As a wedding specialist Lenore K. successfully guides bridal couples step-by-step on how to plan your wedding plus, as an add-on service, offers wedding day direction – personal and intimate “hands-on” supervision and support on the day.

You’re thinking the question Lenore K. is asked many times, “Why do I need a wedding director or wedding supervisor ’cause everything is already planned?” Or, I have a venue coordinator so “Why do I need someone else?”

Here’s a true snapshot of a wedding director role Lenore K. performed recently.

Snapshot of a Wedding Director

Wedding and Wedding Reception held at the same location.

12.30pm mid-day Wedding Director: Prepares and gets ready to leave for 5.00pm wedding ceremony in The Hunter Valley. (Irons clothes, showers, gets dressed, checks supporting documents, packs car, etc.)

1.30pm Lv. for venue.

2.15pm Ar. @ venue. Re-introduce myself to Venue Caterer & Venue Decorator. Ask when Venue Coordinator is arriving to run through already pre-emailed Lenore K. run sheet.

2.20pm Refer timeline for supplier arrivals/deliveries. Check -

- cake arrived (tick). Cake floral decoration eta 4.00pm
- reception room decoration started inside (tick)
- tables dressed and set (tick)
- bonbonniere , menus & place cards arrived (tick)

2.30pm Re-position incorrectly placed bridal chairs & guests chairs (i.e., gaps, not-centred/square on),  symmetrically align to each other tableware, glasses, place cards, serviettes, table menus, etc. Check table location/seating – dietary requests.

3.30pm Check Chapel – lots not done. Ask venue staff to -

• remove plastic chairs stacked at back of the chapel
• remove wasp nests on ceiling beams (highlighted in original run sheet to venue)
• sweep verandah, remove debris from red carpet, tidy generally
• set-up water (table) with glasses, ice, water, etc.

Check photographer/s have arrived. (tick)

3.50pm Re-check Chapel. Wasps nets not removed. Talk to venue of seriousness if remaining as bride is highly allergic to wasp stings.

NB: Groom’s party to arrive at 4.25pm

4.05pm Head back to reception room.

• Flowers haven’t  arrived for eta 4.00pm. Phone florists head office. Lots of phone tag.
• Problem with sound speaker leads crossing dance floor – accident begging to happen. Venue staff and I move speakers to one side.

4.10pm Re-check chapel. Wasp nests removed. No water in water jugs, area not swept. Advise venue staff for immediate resolution. I take broom and sweep red carpet, verandahs, remove plastics, cigarette butts, weed myself. (Venue staff commences sweeping inside.)

4.15pm Florist arrives and starts setting up cake floral decoration. I immediately say to decorate the chapel so the photographer can take pictures of the chapel with flowers. (Groom party is to arrive in approximately 10 mins and guests had started to arrive at chapel.)

4.25pm Groom and groom’s party arrive. Water tray not ready (arranged with venue in original run sheet). Quickly head back to reception and prepare tray with glasses and water jug. With drinks for groom’s party notice ice has not been removed from plastic bag. Remove plastic and place ice in ice bucket with plastic cup scoop.

4.30pm Back to reception. Check previously arranged table for guest list is set. There isn’t one available – make decisions. Florist decorator confused with wedding cake floral design, i.e., where flowers go on cake levels. We confer.

4.45pm Prepare bridal party water drinks tray. Wait for cars to arrive. Bridesmaid’s mother asks if I can remove a mark on bridesmaid’s dress.

5.00pm Bridal party walk to chapel. Wedding Celebrant cues me to open chapel doors.

5.20pm Just Married! Pictures of couple and their guests. Offer water to the bride, groom and wedding party. Back to reception.

5.30pm Ensure Reception doors are closed so guests do not enter and room remains cool via air conditioning. Back to the Chapel.

5.50pm Invite guests to move to another area for drinks and canapés. Bride, Groom and wedding party continue with photograph taking. Advise venue staff guests are here.

6.00pm Canapés and beverages served to guests on reception verandah. Guests ask me questions including where to put presents, cigarette butts (venue does not supply ashtrays), where are the  toilets?

6.30pm Walk amongst guests to advise their table seating. Familiarise myself with Masters of Ceremonies. MCs and I check sound system. Cross check timeline together. I advise songs to be played (hadn’t fully checked my pre-wedding run sheet).

