Event Planning and Wedding Planning Study Guide (Combined)

event
A unique, planned and organized occasion to accomplish defined goals

event planner
a specialist hired or appointed to plan and execute the special event.

5 W's of event to be accomplished
Who (stakeholders)
Why (goals)
When (date/time/more)
Where (venue)
What --> look at the 5 senses

Sole-proprietor event planner
full time or part time

Professional event planners work in/with
hotels, restaurants, charities, associations, resorts, casinos, cruises, business, retails, college, CVB, DMO, travel, etc

CVB
convention and business bureau

Volunteer Event Planners
Plan events for charities, schools, civil, groups, healthcare

career opportunities
every business holds events of some sort

The good of event planning
creativity, your own boss, travel, meeting people, never bored, lots to do, money, making memories, learning and growing, recognition, great food and wine, music, art and theater, having hand

'having hand'
you make things happen

The bad of event planning
long hours on event day, dealing with people, you answer all of the questions, paperwork, budget and finance director

tips for entrepreneurship
be passionate,
you're the boss,
lifelong learner,
seek guidance and learn from others,
you're your best ad, market yourself,
care about your clients,
don't repeat mistakes,
strive to create the best,
lead by example, guard your wallet, and
success doesn't come to you, its something you have to go get.

5 steps of event planning
1. research
2. design
3. planning
4. coordination
5. evaluation

brainstorming
generate ideas during design phase
-start with an ice breaker
-there are no bad ideas
-encourage participation
-record all idea
-limit to 20 minutes
-evaluate ideas after session
-ask clarifying questions

everything the event planner can do for bride:
hair, makeup, dress, scent, jewelry, something old/new/borrowed/blue, jitters, vows, rings

everything the planner does for bridesmaids
hair, makeup, dresses, scents, jewelry, maid of honor, order, flower girls, gifts

everything the planner does for Groom
boutonniere, tux, accessories, cold feet, vows, rings

everything the planner does for groomsmen
boutonniere, tux, accessories, best man, order, ring bearer, gifts

everything the planner does for church
religion, location, capacity, officiant, appearance, decor, music, seating, walking isle, ceremony

everything the planner does for reception venue
when, where, facilities, capacity, lodging, transportation, appearance, staffing, cost

everything the planner does for guests
invitations, RSVP, travel, lodge, meals, socializing, favors, thank you cards

everything the planner does for reception
pictures, limo, departure, food, music, decor, flowers, toasts, activities, dances, cake, gifts

everything the planner does for vendors
transportation, florist, wedding cake, attire, caterers, musicians, balloons, photo/videographer, lighting/technology, tabletop, rentals

everything the planner does for honeymoon
destination, transportation, attire, activities, relaxation, trip duration, momentos

everything the planner does
date, lead time, size, complexity, location, ADA, budget, RFP (request for proposal) expertise, fit with couple

Design a special client meeting room
tastefully decorated, showcase your designs and ideas in a portfolio, neat and orderly, floral centerpieces,
eliminate distractions and interruptions during meetings,
make sure they feel like your most important client
their wedding is the most important one you're planning (at that moment!)

Create a wedding library
invest heavily in wedding books and magazines, wedding etiquette books, church and reception decor books, floral decor and bouquets books, wedding cake books

become educated
know everything wedding, the latest trends, cultural traditions, all celebrations that precede and follow the ceremony, instill confidence in you

create a design team
photographer, limo service, cake specialist, floral designer, caterer, rental supplies, balloon decor, lighting and technology, sound, DJ, talent, MC (master of ceremony), videographer, social media

Market yourself: advertise in
magazines, newspapers, websites, business cards
partner with vendors who take pride in their work
get vendor portfolios
present at bridal shows
send congratulations based on wedding announcements
use bounce-back coupons for free gift (ie. champagne)
your event are best way to market yourself

client meetings: what you need to gather
names / contact info
event day (if you cant do it, set them up with someone who can who you trust)
guest count
style of wedding
church contact
reception contact
family contacts/MOH/Best man
facility tours
follow-up : set a date to meet again

Wedding budget
$35,000 (majority is about $10,000)

Current trends
Fancy Victorian
new styles are more relaxed, more you, more bride than traditional, other colors are coming back

Average wedding dress cost
$1,500

Why do woman save their dress
sentiment, tradition, for daughters, donation

Average ring cost
$5,600 engagement $6,000

3rd finger on left hand
vein right to the heart

circle ring represents
eternity

Pave ring
paved in diamonds
you don't see much metal
small faceted cut diamonds
stones don't go all the way around ring

Vintage ring
Edwardian style made modern with fine metal work.

