Day of Coordination

Or is it really just manual labor with a feminine touch you're looking for as a bride? 

Many wedding coordinators are struggling with the term "Day of Coordination." What does that mean? To the coordinator it might mean one thing, but to the everyday bride it might mean something completely different. What does your "day of" package consist of? Is it truly just the day of the event? If so, how are you able to be the main contact for the event? Is there no consulting or questions? How does one know the details and other vendors? Is the client putting all that information together? It hurts my head just thinking about it.

It can't be just a "day of" coordination. 

It can't be if you want someone to truly take things off your hands and ensure your day runs as you want it to and your vendors are all in sync. My friend Kat at Dear Sweetheart Events puts it perfectly: 

"While you and your mama may be so organized and be able to plan your hearts out for the entire planning process, for you to be able to coordinate ALL the moving parts beforehand AND execute it the day of (while also getting ready, taking pictures and RELAXING to ENJOY the moments!) would be IMPOSSIBLE!! Think about ALL that’s going to go into it!! Hiring a planner who will COORDINATE AND EXECUTE your day is vital!!"

I used to be okay with calling my base options the "day of" option; however, after hearing (for several years now) brides and moms wonder what that means, I think it's time to change the name. 

When we (and I do mean most wedding planners) say "day of" we are really talking about 4-6 weeks of planning and coordination to gather your vision and details regarding logistics before your day so on the day of we have a well laid out timeline we can manage. Those details and that information you shared with us during the 4-6 weeks leading up to your wedding allow us to troubleshoot if there is an issue that might not have been mentioned before. This time allows us to review contracts to see if you might have missed something that we know to look out for. It allows us to talk to vendors and create a well laid out and logistically possible timeline. 

I'm not saying you can't put together your own timeline, but we do this for a living. Timelines and logistics are our business so we may know a little something about timing and logistics that you might not know. 

Let's go through some of the items it truly takes to successfully manage your wedding day:

• knowledge about you, your wedding party, and your vision
• how do you want things to flow? 
• what's your ideal day and how can we come close to making that happen? 
• what logistics are involved? have you thought about them? 
• who is important?
• what is most important? 
• knowledge about your vendors
• what are they providing? 
• how are they providing it? 
• who is their contact person?
• how long does it take to set up? 
• what do they need from you? 

So first and foremost you can see it's all about you. We need to get to know you and what you want. And if any coordinator says they can do a "day of" coordination without asking questions or getting to know you, I would definitely get clarification on what goes into their definition of the term. Maybe they're offering just a "labor" package for the DIY bride? They will drop your homemade items and ensure they are placed where you want them and carry second line umbrellas and bags and deliver gifts and be your errand person for the day and that is about it. Right? 

Am I wrong?  Do you want just manual labor? Tell me what you think a "day of" coordination consists of. Should we offer such a package? Maybe something called the "Wedding Day Assistant" plan? We want to know!

Happy planning!
Erin & Team

Stop stressing on your wedding day

People ask me all the time what I tell my friends getting married. How do I help them? The best advice I can give to anyone getting married is to hire a wedding planner, trust your vendors, and STOP STRESSING AND LET IT GO. 

YES, I think wedding planners are THE best resource when it comes to allowing a bride or mother of the bride or even the in-laws to let go and truly enjoy the day. I may be a little biased since I am a coordinator, but I was also a bride once and I have several years of experience to back that up. Not everyone hires a coordinator though, or when they have one, they don't always trust them (not sure why you'd hire any vendor if you didn't trust them, just saying). With or without a coordinator, you have to trust your vendors and you have to let go so you can enjoy your day! So if you're not going to hire a planner or you're not going to trust them or other vendors, I've got some tips to help get through your wedding day. 

1.  key elements to preventing stress on your wedding day:
Review & Understand Contracts, Clearly define the Logistics, & Communicate with Vendors

You have to communicate with your vendors.You need to define logistics for vendors - from the time you wake up to the time you and your fiance are back in the hotel room and even after. And you have to review your contracts diligently. 

Oh, and if you have a coordinator, it is imperative that you give him/her copies - how else will they do their job? 

What if your contract is for chairs to be "delivered", but not set up? How is a bride, let alone one from out of town, supposed to know what "drop" versus "deliver" or "setup" even meant? Who is going to set them up? 

For one wedding we did it. We set up over 200 chairs in prep for the ceremony. It had to get done, but we also had to invoice the client for manual labor that wasn't included in the original contract. Without us, our client would have had family setting everything up. Do you really want them sweating on your wedding day? 

How do you know you are telling your vendors what you really want? Do you know what "dropping" means? How about the difference between a cabaret table and a highboy? Or how do you know you're getting what you wanted on your wedding day? How do you know if you missed something or a vendor missed something? 

Hiring vendors you trust with great reputations 

is a HUGE step to preventing stress on your wedding day. 

You know they will make it happen no matter what.

But you still have to review and have on-hand your contracts. 

I love flowers. Just love them, but when you have a contract there are a specific number of flowers, and if you're not careful, you can miss something. For example, during one wedding as I was pinning boutonnieres on the groomsmen, I realized two boutonnieres were missing. My client had been really busy and hadn't shared many, if any, contracts with me. I have next to no clue how many boutonnieres you wanted. After calling the florist, I learned they weren't on the contract, I quietly spoke with the groom about the missing items and got approval to request the items. I'd pay the florist and the couple would be invoiced later. Yes, the florist's team was back within the hour with the needed items. 