6.45pm Check all reception candles lit.

6.50pm Invite guests to enter reception room. Hear gasps of pleasure as they enter the room. Ask people to be seated and close doors for the arrival of the bridal party.

6.55pm Place red carpet at reception door and scatter flower petals. Bridal party to arrive at 7.00pm. Photographers taking advantage of excellent lighting conditions – running overtime.

7.10pm Bridal party arrives. Cue MC (1)  for entry music song. Cue 2nd MC to open doors.

7.15pm Bridal party enters room amongst cheers and clapping from guests. Meals served – Entree, Palette cleanser, Main Course. Noticed bride not eating. Talk and recommend a second sorbet.

Oversee proceedings, answer questions, organise extra mics for speakers, takes pictures for guests, resolve sound problems plus more.

10.30pm Photography package to finish. Photographer stays 1/2 hr extra to photograph cake cutting.

10.30pm Wedding Director package to finish. Wedding director stays.

10.35pm Desserts served. OK’d with Bride to cut the wedding cake before dessert plates are cleared as 60 minutes behind schedule because of extended photography shots before reception and impromptu speeches.

10.40pm Wedding Director asked to help guest with broken necklace.

10.50pm Cake cut and then Bridal Waltz. Dancing commences.

11.30pm Check Bride and Groom car has arrived. (tick)

11.35pm Arrange with bridal party’s family to remove wishing well, flowers, marriage certificate, iPod, guest book, wedding cake, etc.

11.40pm Groom decides to remove personally owned sound equipment, speakers, leads, mixer, etc. on the night so he doesn’t have to come back in the morning, as originally planned. I advise the limo driver of the delay. I offer my vehicle to transport the equipment back to their accommodation as will not fit in other cars.

11.50pm Bride throws bouquet and both leave to commence their future together as Husband and Wife.

11.55pm Groomsmen pack up my car with equipment.

12.00 mid-night Drive to accommodation and unpack equipment.

12.20am Lv. Hunter Valley

1.20am Finish

Do you think having a wedding director made a difference? Have you been at a wedding when it’s been an absolute disaster?

Here’s some hic-cups Lenore K. has resolved in the past … a groom ripped his trousers when the tag got caught in a door -  desirable skills of a wedding director, able to sew; a bride fainted – applied cold compresses to the back of her neck; a DJ (friend of the groom) got so drunk I sourced another guest to be DJ.

Have you heard of unusual things that have happened at a wedding? We’d love to hear…

As always, happy planning!

Your Wedding Planner, Lenore K.

As a green wedding planner I’m noticing more and more traditional wedding couples are wanting ideas “How to green their wedding plus how to save costs on their wedding?”

They’re asking “How do we approach our venue coordinator if we want eco-choices without costing the earth?” and “How can we logistically reduce transport and costs plus make a positive impact on the environment?”

How To Save Wedding $’s

Event and wedding catering and transportation can be expensive. Thinking Green will save you money if you ask the right questions and employ the “Recycle, Re-new, Re-use” rule as part of your event and wedding planning.

Venue Catering

Choosing food that is grown or raised locally helps to support small and mid-sized businesses in your area, reduces transportation, labour costs and benefits you.

In NSW if you live in the beautiful Hunter Valley, Blue Mountains and Southern Highlands you have a myriad of green choices but what if your wedding is in a capital city? Are there the same environmental and cost effective choices?

8 Key Questions To Ask Your Venue Coordinator.

Here are 8 key questions to ask your venue coordinator:

1. Do you use locally grown or produced ingredients?
2. Are your suppliers certified organic growers?
3. Do you buy meat products from farms that raise their animals naturally?
4. Is your waste recycled separately – plastics, paper, glass, metal?
5. Do you use organic vegetables, meat, dry or frozen organic ingredients?
6. Can we bring in our own organic wines and beers?
7. Is your coffee and tea fair trade, organic, locally grown?
8. Are the paper napkins made from recycled materials?

If you have set your heart on a particular venue that does not support positive environmental catering choices and not willing to do so, consider off-setting your wedding researching the many carbon neutral websites on the web.

Transportation

Wikipedia says Green Transport refers to any means of sustainable transport with low impact to the environment, and includes human or animal muscle-powered vehicles, low-carbon fueled vehicles, any kind of vehicle using a renewable source of energy for its propulsion.

