What does a "Day Of" Coordinator do?

You have to sometimes wonder what could possibly come up during your wedding day to justify the hiring of a wedding planner.  These are just a few and without a planner, some of them could have turned into minor catastrophes.

·       Purchasing sheet cakes for backup wedding cake when, after cutting, it was realized they were short almost 100 pieces of cake

·       Pinning and sewing torn dresses, straps and even shoe buckles

·       Giving directions to reception site to lost vendors

·       Quickly moving indoor ceremony, outdoors due to rain and then with only 20 minutes to spare, moving ceremony BACK outside at bride’s request

·       Reviewing setup to find that certain tables were missing chairs, silverware and napkins BEFORE any guest noticed

·       Setup of “Kid’s Area” for children who attended the reception and became bored with the long process of a 6 course meal

·       Setting up DVD/TV player for a surprise video provided by sister of bride, who forgot to mention to anyone that she wanted this viewed at the reception

·       Locating last minute seating for elderly parent who realizes they are unable to stand for entire service

·       Speeding up slow service and organizing an unorganized staff at reception site

·       Curl and up do of bride’s hair when salon was unable to create the look she had wanted (I'm not a hairstylist, I am only to be utilized in emergencies.)

·       Placing wood pieces underneath food tables when (because of excessive mud and weight of food) the tables began to sink into ground

·       Guiding lost and or slightly intoxicated guests to the site, back to their seat or to a cab (without anyone noticing, including said guest)

·       Last minute call to Limo Company who had provided wrong vehicle and wrong driver

·       Waiting at the hotel to escort 2 sets of great grandparents to transportation to the ceremony as well as the reception (after all other transportation methods had left and were unavailable)

·       Removing of an intoxicated/disruptive guests without any type of disruption the Bride or Groom (yes, this is a different example beyond the assistance with slightly intoxicated guest)

·       Purchasing specific bread (alcohol, napkins, dessert, appetizer) that Bride/Groom had requested that was found to be not available at the reception site

·       Pinning down table linens when an unexpected wind storm occurred (wind was strong enough that linens were blowing off, as well as centerpieces, which were then breaking.)   

·       Arriving at site to find set up/linen colors wrong and then fixing the entire site before bride, groom OR guests noticed

·       Organizing last minute song lists for wedding when groom “forgot” to handle (you'd be surprised how often the groom "forgets" to do things for the wedding)

·       Delivery of special items to bride/groom and placement of surprise/secret items and gifts for some of the special people involve

·       Calming jittery brides, grooms, family members (this happens every single time)

 The Wedding Lady recommends you make a consultation appointment with any of the following coordinators working in Northern California.

An Occasion to Remember  (530) 589-5900   

JKiendra Productions  (206) 617-2243 

Your Perfect Day  (530) 521-7539   

10 Steps for Planning Your Perfect Wedding

We suggest that you sit down with your fiancé and discuss the date, time, size, formality and style of your wedding -- things that really reflect your tastes as a couple. 

1.   IMAGINE YOUR PERFECT WEDDING

Before you announce to the entire world that you are engaged and everyone assumes that they are invited to your wedding, we suggest that you sit down with your fiancé and discuss the date, time, size, formality and style of your wedding -- things that really reflect your tastes as a couple. 

2.  PUTTING TOGETHER YOUR GUEST LIST

What's a party without the guests? Remember that many of your guests will have a spouse or significant other and will count for two people. Also keep in mind that the more people you invite, the more expensive your wedding will be.

One smart planning tip is to have a "must-have" A-list, and a "would-like-to-include" B-list, and mail your invitations early. If A-list guests can't make it, you can then mail out invitations to B-list guests and they won’t feel like last minute additions. 

3.  YOUR BUDGET

The fact is, all that wedding glamour and glitter costs money, and setting a realistic wedding budget now is going to save you from a nasty shock on your wedding day. So take out that calculator, call up your folks and decide on a realistic budget. Before you start number crunching, set your priorities. Are your guests more important, or the location? Once you know what elements you can't live without, you'll have a much clearer idea of how to allocate your money. Then 

4.  SET YOUR PLANNING NOTEBOOK

Remember, pictures tell a thousand words. The best gift you can give yourself is a Polaroid camera with plenty of film. You never know what item may inspire you for flowers, favors or any other wedding accessories.