I've even seen where a band began to wrap up an event at a certain time but they weren't supposed to wrap until an hour later. You can bet having the contract on hand helped, but the damage was already done. It took 15 minutes to discuss the contract. The break interrupted the flow of the reception and guests were already leaving. How are they supposed to know the band wasn't wrapping up at the right time? 

Make sure what you want is in the contract. 

Then confirm several times (especially the month of). 

But having your contracts and reviewing them is not all of it, you have to read in between the lines and you have to think about the logistics behind those contracts. 

Logistically speaking, a blank canvas is not always an easy wedding. I love a blank canvas as much as the next planner, but do you know what it takes to fill in the canvas? A great example of a blank canvas several years back was the New Orleans Opera Guild (it's now managed by Pigeon and they'll handle a lot of these logistics). 

It is truly a gorgeous setting and exemplifies the traditional New Orleans uptown historical home! Inside provides all the charm needed for a cocktail hour or dessert break while the outside yard provides the perfect backdrop for your ceremony and reception. But it is a home. And there are a lot of logistics that go into having a wedding at the Opera Guild. Logistics require coordination. What if it rains? Where does the caterer cook? Where will the band go? Are there enough plugs? What about dancing? Where do people park? What is allowed where when decorating? It can be a lot! So you plan....a lot!

For a wedding that will take place in any outdoor setting, I would always plan for rain.

ALWAYS.  

Just do it. Put the tent on hold the minute you book it. 

It's so important to review your contracts and match up what you have or want with what is actually on the contract. If you are not going to review them or you're not able to communicate as much as you'd like with your coordinator, you should definitely expect the unexpected. Not that a missing boutonniere was going to ruin your day, but the escort or father or reader without it may feel a little slighted. We don't want that do we? Do you really want to pull out contracts on your wedding day? Or have your parents do that? You're supposed to be enjoying this day, so hire a planner and make sure he/she has all of your contracts and you've reviewed them multiple times. 

You know that saying, what you don't know can't hurt you? 

Well what you don't know can hurt...and it can cost money.

2. You have to be detailed....very detailed, &
You have to Communicate....a lot 

If you have a vision, you should definitely go for it! If it's an elegant garden wedding with a sit down dinner, cocktail hour and then reception with dancing under the stars, I'm all about making that happen. It's just a matter of pulling it together and making sure everyone else knows what you want. 

Assigning seats? Yes, it is going to take time and being very detailed. This means your guests will need to first tell you if they're coming, and second, what they want to eat. You need to have every person accounted for in your guest list. You have to match every person with a meal and a seat. You need a well-developed floor-plan. Every table will need a number and you need a method to share with your guests where they are sitting - place cards. And then you need to share this information with your caterer.  

How is the caterer going to know where to drop food if all of these details are not worked out? 

Sharing contracts or going through all the checklists or even making checklists, 

won't make a difference if you can't accept that you cannot control everything.  

The most important thing to preventing stress 

(with or without a wedding planner) : 

ACCEPT 

that you CANNOT CONTROL EVERYTHING

3. Stuff happens and either you're going to let it ruin your day or you are going to let it go

Rain....it happens. Reiterating what I said before, if your day has any portion happening outdoors, place a hold on a tent immediately. Seriously. Then as you approach the wedding day it's time to consider the weather more and more. And even if the rain comes and goes during the week or weekend or even day of, there could still remnants left over. 

Unless your dance floor is under a tent, it will get wet if it rains. Is it going to stop you from having your first dance? 

Or maybe you're getting married in a courtyard and you really want the ceremony outside and it's not raining 20 minutes before the ceremony? Been there. Yes, it does rain in courtyards too. This is south Louisiana which means it will be be HUMID after the rain. Sometimes you can even see the steam rise from the ground. Don't be afraid to use your plan B. Head to the ballroom where there are decorations and dry chairs and air conditioning. It will be beautiful and all that matters is you marry the love of your life.  

Okay, so it's not raining on the day of the wedding, but it rained during the week? You've planned out your first look perfectly. It's going to be at this gorgeous plantation with lush grounds and beautiful flowers, what if it rains? Do you really want to walk on the grounds because your heels will sink and your dress could get really dirty. Best to use plan B. 

I understand. You planned this day and have thought about it for a year or more. You picked your venue for a reason. You really want to see the green of the golf course & have the open breeze & dance under the stars. It's gorgeous! But if your decorator & your coordinator are both shivering under the exposed tent, then you may want to start thinking about a way to keep guests warm.  

If you consider several factors, plan B is sometimes best: 

hair & makeup, wedding party, guests & vendors

Buy some Heaters and put the walls on the tent. 

I could go on and on, but I won't bore you or anyone else with that many stories. I'm sure you get the point. 

4. You can let it go - trust me

You've hired vendors and you have reviewed and understood your contracts or better still you have a coordinator who has all of that done, it's time to LET GO. 

Do you know what you see in these last few photos? You see happy couples. You see couples who planned and wanted a certain vision and day, but on that day they had to adjust. They let it go. They allowed me and all of their other vendors to do our job, and they were able to just enjoy every minute of their weddings. Things may not have gone as originally planned, but it didn't stop any of them from enjoying every second of their day. 

