Setting up a seating chart

 As promised in a recent post here are some tips for tackling that dreaded seating chart.

You'll need:
-Colored post-it notes
-Paper plates
-Your guest list
-RSVPs

Familiarize yourself with the layout of the venue. Take notes about how seating is typically arranged.

Use a large piece of paper to sketch out each table taking into account its size and how many seats can be accommodated at each table.

Draw in where the DJ and/or band will be performing, exit points, restrooms, cake table, gifts table and any other tables you'll be using.

Assign each table a title or a number.

Create a list on another sheet of paper which lists the table titles as well as the number of seats available at each table.

Gather your RSVP cards and start organizing your guests. Color-code your guests (by using colored post-it notes) into groups: family, colleagues, childhood friends, college friends, family friends, etc. This will allow you to group people appropriately.

Write each guest's name on a post-it that indicates their relationship to you and the groom. Using post-its will allow you to move guests easily.

Write each table name on an individual paper plate.

Take your post-its and put the correct number of people at each table (paper plate).

Family should be seated as close to the head table as possible. If there are odd numbers within family groups, consider mixing up the family tables to include members of the bride and groom's families.

Elderly guests should not be seating near loud speakers or young children. If possible, sit them close to exits and/or amenities.

Aim for an even gender split at each table so you have an equal number of men and women sitting together.

Seat children under the age of 14 with their parents. If you have a group of children who are 15 years or older you can set up a table specifically for them.

When determining where to sit same-sex couples look for a spot away from people who might cause or take offense.

Avoid sitting ex-spouses or those involved in disputes too close to each other.

Try not to isolate all of your single guests by sitting them together. Place them with other singles, couples and families.

Leave two tables that aren't in a priority location empty. Your photographer and other vendors can use one table to rest and eat during their breaks. The other can be used for any unexpected guests.

Once you're finished, prepare a large seating diagram that shows the list of seating assignments. Make extra copies to have on hand at the venue.

Create table name or number signs. Explain to the caterer or planner how your table labels work and where each sign should be placed during the decorating phase.

Design place cards and alphabetize them. Setting out the cards alphabetically will save guests time when trying to locate their seats.

*Photo courtesy of: www.weddingdesignanarchy.com

A small detail: Keep track of guests

 Use 3x5 index cards to keep track of your guests. Keep them in a recipe box for easy organizing. On each card, write the guest's names, address and phone number. Leave room to include RSVP information. Later, you can use the same cards to keep track of what give you received and whether or not you wrote them a thank you note.

12 pointers for staying on budget

 I have heard dozens of brides say that planning a wedding would be so easy if they had unlimited resources and financial backing. It can be challenging achieving your vision while sticking to your budget.

A wedding budget should follow this formula:
48 to 50 percent for the reception, 8 to 10 percent for flowers, 8 to 10 percent for attire, 8 to 10 percent for entertainment, 10 to 12 percent for visuals (photography/video), 2 to 3 percent for stationary (invitations, programs, save the dates, etc.) 2 to 3 percent for gifts and 8 percent for miscellaneous items. It is essential for every bride to allocate an extra 5 to 10 percent of your budget for surprise expenses.

Paying for your reception will take nearly half of your budget. The majority of the funds will pay for catering.

Here are 12 pointers for brides and grooms looking to save cash on catering expenses.

1. During cocktail hour, hand pass the pricier appetizers rather than offering them self-serve. Guests will consume 40 percent less.
2. Serve your food selections in unique ways. People eat with their eyes first, so focus on presentation.
3. There's no need to serve five courses if you're offering a cocktail hour. Stick with three courses.
4. Have a salad of spring greens rather than traditional Caesar.
5. Some meats are pricier at different times of the year.
6. For a 20 percent savings serve family-style dishes.
7. Ask for a detailed price list for vegetables/sides to make better budget decisions. Not all vegetable are priced the same.
8. Going midshelf instead of topshelf at the bar can help you save up to 30 percent.
9. Skip the champagne for toasts. Have guests use whatever they are currently drinking.
10. Close the open bar an hour early. This can save hundreds of dollars.
11. Stick with regular cake flavors that are more budget friendly. Buttercream frosting will cost you less than fondant.
12. Offer only a signature drink, beer and wine instead of an open bar.

