Venue Coordinator vs. Wedding Planner

by Diana Warner | Nov 26, 2018 | Wedding Planning Tips

So I have had many a chats with couples at places like a We Thee Wed wedding show, and they dismiss my services because they already have a venue coordinator at their venue. Now when I hear this two things happen. One, I kindly respond with my prepared speech what makes a wedding planner different. Something that I have told couples over and over again, which is basically this blog. Two, I secretly scream out in my head in frustration because both of our jobs are being sold as the same, be it by the venue coordinator themselves or someone else, and **spoiler alert** – THEY’RE NOT!

Now I must preface this blog with one thing…..I LOVE VENUE COORDINATORS!! They are amazing at what they do, they know their venue inside and out, they are a HUGE help to my couples and even to me. This blog is NOT to bash on what they do, but instead to share the differences between them and myself, a wedding planner.

So to keep it simple, let’s look at the key differences:

The Venue

Venue Coordinators are brought on with the renting of a venue. They are there for everything that specifically deals with the venue. The venue and it’s staff takes precedence. If they have tables, chairs, linens, tableware, etc. they will handle all of the above. If they handle the catering, they will focus on the kitchen staff as well.

Wedding Planners are brought on by a couple to help with their wedding no matter the venue. They are there for everything that deals with the couple. They will handle the items that your other wedding professionals were not hired for and even some that they were hired for. Their first priority is the couple.

Your Hired Wedding Professionals

Venue Coordinators can sometimes provide you with a list of preferred vendors for their venue and some may ask for a final list of your vendors before your wedding.

Wedding planners will provide a list of wedding professionals based on those they know will do a good job, are within your budget or align with your style. They will coordinate the arrival time and setup of all vendors before the wedding. Wedding planners review contracts to make sure everyone is protected. They will manage the wedding professionals making sure things are on time and that they have everything they need to get their job done and done well.

Your Timeline

Blask Photography

In general venue coordinators will ask what your timeline is with your DJ for the time you are at their venue and then they will make sure that correlates with what they need for their staffing.

Wedding planners will create a detailed timeline for you. They will work with your wants and needs and also the wedding professionals you hired to create a timeline for your ENTIRE day. From the moment you wake up, to lunch, to the ceremony time, to the first dance song to the grand exit, EVERYTHING will be timed out by your wedding planner. They also help keep everyone running on time throughout the entire day as well.

Availability

A venue coordinator works during the venues business hours and is split between every couple that is utilizing their venue. Let’s say they are booked for 40 weekends out of the year and only two days a weekend. That means 80 couples. If they have multiple rooms available to rent, like a hotel or banquet center, double that number. This doesn’t include luncheons or events that happen during the week.

A wedding planner does have business hours and most work within those business hours. But lets get real here, I don’t stick to my business hours. My couples work day jobs and generally do wedding planning after work. I do my best work after my child is in bed. So yes, I have business hours, and sometimes I enforce them for my sanity, but in general I am ALWAYS available. Depending on your wedding planner they will have a set number of couples they work with. The average I see is between 20-30 weddings A YEAR. Larger companies take on more, but me personally I take on between 6-12 weddings A YEAR. This means you get so much more personal attention from a wedding planner because they have the time to give it to you.

Look, is having a venue coordinator awesome? Yes! But please don’t dismiss having a wedding planner too. Both do entirely different jobs. Both have a place, working hand-in-hand together, in your wedding day.

Laura Dempsy Photography

P.S. A venue coordinator will also not have an emergency kit available to you, go dress shopping with you, fix a shoe, put on boutonnieres, sew a dress, get the right cake to your venue when the baker sends a horrible one, get flowers removed that don’t belong, find you an embroidery shop that can make a gift the night before the wedding….just to name a few things I have personally done. 😉

Wedding Planning Tips – Minimizing Headaches with your RSVP’s

by Diana Warner | Jul 25, 2018 | Etiquette, Wedding Planning Tips

Something I have seen time and time again on local boards for wedding planning are questions about RSVP’s. Now I’ve already written a blog about invitation etiquette, and I lightly touched on RSVP’s, so if you just want an overview you can skip to that blog now. Within this one I am going to go into much more detail on just your RSVP card and the process of collecting that information.

RSVP Card Basics

Let’s start with the basics of your RSVP card by taking about the type of card. Yes there are types, as in a postcard, online or one you put in an envelope.

Online

PROS: Very easy and quick for people to do, and generally leads to more RSVP’s actually coming in.
CONS: Not everyone is technologically savvy and it can turn them off.

Postcards

PROS: Cheaper for return mail as you can get postcard stamps.
CONS: Rarely, but can get damaged more without an envelope to protect it.

Enveloped

PROS: Traditional and what people expect.
CONS: Postage can add up.