Diamonds represent
eternity and strength

Stacked rings
a series of bands, rings or settings, stacked together
can include: engagement, wedding, 1+ anniversaries

eternity rings
stones go all the way around the entire ring circumference

Rings in the ceremony
wedding band goes on first closer to the heart

Flowers in the wedding
topiaries, home arrangements, altar arrangements, pedestals at entries, centerpieces, outdoor urns, hair braids, bouquets, archway droppings, boutonnieres, decorated handrails

Flower Dos and donts
budget
see the big picture
use a palette of color
add the florist early to design team
choose well and trust your florist
reuse arrangements (aisle--> centerpiece / alter--> buffet tables)
avoid strongly scented flowers
DIY that doesn't make you cry

current vows
written by self

US requires a marriage license /ceremony
can be religious or civil.
some countries only have civil

prelude
music played before and as guests are being seated
45-20 minutes before ceremony
often classical or jazz
select 5-6 songs/scores
this sets the mood/tone for the ceremony
ambient background music

processional
begins as the immediate family members are being seated
often the music changes at the bridal party walks down the isle

bride entrance
choose a song that all eyes will be on the bride

interlude music
played during the ceremony to signify special moments or transitions

recessional song
played as the couple and wedding party leave
-celebrates the new commitment

postlude music
played as the guests leave the ceremony
check out the site before booking the music
-are there rules or site restrictions
-could hire a soloist, duo, trio
-is there a piano on site
-soloist = $200-$500
-vocalist with instruments
-check space make sure fits
-outdoors need more musicians
-indoors need fewer

reception entertainment
band or dj
band is live and exciting
DJ has more variety and costs less
Charisma is important to both --> check out beforehand
talent level varies
great performers book 1+ years out
talk to recently married people
ask for a video
talk about likes/dislikes/playlists

reception music essentials
space available
cost band $1300-10,000
cost DJ $350-3,500
typical contract = 4 -5 hours
if you think you need more time, book it
what about when they go on break? then what
variety : slow/fast/new/oldies
your dances

scramble buffet
located all around the room, shorter lines, each station has own decor

straight line buffet
everything is in a row, longer lines

table service: American style
bring your plate made to your table

table service: Russian style
servers line up with food on a platter and you choose what you want. adds some drama

On site caterers
have everything and do everything
-banquet halls
-'home field advantage'
-hotels and restaurants
-great facility and views
-lots of decor: usually neutral palette
-parking and infrastructure
-trained staff
-handicapped access
-other amenities : guest room, gardens, lounges, pools
-can be expensive

off-site caterers
hold your reception anywhere
need skill
need experience
need equipment and supplies
need trucks and tents
longer complex set up
limited facilities and infrastructure
a lot more complex but wow factor
more $
saves on revenue cost
unforgettable experience

Self catered
1. order and pick up
2. the family cooks/grills
3. potluck

resume
a list of every single thing you need

order and pick up
least expensive
salads, platters, casseroles, desserts
need to store properly
delis are great
tabletop and decor: chair/linens/dishes
service items and utensils
set-up and clean up
caterers do the drop off service

the family cooks/grills
veggie platter, salads, casseroles, cookies (make ahead then freeze)
make sure to test the food items
large grills and extra propane
tabletop and decor
service items
set up and clean up

potluck
track who is bringing what
need to store it properly
set up and clean up
food safety
tabletop and decor
saves big money

Wedding catering trends
dim dum and dumplings (small portions) : cultural and unique foods and ingredients
tea leaf bars : create own blend
mini specialty drinks and margs
raw bars: oysters
strolling chefs
cheese bars
vegan and vegetarian bars
food trucks
neat desserts
specialty cocktail with appetizers
breakfast bars
multi cultural
local sourcing
sustainable
food has to reflect the couple
unique

choosing a caterer
consider a budget
look at word of mouth and vendor recommendations
narrow list to three
tastings - always
question and interviews to vendors
menu selection and service
taste the menu
read the contract carefully

cutting the cake
supporting each other

save top tier
for 1 year anniversary

lucky charms into the cake
adds fun to the ceremony
horseshoe= luck
carriage = new born
ship = travel
ring= engagement
heart = love

cake trends
any shape or size
bakey should deliver and assemble
carrot cake to vanilla
chocolate hazelnut to red velvet
grooms cake and shower cake
ruffled frosting
painted cakes
geometric cakes
tiered cupcakes
deconstructed cakes

cake essentials
taste test
order @ least 1 month in advance
get everything in writing
can cost $2-$18 a slice
have the bakery deliver
consider the environment (heat)
fake cake save money - serve a sheet cake

something old
for continuity

something new
for optimism of future

something borrowed
for good luck

something blue
purity, love, fidelity
(bride can carry with her)