50 photo moments not to miss

Seeing this beautiful image captured by Dustin Prickett of a bride and groom embracing at their wedding reception in Dover, Florida on Sept. 8 made me start thinking about all those integral moments of weddings that we are so thankful photographers are there to document.

You won't be able to recreate this stunning photograph but I have some tips to make your experience run smoothly and hopefully give you some stunning images of your own.

Before selecting a photographer you should determine what type of photography you want. Do you want candid, journalistic, traditional or posed? Then, search for a photographer that fits your criteria.

Most photographers would encourage you to find photos that you like from other weddings to help them understand what type of style you're looking for.

Invite your photographer to rehearsals. This will allow the photographer to take notes about what will be happening and when.

When developing your timeline for the day allow time to travel to at least one location for outdoor photos. This can be a nearby park, beach or school yard. If your photographer is familiar with the area he or she should be able to suggest a few places.

Share the photography schedule with the photographer and anyone involved in group photos. This will help make the photo sessions run quicker and smoother.

Select someone to point out important members of the family, wedding party, etc. for group photos.

Make a list of shots you would like taken and give that to the photographer.


Here are 50 moments not to miss:

Before the ceremony:
1. Bride getting her dress on
2. Bride with her parents
3. Bride with her bridesmaids and flower girl
4. Bride leaving
5. First look (if you're doing that)

At the ceremony:
6. Groom with his groomsmen and ringbearer
7. Groom with the bridesmaids
8. Groom with the ushers
9. Bride with the groomsmen  
10. Groom walking down the aisle or to the altar
11. Wedding party walking down the aisle including flower girl and ringbearer
12. Bride walking down the aisle
13. Bride being given away
14. Bride and groom at the altar
15. View of everyone at the altar during the ceremony
16. Musicians playing
17. Readers reading
18. The ring exchange
19. The unity ceremony
20. The kiss
21. The back of the congregation
22. Bride and groom coming up the aisle
23. Bride and groom grand exit
24. Bride and groom leaving for reception

All in the details:
25. Wedding invitation and any other stationary items
26. Favors on the table
27. Escort cards
28.  Bouquets, centerpieces and boutonnieres
29. The cake
30. The rings
31. The guest book
32. Bridesmaids and bride's heels
33. Groomsmen and groom's shoes with socks

Before the reception:
34. Bride and groom with her parents
35. Bride and groom with his parents
36. Bride and groom with both sets of parents
37. Bride and groom with grandparents
38. Bride and groom with wedding party
39. Bride and groom with her family
40. Bride and groom with his family
41. Wedding party entering the reception
42. Bride and groom entering the reception

At the reception:
43. The first dance
44. Father and daughter dance
45. Mother and son dance
46. Guests dancing
47. Best man's toast and Maid of honor's toast
48. Bride and groom talking with guests
49. Cutting the cake
50. Bouquet toss and Garter toss

Table numbers

I won't deny it... crafting your seating chart is one of the most miserable tasks of planning your wedding. The process is riddling with anxiety. I'll be sure to post a blog (soon) with tips on how to avoid stress when setting up your seating chart. But, for now I want to focus on the fun part of the process... selecting your table names. Sure, using numbers are simple, easy and will get the job done but I'm here to give you some alternatives. This is a great opportunity for you to add some personalization to the details.

Here are some unique ideas that you can adapt for your own wedding.

Numbers with a twist: Use numbers and include photos of the bride and groom at the age. For example, Table 16 would be a photo of the groom when he was 16 and a photo of the bride when she was 16.

Customized numbers: Have the numbers correspond with dates in your family's life like 1979: The year my parents got married or 1981: The year the bride was born. Or 2006 the year the bride graduated college.

Meaningful dates: These can include when you first met, the date you got engaged, your wedding date, etc.

The places you'll go: Name each table a place you've visited. Underneath the name write a brief description of what you did there. These can include cities you were born in, where you went to college, where you're going on your honeymoon and where the proposal happened.

Movie lovers: Use titles of movies based on where you met, how you met, where you live, your occupations, etc. Example, "Hoosiers" for an Indiana couple or "Airplane" for a couple who met on an airplane. Be sure to include a description of why you selected the movie. Or, you could use the names of your favorite romantic flicks.