It is your day. 

Try to let go of the details. 

Try to smile.

Trust your vendors. You have one chance to enjoy it. Don't pass it up because something changed. 

If you're planning your wedding and would like some help, we'd love to be on your team and make your day all that you want it to be! Give us a call or shoot us an email! We cover everything from Baton Rouge to Grand Isle and can start at the beginning or help at the end or even just a consult in between. It's your day! We are there for you!

New Orleans Second Line

History and Tradition - Having a second line during your wedding wasn't always the "traditional" second line. Don't get me wrong, the Second Line is a New Orleans tradition in every way, shape, and form,  but it hasn't always been associated with weddings.

Long before the second line became a New Orleans wedding tradition, it was associated with funerals. It was a celebration of life at the moment of death. The earliest second lines date back to slavery when african americans brought their funeral traditions here to South Louisiana. The "main line" or "first line" is made up of the family and the brass band while guests and others followed in the "second line." Much like this scene from Treme, you'd see the band and a hearse and mourners making their way to the cemetery while the tunes of a dirge play in the background. The music is slow and reflective of the event like "Closer Walk to Thee." Then later, after the deceased is interred, the procession leaves the cemetery to a more lively and celebratory feel (as seen on Treme - https://youtu.be/xqwtd46qtPU).  The music will pick up to reflect celebrating the deceased life and the band will play songs like "When the Saints Go Marching In."

Just like the people of New Orleans, the second line mixed and mingled with other cultures and traditions and developed into so much more. Eventually it became noted for the New Orleans' famous Social Aid and Pleasure Clubs and Benevolent Societies, which were largely founded as community-based health and funeral insurance co-ops. And then people began to hire second line bands for entertainment as in another scene from Treme. It was so entertaining eventually people wanted it for their weddings, and so became the tradition of the wedding second line.

At a wedding the second line signifies the start of a new beginning of life for the bride and groom. It is truly a celebration! The second line band leads the bridal party and the guests from the church to the reception venue or it may take place at the reception itself. And while your northern guests will probably not know what a second line is or what to do when it starts, they will most definitely remember being a part of one for the rest of their lives!

It is no wonder your guests will love this naturally NOLA tradition, you are literally the main attraction without feeling like you are in the spotlight. At first, they may feel a bit weird or strange, but it is weirdly amazing and crazy awesome! It's a time to relax and be free and listen to the music and dance in the streets with your closest friends and fam and you feel kind of like a rock star! If you're having a destination wedding to New Orleans, it's an absolute must have!

What's that they're carrying? Is that a tissue? And what is with the umbrella? Those date back to the funerals as well. It's hot in New Orleans and the sun is beating down on you. Of course you're going to have an umbrella (or at least that is what common sense tells me and other articles on the internet). It was also a part of fashion at the time to carry an umbrella or "parasol." Today, Second Line Umbrellas reflect the bride and groom's personal style or their favorite school or professional team as they twirl and spin as if to say “laissez les bons temps rouler”! a hankie and start walking and bouncing and twirling and having fun. Today any paper or cloth napkin has been used to wave in the air to allow you to join in and be part of the fun.

The second line is great for transitioning guests to and from the reception site and from the moment it starts it all looks and feels (as it should) like the party has shown up just for you and your guests, however it’s not all hankies, parasols and sweet, sweet dance moves. But, a second line, takes time and planning and even a bit of money. 

Making your Second Line Happen - Are you having a second line? If so, will your DJ play the music as y'all parade around the reception hall or will your band provide a musician or two to guide y'all in the venue or even lead you outside for your exit? How much extra does that cost? Is your second line between the ceremony and reception or is it after the reception or both? Will it be in the street or will it only be on the sidewalks? That's a lot of information and yes you have to know it all when planning for your second line. 

Let's start at the beginning - are you having a second line? If not, no worries, your wedding will still rock. If so, let's keep going :) 

First you will need to think about when and where you will do the second line (and think of a rain plan while you're at it.). Will the second line be inside the reception or outside? If it is outside, will it be in the street or stay on the sidewalks? A second line in the streets of the French Quarter (or really anywhere in the city) requires a permit and a police escort (you really don't want your guests getting hit by any cars).

Check out the City of New Orleans One Stop Permit shop to get the form and instructions on completing it. While they have a lot of improvements regarding the permitting process, the second line permit is still not one you can submit online. You'll have to make your way to the 7th floor of City Hall and talk with Ms. Claire. The parade or second line permit is $50.25 (by cashier check or money order) and you'll also need to eventually pay for a police escort (normally on the day of the event). The city really appreciates it if you schedule this earlier rather than later AND doing so is a huge check off on your to-do list. The cost associated with police escorts varies based on the length of the route and size of party but expect to pay $100.00 per officer (groups over fifty usually require three or more officers).

Okay, are you going to use some of your reception band or will you have a brass band? And even though they may all share the same name "brass band" they can vary greatly between their styles and their prices.  Depending on the length of your parade and the duration of your second line, the cost of a brass band can range from $500-$1,500.00. And, if you want them to play for some of your cocktail hour, you'll have to take that into consideration too.

So you're ready for your second line. Do you have your hankies and umbrellas and other miscellaneous items you might want? These are not necessities but they certainly add to the atmosphere and are a little something your guests can take home with them.

