I was honored to serve as the "expert" across campus and give a presentation to all incoming event planners about how to create a meaningful event. While this presentation is geared towards the University of Illinois and our fundraising efforts - I hope you can find something helpful.
Friday, October 16, 2015
DIY Wedding Programs
You're two weeks from a day you've been planning for months years and suddenly it hits you.... "Son of a bitch.. We need programs!!!" You've been so busy planning all of those details for the reception that you completely forget about all of the details for the part of the day that really matters... the ceremony!
So you hop on etsy to buy the fanciest programs you've ever seen... ((insert sound of both your hands smacking your cheeks)) $5.00 per program?!?! When you are two weeks away from the wedding another $5.00 per person FOR PROGRAMS is the last thing you want to spend money on.
So.. here is my suggestion:
Spend one evening (I know free evenings and weekends are hard to come by at this stage in the game, but try and find one... it will be worth it!) typing, printing and folding your programs. If you have some of those relatives that are dying for ways to help.. THIS IS ONE OF THE WAYS THEY CAN HELP... Have them fold! Its a simple half fold on an 8.5x11 sheet of paper... we all learned how to do this is Kindergarten... And, if you are feelin' real crafty, put a ribbon on there!
Here's what I'm talking about...
So you hop on etsy to buy the fanciest programs you've ever seen... ((insert sound of both your hands smacking your cheeks)) $5.00 per program?!?! When you are two weeks away from the wedding another $5.00 per person FOR PROGRAMS is the last thing you want to spend money on.
So.. here is my suggestion:
Spend one evening (I know free evenings and weekends are hard to come by at this stage in the game, but try and find one... it will be worth it!) typing, printing and folding your programs. If you have some of those relatives that are dying for ways to help.. THIS IS ONE OF THE WAYS THEY CAN HELP... Have them fold! Its a simple half fold on an 8.5x11 sheet of paper... we all learned how to do this is Kindergarten... And, if you are feelin' real crafty, put a ribbon on there!
Here's what I'm talking about...
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| You can't see it really well in this photo, but I used a Champagne shimmer paper and gold and champagne colored ribbon with a simple knot-tie at the bottom. |
You can find a link to the Champagne shimmer paper here. And, here's the ribbon I used.
Step 1: Pick your paper. There are hundreds of websites you can order paper from for your programs. My suggestion is 8.5x11 that is at least 80lb-thickness or more. Most website have an option to order samples... I highly suggest doing so before ordering enough paper to kill a tree. Here is my favorite place to get paper. Also, I suggest a lighter color... anything dark is harder to get ink to show up on.
Step 2: Create your wedding programs by typing them out. I use Adobe InDesign, but you can recreate something similar using other programs as well. ((I also sell personalized graphic files in my etsy shop for a reasonable price... for those of you who don't think typing all of this on your own is for you!)) Here is a sample of the programs:
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| Program Cover |
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| Inside of Program |
Step 3: Print. I suggest printing all of one side first and all of the other side second. Most at-home printers don't have the capacity to print double sided, especially with thicker paper! You can print in almost any dark color you like... The lighter ink you go, the harder they will be to read (and, if your grandmother is anything like mine then she will be PISSED if she can't read your programs!). Also, feel free to take the file and paper to to any Staples or Kinko's.
Step 4: Rally the troops! It's finally time to delegate something... HOOORAY! A half-fold is all these programs need! (Just FYI, Staples or Kinko's may be able to do this part for you also.)
Step 5 (optional): So you may be looking at your programs and be thinking... these just don't have enough pizazz for me... So there are plenty of options!
- Add a ribbon with a simple knot-tie at the bottom.
- Add a ribbon with a bow on the side.
- Add a rhinestone or two to the front of the program.
Are event planning jobs overrated?
"Overrated jobs are defined as those that seem attractive from the outside but that sound better than they really are. The may have a poor outlook for jobs, too many candidates entering the field, poor working conditions or high barriers to entry." -ABCnews
Articles, lists and other types of "definitions" of event planners ((like this one)) are what make my blood boil! Along with the old-fashioned lady who claims to be an event planner because she knows how to decorate for her kid's 5th birthday party. While keeping in mind this old-fashioned lady is actually the one who pioneered my beloved profession of event planning.. We're beyond that!
