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Event Planning Roles


calendar and clock close up shot

calendar and clock close up shot

Simplest and most precise descriptions of Event planning roles

Many people use the terms planner, coordinator, and consultant interchangeably. However, the reality is that there are differences depending on what you need done for your event or wedding.

Planner: This would be the person you would have with you from beginning to end. This is either because you don’t have the time to do it all, or you just simply acknowledge that you need help pulling it all together. This goes for weddings and other social events.

Coordinator: In the case of a wedding, this would be the person who would show up for the rehearsal, ceremony, and reception. In other social events, this person would simply run the show the day of the event.

Consultant: The consultant is the person you are looking to advise you specific items related to your event. You may meet with this person once or many times, but they will typically charge by the hour because you only need their consultation

 
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Posted by on April 30, 2016 in Uncategorized

 

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How To Stage manage your Wedding


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1. Get Organized: This is the hardest and most important step.

You need to set up a system for yourself to keep track of the big picture and all the little details. Get a big binder and divide it into tabs for each big part of your wedding. Here are some you might want to start with and what’s likely to go in them. You can use this binder from the get-go and include inspirational pictures and ideas as well, if you want.

Important Info (for me, this is a couple sheets in page protectors before the other sections; it’s the stuff you’ll reference most often on/right before your wedding day)

Contact Sheet – Name, Cell Phone Number, & Email Address of everyone with a role in your wedding (vendors, wedding party, family members, officiant, anyone needed for pictures)

Timeline – Detailed breakdown of what happens, when it happens, where it happens, and who needs to be there – for the entire day, including getting ready & getting home or to the hotel after the party is over

Checklist – of everything that needs to be brought to the ceremony or reception, and who is responsible for bringing it

Shot list for your Photographer

Budget

Ceremony

Copy of your ceremony text

List of your processional/recessional order

Your marriage license, ready to be signed!

Anything else related to your ceremony

Reception

Venue information, including floor/seating plans, and any needed setup

Menu/Beverage List

Playlist for the DJ, with special songs (first dance, etc.) noted
List of who is giving toasts & list of people you want to remember to thank!

Anything else related to your reception

Guests
In addition to the guest list, you might also keep track of gifts received & thank you notes sent in this section.

Attire/Rings

Many of you may find this section optional. However, if you are coordinating dresses and/or suits for a large wedding party and/or parents, that could go here.

Décor/Floral/Photo/Video/Entertainment

Depending on your personal organizational style, you might put any of these in another section.

Vendor Contracts

All of them. You do have contracts, don’t you?
You probably noticed a bunch of paperwork referenced in that list (Contact Sheet, Guest List, Timeline, Checklists, Playlist, etc.). I recommend you use an online document service (like Google Docs) for these things. That way you can access them quickly from just about anywhere when you think of something that needs to be added or edited, and you and your partner can collaborate easily.

2. Make Backup Plans

OK, now that you’ve got everything in one place, there are probably some things for which you should have backup plans. Examples are: outdoor events, which should have an indoor location secured in case of inclement weather; flower girls/ring bearers who may be suddenly shy and unwilling to walk the aisle in front of all those people; your iPod playlist which should be copied onto someone else iPod too!

3. Find the Missing Details

Read APW’s wedding grad posts, consult online checklists or friends who’ve gotten married, ask a planner—whatever. There is probably something you forgot (reserved signs for your family’s seats? someone to press play on the iPod? toasting glasses your grandmother sent you a month ago?), and if you take a little time now to check your list twice, you’ll figure it out before the big day arrives and thus avoid panic.

4. Hire a Wedding Stage Manager or Sweet Talk a Friend. A wedding Planner is not optional. Not because you need someone to plan your wedding for you, because, obviously you already did that in step 1. But because on your wedding day, you do not want to be setting up chairs and centerpieces before you run back to the hotel to get ready, wearing a watch to keep things happening on time, or talking to the catering manager every twenty minutes about what food to bring out and which tables go where.
5. Practice

I know everyone’s schedules are crazy and it’s hard to get people in the same place at the same time, but even if it’s fifteen minutes the morning of the wedding, try to schedule at least a quick walk through of your ceremony. Practice walking slowly, unless you want to be like me and beat your bride down the aisle.