All of these items can be personalized who you are and the wedding date and your colors etc. Really, the sky is the limit. You can have everything personalized with monograms, wedding colors, feathers and glitter. It's just a matter of what is your style and what you want to spend :) 

Prices for all of these personalized items varies greatly based on how many and the details you are adding to them. A second line umbrella can start at $25 and then end up being $400 or more depending on what materials are used and how much time it takes. Of course, you already know this, custom designs will definitely be more expensive. Handkerchiefs run anywhere from $10-$40 a dozen, depending on how they are printed or embroidered and which colors are used. If you don't want to spend the money on an umbrella, gather your ladies for a fun night and buy umbrellas and decorate them! And as for the hankies, go ahead and ask your venue if they have cocktail napkins you can use or buy a cheap package. Nobody will mind....they're in a second line! 

Now you're almost there, but let's not forget about the people who cannot or do not want to go for that nice leisurely stroll through the city. You may want to have some pedicabs on standby at the start just in case they're needed. That way, those guests do not feel left out and can still enjoy the second line by following behind in the pedicab. 

And so you're set. It's really not that bad, but if you need some help or want someone else to do it for you, It's Your Time Events is offering to do the permitting process for you - $300. This includes our time, planning the route with you, and the permit. Police escorts will be done separate as they are paid separately. Give us a call or shoot us an email and we're happy to work with you on this! No stressing! It's your wedding remember :) 

And PS - your dog can come on the second line too! Check out K9 Second Line! They're great!

Wedding Planning: Setting the Budget

Wait a minute, you're looking at venues you can't afford huh? I know it's hard but you have to stick to a budget...you have to know what you can and cannot afford.

We have hit on this before, but since we're slowly moving through the planning process, I figured we should hit on it again and update a bit. You've got your preferred choices for a venue, but do they fit into the budget? Hmmm....tough question.

NOBODY and I do mean nobody likes talking about the budget...not even your parents. Setting the budget, while not the fun part of planning a wedding, does not have to be painful. Setting the budget determines many of the questions addressed in the next blog post (Planning your event). And while you you may think with your budget, you cannot afford an event planner, an event planner can help you stay on that budget and achieve your goals. Having your budget in place can help the rest of the process be more efficient and go much smoother.

Here are some key concepts:

• Is there a set limit? Yes, there is most definitely a limit. Everyone has one, that number....you know...where they freak out. I'm pretty sure your fiance has one and even your parents or grandparents. It's important to know what it is so you can keep things in perspective and work within that number (you don't want your heart set on one thing only to have someone say (whether it's your parents or your fiance) you cannot do it because you've hit their number).
• Know, up front, who is paying for what items. For corporate events it's much clearer as to who is paying. Just make sure your contracts reflect
• Traditionally in a wedding the bride's side pays for the following: 
• church costs, 
• reception/venue, 
• transportation, and 
• wedding dress.
• Traditionally the groom's side pays for the following: 
• honeymoon, 
• liquor, 
• marriage license, 
• officiant fee/gratuity, and 
• rehearsal dinner. 

You can always go completely non traditional because of course it is your day, but whatever way you go, KNOW what is included in the budget and what is not included in the budget and if you really want something make it a priority or make sure you can help pay for it (if someone else is paying).

• Know your priorities. If your venue is number one keep that in mind. What is the overall budget and how many items need to be included? Define what you want. What is most important to you for this event? Set those as your highest priorities. Then set percentages to represent them. Finally divide your budget to represent those percentages. If you do not have enough, think about what you do not need. For example, there are four key areas: venue, decor, entertainment and catering. Rank them. Now, for number one decide how much of your budget you will need for it. Once you've determined your first priority and what you can and/or want to spend, you can continue moving through your list. If your venue is most important, is it really a deal breaker to have chicken instead of steak for catering? Knowing your priorities and how much you can spend on each one will help when it's time for vendors to submit proposals. You don't want to try on a dress or see event decor if you cannot afford it. 

I know, you're probably thinking "OMG, I have to do all kinds of math with that?!?!?" But really it's okay. Use a spreadsheet :)

Once you know what you do want, a very easy way to manage your budget and break it down is a budget calculator. A budget calculator will provide appropriate expenses for each portion of the wedding...from venue and catering to attire and clothing. You can find many budget calculators online (just Google it). Here is a sample one I've drawn up for my wedding clients that calculates as we go.

You'll want that bottom line number then you can pretty much expect the following:

• Reception: 48%-50% 
• Attire: 8%-10% 
• Flowers: 8%-10% 
• Entertainment/Music: 8%-10% 
• Photography: at least 10% of your budget (if you can hit it, at least $4,000) 
• Videography: 5% (I'm a tad bit biased, but I consider video a necessity) 
• Stationery: 2%-3% 
• Wedding Rings: 2%-3% 
• Parking/Transportation: 2%-3% 
• Gifts: 2%-3% 
• Miscellaneous: 5% 
• To avoid stress, allot about 5% of your budget for a "just-in-case" fund. 

Recognize that you will probably splurge on something so keep this in mind. Factor it into your budget. Make sure to put a little bit extra into the areas where you think it's possible you might splurge: like, a special type of flowers or a specific band you want.

So, just as an example, a $50,000 budget broken down might look something like the following: All-inclusive venue, multi-course cocktail-reception, a live band, full bar.