As many of you know from my intro to blogging article, I am obsessed with my alma mater... One of the main reasons is because of the opportunity I had to create my own major. As many other event planners with a Type A personality, I wanted my degree to be on my terms. I knew what I wanted to do with my life and I felt like there was no opportunity for me to get there. So... I had to create that opportunity. Luckily, I went to a school with an Individual Plan of Study curriculum where I could literally create my own major. With the help of an Associate Dean, Professor and many other faculty members I was well on my way to a degree in Communication in Event Management & Public Relations. Many of you are probably thinking.. "Okay crazy pants... What the hell does that even mean???" For me.. it meant the future of event planning...
I knew I wasn't going to make a living by picking out menus, looking at floral arrangements or hosting fabulous parties... ((Which is exactly what people think event planning is.. and why I think it in on the list of overrated jobs.)) I wanted people to see me as a professional event planner within the academia field. I wanted to be well respected and have an education to back me up. In my eyes, I wanted to be apart of the modern world of event planning and take my beloved profession to the next level.
But what does this next level look like? I can tell you right now.. it's not ordering flowers or booking a caterer ((like most would think)). Anyone with a little organizational sense can do this... And.. sadly, there are MANY employed people who call themselves "event planners" and this is all they do. Congratulations to you guys! You're organized... along with millions of other people! Being an event planner is about taking an idea or goal and using an event to help bring that idea to life or achieve that goal. It's the broad picture, the reason anyone does any type of job.. There is something someone, somewhere, wants to achieve. And I make it my job to listen to these conversations, hear what the playmakers want to see happen, then take those ideas and goals and create an event that, in their eyes, is successful.
But then that leads to the next aspect of modern event planning... What does event success look like? This question can be just as hard to answer as the first because it is different for every event. In turn, it is the event planner's job to figure out how to measure the success of the event... both qualitatively and quantitatively. Then take these reports, metrics and outcomes back to the playmakers to show them that their ideas were brought to life and their goals were met.
Oh.. and in between those two bookends is where the "overrated" event planning stuff happens.. like finding a venue, booking a caterer, making invitations and keeping track of every tiny little detail that happens at an event. And, if this is all that job seekers think event planning is.. then, I agree, it is an overrated profession with little pride or ownership. And, it will continue to be this way until every event planner can jump on board and become a modern-day, money-making, idea-festering, goal-oriented event planner. Once someone makes that leap.. the job is no longer overrated... It's empowering.
Articles, lists and other types of "definitions" of event planners ((like this one)) are what make my blood boil! Along with the old-fashioned lady who claims to be an event planner because she knows how to decorate for her kid's 5th birthday party. While keeping in mind this old-fashioned lady is actually the one who pioneered my beloved profession of event planning.. We're beyond that!
As many of you know from my intro to blogging article, I am obsessed with my alma mater... One of the main reasons is because of the opportunity I had to create my own major. As many other event planners with a Type A personality, I wanted my degree to be on my terms. I knew what I wanted to do with my life and I felt like there was no opportunity for me to get there. So... I had to create that opportunity. Luckily, I went to a school with an Individual Plan of Study curriculum where I could literally create my own major. With the help of an Associate Dean, Professor and many other faculty members I was well on my way to a degree in Communication in Event Management & Public Relations. Many of you are probably thinking.. "Okay crazy pants... What the hell does that even mean???" For me.. it meant the future of event planning...
I knew I wasn't going to make a living by picking out menus, looking at floral arrangements or hosting fabulous parties... ((Which is exactly what people think event planning is.. and why I think it in on the list of overrated jobs.)) I wanted people to see me as a professional event planner within the academia field. I wanted to be well respected and have an education to back me up. In my eyes, I wanted to be apart of the modern world of event planning and take my beloved profession to the next level.
But what does this next level look like? I can tell you right now.. it's not ordering flowers or booking a caterer ((like most would think)). Anyone with a little organizational sense can do this... And.. sadly, there are MANY employed people who call themselves "event planners" and this is all they do. Congratulations to you guys! You're organized... along with millions of other people! Being an event planner is about taking an idea or goal and using an event to help bring that idea to life or achieve that goal. It's the broad picture, the reason anyone does any type of job.. There is something someone, somewhere, wants to achieve. And I make it my job to listen to these conversations, hear what the playmakers want to see happen, then take those ideas and goals and create an event that, in their eyes, is successful.
But then that leads to the next aspect of modern event planning... What does event success look like? This question can be just as hard to answer as the first because it is different for every event. In turn, it is the event planner's job to figure out how to measure the success of the event... both qualitatively and quantitatively. Then take these reports, metrics and outcomes back to the playmakers to show them that their ideas were brought to life and their goals were met.
