Wedding Planning - What Not To Do

As a Wedding Planner, with a ton of events under my belt, I have come across some “sticky” situations over the last few years. Here is my short list of “what not to do” when planning a wedding and some helpful suggestions of “what to do – instead”:

     1.  Don’t...hire cheap vendors or vendors who don’t provide a proper contract – there is a reason the    product/services are discounted and that old saying holds true...you get what you pay for! And sometimes you get more of a headache then you “bargained” for, literally. Discount often equals poor quality and/or inexperience and without a proper contract you don’t have any legal documentation of the product or services promised to you.

Instead, hire proven professionals that come recommended from others. A Wedding Planner/Consultant is the most reliable source for referring proven vendors that fit within your budget. Check with friends and family or do some online research. There are countless online sites where vendors are rated and reviewed.

      2.  Don’t...have a member of the bridal party do double-duty as a decorator/florist/make-up artist/hairdresser/etc. for your wedding. She will need to get her own hair and makeup done in time for photos, etc. and will not have time to focus exclusively on everyone else in the bridal party, or the set-up (even with an assistant helping out).

Instead, hire a professional who comes equipped with the man power and experience to flawlessly execute your vision to its fullest potential. Or, if decor is DIY, hire a Wedding Coordinator who is willing and experienced with decor set up. If you are worried about offending a friend who has offered their services, just assure him/her that you want them to be relaxed and enjoy their very important role in your wedding. Then ensure that you assign a couple of tasks to keep him/her busy and focused on supporting you.

3.  Don’t...give up on the organizational details at the end. You have worked so hard on your wedding for so long and it would be a shame to have it all fall apart because of time restraints or setbacks.

Instead, prepare DIY items before hand - take items out of their packaging, examine them thoroughly to ensure that price tags or other unwanted labels are removed, put place cards/escort cards in alphabetical order so that they can be set up quickly, then separate items for the ceremony and reception and pack into two different labelled boxes/bins. Even if you have extra help on your wedding day, the faster these things can be set up, the more time there is to relax and enjoy and, from a Wedding Coordinators perspective, the more time there will be to focus attention on the finer details and challenges that will come up.

      4.  Don’t... forget to inspect wedding items after they are dropped off to the venue, especially if someone other than you is dropping them off.

Instead, ensure all DIY decorations/stationary/etc. are packaged properly when being transported to the venue and check that nothing was damaged upon arrival. Have a replacement, repair kit or backup plan ready in case they were.

      5.  Don’t...have an unrealistic photo list. You can’t expect your photographer to get a shot of every guest with the bride and groom. You pay generously for a professional photographer, your time together is limited, therefore, should be focused.

Instead, consider doing a group shot at some point (immediately following the ceremony is an opportune time for this). Also, stick to capturing the most important moments - shots of the bride and groom together, with the wedding party and most immediate family. This way you will have time to mingle with your guests and enjoy your party. Your photographer will capture artistic and candid moments as the day unfolds. Also keep in mind that everyone is a self-proclaimed photographer these days. There will be no shortage of “selfies” and candid shots from mobile phones throughout the day and they will all be available (instantly) on social media.

      6.  Don’t...assume that you don’t need a Wedding Coordinator because you already have a Wedding Coordinator that comes with the venue. The Venue staff work exclusively for the venue including their Wedding Coordinator. With all due respect, this individual has his/her plate full with coordinating everything related to the venue (furniture set-up, vendor load-in, cleaning, wait staff, bar, catering, etc.) He/she cannot be in two places at once and though they may have time to set up simple items such as menu cards, place cards, etc., they are not going to be around to assist you during photos, or when you need your eyelash glued back on, or a stray hair put back in place, or a stain removed from your dress, or a boutonniere/corsage mended, or to remind you to breathe deeply and smile just before you walk down the aisle.

Instead, hire a professional Wedding Coordinator who will work exclusively for you and be by your side the entire day to provide the emotional and physical support you need!


Deanna Ouzounis, WPICC
ClassicNorth Events

Behind the Scenes - A Wedding Coordinator in Action

It is the start of a new year and hundreds of newly engaged couples will begin thinking about a date and plans for the "big day"! Perhaps you have thought about hiring a Wedding Planner/Coordinator and perhaps you are wondering what role a Wedding Planner will play on the wedding day once all the preparations have been made and plans are finally set in motion. What the heck does a Day-of Coordinator do anyway?