• Venue (all-inclusive): $25,000 
• Catering (included above) 
• Rentals (included above) 
• Dessert (included above) 
• Alcohol & beverages: $3150 
• Pro-videographer: $2500 
• Pro-photographer: $4000 
• Band: $5400 
• Wedding planning: $4000 
• Website & invites: $1025 
• Flowers: $2225 
• Other: $2000 
• Pro hair and makeup for bride, bridesmaids, moms: $500 

Once you've locked down a reasonable budget, take a deep breath and remember to HAVE FUN!!!

If you have any questions or need some help developing your budget, give us a call or shoot us an email. We love working with people, even in the smallest of ways (Budget sessions start at $250 for 2hrs and all worksheets are available for purchase of $5 each).

It's Your Time Events, New Orleans Wedding Planning Design

www.itsyourtimeevents.com

504.975.3375

erin@itsyourtimeevents.com

Wedding Venues & Site Visits - questions you should ask

So you've got a budget and you've set priorities and you have a list of venues with availability and costs and you've seen what you can possibly and realistically choose for your venue. All that’s left now is to just show up, look around, and make your deposit, right? Hmmm...Not quite.

I highly recommend if you want to make the best possible decision (a well informed decision), you’ll probably want to do a formal, pre-scheduled venue site visit. (Or, if you really can’t because you live in Never-Neverland, at least a question-filled phone call.)

But wait—what the hell is a wedding site visit? A site visit is a brief walk-through of a potential venue, usually with a representative or sales person associated with that venue. The site visit allows you to actually see the space itself, ask more detailed questions, and frankly, make sure that what you’ve seen and read online is for reals. Remember how we warned you about venues talking "up" how many people they can hold in the room, we meant it....it's real. So go see it in person. Please.

When I go on site visits, I like to take pictures and get measurements and work up layouts for my clients. This ensures we can both visualize the event actually happening in this space laid out they way my client wants. Photos and site visits allow me to compare and contrast the different venues and allows me to remember details :)

Remember how it was kind of overwhelming at first when you had tons of places to research and create that spreadsheet? Do you really want to visit ten different venues? I'm pretty sure it only creates more of that overwhelming feeling. I recommend choosing your top 3-5 and scheduling visits with them. Worst case, you may need to do some more, but usually you have some favorites and it’s best to start with them. And please, just like your dress and like we mentioned in a previous post, do NOT look at venues out of your budget...it only creates heartache.

I will admit, some people cannot do site visits (despite my protestations). IF that is the case, I recommend researching on wedding websites like New Orleans Bride or New Orleans Weddings and The Knot and Wedding Wire. You can also ask the venue for references of past couples so you can talk to real couples that used the space. Then, trust your gut. If you're not quite feeling it...don't do it. Or get your wedding coordinator to go on the visit and take the pictures for you.

But let’s assume you have the time, you’ve narrowed it down to your top choices, and now you’re ready for the actual visit. Here is a checklist of wedding site visit questions you should be armed with at each venue:

1. HOW MANY HOURS ARE INCLUDED IN THE RENTAL? The average hours needed are two hours for load-in, and one hour for load-out. Make sure that the remaining hours are enough for your event, and if not, find out how much it will cost to add hours (if the venue offers that option). The average venue rental is eight hours (three hours for load-in/load-out and five for the event).

Side note: Assume that people will arrive for the ceremony thirty minutes prior to the invite time (the time listed on your invitation). Therefore, load-in needs to be complete two hours before guest arrival, not the invite time.

2. IS A CEREMONY REHEARSAL INCLUDED? If so, how long is the rehearsal, when does it usually take place, and how far in advance can you book the time?

3. WALK THROUGH AN ACTUAL EVENT. WHERE ARE YOU ENTERING? WHERE ARE GUESTS ENTERING? IS THERE A COAT CHECK? If your wedding is during a cold or rainy season, do they have a built in area for a coat-check or do they provide coat racks? Also consider where guests enter—some venues have multiple entrances and you may prefer one over the other. Some venues might also have security concerns (ask about whether a security guard is required, recommended, and included in the rental fee). This is also where you want to consider accessibility issues—if you have older guests or guests with disabilities, will they have any trouble entering and maneuvering around the facility? Is there an alternate entrance for those guests, if necessary?

4. WHAT SORT OF LIGHTING IS INCLUDED IN THE VENUE? I would highly recommend asking your photographer for his/her input on this tid bit of information. Can they take great photos in your favorite venue? Is it dimmable? (Very important! Romantic and dim lighting: GOOD. Fluorescent, corporate lighting: BAD.) Lighting is often forgotten since most site visits are during the day, but many events are in the evening.

5. WHERE ARE RESTROOMS LOCATED? Are they easily accessible or do guests need to use stairs or an elevator to reach them? Are they wheelchair-accessible?

6. WHERE DOES THE CATERER SET-UP? Some non-traditional venues which have been turned into wedding venues don’t have a catering kitchen. Make sure you’re okay with the location, set-up, and logistics.

7. ARE THERE ALCOHOL RESTRICTIONS? Some venues don’t allow red wine or dark liquor. Others require special permits (that sometimes will be provided by the caterer—so ask who normally provides them). Still others will allow you to provide your own alcohol as long as it’s served by the caterer, while others won’t allow it at all.