Unfortunately, hybrid limos are not yet available but there are still a few eco-friendly options for your wedding day. The best option would be to choose a site that eliminates the need for transportation by having the ceremony and reception all in one place. If that is not possible, choose your wedding ceremony and reception sites within walking distance of one another or travel by horse and buggy saving you heaps of dollars!

Wedding Day Budget Conscious Travel Options.

Here are 7 Wedding Day Tips  to save you dollars

• wedding ceremony and reception at the same location
• wedding ceremony and reception walking distance of each other
• arrive/depart by horse drawn carriage
• travel by rickshaw or bicycle
• hiring of hybrid cars or borrowing
• one car only (repeat trips) for both bridal parties (bride, groom, families)
• shuttle bus for guests

Innovative “Thinking Green” and reducing the wedding and event environmental impact certainly is a positive upward trend. I take my hat off to one on my innovative brides – she planned to leave her wedding reception with her new husband pulling her along in a Billie-cart.

How do you plan to save money? Are there any green suppliers you would recommend near you? Let us know below and share as we’d love to hear from you.

Happy Planning.

LEE CASS

A miserable rainy day and a long hiatus from my blog I’m thinking what hot tips and advice can I offer you to support your wedding day planning and then I had my ‘light bulb’ moment.

Wedding Day – Wet Weather Strategies

When you hire a professional wedding planner wet weather strategies are included in the planning mix. But what if you’re organising your own wedding – “How do you ensure your planned perfect day is not a disaster?”

There’s no guarantees but if you plan for rain you’re covered  :)

5 Tips To Rain Proof Your Wedding Day

Below are five tips to help you rain proof your wedding.

1. Check the weather forecast

When deciding your wedding day date research weather patterns. Here’s the Australian weather site. It’s easy and you can become a weather zone guest or member.

Did you know?

The Sydney 2000 Olympics was originally to be held in November but with long range weather forecasting October was found to be the best month and yes, it was just magically perfect.

2. Moon and Tides

Don’t just focus on the weather, check out tide and moon phases. Remember your friend’s beach wedding and instead of sand and rolling waves, it’s low tide and mud flats as far as the eye can see. Not a pretty site! Or, it’s full moon, king tide and your romantic wedding ceremony spot is under water.

3. Venue location

If your ceremony is being held outside ensure you have a back-up venue close-by! I know this sounds logical but I can’t tell you how many times I’ve reviewed wedding event orders and there’s no wet weather Plan B.

9 Tips on How to Choose A Venue

i) research and choose your venue (close proximity to your ceremony)
ii)  find out if the venue is available
iii) can the venue accommodate you and all your guests?
iv) what is the hire charge, if any?
v) are there cleaning/exit fees?
vi) what notice is required before hiring/cancelling?
vii) how many staff will be available on the day and at what cost?
viii) what can the venue offer as wet weather options, i.e., umbrellas, marquee
ix) can the venue coordinator recommend professional suppliers for marquee, etc.?

4. Hiring a marquee

Consider hiring a marquee as a wet weather option and/or can also be used for the wedding reception. If you decide upon a marquee make sure you contact your local council about regulations – there’s some horrific stories out there.  Budget and logistics will decide whether this strategy is affordable.

5. Wedding Photographs

I can not emphasise enough -  thoroughly research your photographer/s and ask lots and lots of questions. Are you local? If it rains which wet weather locations do you use? Do you have wet weather equipment?

Visit the recommended sites in wet weather. Walk around and look for rain water channels, run off from buildings, logistical ways of getting from A to B. Will there be lots of mud? Are there lots of shadows and dark? And importantly do you personally want your photos taken here?

Plus ask your photographer to show you wedding photos taken of bridal couples  in the wet weather recommended areas.

And remember, whether it’s raining or not, “Breathe, Relax, Laugh and Enjoy – it’s your wedding day!”

Do you have any wet weather experiences you’d like to share with us? In hindsight would you have planned your wedding day differently? Any recommendations you can offer upcoming brides?

Tell us here… we’d love to hear from you.

And if there’s something in particular you’d like me to write about just let me know.

Happy Planning!