Well, in answer to your question, here is a behind the scenes look at a wedding I coordinated this fall north of Barrie, Ontario. My clients had a DIY wedding that almost didn't happen thanks to a change in ownership of the venue and a Fire Marshal visit that shut down the reception location 48 hours before the wedding. Thanks to Mother Nature, the hard work of family/friends and "yours truly", the Wedding Coordinator, the wedding went off without a hitch and turned out to be beautiful!

Hold on to your hats! Here is a day in the life of a Wedding Coordinator:

At 9:00am I am on location with my assistant dressed to match the "country" theme as requested by my clients. With a lot to accomplish and not a moment to spare, we begin decor set up right away. After a last minute decision to relocate the reception outdoors on this windy autumn day, we had to wipe down all the tables as they were soaked with morning dew. Luckily, I accounted for this in the modified itinerary, so we were able to work around it. Our next challenge was bringing all the rented items (plates, glassware, etc.) down from the upper level of the barn. We recruit help from willing family members.

Guest tables dressed, centerpieces and table numbers placed.

 With my emergency kit on my person at all times I am ready to grab an extra pin for a stubborn bout, or anything else I need quickly.

  

 My clipboard with all my required paperwork serves as my "Bible" for the day. I consult it regularly to ensure things are running on time and as scheduled.

 Checking the time and awaiting the arrival of the Catering staff, Band and Photographer. Next order of business - locate a missing Groomsman!

 

 Instructing the Bride on how I will lead her over to her Groom (without being seen) and into position for their "first look" photo moment. Because my clients chose to do bridal party shots prior to the ceremony, this is a great way for the Bride and Groom to preserve the first moment they see each other.

 The Groom waits at the top of the barn's balcony with his back to us as I guide my Bride (with eyes closed) to stand next to him.

Putting my Bride & Groom into position so they can, first, reach out to join hands, then turn to see each other for the first time on their special day.

Witnessing the "first look" is one of my favorite moments of a wedding day and makes my job completely worth all of my efforts!

 Gathering the lovely Bridesmaids and Maid of Honour for bridal party photos.

 

Communicating with my photographer to ensure that we are on the same page and running on schedule. My relationship with the other wedding vendors can make, or break the flow of the wedding day. The very talented, Trey Stanway, of Trefotos was a dream to work with!

 Once the band is set up, audio for the ceremony has been checked and I have sorted out where to park the Catering truck everything is ready to go. I Check in with the Officiant, Reverend Stephen Ongo, from Your Special Day upon his arrival. Even he is dressed in theme!

It's showtime!! Getting the bridal party into starting positions for the ceremony. Making sure they look good, get rid of gum, and instruct the ladies how to hold their bouquets. I que each couple for their walk down the aisle to "All Your Life" by The Band Perry.

Slight adjustment to my Bride before her blissful journey down the aisle. I remind her to roll her shoulders back, breath, take her time, and enjoy every moment!

This is another one of those moments that make it all worth while.

 A few moments to rest and enjoy the beautiful ceremony before the reception begins.

Checking in with the Photographer to ensure family photos run quickly and smoothly. Time is of the essence.

Dressing the head table with the bouquets is a great way to show them off and an easy way to add colour to the table.

This is my final task before the dinner reception begins. I will ensure the meal is prepared and served as requested...hot. I will que the bridal party for speeches, ensure the MC is on script and on schedule, and remind the photographer of any special moments that need to be captured.My day is over, only after the first dance has been completed, the late night station is set up and the happy couple are ready to dance the night away with their guests, worry-free. That is the moment when I can breath a huge sigh of relief. Regardless of what challenges may have been presented throughout the course of the day, I have done everything within my power to ensure that my Bride and Groom enjoyed the best wedding day imaginable. After all...what they don't know won't hurt them for the night. Everything can be disclosed and laughed about the next day. For now, cheers to happily ever after!

All photos used in this blog post are property of ClassicNorth Events. Visit the website to see professional images of this and other weddings & events.

Country Wedding Rescue

Every bride-to-be dreams of designing her picture-perfect wedding day and every Canadian country girl dreams of finding the "one" - no, not the hunky cowboy (he's already "roped" and willing by this point) - that "one" picture perfect venue encompassing just the right blend of rustic and chic to set the romantic scene for the most important day of her life.

My clients, Alexandra and Dan, were elated when they found their ideal venue - a barn situated on a beautiful property in northern Ontario's Oro-Medonte county, at the Lazy Dayz B&B. The perfect setting for their September 28, 2013 "country" themed wedding. The barn's upper level, decorated with elegant white hanging paper lanterns, would host a most fabulous reception. BBQ style catering by Men With Knives featuring pork ribs, grilled salmon, veggies, corn-on-the-cob and gourmet mack and cheese would accentuate the country theme along with signature his & hers cocktails. The barn's lower level, complete with bar, would serve for dancing the night away to the lively tunes of party band, Everglo.