8. ARE THERE DECOR RESTRICTIONS? Lots of venues don’t allow confetti or other small items to be thrown. Others have open flame and candle restrictions, as well as sparkler restrictions. If these things matter to you (you were dying to do that sparkler exit) best to know now and let that inform your final decision.

9. ARE THERE VOLUME RESTRICTIONS? Some venues (and areas of New Orleans), have restrictions on what can and can’t be played at certain hours and in certain spaces. It’s a bummer if you have the space until 11pm but your party has to end at 10pm since that’s when the DJ needs to stop playing.

10. DOES THE VENUE EVER DO MORE THAN ONE EVENT ON THE SAME DAY? If the venue is large and has multiple spaces, or if it’s a non-traditional space such as a theatre, it’s important to know what else, if anything, will be going on in the venue. How will guests know where to go and how will the venue keep others out of your space? Will you get the attention you need from the venue staff?

11. DOES THE VENUE PROVIDE ANY EQUIPMENT? Sometimes venues have tables and chairs available to clients, or A/V and lighting equipment. Be sure you SEE the chairs (some of them are hideous… just saying), and ask the venue if they have an equipment inventory list that they can share or email.

12. ASK IF THEY HAVE A LIST OF NEARBY HOTELS THAT THEY RECOMMEND. This can help you make those transportation decisions later on, as well as start researching group rates at nearby hotels.

13. SEE IF YOU CAN GET A SAMPLE CONTRACT AND BE SURE IT INCLUDES THEIR CANCELLATION POLICY. It’s not fun to think about, but wedding cancellations can and do happen. Make sure the contract is clear on that issue and that you’re comfortable with their language.

14. DO THEY HAVE PARKING? In New Orleans parking is a hot commodity. Is your guest list an "older" crowd that will need to be able to park close? Will security be on hand to monitor parking if it is provided?

15. DO THEY HAVE A LIST OF PREFERRED VENDORS? You do not have to work with those vendors, but knowing they have worked with your venue before does provide some kind of comfort so you may want to check them out.

While you're there, keep your list of priorities in your head. What were those initial questions you asked about size and location and transportation and decor. Those questions will keep you focused on what you really want and whether the venue truly meets your needs. You may feel silly asking those questions again, but asking them ensures you find the best venue for your event. Believe me, it will be worth it in the end :)

If you have any questions or need some help choosing your venue, give us a call or shoot us an email. We love checking out both local and unique venues in the New Orleans and Southeast Louisiana area.

It's Your Time Events, New Orleans Wedding Planning & Design

www.itsyourtimeevents.com

504.975.3375

erin@itsyourtimeevents.com

Wedding Venues: Choosing your Venue

New Orleans has over the years been labeled a top destination wedding location. It's probably because of our great food and sweet southern charm and fun atmosphere. But, because we are a hot place to get married ("hot" as in top or popular or favorite), it is really important to figure out your venue wants and needs early and to book as soon as you can. You should reserve your venue at least 16-9 months before your big day.

Choosing a wedding venue is a big deal. It’s expensive (yes, you will need to pull out a budget and set priorities and stick to them. You do not want to sign a contract with an expensive venue, only to realize down the road you have no money left for that open bar or DJ you really wanted).

In a city like New Orleans, it's easy to get overwhelmed by your choices and booking a venue. I have a few tips—and a LOT of important questions to ask—that will help you figure out how to choose a wedding venue that is the best fit for you. Some of it will be very black and white, some not so much. But at some point, you will have to make a decision.

So, how do you choose a venue in a city like New Orleans filled with so many venue choices, and not so much time?

Try a spreadsheet. It creates some of the black and white. It's a place to track all of your research on wedding venue ideas, so that you can organize it and then review it without losing your mind.

In your spreadsheet for wedding venue research you'll want to include the following columns:

• Name of Venue 
• Location 
• Capacity: Make sure the capacity fits your event. If you are doing a cocktail party rather than a sit-down meal, the space can likely fit more people. 
• Availability: Include several dates you may want. 
• Type: Such as hotel, outdoor, historical, restaurant. 
• Layout: Note if it has space for all aspects of your wedding (ceremony, cocktails, reception). Sometimes this isn’t clear till a site visit. 
• Rates: Enter the rough info available online. In a later column as you narrow things down, I recommend you create a “My Cost” line (see below). 
• Website: You can easily go back and remind yourself with photos on the venue’s site. 
• Restrictions: Does the website list any major restrictions, such as a definite end time, that would affect your decision? 
• Parking/Transportation: Make any notes regarding free parking, public transit access, or other transportation considerations. 
• Facility Extras: List here any items included with the venue: A/V equipment, chairs, tables, linens, etc. 
• Caterer: See if they have restrictions on catering, such as an in-house caterer or a preferred list of caterers you are required to work with.

COST: Once you’ve done your initial online research and have a healthy list of places you’re interested in, I recommend going back to the venues you like the most and giving yourself a VERY rough sense of what this venue will cost you. Things to consider: what it will cost for your size and timing of the event (for example, will you need to pay for an extra hour?); what extras are included (chairs and tables means cheaper rental costs down the line, free parking means no transportation needed)? Is catering included or is there a minimum amount you HAVE TO spend on catering?