Perfect pairs: You can use elements that belong together like eggs & bacon, twist & shout, cats & dogs, cake & ice cream, salt & pepper. Or you could consider imaginary couples like Prince Charming & Cinderella or real couples like Prince William & Princess Kate. 

Design on a dime: Name the tables after colors like mauve, moss & lilac. Or you could name them after your favorite typography like Arial or Comic Sans.

Language of love: Use love or marriage in different languages.

The meaning of love: Use words that describe love and then provide the description.

Landmarks: Use landmarks from the city you're getting married in. If you're getting married in New York you could use the Empire State Building and the Statue of Liberty.

City sidewalks: What about using the names of the streets you've lived on during your life? Include a description about when you lived there and some fond memories.

Sports fans: There are plenty of ways to share your love of sports with your guests. You can name your tables after sports venues, or teams, or terminology, or even your favorite teammates.

Birds, bees and trees: You can share your love of nature by naming your tables after birds, flowers, plants, trees, parks, or animals.

Vroom: What about using the names of  vintage cars or names of race car drivers?

A personal touch: Name the tables with your firsts like your first date, first movie, first holiday and first kiss.

*Photo: Narrative Image

Just hanging around

I've seen hundreds of pictures of wedding dress hanging in doorways or windows. I think the photo is taken at every wedding. And, it's one of my favorite photos from my own wedding.

A trend that I'm loving right now is sprucing up that wedding dress photo with a personalized hanger. You can get the bride and grooms names with a heart between them or the new Mrs. title or even the wedding date. There are hundreds of options available for purchase on Etsy.

Or, maybe you're a D.I.Y. type of bride. This video is great at breaking down how to create your very own personalized hanger. This is a special detail you'll be glad you have.  

Where is the love?

What would you do if your daughter cancelled her wedding 40 days before she was set to walk down the aisle?

A Georgia family changed the guest list to 200 homeless people. The couple called Hosea Feed the Hungry, an nonprofit organization based in Atlanta, that their daughter had volunteered for. The guests were transported by buses to the Villa Christina to enjoy outdoor appetizers, dancing, dinner and desserts. The children enjoyed face-painting, chicken fingers, french fries and cookies.

For more information about this special moment:Read ABC's story

This act of kindness made me start thinking about other ways that couples can share the love. Here are 10 acts you could do:

1. Set up a charity registry through the I Do Foundation or First Giving. You can add your favorite charity's website and have your guests give donations in your honor.

2. Rent a nonprofit venue like a museum, botanical garden or historical site. And, make sure the venue will recycle your bottles and cans.  

3. Ask your bridal shower guests to bring canned goods to donate to a nearby food bank. Find one through Second Harvest.

4. Instead of hosting a bachelorette party or bridal shower opt  for spending the day building a home for a needy family through Habitat for Humanity or find another organization to volunteer with at Volunteer Match.  

5. Forgo reception favors. Donate the money you would have spent to your favorite charity. Put cards at each table explaining your donation. 

6. Don't waste your reception meal leftovers. Arrange to have extra food delivered to feed the hungry through Second Harvest.

7. Spread some cheer by reusing your floral arrangements. Contact a local nursing home, hospice or hospital and ask if you can donate some flowers. Ask for a volunteer to deliver the blooms after the big day.

8. Donate your dress and ask your bridesmaids to do the same. Give your dress and accessories to Brides Against Breast Cancer. This nonprofit will resell them and use the proceeds to help a woman fighting cancer. Your bridesmaids can donate their gowns to an organization that provides prom dresses like the Glass Slipper Project or Project Prom Dress.

9.When creating care packages for your out-of-town guests consider making some extras for troops overseas. They would appreciate the nice lotions and other trinkets. Check out Adopt a platoon for more information.

10. Use your honeymoon to build a school, clean up an ocean or set up a health facility. Find trip ideas through Charity Guide. 

*Photos from Andy Steffen and Abby Fisher wedding.

20 tips to perfection

 Here are 20 tips to help make your nuptials perfect:

1. Go-getter: Cross the big items off your to do list first. Select your venue, caterer, photographer, music, etc. first. With all of these big tasks completed you'll be able to focus on the smaller details.

