Wedding Reception Timeline

Guess What?

I found another awesometastic wooden sign!

Wedding Reception Timeline via Every Last Detail

I'm pretty sure I'm going to have this at my next party... It's just too sweet!

Timelines are great for guests, especially the ones that want to constantly be in-the-know (like me, I am a mess as a guest at a wedding, don't invite me to your wedding, unless you want me to help you, make me the unofficial bathroom attendant or something).

With this handy dandy timeline sign, they know what's going on and when it's happening. It also helps ensure that everyone is in the right place at the right time.

Another easy DIY to add a personal touch to your wedding day!

How Many People fit at a Table

Seating charts, seating your guests, how many people fit at a table, who should sit with whom? These tough questions are always left to the last minute, mostly because RSVPs arrive at the last minute.

This capacity chart should help you with a few questions before the tough task of Uncle Marvin can't even be in eye shot of Uncle Ken!

Vintage Key Seating Chart

Photo By: Tony Evens

I was purusing some of my favorite blogs this weekend, and I came across this totally fantastic seating chart from ADORE Events!

It's vintage chic with tons of charm!

I am curious though, at one time these keys were used for something...

I just wonder who's they were and what they were used for? Am I the only geek who thinks that way?

Sweetwater Branch Inn

We love weddings that take place at Sweetwater Branch Inn! It is seriously once of the most beautiful and quaint locations for a wedding in Gainesville!

So, Save the Date! You won't want to miss this "Afternoon with Sweetwater Branch Inn" event this Sunday, September 18th from 1-3pm! 

Yummy food, entertainment, and give-aways- what could be better? 

Make sure to RSVP by this Friday, Sept. 16th by emailing events@sweetwaterinn.com to purchase your tickets and reserve your spot for this funtastic event!

Seating Schmeating!

Soooo, do you do this?

 

 

 

 

Or this?

 

 

 

Why? What's the difference? Does it matter?

 

First you have to ask yourself a series of questions, and the answers will help you determine which to do, if at all.

• Are you serving a plated meal with various selections for your guests to choose from?
• If so, you might steer clear of the seating chart, because you'll need to distinqish their selections some how to the servers or catering staff.
• Do you have limited seating, or the exact number of tables you'll need for your guests?
• If so, you'll need to consider some kind of table chart or seating cards, because you're guests will usually leave a seat or two open at their tables and that can't happen if you are limited.
•  Are you only reserving a few tables for your guests?
• For instance, it's open seating, but you want to make sure your parents and grandparents sit closest to you - then you'll need to have a few reserved signs at those tables in advance.

These are by all means NOT all of the reasons, but it should give you some help while you are determing where and how you'll seat your guests.

seating chart

place cards

The Top 5!

Yesterday I had Christina let you know what she felt her Top 5 things learned at her first wedding with MasterPiece Weddings were. I wanted to explain some of what she said, maybe give you some back story.

1. Every wedding planner needs a Mary Poppins’ carpetbag… by the end of the night, I was waiting for Melissa to pull out a coat rack from her “wedding bag.”

We did have to get a lot of stuff out of the Wedding Bag at this wedding, I guess I never think about what comes out of it, and how much thought went in to choosing the things that I knew I'd use a lot. I think I can do anything with DoubleStick Tape, a Sharpie Marker, and Binder Clips!

{Me playing War with the Bride to ease her anxiety}

2. A wedding planner must be able to wear many hats. I watched Melissa have many transformations, including the organized businesswomen, the patient waiter, the comforter to the nervous and crying, and the dancing queen.

We do have to wear many hats. Another thing I don't think about, I just do. At Katie's wedding, we had to wait over an hour for the Venue to be unlocked. I had confirmed the time for it to be opened 3 times, and after waiting and waiting, and having contacted the owner of the facility by cell phone and emails- proves you can never be too prepared.

I did have to comfort the Bride's Daughter, she's old enough to be aware of what was going on around her, and before the ceremony I found her crying pretty uncontrollably. When I asked her what was wrong she just stared at me with these bright blue eyes and huge tears falling to the ground. She couldn't even talk. Finally she confessed that she was scarred. She was scarred of messing up. I then told her that I would be there to let her know when do walk, stop, go, where to stand, and if she messed up it was my fault. I think that made her feel better. Poor thing!

And after everyone is gone - I always take a dance with my favorite DJ :)

3. Never let anyone see you sweat, even if it is 120 degrees outside.

Holy Cow! It was Hah-ot outside!!! (I have pictures to prove it!)

4. The job of networking never ends. Melissa was working every connection that the venue had; it was very impressive!

Another thing I guess I don't even think of.... the photographer was newer to the business, and I had never worked with him before. And of course the vendors that you know and trust, you gotta chat with them!

5. Just because you pass next to a candy bar, does not mean you have to eat a piece of candy! After cake, Rice Krispie treats and candy, I was in complete sugar shock. I had a large piece of pizza on the way home!

So first and foremost, the guests never see us eat... but if you can sneak an M&M then more power to you :) But lemme tell you, there was so much sugar at this wedding! We set up the candy bar to end all candy bars, cake, Rice Krispie Treat Grooms Cake... I felt like the sugar never ended!!!