You probably want to create a LIST of factors all in one place—you don’t need to necessarily know the monetary value (yet). For now, a list will let you do a quick rundown and remember “Hey, this cheap venue is awesome but I need to provide transportation, all rentals, and use a restricted expensive caterer, while this other more expensive venue has a lot of items included—hence, the costs probably balance out.”

Ask yourself some key questions as you do your research and fill out this spreadsheet.

1. Can I afford this venue? (NOBODY, and I do mean nobody really likes to discuss the budget, but it's an absolute must.) Don’t torture yourself and keep a $12,000 venue on your list when you can really only afford $4,000. It’s just going to break your soul and waste your time.

2. Is this venue available on the date (or month, or time of year) that I want? Some venues have online calendars, others you can email for rough availability. And I always recommend double-checking their availability at the site visit.

3. Does this venue’s capacity fit my estimated guest list? Like, really? Sometimes venues stretch what’s possible in order to make themselves more attractive to all couples. One way to discreetly figure this out is to ask at the site visit: “What number of guests is most successful in this space?” Just because you can fit 150 people into a room, doesn’t mean you should.

4. Does this venue’s layout/available space fit my needs? For example, if you’re doing ceremony, cocktails, and reception all in one venue, does it have three separate spaces for all of those events? If not, do they recommend a “flip?” The typical “flip” is changing the ceremony space into the reception space during cocktail hour, when guests are in another area. Flips are a great way to make a venue work for you. However, make sure they are done at the venue often, and ask how they are done: where are the reception tables and decor stored? Will it require renting pipe and drape (a faux fabric wall to hide these items from guests)? Does it require a space that is weather dependent (such as an outdoor space)? This is where you can recognize potential hidden costs and hidden issues. It’s also important to talk through the flow of the ceremony if you’re having one there. Where is the couple kept prior to processional? Are there multiple places if they don’t want to see each other beforehand? Where do people process from? Is there a typical ceremony layout or “altar?”

5. Consider location. Are you okay with needing to provide transportation for guests from a hotel to your remote venue? Does the centrally located venue allow for guests to get themselves there via walking or public transportation? If everyone is driving, is there ample parking (paid or unpaid)? Again, transportation can be a fairly big line item on your budget if you’re bussing or shuttling people to and fro.

6. Does this venue have any catering restrictions? Sometimes a venue makes you use one exclusive caterer (who is usually really expensive—and therefore means this venue pushes your budget too far). Other times you were dreaming of having your favorite Mexican restaurant cater your wedding, but this venue won’t allow non-traditional caterers—or they will, but at an additional cost.

7. And finally, does this venue reflect the vision of your day (formal vs informal, boho vs classic and elegant)? This is a hard one to nail down, as it’s usually a gut feeling and completely depends on the type of wedding you’re hoping to have. If you’re looking for a casual BBQ wedding, a historic, marble-laden hall isn’t the best fit. Or a black tie barn wedding might not make those guests in stilettos and gowns very happy. I do recommend you stay open to possibilities until you do a site visit. I’ve had lots of clients think they want one thing, only to visit a venue and then switch gears altogether. This is also where you should consider decor. Is the venue naturally beautiful and impressive, so it doesn’t require additional lighting or pizzazz? Or is it a blank slate that will need uplighting to warm it up, and additional decor? Take a close look at those marketing photos the venue shows you online—often they have a TON of uplighting and draping to decorate the space. Make sure you’ve either made room in your budget for that, or that you prefer the space as-is.

Now that you’ve done your preliminary research and completed your spreadsheet, you’re all ready to narrow your options and do some site visits!

Yes, you have to do a site visit before making the decision (and the only way I wouldn't want you to do it, is if you life in Never-Neverland and can't make it).

If you want some help going on your site visits, give us a call! We're happy to attend and do individual planning sessions with you!

It's Your Time Events, New Orleans Wedding Planning & Design

www.itsyourtimeevents.com

504.975.3375

erin@itsyourtimeevents.com

The dreaded....or maybe not so dreaded anymore....tent

Is it going to rain on your day? It may, but it doesn't have to be the end of your day and having a tent is no longer as bad as it used to be.  Tents used to be a single pole or draping that just wasn't appealing, but today's tent technology is so much more than that! 

Today, tents don't have to shut the outdoors out; they can enhance it. Today, tents don't have to be one room; they can be many. Today tents don't have to be shut off from buildings; they can expand the areas you want to use. 

Tents are made of pliable and soft material which means you can add inset windows and interior wall panels so it can look almost like a solid building. A tent has a framework and a center pole or more. The advantage of working with a tent is that the ceiling is much higher.  The high ceiling of a tent gives you the option of swagging it with fabric or hanging chandeliers or bringing the outdoors into the tent (like below).

Of course, if you choose not to decorate the tent's interior, ask your rental company to wrap the metal tent poles in plastic or fabric, which enhances the look of the space inexpensively.

You might create an separate room or space to showcase your bridal portrait or wedding cake at the entrance to your main tent. Or like Emily and Ron, use a tent to set the stage for the rest of the event. Use it to create a grand entrance filled with light and photographs to welcome your guests. 

You can use a tent to create your own lounge or cigar bar, filled with sofas and chairs, to your reception. A smaller tent may also be used to house portable toilets to make them more attractive.