Oh.. and in between those two bookends is where the "overrated" event planning stuff happens.. like finding a venue, booking a caterer, making invitations and keeping track of every tiny little detail that happens at an event. And, if this is all that job seekers think event planning is.. then, I agree, it is an overrated profession with little pride or ownership. And, it will continue to be this way until every event planner can jump on board and become a modern-day, money-making, idea-festering, goal-oriented event planner. Once someone makes that leap.. the job is no longer overrated... It's empowering.
Friday, August 7, 2015
How to Make your Vendors Happy
Don't be that bride. The one who thinks their wedding is the only wedding that has ever and will ever happen... Don't be that bride.
Be the bride that understands this day will be the most important day in your life andhopefully your spouse's life. Be the bride that's easy to work with but still knows what she wants. Be the bride who's got her shit together!
The first step to being a happy, easy-to-work-with bride is to make your wedding vendors happy. ((Sound of screeching brakes inserted here.)) YES.. YOU have to make SOMEONE ELSE happy. if you want the seas to split and the world to float around you in slow motion on your big day then you've got to put in the effort beforehand. If your vendors are happy chances are they will go the extra mile to help you out when something goes wrong... because something will go wrong. No matter how many hours, sleepless nights or wedding boards you create on pinterest.. something will go wrong. And, IT'S OKAY because you have been so easy to work with your vendors are going to take care of you.. right??? ((Make sure your answer to this question is YES by taking the following actions.))
1. PHONE CALLS Make those initial phone calls to your vendors as soon as possible. Ask for quotes, let them know when you are thinking about getting married.. get your wedding on their schedule asap. Some vendors max out on weddings on certain days or may have other schedule conflicts.
2. SHARE YOUR VISION If you're anything like 90% of women getting married today then you have had your pinterest wedding planned before you even started dating your fiancé. So, the time has finally come to put those pictures to use! Show your vendors what you want your dream wedding to look like and they can help give you something within your budget. You probably have a million ideas running through your mind but showing your vendors exactly what you mean will help ensure that you are all on the same page.
3. CONFIRM CONFIRM CONFIRM Don't forget to confirm all of the details with each vendor. The date of the wedding, the time of the ceremony, the number of guests... these details have all probably become imprinted in your brain but that doesn't mean they have for other people. To ensure your day goes smoothly you have to confirm that everyone is on the same page.
4. TIMELINE Throughout my career as an event planner, I can't tell you how many times the cherry on top of the planning process has been an event timeline. I can't stress enough how important these details are especially for a wedding day. Timing is everything when it comes to events and a printed event timeline is the sure way of making sure everyone knows what is going on at every moment throughout the day. To make your vendors happy.. give them a personalized timeline of the day that is specific to their needs. Here are some samples from our big day...
Be the bride that understands this day will be the most important day in your life and
1. PHONE CALLS Make those initial phone calls to your vendors as soon as possible. Ask for quotes, let them know when you are thinking about getting married.. get your wedding on their schedule asap. Some vendors max out on weddings on certain days or may have other schedule conflicts.
2. SHARE YOUR VISION If you're anything like 90% of women getting married today then you have had your pinterest wedding planned before you even started dating your fiancé. So, the time has finally come to put those pictures to use! Show your vendors what you want your dream wedding to look like and they can help give you something within your budget. You probably have a million ideas running through your mind but showing your vendors exactly what you mean will help ensure that you are all on the same page.
3. CONFIRM CONFIRM CONFIRM Don't forget to confirm all of the details with each vendor. The date of the wedding, the time of the ceremony, the number of guests... these details have all probably become imprinted in your brain but that doesn't mean they have for other people. To ensure your day goes smoothly you have to confirm that everyone is on the same page.
4. TIMELINE Throughout my career as an event planner, I can't tell you how many times the cherry on top of the planning process has been an event timeline. I can't stress enough how important these details are especially for a wedding day. Timing is everything when it comes to events and a printed event timeline is the sure way of making sure everyone knows what is going on at every moment throughout the day. To make your vendors happy.. give them a personalized timeline of the day that is specific to their needs. Here are some samples from our big day...
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| This timeline was for our caterer. |
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| This timeline was for our DJ. |
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| This timeline was mailed to our wedding party with the rehearsal dinner invitations. |
5. THANK YOUR VENDORS Chances are you didn't get to talk to your vendors the night of the wedding... or even in the week or two after the wedding. No matter how long it takes, make sure you follow-up with your vendors to tell them "thanks!".