In the end I recommend at least doing one paper form of RSVP as well as offering an online one if you can. The reason I do not say to only offer online, is because you still have people that are not capable of doing it. Be kind and just send them a paper one too. Also, don’t forget that you still need to put a stamp on it. You ALWAYS put a stamp on the RSVP card. Otherwise, you are making it hard on your guests and you will have so many more that do not RSVP that you will have to reach out to (more on that later). The bonus my clients have with me is my online planning portal. My clients can send for a online RSVP request and then it automatically updates their guest list and seating chart. Boo-yah. Talk about efficiency and organization.

What should I put on the card?

Now let’s look at what should be put on your RSVP cards. The very top should have something written about the RSVP due date.

This date is EXTREMELY important. I always recommend to my clients that they set the date to be one week before final numbers are due. Traditionally they need numbers about 1-2 weeks before the event, so set your RSVP to three weeks before. WHY? So now you have a week to reach out to everyone who has not RSVP’d yet. And there will be MANY unfortunately, as that seems to be the norm now.

And YES you need to reach out to every single one who has not RSVP’d by the deadline. You do not want to have to guess and provide more seats and food “just in case”. Call them, text them, email them…..whatever you normally do to communicate with these people. And if they don’t get back to you, set another deadline. “If I don’t hear back from you by Friday, I will mark you down as not attending.” I am more than willing to help make phone calls to guests for my couples because getting a call from a wedding planner is different than from a friend. I always get the answer I need very quickly because of my position in the entire event.

What is that weird “M” line for?

The next line seems illusive to some people.

That line is for people to fill in their names aka “Mr John & Wilma Smith”. Now, traditionally it is for the guest to fill in, so you leave it blank but there is two things I will say here.

One, if you want to write in your guests names then do it. Tradition has flown so far out the window on things, that it really doesn’t matter anymore.

Two, if you do not write in their names you need to number your RSVP cards. For some reason there are people cannot grasp the concept of putting their names on things and send it back blank. Then instead of not knowing who it belongs to, you can look at the number and compare it to your guest list. I recommend either hiding the number in a dark spot on your card or buying UV pens and a blacklight flashlight. It just makes it look better to not see a hand written number on your card. If you can’t do either of the above, just number the cards and Miss Manners will look the other way, I promise.

The most important part of your RSVP card

Next on the card there is some version of the actual RSVP and an added line I ALWAYS recommend adding.

First for the actual RSVP it can be done very simply, or creatively, as long as both you and the guest understand which is a “yes” and which is a “no”. The added line is something like the following, “___ of ___ guests will be attending” or “___ seats have been reserved in your honor”. The point of this added line is to stop people from thinking they can just bring whoever they want. You have a set amount of people for that RSVP, AND YOU MUST FILL IN THE NUMBER OR ELSE IT IS TOTALLY POINTLESS. Now it doesn’t happen often, but every once in a while you get rude and inconsiderate person who crosses off the number and adds in their own. No, you cannot uninvite them as much as you and I wish you could. You do need to contact them and let them know that they will not be getting three seats instead of two. Then they have the choice of declining now or not. Stick to your guns and always blame the venue size for legal reasons that you can only have so many guests.

Don’t forget the food!

Lastly, if you are doing family style or buffet, then your card is done. But if you have meal choices for your guests to pick, then you also need to include that on your card.

Pretty simply leave a line with your meal options and the phrase “Please Initial Your Meal Choice Below”. Now sometimes you will get people putting in numbers or an “X” instead of initials. You can call those people and get a definitive answer if you want. Or you can keep in mind that they are family and if one ordered fish and the other beef, they can switch plates if they get the wrong one.

In the end, contacting them with your questions is best

You can follow all of the above and you will still end up with questions unanswered when you get your cards back. If you need more information or someone has not RSVP’d yet, CONTACT THEM ASAP. Don’t leave anything to chance. The goal in this is to do everything you can to make RSVP-ing easy for your guest and yourself and in the end have the least amount of headaches possible.

As a bonus, some people like to add fun things to their RSVP cards, like song requests. That is absolutely something you can add to your RSVP card at the bottom. And if someone requests the Macarena, kindly forget to put that on your DJs list for me. Thanks.

Heather & Brandon

by Diana Warner | Mar 16, 2018 | Real Couples

Steele Mansion

Photos by: Johnny Joo

So many words to say about this wedding, yet so little time to put it into words. Heather & Brandon were the lucky couple to be my last of the wedding season for 2017. I was so lucky to go out on such a high note.

When I met Heather it was just a little over a year from her wedding day at the venue she had booked for her wedding. We were talking about her plans and I shared that I had a wedding coming up on October 13th, 2016. Ironically her wedding date was October 13th, 2017. It seems to be my lucky day even though this year it landed on a Friday as well. Two weddings exactly one year apart in the exact same venue. It was fate.