To be honest, the main thing I learned was that being a wedding consultant is not for everyone and is definitely not as easy as it seems! I know I have a lot more to learn, and I’m definitely glad to be learning from the best!

Truer words have never been spoken!

Queue Tip!

One of my pet peeves is when there are a herd of guests waiting to be seated - they are all wandering around like they are waiting for a man to get on the PA System and them them what to do next. (So I usually run around and let people know to go ahead and take their seats the bride and groom will be joining us shortly).

This is of course when there aren't place cards, people just honestly don't understand open seating it seems. Is open seating all it's cracked up to be?

First you need more tables, because although you have tables of 8 or 10, people leave 1 or 2, sometimes 3 seats open, so you wind up needing more places for your guests to find a place for their tushies.

I am all in favor of printing large boards (32x24) foam - dry mounted... depending on how many guests, you can use 1 or 2 or 3... It can be done DIY and to have them printed can cost between $15-$20 and can be just a beautiful as you'd like...

Destination Castle

This is not the castle we stayed in, but this castle was almost right across the street to us. It's actually a hotel/Castle- Dromoland Castle. They have a full service spa, full service caterering facility, and yes I took time out of my vacation to meet with their catering manager- Patricia, who was just lovely.

She showed me the ballrooms, the guest rooms, the spa - we had tea and scones with jam and clotted cream in The Gallery next to the fire place.

It was an absolutely fantastic experience. If you are looking to get married in County Claire, Ireland - this is certainly your place! Here are some more photographs:

This is the ballroom - there is also a "pre-function" area that is a downstairs area that is just magnificent.

These are my scones and tea, with clotted cream (yum- by the way!!!) with jam:One of the guest rooms:

If you are getting married in Ireland or just visiting this amazing country-side, please take some time to visit this amazing location, it's truly something to behold.

Vendor Contracts - Part 3

Bands and DJ's can make or break the party, so don't just believe what you hear - make sure your band or DJ contract includes everything listed below.

And if you are in the industry this book is fantastic! It's written by my friend Peter Merry and you are looking for fun ways to change up your timeline but still keep things running smoothly - or you are a bride and looking for ways to personalize your reception, he's the guy - he has some amazingly fun ideas! Check it out!

Name and contact information for your client and the vendor

• Your wedding date, address of location, and exact arrival time


• Whether the bandleader/DJ will also serve as emcee


• The number of hours the band/DJ will work
  
• Any equipment you or the site needs to supply: chairs, tables, music stands, amplifiers
• Equipment the band/DJ will supply
• Songs you have specifically requested as must-plays (or date by which you need to supply list)


• Any songs you definitely don’t want played
  
• What the musicians/DJ will wear
• Any agreement for you to supply CD’s/sheet music
  


• Total Price
  


• Overtime rate, should your reception run long
  
• Deposit amount
• Deposit amount due
  


• Balance due date
  


• Cancellation and refund policy
  


• Bandleader or DJ’s signature

Of course, the actual contracts are important, you'll also learn ALOT of what you need or want to know from other vendors as well and through the grapevine (although don't believe everything you hear) it's good to know what other people are thinking. Small communities or big cities, the wedding/event world is a place all it's own.

Vendor Contracts- Part Deux!

Let's talk about your venue, even just for a moment. I mean you have to have the reception some where, even if its at your house (then maybe it'd be rental contract for the tent, but even so, it's a place). Financially, this is the most important aspect of the wedding, because it is where the most money is spent (50% remember), so make sure that the site and the contract are "legit". If you are working with a national hotel, it is more likely to have a legal contract, but make sure they are not nickel and dime'ing, and if they are, then know those amounts ahead of time so you are not surprised.

• Total cost and line item break down of what's included



• Exact date and time of the wedding



• Exact location(s) of the wedding reception (Ballroom A or the Pelican Room)



• Detailed list of everything the venue will provide



• The name of the site representative who will be on hand on your wedding day



• Proof of Liability insurance and liquor license



• Amount of deposit and when it was paid



• Balance outstanding and when it is due (or the payment schedule)



• Cancellation policy/refund policy



• Anything else you agreed to orally, make sure you get it written down so you have proof, you can always add amendments to contracts - don't be afraid to ask!!!

Also have a exact drawing of how you'd like the room set up, we recently did a wedding at a Hilton and they provided a CAD drawing of the room, so we crossed out the tables we didn't need and numbered the tables on the layout how we wanted it.... when we got there for set up the banquet captain had just set up the tables as we had numbered leaving a HUGE gap between the doors and where the tables were started.... even spacing would have been nice. They fixed it, but if the drawing had been more accurate, it would have been one less stressor.

Working the Room!

Layout of the Room"Working the room" is not a phrase just used for dating anymore! You need to know and understand the best use of space for the room, and stand your ground if you are firm about it. I have fought with more caterers about placement of buffet tables, or where to place the DJ. Some catering managers are just not subject to looking outside of the box - or heck, a little to the left of it! Just learn to use the space wisely!


There are so many different ways to design your reception, just keep in mind that location is everything, be aware of the space, and where things are located. You can use free and fantastic sites like Simple Seating to design your reception site exactly how you want it. Or The Perfect Seating Plan, another great option!