A Planner plans: Keeping up with the Joneses

...and the Petries and the Williams'.

One would think that being a professional wedding planner, planning your own wedding would be a breeze. NOT.

The thorn in my side as of late has been the guestlist. Having watched many of my clients go through the struggle of keeping up with invitations and addresses and herds of people, I figured I'd be proactive and send out an email shortly after getting my little sparkly requesting addresses.

Slight problem.

That was about a year ago and apparently for many of my guests, many changes have occurred over the last year. Atleast 10% of our invitations now require replacement addresses (yay for the booming economy and the successes of house hunting) and though I am thrilled with all of the new locations we'll have to visit post wedding, for the purpose of invitations this is not a good thing.

Lucky for me, we have two of the most amazing vendors on our team LeTrice of LePenn Designs and Kathleen Turnure of Elegant Hand Calligraphy for all Occasions. These two ladies are two of the most patient women I've ever met. I've been fortunate enough to correspond electronically with both over the planning process, especially LeTrice. Over the last few months we have exchanged hundreds of emails regarding changes to our stationary and most recently the need for additional....everything.

As we prepare for invitations to hit the stands (smile) tomorrow, I've learned a valuable lesson. One last reminder to your guests to inform them if their addresses have changed, will not hurt. Lucky for us, LeTrice sent extra blank envelopes and Kathleen was prepared to step into action when we needed more.

Awesome right?

And because I just couldn't stand to wait for another post....here's a sneak peak of what our guests will be seeing in their mail very soon...




Happy Friday!

A Planner Plans: Decisions, Decisions

My mother is one of nineteen. My father, the youngest of 5. I easily have 50+ first cousins, 10 of which I spent almost everyday around. My parents love to entertain, (I'm pretty sure that's where my event gene was cultivated). Mr. Charming was an athlete the majority of his life, so is his brother. We are social butterflies times 10.

Slight problem.

My venue, after the inclusion of our 7 piece band and their massive stage, holds 120 MAX. Yes, that's right. One hundred twenty people.

We had a few options, the larger ballroom which was also available that evening, will hold upwards of 600. I've actually assisted with a wedding there with just around that guest count. It was huge! While the space is tempting, having a room that can accommodate 600 people would cause quite the problem. Why? Well, Daddy Petrie is the entertainer of all entertainers. He LOVES to invite people over. Remember the episode of the Cosby show where Theo graduated and Mr. Cosby brought lawn chairs? THAT.IS.MY.LIFE. So, as tempting as it would have been, I knew that opening those gates was one route we would not take. So, smaller ballroom it was.

When Mr. Charming and I first discussed this option we both laughed because the thought of only having 120 people (remember 50+adult first cousins for myself alone)was ludicrous. I've hosted barbeque's with almost that many people. But our wedding is no bbq and we refuse to become the "free" entertainment option for new years eve.

There had to be rules. Tight rules.

So here's how we cut our list (future brides and groom's take note).

1. If we didn't not know your real first & last name and only referred to you by a childhood nickname, you didn't make the cut.
2. If we hadn't seen you physically in 2 years, you didn't make the cut.
3. Adults were only allowed to bring dates if they were married or engaged (exceptions not even for the bridal party as these are people we've known atleast 20 years..more on that to come).
4.No children, or tweens. As a matter of fact, we restricted the age limit to 21 years or older. Even though 70% of our guests are from out of town, we felt our wedding just wasn't child friendly, and retained the services of the Wedding Sitters to watch the littles ones.

With these rules in hand for us, we gave each set of parents 15 invites each and split the remaining 90 (ok I took 50) between us two.

Mission accomplished.

When we first set out on this task, it seemed really far fetched. How do you not offend your great aunt twice removed? Your co-worker from 10 years ago? Your tweeps (twitter peeps) or the 2000 facebook fans who are so excited for your planning? You stay focused. We realized that if we wouldn't normally invite you to a $130 dinner, our wedding was certainly not the time to start-that logic helped alot.

This was the first of many, many difficult decisions to come and we made it through. Alive. A little bruised (not all of our guests were delighted with our choices) but together.

And just in case you forgot internet, this one is for you dad!



Have a great holiday weekend!

Guarantee

If you have not contracted the services of a Wedding Coordinator, before signing any contract (and specifically that for hotel accommodations and your venue), scan for a little term called " Guarantee". This one word can make all the difference between enjoying the planning of your big day and being completely stressed and unprepared .

You know the term "ignorance is bliss"? Well it applies here as well. In the case of a Venue, the guaranteed amount referenced on your contract, is the amount that the signatory is guaranteeing the Venue for food and beverage costs. In order for the Venue to "rent" you their event space, they must be assured a minimum amount of revenue on their room. On your contract, it may be reflected as a headcount, i.e., 90 people, or no less than 10% of the headcount stated, but it all equates to the same amount. Before signing your contract, ask the Sales Manager to confirm the guaranteed revenue amount in terms of dollars. Take into account that this amount does not include taxes. This is the number that regardless of how many of your guest's rsvp they will be attending, you are responsible to your Venue for.

In the event, your headcount falls below the minimum you have stated, do not panic. Speak with the sales Manager regarding options for upgrading your current menu, bar, etc. Although you will not feed as many guests as you originally intended, you will be able to upgrade your options for those that are able to share in your special day.