2. What time is it?: There is a strict timeline on when to book vendors, select your attire and make reservations. Add these important dates into your planner to help you stay on track. It's important to send out your save-the-dates at least six months in advance. Invitations should be mailed out at least two months before the wedding.

3. You're invited: Draft an A list of guests and a B list of guests. The A list should include people that have to be invited and the B list would be people you would like to invite if a spot opens up. Be prepared for 80 to 90 percent of your guest list to attend. The smaller number of guests the more people who will attend. Make sure your invitations set up the theme for the wedding and are in the colors.

4. Know your theme: Whether it's a color pairing or a monogram make sure you use this element throughout all of your wedding details. This will help personalize your big day and tie everything together. And, don't forget the small details. A few well-placed touches, such as monogrammed napkins or personalized favors can go a long way toward making your nuptials extra special.

5. Love your locale: Walk-through your venue and make notes about features to highlight. Maybe there is a grand staircase in the middle of the room or a beautiful bay window. And, there also may be areas that need to be enhanced or downplayed. Map out your space by drawing in your tables and your dance floor. Pick a location that fits your theme. An all-white theme won't work in a room with red walls. Or, a red carpet celebration won't have the same affect at a botanical garden.

6. Keep it in one spot: By hosting your ceremony and reception in one location you'll save money on venue expenses. You can avoid transportation costs. And, you can even eliminate the grand exit to save some extra cash.

7. Feel the ambiance: Lighting can make or break an event. This doesn't mean you have to hire a professional. You can set the mood by filling a walkway with luminaries or setting beautiful candelabras at each table.

8. Break the tradition: Don't be afraid to think outside the box. There isn't a rule that you have to have floral centerpieces. Experiment with other items like fruits or twigs. Replace round tables with long banquet ones.

9. For the love of floral: Keep centerpieces lower than 12 inches or over 20 inches high so guests will be able to see each other across the table. Don't be afraid to reuse your ceremony blooms at your reception site. Another tip that will allow you to get the most out of your flowers is to set up vases at the bridal party table. Bridesmaids can display their bouquets in them.

10. Love your tunes: Whether you opt for a live band, a DJ or an ipod you'll want to pick out specific songs for your playlist. You'll also want to identify songs that you don't want played. Be sure to keep the tunes low during mealtimes. And, don't forget to clarify what attire they will be wearing.

11. On the menu: There is no need to stock your bar with a full selection of liquor. A red and white wine and a signature cocktail in addition to a couple beer selections are plenty. It's also acceptable and more budget-friendly to offer a single entree instead of allowing guests to choose. Arrange for vegetarian and child-friendly options if necessary. To help save additional costs limit the number of courses.

12. Call in the backups: Make sure to draft up a backup plan if you're planning an outdoor ceremony or reception. Reserve a tent or opt for an indoor alternative in the event of bad weather conditions. And, make sure you have a day of coordinator. This can be a volunteer that will be responsible for making sure everything is delivered on time, guests are seated, organize toasts and handle any issues. Some venues offers this service.

13. Time is precious: Receiving lines are a thing of the past. And, I highly encourage my brides to skip them. If you're hosting more than 50 people this meet and greet can take over an hour. I suggest that the bride and groom visit with each table during the reception. This will allow your cocktail hour to start promptly after your ceremony and give you some extra time for family photos. Keep your reception to less than five hours.

14. It's the small things: A few thoughtful extras will go a long way. Consider stashing a basket of flip flops next to the dance floor for women to ditch their heels. Display lotions, soaps, safety pins and other emergency items in the bathroom. Offer sunscreen during outdoor ceremony or individual fans during hot days. Set out a few cozy blankets during chilly evenings.

15. Unexpected entertainment: Guests are always impressed by unexpected entertainment options. Think about setting out props and having your guests take photos in a photo booth. Or, have a cigar roller at your reception. Have a local high school band perform a song for your grand reception entrance.

16. Cheers: Toasts should be done during the beginning of the reception. This will help for any overindulgent speakers. Be sure to keep the toasts short. And, I encourage my couples to keep the speakers to the MOH and BM only. Occasionally, you can work in a couple others but you don't want an hour of your reception devoted to toasts.

