even those who gifts. Just remember to receive was purchased and the type of
obligated to shop using a gift registry. They may have a different gift in feel a gift registry is poor etiquette, that it’s bad manners to request all gifts graciously and send out thank you notes. Where the gift gift purchased is not what’s important. It’s the thought that counts.
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Support Services
There are several factors to keep in mind when trying to choose the best cleaning service, whether it is for before or after your event.
Some venues include clean up and other
support services in their contract, while others may have an additional cost and still others do not provide support services at all. services,
In general,
if your venue does not provide support
you want to hire a professional cleaner that is reliable,
flexible and affordable.
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Transportation Regardless of your preferences or budget, transportation will factor into your event planning process. If you have to accommodate a large wedding party, separate limos for the bride and bridesmaids, and groom and groomsmen are a popular choice. For smaller parties, you may opt for separate cars for the bride & groom and bridal party. Once you have made a decision about which company to hire,book the service from three to six months in advance. If your wedding falls on a Saturday during the busiest wedding months, be prepared to compete for the same services and vendors
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Videography A fine way to complement your wedding/event photo album is by hiring a videographer to capture those same moments onto video. Through both photos and video, your day can be captured and shared with your family and friends for years to come. Just as a professional photographer is integral in creating quality photos, you’ll want to hire a professional videographer to ensure the delivery of a quality video as well. For this reason, a professional whose work is trusted and backed by experience in the field is essential. In order to ensure services with a reputable videographer be sure to search early and book the services at least 6 to 8 months before your wedding day.
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Wedding Attire When ordering your attire make sure that proper measurements have been taken. It’s better to order a dress that is a little bit large than one that’s too small. The time to order the wedding gown is four to eight months before the wedding. Where the wedding party attire is being made (not rented) allow enough time for completion as well as additional time for fittings and alterations. Rented attire is sometimes more viable an option to purchasing. The same time rules apply to rentals though, so make sure to book well in advance to allow time for adjustments and fittings. It is not unusual to rent suits for other occasions as well.
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Wedding Wedding
Insurance is exactly what it sounds like, an insurance policy that covers
your wedding and financially protects you against any mishap. The decision to purchase Wedding Insurance is a highly personal one and a financial decision that is an additional cost for your wedding budget, but will protect you from unforeseen disasters and mishaps.
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Wine Providers/Importers
Pairing wine with food is more an art than a science, but that doesn’t mean any random pairing is as good as any other. Wines are as diverse as the people who love wine. Every style of wine contains variations from region to region and every wine expert has different opinions. The bottom line is to choose a wine provider that will help you find wines that will be an appealing combination with your event menu.
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PUBLISHER With Ease Catalogue Jamaica Ltd. Shop 18, 56 Lyndhurst Road Kingston 5 St. Andrew Tel: (876) 807-5748 Email: contact@witheasecatalogueja.com
Director & Editor in Chief Andrea Wilson-Green
Marketing and Sales Manager Tyrone Green
Senior Editor Charlene Chevannes-Chambers
Creative Compilation that’s Impressive Design Studio
Š 2012 WEC Ja. Ltd. All rights reserved
Š 2012 WEC Ja. Ltd. All rights reserved
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