Good luck!!
Friday, July 10, 2015
Step by Step Guide to Finding your Wedding Venue
Next to finding the perfect wedding dress, wedding venue selection can be one of the hardest decisions of the wedding planning process... Usually, smaller towns with less choices make for easier decisions and the bigger the city the more amazing venues you have to choose from.
So how do you make this decision and ensure that your day is going to be everything you've been dreaming of?
1. Do your Research! Start by looking online at wedding websites or city guides. A lot of the top wedding venues will advertise or be listed on these sites. Then start making a list of the places that stand out to you. All you need is their name for now.. From there - go to the actual websites of these places and look at photos. You don't have to remember everything about every venue but just get a general sense of what each place is all about visually. Then, read their reviews.. both on their website and on other websites. You can never know too much. Every place will have their ups and downs but still continue to get a general sense of what each venue is all about.
2. Choose a few to visit. There are probably some that you have fallen in love with by this point. Well, it's time to pick up the phone.. call the venues and ask to set-up a tour to view each of the spaces. Now, they are going to ask you a million questions about who you are, when's your wedding and how many guests you plan on hosting. If you know the answers.. GREAT! Tell them! If not.. don't worry about it. Just let the venue know that you are in the initial stages of venue selection and you would like to see what they have to offer for weddings. If you have a wedding coordiantor, she/he will probably be setting up these tours for you.. My suggestion is for you and your future spouse to go at this alone. At least for the first viewing. You two have to love it before anyone else does!
3. More Research. When you went on your visits you were probably handed GOBS of information from each venue about their pricing, catering menu, what you can and can't do their, etc. Well, it's time to actually read it! Sit down and go through the information and circle or highlight pieces you like or don't like. It can really make a difference when you find out that Grandma Memaw can't bake her world famous cake for you even if you have dreamed of her cake being your wedding cake since you were a little girl. Evey venue is different and every venue has different rules.. so be sure to know them.
4. Cost Analysis. This can be difficult in the intial planning stages because every venue is different on how they charge. Some venues will ask you to bring in all of your own things; while others, will tell you to use their vendors. Some important questions to ask regarding cost are:
5. The Choice. Now this could be an easy decision at this point or you may still be straddling the fence. Take some time to think about it.. try and picture your wedding and where does it feel right? It may take another venue visit before you choose the right one... but when you make the decision it will feel like everything is falling into place.
So how do you make this decision and ensure that your day is going to be everything you've been dreaming of?
2. Choose a few to visit. There are probably some that you have fallen in love with by this point. Well, it's time to pick up the phone.. call the venues and ask to set-up a tour to view each of the spaces. Now, they are going to ask you a million questions about who you are, when's your wedding and how many guests you plan on hosting. If you know the answers.. GREAT! Tell them! If not.. don't worry about it. Just let the venue know that you are in the initial stages of venue selection and you would like to see what they have to offer for weddings. If you have a wedding coordiantor, she/he will probably be setting up these tours for you.. My suggestion is for you and your future spouse to go at this alone. At least for the first viewing. You two have to love it before anyone else does!
3. More Research. When you went on your visits you were probably handed GOBS of information from each venue about their pricing, catering menu, what you can and can't do their, etc. Well, it's time to actually read it! Sit down and go through the information and circle or highlight pieces you like or don't like. It can really make a difference when you find out that Grandma Memaw can't bake her world famous cake for you even if you have dreamed of her cake being your wedding cake since you were a little girl. Evey venue is different and every venue has different rules.. so be sure to know them.
4. Cost Analysis. This can be difficult in the intial planning stages because every venue is different on how they charge. Some venues will ask you to bring in all of your own things; while others, will tell you to use their vendors. Some important questions to ask regarding cost are:
- Are there food and beverage minimums? Meaning... there may be no cost to use the room itself, but they have a strict minimum when it comes to food and beverage.
- Is there a room rental cost?
- Is there a cost to bring in outside vendors?
- What is included in the pricing they are giving? i.e. lighting, dance floor, room set-up, linens, etc. ((Some venues will include some of these items as perks, which can actually end up saving you some money in the long run.))
- What other possible charges could be incurred if you chose their venue? i.e. cancellation policy, security deposit, etc.
- Are there different costs for different times of year?
5. The Choice. Now this could be an easy decision at this point or you may still be straddling the fence. Take some time to think about it.. try and picture your wedding and where does it feel right? It may take another venue visit before you choose the right one... but when you make the decision it will feel like everything is falling into place.
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