6. Relax, Get Married

Hand over your binder, your watch, and your cell phone to that person you designated in Step 4 (preferably the day before) and simply be present. Soak up all the moments in the first day of the rest of your awesome married life.

Random Bits of Advice

Ask your baker how to cut that first slice of cake. They often place towels and plates in and between layers so that it doesn’t slip or fall over; it’s better to cut around those, yes?
Make a shot list for your photographer. Even if you aren’t doing formal, posed photos, you know there are people you’d be sad about not getting a picture with. Write it down and check it off.
Decide in advance what you’re going to eat on your wedding day (before the reception) and the days before. Put someone else (great job for your best person) in charge of making sure you eat. And choose healthy stuff that you know won’t upset a nervous stomach.
If you’re having any kind of welcome party or rehearsal dinner in your home, especially if you live in a condo or apartment building, let your neighbors know ahead of time or be prepared for them to throw big hussy fits about it. (I speak from personal experience.)
Write your thank you notes as soon as you get gifts. I cannot stress this enough. (A friend has a rule that she cannot use a gift or deposit a cheque until the note is written – an excellent rule.)
If you’re getting married outside (or spending time outside right before your wedding) and you burn easily, for the love of all that is sacred, please wear sunscreen. Lest you have a bindexig red blotchy area on your chest that is not in the shape of your gown’s neckline. (Yep, that’s me.)
Little Phrases from Theater that May Help You

 
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Posted by on February 15, 2016 in Uncategorized

 

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Why You should have a Wedding Planner


 

wedding-planner

Weddings are one of life’s greatest milestones and have been for centuries. For  so many women, the wedding day has been something they’ve been told is the most important day of their lives; and consequently they’ve been planning and fantasizing about their big day since they were young girls. And that’s probably a good thing since there are so many aspects of a good wedding, especially for traditional ceremonies . If it isn’t done right, the ceremony just doesn’t mean as much.

We tend to put so much bearing, weight and importance on making sure everything about the big day is completely perfect, that the day is almost ruined by stress and fatigue. You only get one wedding day and you should be standing back and enjoying the moment, not worrying about trivial things that someone else could be handling.

Wedding planners are often thought to be used by those planning extravagant soirees, but just like a pre-wedding spa treatment, a wedding planner can be the first wedding gift you give yourself. From day coordination to full-on design and planning, there are wedding planners for every budget.

Here are 5 Reasons You Should Hire a Wedding Planner:

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1) They will help you stay within your budget. Many couples go over budget because they aren’t sure how a particular cost fits in with the big picture, or are easily swayed by costly upgrades from their vendor. A good wedding planner will help you determine what is necessary for your budget.

2) They will save you time. The average wedding will take 200-400 hours to plan, and this can be extremely overwhelming for busy couples. They can help you find the best wedding photographer or that perfect caterer for your reception—something that could take you forever to do with your busy schedule. A good wedding planner will break your to-do list down into functional bite-sized increments, making it less impossible to get things done.

3) They will help you make good decision, based on their years of experience. It’s your first wedding, and this is their thousandth, so you will be in good hands with a wedding planner helping you make decisions.

4) They can understand and interpret your vision. Wedding planner’s jobs are the listen to what you want and make it happen in the most realistic terms. If it’s something that can’t be done, they can help turn your idea into a better one that can actually work.

5) They will give you peace of mind that things will get done. Knowing that you have an advocate there coordinating your day allows you enjoy the moment and be a relaxed guest at your wedding, not a stressed-out problem solver.

There is a perfect wedding planner for every person and every budget. Just make sure that the planner understands your vision for your wedding, and if it’s a good one, they’ll stop at nothing to make sure your wedding day is the happiest day of your life.

 
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Posted by on February 15, 2016 in Uncategorized

 

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