1st kiss
Roman origin
kiss seals the deal
couple shares and joins souls
life long commitment
guests clink their glasses during reception

rice
ancient tradition
considered a life-giving seed
bestows fertility and many children
but it's harmful to animals

releasing balloons and rice are bad for environment and animals - instead:
butterflies, rose petals, ring bells, bird seed, sparklers, bubbles

bouquets and boutonnieres
pretty things up
color sends a message
adorns the bride with good luck and health

Garter and bouquets toss
garter toss originates in 14th century
pass the brides luck on - bouquet
bridal gowns were viewed as good luck
guests used to rip off gown
going out of style, but garters aren't
the bouquet toss takes place after garter
toss a substitute bouquet

changing toss practices
mini bouquets
toss to all woman not just single woman
give bouquet to mother in law

dances
couples 1st : usually first in the evening, bridal party joins after a few minutes
father-daughter
mother-son
bridal parents
shout
anniversary dance for married couples
money dance
electric slide

favors
to guests
decorative boxes
do research
local stores, magazines, websites
something relative to couple
recipe, CD
1-2% of the budget
get them made: 1 for each? 1 for couple?
$1-$20 each
DIY makes them special--> dont bury yourself
wedding favor in seating
gift bags, cellophane, small pails, bridal stores
home goods section

give out favors
display and pick up
place setting
servers give

toasts
to honor bride and groom
2 minutes or less
considered an honor to be asked (MOH, best man, father/mother, wedding party)
limited number of toasts
the bride and groom should toast each other and guests
longer toasts should be at rehearsal

Hispanic cultural traditions
majority are catholic
13 coins that have meaning -> give to bride and groom
orange is often used -> energy, confidence, passion for life
El Lass = cord uniting the couple
guest gather around couple in shape of a heart
sometimes piñata
bride may wear black
flamanco gown -> also dance

Jewish cultural traditions
guest carry bride and groom
personal Yom Kippur -> day where sins are forgiven
Khallan and Chatan (bride and groom)
separated for a week
mothers will break plate -> permanence of bond
chatan veils Khallan (loves before and after the veils on. spiritual and physical love. clothe and protect bride)
2 glasses of wine --> smashes wine glasses to signify destruction of temple in Jerusalem
ring on index finger
fasting day of wedding

Indian/Hindu cultural traditions
Henna art on brides hands and feet
weddings are very colorful and often multi-day
washes couple feet with milk and water to purify
bride wears a lot of jewelry
marigolds often used
ceremonies conducted in Sanskirt
bride given by father
hands before sacred fire to purify
7step and 7 vows

Asian/ Buddhist
simple ceremony
social instead of religious
court (legal) or temple (blessing)
based on bride's and groom's wishes
no set ritual
Buddhist principles displayed : love, respect, honor, generosity, non-harming life, wisdom
through living life in harmony you can achieve peace
vegetarian food

African traditions
headwear is traditional
knocking on the door -> permission for bride
jumping on the broom -> swept their troubles
crossing sticks -> strong/grounded marriage
libation ceremony for ancestors
Kola nuts and health
tying the knot -> unity
tasting the four elements : lemon, vinegar, cayenne, honey
kente cloth
traditional attire

Rehearsal dinner
meal after wedding rehearsal
can be formal or pizza
speeches can be made
wedding party to be met
chance to thank wedding party
personal moment
gifts to party
open invitations for destination wedding if guests have arrived
bride and grooms parents meet

bridal party gifts
give the members something special
dont be cheap / dont break bank
tickets to ...
DIY
day at spa
be thoughtful
gift card to ...

dining at reception
physical component of eating
emotional component = connection
psychological component = happiness and support

invitations to who?
decide case by case
plus ones - if married, yes. serious relationship, yes. casual relationship, no
save the day with special guests
dont invite for presents