We had such a wonderful consultation and just clicked. I knew this was going to be a dream wedding to help design and plan, and that it was. Heather had three things in her head that she wanted for her wedding. The first was sunflowers, the second was Beauty and the Beast and the third was touches of Friday the 13th (the day not the movie). I scoured the internet and Pinterest (yes, even as a professional I use Pinterest) for inspiration to go with my ideas. With my good friend Julie Elizabeth, I presented to Heather, Brandon and her mother our vision for the day.

It started with the sunflower and fall leaves for the ceremony. Her beautiful bouquets and leaves to be thrown by her adorable flower girls set the scene. It went so well with the pumpkins on the front steps. We added some small touches of luck with signs and pennies on every guests chair. “See a penny, pick it up, and all the day you’ll have good luck.”

After the ceremony the guests were invited inside to a Beauty and the Beast themed reception. Centerpieces were designed to reflect the main charachters. Hand beaded napkin rings to be able to fold them like the dancing ones in the dinner scene. Red floating roses and a gorgeous cake topper to match. To push it home Heather had some amazing signs created that really reflected the entire look and feel of the wedding.

The evening was filled with laughter, dancing and fun filled photos from Magnet Me Now. When the end was near I know I was filled with mixed emotions myself. The wedding being over, my season being complete, is always bittersweet. Yet this amazing couple being so happy, being able to enjoy their day with their friends and family, still brings a smile to my face.

This even would not have been possible without the amazing work of the following vendors:

Photography: Johnny Joo

Venue: Steele Mansion

Hair: Katie Oskowski

Make-up: Lindsay London

Entertainment: Tommy Kozlovich

Photobooth: Magnet Me Now

Stationary: Megan Gesing & It’s All Personal

Wedding Signs: Lola’s Design Loft

What to Pack in Your Emergency Kit

by Diana Warner | Jan 12, 2018 | Wedding Planning Tips

Wedding planning entails a lot of pieces and parts that are put together over a course of time. Things that are discussed in length before making a decision on. Things that are thought about over and over again. Here’s something that tends to fall to the wayside: the pieces and parts that are specifically needed on the day. I’m not talking about your flowers, or dessert or even your transportation. (Though sometimes that is overlooked as well.) No, I’m talking about the small things that couples will want to have on the big day, but won’t unless they pack an emergency kit. It doesn’t have to be very big, especially if you have hired me as your wedding planner. I bring my own very large rolling suitcase turned emergency kit. Within it I hold some tricks up my sleeve to help in all those moments of crisis. For instance, I have white chalk to remove stains from wedding dresses. Pluck that nugget if you will.

So here is a small list of items that I recommend couples pack in their emergency kit for their wedding day.

Gum/breath mints
Clear nail polish- for runners and touch ups
Chapstick
Bobby pins
Safety pins
Small first aid kit- bandaids at a minimum
Nail file
Tissues
Q-tips- great for cleaning and mascara runs
Hairspray
Lotion
Deodorant
Hand sanitizer
Fashion tape
Tylenol/Advil/etc.
Dental floss
Granola bars (or protein filled snacks)
Water, water and more water
Suntan lotion (if outdoors)
Bug spray (if outdoors)
Mini bottle of favorite liquor – you know you want to.

Lauren & Adam

by Diana Warner | Dec 6, 2017 | Real Couples

Cleveland Botanical Gardens and Manakiki Golf Course

Photos by: Laura Dempsy

When I first met with Lauren she said that she didn’t think she needed a wedding planner for the day. Then about 3 months before the wedding we were talking again and Lauren, her fiance and her family were starting to feel the stress of the little things all coming together. That’s where I came in. I was able to sit down with her and go through everything together, and really she had it all there it just needed to be organized. Then of course there were the few things she hadn’t even thought about, but hey, that’s what she hired a wedding planner for! On the day itself everything ran smoothly and was just exactly how they wanted it to all be.

Lauren looked stunning in her dress. It was just the right amount of bridal, so that it was a perfect wedding dress for her. Just look at how happy she was when she was smiling at her Father walking her down the aisle at the beautiful Cleveland Botanical Gardens.

Their reception was set at the Hanna Mansion on Manakiki Golf Course with touches of an art deco Gatsby theme. Gold sequin runners, candleabras and feathers all pieced together with great food, dancing and donuts. What more could you ask for?

One of the small touches that was added was the favors for their guests. Little bags of gummy bags that I was informed was the best type of gummy bear out there. Of course I was like, “Aren’t all gummy bears just gummy bears?”. No, they are not, and I was proved wrong that day.

The day ended with the arrival of the gorgeous old fashioned car (if I knew anything about cars I would tell you what it is, but alas I do not) for some portraits to fit their theme. And then a grand exit full of bubbles and cheers for the newlyweds.