Also purchase a three ring binder, dividers and plastic business card holders to create a planning notebook. We suggest including the following sections: Vendor Contact Information, Guests List, Bridal Ensemble, Bridesmaids' Attire, Beauty, Groomsmen's Attire, Ceremony, Reception, Invitations and Stationery, Menus and Beverages, Flowers and Décor, Guest Favors and Gifts, Rentals, Music and Entertainment, Photo and Video, Transportation and Parking, Miscellaneous, Checklists and Schedules, Budget/Payment Schedules, Invoices/Receipts, Out-Of-Town Information and Notes. Don't forget an empty folder for photos and magazine clippings. 

5.  SELECT YOUR DATE

Do you envision winter outside as you snuggle close to your new husband on the way to the reception? Or do you want a warm summer's night as you dance with your groom under the stars? Decide what time of year you want to get married and select two tentative wedding dates -- it's important to have a backup in case your first choice isn't available. Don't forget to check your city calendar to make sure there's not a holiday or major sporting event on your desired date -- otherwise you and your guests may be competing with fans for scare, or more expensive, hotel rooms and services. 

6.  CHOOSE YOUR CEREMONY AND RECEPTION LOCATION

Wineries, zoos, botanical gardens -- let your imagination run wild when selecting a wedding location. But remember, the best spot may be one that is nearby and can accommodate your guest count. You'll want to find out how many events each site hosts per day, and whether there are hidden fees and charges. Visit our step-by-step guides to finding reception locations for a complete list of questions to ask, and then search WeddingsNorthValley.com WeddingsNorthValley.com for a list of ceremony and reception sites in Northern California in cities surround Chico, Redding and Yuba City. 

7.  SELECT YOUR WEDDING PARTY

She's been your best friend since kindergarten; it's a no-brainer that you want her to stand up with you on your big day. But what about everybody else? Ask valued friends or family to do a reading, be an usher or oversee your guest book/escort card table. The point is, don't worry, there is a role to play for everyone, and a way out of any awkward situation. 

8.  SHOP FOR THE DRESS

Browse WeddingsNorthValley.com for a bridal salon near you. Be aware that most dress shops require at least six months to order your dress. Don't forget to bring stockings, shoes, a strapless bra and a hair clip to your appointments. Also bring any tear sheets or printouts from our fashion section of those dresses you adore, so that the sales staff can get a sense of your style. And now's the time to start a fitness program and get in shape to look your best in that dream dress. 

9.  BOOK THE BASICS

Top wedding locations and vendors are booked as much as a year in advance, so as soon as you've agreed on the type of wedding you would like to have, use our comprehensive www.WeddingsNorthValley.com and run to make your reservations in the following order: ceremony and reception locations, ceremony officiant, caterer, reception band, photographer, florist, cake designer, videographer, stationer and finally, the rental company.

Reception sites go particularly fast, but many places will allow you to put a courtesy "pencil hold" on the date for two weeks with no deposit. Finding your ideal spot isn't easy, so if a site meets 80% of your requirements, reserve it!

10.  SET UP YOUR REGISTRY

In this shopping frenzy, remember that your guests are going to want to buy presents for YOU. You'll enjoy the convenience of viewing your registry and making changes any time, day or night. And, your guests will be thrilled to have one place where they can find all your gift choices. You can also create your own wedding website to share your engagement stories, last-minute wedding details and get the word out about your registry. It's fast and easy! Simply answer a few questions, pick a pattern and we'll handle all the technical details. One of the registries we love is the HONEYMOON REGISTRY that you can get throughout our Sponsoring Partner Shared Travel.

Finally, get a little help from your friends. With all the excitement ahead of you, it's important to know that WeddingsNorthValley.com has all the ideas, advice and tools you need to make planning as simple as possible. Let our Wedding Experts guide you through your wedding planning.

Let Me Clarify...You Can Always Get It Cheaper

There's one thing that I definitely know in life and that is you can always buy something cheaper --- telephone service, flights, cars, office supplies, SEO optimization, wedding gowns, pharmaceuticals, wedding flowers, catering....wedding & event planners.  You name it and I'll betcha there's somebody out there that can give it to you cheaper...  I think that the question that people miss is:  But Will It Be What I Want?