If the ground beneath your tented area is uneven or wet, consider laying a subfloor that can then be covered with wall-to-wall carpeting, turf carpeting, sisal, or parquet. If wetness may be a problem but you do not wish to incur the expense of installing a subfloor, your rental company can cover the ground with heavy plastic and lay carpeting on top of that.

Here in South Louisiana, you can find tents many places, but here are a few:

• Southern Hospitality Event Rentals
• The Tent Man Party Rentals and Events
• Tiger Canopy
• Event Rentals

Honoring missing loved ones at weddings and events

I honestly couldn't believe it when my client emailed me asking for help on this particular subject. I couldn't believe it and I was truly devastated for her. All too recently her daughter had passed. Her question to me, "What should I do...is there anything you can recommend to help us get through this?"

We never expect it, especially something like this. I was truly heart broken for her. I wanted to be there for her, to do whatever I could for her. The first question she and her fiance needed to answer was if they wanted to move forward with their wedding. Is she going to be able to truly enjoy it? Inevitably it is going to be a truly bittersweet event because that person is missing. But she had to answer the question, does she want to go forward. 

They decided yes, they are going forward. They discussed it among themselves (bride and groom) and then with friends and family. So we move forward. The next question is do you want to do anything to memorialize the missing person at the wedding? 

There are a lot of options to remember loved ones at weddings and other events. 

• If your loved one was going to stand in the wedding, you can have flowers resting on a chair for him/her. 
• You can have his/her picture at the wedding with flowers or a candle. When you walk up the aisle, you can light the candle before the ceremony starts. 
• Or, when my father in law died a month before my wedding, we decided we just wanted a memorial setting at the reception. We had two candles, one for my father and one for my father in law. My mother in law did not want pictures or too much because she didn't want to be sad or for Marc (my husband) to be sad. We knew what the candles were for, and it was enough for us. We also had our officiant say a quick prayer to acknowledge those lost in our lives, especially my father in law. 
• Or you can do a table with pictures of happier times of not just your lost loved one but of yourself with others who are both there and those not there. And maybe add a candle. 

• Another option is for you to carry a photocharm on your bouquet (see attachment). Jewel Kade  makes the charms and they come out very nice. Once the charm is ready, we'd give it to the florist to tie onto the bouquet. Then after the wedding, you have a charm to hold onto and wear on necklaces for the rest of your life of a pic of you and your loved one. 

• Or make it special to you: loved one's initials hung from a bouquet, a tiny photo of him/her in your pocket, a seat at the ceremony with his/her name (and add a rose if you want) or have the band play a song dedicated to him/her that he/she used to play on an instrument or loved to sing. Or you can wear a piece of clothing or jewelry that is personal to you and that person.

The point is to make it special to you or make it as elaborate and as personal as you want. It's your day. It's what you want. If it's going to make you sad though, keep that in mind....we don't want you sad on your wedding day :)

To Look or Not to Look, that is the Question: First Looks

You've heard it before, the Groom is not supposed to see the Bride before the wedding. It's bad luck. It's a tradition. You can't do it. And while there is plenty to do to keep the bride and groom in their separate corners on the morning of the wedding, many couples feel this is an outdated tradition (including me). Honestly, my husband and I not only saw each other that morning, we ate breakfast together with some of our guests and we had a few moments alone exchanging gifts and it was absolutely perfect. There was no pressure or work to keep us hidden. We did exactly what we wanted. And so should you.

The superstition/tradition originated from a time when most marriages were arranged and grooms didn't know who he was marrying (I can't imagine this). Back then, there was a possibility he might take one look at her and run...deciding not to proceed with the marriage. So the parents took charge and said the first time he should see her is at the altar, thus placing more pressure on him to marry her (isn't there already enough pressure?).

Now-a-days many people agree this is an outdated tradition. Many people participate in the "First Look" and it has become a very special moment on a very busy day - the Wedding Day. The First Look is often coordinated with the photographer to find a somewhat secluded, intimate or private space where the couple can meet and see each other before the wedding ceremony. You'll see many pictures of the groom facing one way as his bride approaches from behind to greet him. Once they meet, they can share a moment in peace that can be beautifully captured by photo and film - First Look by Studio Vieux Carre. 

As a bride, this moment provided a chance to see my groom and look him in the eyes before all the crazy started. It allowed us to relax just a bit more. As a bride, it allowed me to take a quiet moment with my soon-to-be husband and just take in the moment. There was no rush to get pictures done between the ceremony and reception. There were no people wanting hugs or wanting to talk. It was just the two of us looking into each other eyes and taking in the moment. 

As a coordinator, this eases tension because the bride and groom are dressed, ready and in the same place well before the actual wedding; therefore they're less likely to have logistical issues arriving to the ceremony on time. 

By no means am I trying to convince any couple to do something they don’t feel comfortable with. If you're a traditional couple, go for it and wait until the ceremony? As I've said it before, it is YOUR day, so remember it the way you want.

As for me, I did it my way. I didn't care about tradition. I ate breakfast with my soon-to-be husband and enjoyed a moment or two with him again before the ceremony. I loved every minute of it. 

If you choose to do the first look, it's important to coordinate this with all vendors and parties involved - coordinator, photographer, and videographer. Do you want your parents or his parents to see? Mine watched from an area which allowed us our moment but still allowed them to take part in it from a distance.