Plans were set in motion, vendors were hired, the smallest details were meticulously executed and I came on board to do Day-of Coordination for this super sweet and organized DIY couple. I had not worked with a more passionate and dedicated pair.

Alexandra and Dan were ready to rock their wedding day when suddenly, less than 48 hours from tying the knot, they received a call from the venue's owner notifying them that the Fire Marshal had paid an unexpected visit and completely shut down use of the barn's upper level. Hearts sank and panic set in as the challenging reality of the situation came to light. Where would 100 guests be relocated for the wedding reception in under 48 hours and how would it all get done in time?

Well, after what had been a consistently wet and cool summer, by some incredible miracle, mother nature came through with an early wedding gift - clear skies and no sign of rain in the forecast for Saturday. With an immediate serge of support from family and friends, Alexandra and Dan dug deep to subdue their feelings of disappointment. Relying on the strength of their love for each other, bold determination and the advise of their Wedding Coordinator, a decision was made to relocate the reception outdoors, the logistics were juggled, the new plan was set in motion and the result...was absolute perfection! The Atkins barn wedding went off without a hitch - the Bride and Groom got hitched, the weather was beautiful and the party was off the hook!

Dan and Alexandra were challenged so unexpectedly in the final hours before their wedding and I was blown away, not only by their incredible courage and strength of love for each other, but also by the unwavering surge of support from family and friends willing to step in to do whatever was needed to get the Bride and Groom the celebration they had envisioned. I will forever remember the Atkins wedding...not because of the disaster it almost was, but because it serves me as reminder of what a wedding day is really all about: the willful gathering of a community in support of two individuals who share their hearts and the joyful celebration of those two hearts joining as one. Without further adieu, I present the Atkins barn wedding!

 

 

Photo credit: Trefotos

A Peak Inside Toronto's Trump International Hotel & Quartz Crystal Spa

This Spring I had the pleasure of attending the Trump International Hotel & Tower Toronto's Wedding Open House and this week I was invited to attend an exclusive WPIC private tour of the facilities and the fabulous Quartz Crystal Spa!! I <3 my job!

Trump Hotel is one of Toronto's most intimate and exclusive 5+ star Hotels. Their event space capacity is a maximum of  200 guests (seated comfortably) for a Banquet and 300 standing for a Reception. The open-concept ballrooms, salons and foyers are clean, clear of any structural obstructions and designed with a gorgeous pallet of muted tones in black, white, greys and ivories intended to appeal to both genders equally. A subtle cherry bosom theme runs throughout the entire hotel giving a nod to Canadian artwork with an urban, distinctly "Torontonian" feel. The best way I can describe one of Toronto's most uniquely designed hotels is to call it "luxury at it's finest!"...You be the judge and I will let the picutres speak for themselves.

Ceremony set-up in the Trump Ballroom at the Wedding Open House

Vintage table setting by 5th Element Events

Trump's Sweet Table...OMG, I must have stood here for 20 minutes!

Conveniently set up just a few steps from the sweet table! LOL

Event the washrooms are grand!

Presidential Suite

Presidential ensuite...check out that view!

The Loft @ Stock Restaurant

View of Stock Restaurant from the Loft

Patio at Stock Restaurant

Quartz Crystal Spa

WPIC Private Tour of Quartz Crystal Spa, with Spa Director, Stacey Deruiter

My favourite product featured with a gorgeous backdrop

Deanna Ouzounis, Founder of ClassicNorth Events, taking in Quartz Crystal Spa @ Trump Hotel Toronto

Loving my goodie bag!

The Trump Hotel's design is nothing short of fabulous, but most impressive to me is the importance given to the personalized service felt immediately upon entering the Trump. There is absolutely no signage anywhere in the hotel as staff are available to escort you anywhere you need to be. This individual care is given to the smallest and largest of details. "Flexibility" is something that Stacey Fulcher, Special Event Sales Manager, prides the Trump on. "Anything is possible," assures Miss Fulcher over and over again, while visiting and hosting events at the Trump International Hotel Toronto.

Special thanks to Trump Hotel Toronto's Special Event Sales Manager, Stacey Fulcher and Sara Deruiter, Spa Director at Quartz Crystal Spa for the hospitality!

*All photos used in this blog are property of ClassicNorth Events.