Let me give you a scenario that happened to me last year.  I sent out a floral & decor proposal for an event that wasn't huge and over the top.  It was for a nice party and right in line with the type of events we do.  Prior to sending it out, I had gone through and made a few things optional for the client so that they could add in some of the "nice to haves".  Exactly what I told them I would do when they hired me. 

Then, the phone rings....it's the Mother of the Bride.  We'll call her Carol. 
Carol:  "Sasha...in this economy how can you, in good conscience, send me a floral proposal THIS high?"

Please know that I had been through the proposal backwards & forwards and it met all of the required components that the bride simply HAD to have. 

ME:  "Thanks for your call, Carol, I sent it because I believe it fits the desires of Melanie (name of bride has been changed) and I did shave a lot off to try to meet your budget"

Carol:  "But Sasha, how in the world do you expect us to pay for this?  We have decided we don't want to spend more than X"  {this would have been nice to know at the beginning, by the way}

ME:  "Please let me know what you would like to cut and we are happy to  make any changes you like.  We can switch from long tables to rounds & squares, change the design of the flowers..."{basically, I gave her 15 options to make changes}

Carol:  "But Sasha, Melanie wants all that and we expect that in this economy people are hungry for business and would be willing to make a little less profit for the job"

{quizzical look which garners the side note that in this economy, business owners are more likely going to want a higher profit from each job, not lower to compensate for fewer jobs overall - thereby providing the contracted & paid for services ONLY and not over and above the contracted services}

ME: "Carol, I'm not sure that's the case, but let me just say that I've found out something in life and in business...you can always get something cheaper but it will not be the wedding your daughter wants, it will only be the price you like." {if you use this in your business, feel free to say "well, Sasha Souza says..."}

Why have I told you this story?  Because it's true and the statement that I made at the end is an important one when educating couples and ourselves on weddings and what we get for our money. It's easy to say you want a centerpiece to be smaller or "not over the top" or "simple".  Let me give you a visual example.  We have seen this image from the legendary Preston Bailey in our office many, many times.  It's gorgeous with hundreds of flowers in it and I'm sure the image does not do it justice to how grand it is in person:


Can every bride afford it?  No.  But those that value it will seek it & Preston out to design for them and will be thrilled with the results.  Here is how we used his inspiration for a bride who loved the look but couldn't pay the price tag for the flowers:


Could the bride have gotten even this arrangement cheaper?  Yes!  Absolutely but the structure of the piece, the height, the design would have been vastly different.  More like this:

While still pretty, it doesn't emanate the same feeling - BUT it IS CHEAPER!  So, if it's cheaper that they are looking for then this would work out perfectly but the expectation can't be for the gorgeous images above.

Another example...Is the peony any cheaper because of the economy?  No.  So, we offer alternatives and often we substitute with garden roses.  Is it the same?  No.  It's just cheaper and different.  Some brides are OK with that and others REALLY want the peony and are not going to compromise for anything less.  The decision is only theirs to make.

Carol did go on to pay the bill for the flowers when she  understood that what she would get by going elsewhere wasn't what Melanie would have wanted.  We were very willing to make changes to the event to get them closer to their described estimated expenditure but they were unwilling to make any changes whatsoever and simply wanted it to be cheaper.  period.  just. cheaper.

That isn't how this works, people.  If you go to the gas station to fill up your car, you make a decision on the name brand station that you go to, how much you want to pay per gallon & the octane level of the gas you want. 
OR! 
You can go down the street to the gas station without all the special additives.  Will your car run the same?  Maybe.  Maybe not.  My car happens to like Chevron Techron 89 Octane or better.  I put anything less in it and I'm bummed by the lack of power and performance that I get in my car.  I can't go into the clerk and ask them if instead of $2.99 per gallon I can pay $1.49 per gallon and expect the exact same quality & product.  If you want me to shave $100 off an arrangement, you're going to lose $100 worth of flowers & design time. 

So, when you're visiting with your vendors and you ask them to reduce their price please be sure that you are getting the same exact thing - because if you're trying to compare apples to apples and one person says they can do that Preston arrangement for hundreds less than the other person - chances are  you'll be left with arrangement #3 on your 72" round seating 12.

I love Sasha Souza's Sparkiletti Blog.