17. The fine print: Make sure that you sign contracts with all of your vendors. Make sure you read the fine print and resolve any questions prior to signing. Make sure the contract includes the services being offered and any times for deliveries.

18. Farewell: Ask the venue coordinator about setting up a grand exit. You'll have to get permission to use rose petals, rice, sparklers or whatever else you'd like. Make sure the exit items are easily accessible.

19. Thank yous: Make sure you select someone to distribute gratuity envelopes to your vendors. You should tip all service providers. And, don't forget to send out thank you cards for all your gifts and special moments during your wedding. Thank yous should be mailed no later than a month after your ceremony.

20. Stay calm: The most important bit of advice I can give you is to have fun. Don't sweat the small stuff. There will more than likely be something that goes wrong during your big day. Just try to make the best of the situation and remember that no matter what you're marrying the person you love.

Zombie bliss

I'm constantly searching for ideas for weddings. And, every once in a while I come across a gem like this one. A couple in Muncie, Indiana planned a traditional wedding with all the trimmings with the exception of one major detail. The bride, groom, wedding party and guests were all wearing ripped clothing dripping with fake blood. Their darkened skin peeling from their bodies. This couple took having a theme to a whole new level. And, did it all for charity.

The couple said their vows during the second annual Zombie Walk. The inaugural walk collected more than 1,000 pounds of food for Animal Rescue Fund and Second Harvest Food Bank of Central Indiana. All walkers and hunters were asked to bring nonperishable food items for pets and humans.

The groom wanted "something people would remember." I think he delivered on that promise. I doubt any of his guests have ever attended a walking dead wedding before. And, will likely not attend another one anytime soon.

I love weddings that are filled with the couple personality. Adding personal details are what make the day so special. Those details are the things that the couple and the guests will be talking about for years to come.

For more information about this couple: Read The Star Press story.

 

Unexpected altar-cation

Did you hear the one about the priest stopping a wedding to yell at the photographer?

It sounds like a bad joke… doesn’t it? But, for one couple it wasn’t.Their officiant stopped during the middle of the ceremony to tell the photographer to leave. Saying, “This is a solemn assembly. Not a photography session. Please move. Or I will stop. I will stop this ceremony if you do not get out of the way. This is not about the photography. This is about God.”

The best way to avoid something like this is to prepare. Do your research. Make sure you meet with the officiant and photographers before the wedding. Discuss your expectations. Explain your photographer’s limits to your officiant. Some couples want the photographers to be right in on the action. And, for the most part photographers are in the midst of everything and go unnoticed. Unfortunately, this wasn’t the case during this ceremony.

Here are seven questions you should ask your officiant.

1. How long have you been an officiant? How many weddings have you performed?

2. Do you have a sample ceremony that you could share with us?

3. Are you flexible with the ceremony? Can we write our own vows? Pick our own readings?

4. Are you available to attend rehearsals? Will you lead them?

5. What are your credentials? Different states require different licensing to perform ceremonies. Make sure your officiant is legal in the state you plan to marry.

6. How will you be dressed?

7. As a bride and groom you’ll do everything you can to keep disruptions to a minimum.

To find out more about this incident: Read the Huffington Post's story.

Pursuing my passion for planning

 I fell in love. I moved from the Midwest to Southwest Florida. I planned a beautiful wedding and realized my true love for planning. I've helped with countless weddings and events since then. I jump at any chance I get to help organize an event. I have an addiction to organization and a passion for details. I seek out projects that test my creative nature. I'm geeky about typography and design. I believe in real life fairy tales.
And, I believe event planning is the perfect fit for me.

This year I finally decided to pursue my passion and Unforgettable Moments was born. Initially the business will be conducted out of my home. I have plans to expand and eventually open an office space. I'll be offering one of a kind items for weddings through an Etsy site that will launch this fall. The products include everything from stationary to garters.

I will also offer wedding and event planning services. These packages include everything from saying yes to I do. The services can include event design, stationary, budget management, coordination of wedding events/parties, venue selection and more. I also plan to offer services for our destination brides.

The Unforgettable Moments website is currently under construction. In the meantime: Follow me on Twitter or Like me on Facebook.

Cheers!