Lee Cass

Last week I met a lovely couple to be married at a beautiful hotel venue in The Hunter. Both exceptional organisers we were meeting to discuss wedding day supervision. Why?

“We want to enjoy our day and not have to worry about what is happening vs. what should be happening.”

(For those unsure what a wedding day supervisor/coordinator/host does, check out wedding planning or see the 21 examples below.)

In our meeting

We were comfortable with each other, I was taking notes and in a no obligation, cost free meeting there is no pressure -  it’s basically once you (“the client”) like me (“the wedding planner”) and the service/product, it’s perceived value, price and affordability.

We’d had two rounds of coffee and I was nearly ready to leave to go to my next appointment which is when they threw the curved ball…

“Our hotel venue wedding planner says we don’t need you as a wedding planner on the day. She says, ’she’ (the venue planner) does exactly what you do. Tell us why we need YOU?”

A fair question. This is briefly why.

21 reasons why to hire a wedding planner

Pre wedding and on your wedding day your professional planner will

1. collect and collate your every wedding detail prior your wedding day
2. review and evaluate looking at the total picture
3. identify gaps including room set-up, timing, location issues, problem suppliers, themeing conflicts, lighting, audio, room configuration, ceremony, reception, transports logisitics and more
4. create an accurate event timeline (schedule) for every task during your day, ie., ceremony, reception – photography, cake cutting, catering drop/removals, toasts for speeches, applause, smoking break-outs including venue responsibilities
5. provide an event order (EO) which is a combined timeline and a detailed run sheet for the day
6. 2 weeks prior, as agreed, your external professional wedding planner will contact ALL your suppliers confirming your packages, their estimated time of arrival (eta), record address, mobile and contact details, discuss venue problem areas as per a previous site inspection. (In the service industry myself, I never understand why it takes several phone calls and/or emails to get responses.)
7. prepare a concise ALL supplier contact list for referral and emergencies
8. 48 hours prior your wedding your outsourced wedding planner will again re-confirm agreed packages, arrival times and communicate to you discrepancies to be resolved
9. discuss and confirm with your venue wedding coordinator your expectations, ie.,  – dietary requests, special needs, room layout, ceremony and reception floral arrangements, presentation standards, cleanliness, removal of existing furniture, agreed staffing numbers. Discuss who is the coordinator on the day – 80/20 rule applies. 80% of the time it’s another coordinator whom has briefed by the venue coordinator.
10. available at pre-arranged times, attend your make-up and hair session, support families with requests, help bridal and groom’s party, attend ceremony and/or reception
11. check venue for cleanliness (internal, external), plus swept and hosed paths incl. break-out areas, remove insects, ensure dust-free furniture, no clutter or foreign objects
12. check room layout as per brief – positioning of head and cake table, dance floor, mic
13. check existing table settings for missing cutlery, glasses, flowers, candles, baby chairs, bonbonnieres
14. one person overseeing ALL proceedings during the day according to EO
15. available at ALL times for requests by bridal party, guests, photographer, videographer, catering and beverage staff and venue wedding coordinator
16. continually checks room temperature, inappropriate noise levels, audio levels, lighting, length speech durations advising venue kitchen
17. throughout the ceremony and/or reception ensure you and your guests are comfortable, relaxed and are having fun
18. available to resolve any concerns without asking you or your families
19. if guests are not signing the guest register (this is common), inconspicuously move throughout the room and ask them to write a few words of congratulations or personal thoughts
20. available for last minute changes in existing agreed arrangements, ie., delivery of presents, phoning taxis, paying suppliers, timeline alterations/delays (it happens)
21. Your dedicated professional wedding planner “lives and breathes” your wedding, devotes 120% to your wedding and is employed by you. Your in-house venue wedding coordinator’s focus is “only venue related”.  Plus, is employed by and, reports to – venue management and does not get involved in every detail of your wedding.

You’ve spent a lot of time and money leading up to this point.

Tip: Upto $1000 you can hire a professional wedding planner to pull all your plans together and be there on the day.  100% guarantee the very, very best for your dream breath-taking wedding day.

Have you had any positive or negative experiences lately? Why not let us know.

I am always looking at how to do things differently to help you and make my services even better. I”m sure you’d like to hear what other bridal couples are doing.

Happy Planning!

LEE CASS
Mobile 0404 062 484
Email leecassATlenorek.com