Centerpieces
see through tall vases
short bouquets
dont block line of sight
tall gives great visual for room
fowers in the vase = drama
glasses and vases can be filled with anything

pillars
draping creates affects
glass top with tall vases
outline the isle
transform a room
add focal design feature
drape with fabric
single or group
must be SECURED

pedestal
w. floral arrangement to fill empty space
can outline isle
add drama and elegance
use different sizes
cover black walls
pedestal w/ ern to mark entry

bridal showers
choose date early
check VIPs schedule
ask bride for list - only wedding invites
choose a theme
send invites
gift registry
have favors for guest
locations: destinations, activity, couples showers
include food

games
how well do you know the bride and groom
20 qs : where meet....
toilet paper bride : for children
bridal bingo : makes cards based on them
coordinate outfits
wineries
vegas

the venue is the infrastructure that makes
design easy and design difficult

some clients have a venue selected
some have ideas
some have dreams and need guidance
regardless
you need to create wonder within opportunities and constraints

choosing a venue: On site
has full kitchen, furnishings, essentials, neutral tones

choosing a venue: off site
outdoors, or otherwise with insufficient or minimal fittings, equipment, or facilities
can be truly unique
often more expensive
adds 35% to the cost
everything needs to be sourced
load in load out: cost and money

site visit /sight the venue
rarely optional : even if used before / record all details
no amounts of conversation or photos can satisfy,
need to check vibe, ambiance, size, character
venue determines style, equipment, supplies
site visit even when distant

Collecting site information
bring tape measurer, camera, notepad
room dimensions and finishes
entries, hallways, stairs, elevator, utilities, support facilities, parking and traffic access, venue management and building engineer,
have lots of info, blueprints, technical specifications
CAD is beneficial

On site venues
hotels, restaurants, conventions and meeting centers, casinos, clubs, resorts
meet the venue manager
risk managment and insurance - can hire a consultant
event vendors need to visit site
emergency contact
contract - get all in writing

on site venue collect from manager
room measurements, wall and surface furnishes, floor finishes, ceiling height, doors and traffic flow, fire exists, capacity limits, service elevators, loading dock and schedule, break out/support rooms, ADA compliance, back of venue and waste bins, parking and signage

onsite venue checklist
contact info, main room seating, capacity, stairs, levels, food service access and options, cloak rooms, valet,
pre-event rooms: apps and cocktails
support rooms: talent
technology: AV HVAC power
staging and dance floors
tables, chairs, size color
restrictions: can/cannot
load in load out: schedule, instructions, contact

Off site venues
beaches fields, parks, gardens, museums, specific use facilities
may need to bring:
food production and service, tables, chairs, flooring, roofing, utilities and toilets, staging and more
location and access
tenting and open air
kitchen and catering
AC or heat
pathways across site
ADA access
security and fencing
permits and licenses: liquor
water, power, waste
emergency contact
RFP : request for proposal

specific use facilities
retail stores, museums, libraries, private residence

Off site checklist
contact info, venue details, pre-event space needs, support space needs, event space needs, entertainment needs, staging and flooring needs, tech and equipment, dining and beverage needs, parking and transport, load in and load out: schedule, instructions, contact

hotel venue
plenty of positives
easy parking and access
look, facilities, rooms, plenty space,
decor but open palate
staff, food, liquor
tech, utilities, infrastructure
party and stay
event can be special: but hard to be unique
limited choice of vendors
must book early

convention centers
lots of space
plenty of expertise with events
vendors list: preferred or exclusive
great for large events
lots of space
increased money
loss of energy
Bureaucracy, union labor,
limited decor
vendor list

Museums / galleries
awesome visuals
privileged access
lots of space
utilities and facilities
parking ADA, transport
easy access /visibility
higher cost
high securtiy and liability
limited availability
chopped spaces
food service

field or beach
natural, beautiful
lots of space
lost cost
unique and memorbale
off site with all the challenges
bugs, wind, weather, uneven terrain
open venue
limited parking or access
wet, mud, sand etc

street venue
plenty space
visibility = crowd
great community focus and business boost
permits security
low cost
curbs and drains
utilities and facilities
crowd control
time constraints

private homes
personal / intimate
no cost
limited everything: space, rooms, bathrooms, parking, water, etc
lots of sourcing
security and liability
set up is disruptive

proper design
overcomes weaknesses
capitalizes on opportunities
brings magic moments to life

 

Related Subject: Wedding Planning