Event Tips : Before You Start Shopping

Deciding on Seating

There are two main types of event seating to choose from: assigned seating and open seating.

Assigned seating is going to require a seating chart and can be time-consuming. Assigned seating can be good for pre-selected meals and allows you to strategically place guests at certain tables.

Open seating does not require you to make a seating chart, and will save you time. It allows guests to sit where they would like, decreasing the likelihood that they will be seated with someone they would rather not be next to.

Choosing Music

When it comes to deciding what type of music you want for your big day, there are some important factors to consider, such as budget, venue, and size of the wedding.

For a wedding ceremony in a church, it is usually common to hire an organist. If your wedding is outdoors or in a larger area, you may wish to hire a string quartet for your ceremony. This can make for a very romantic event.

The size of your event can help you determine whether to hire a DJ or a live band for your reception. DJs tend to be a better choice for smaller gatherings, while a live band can be a great choice for larger events.

If you have a small budget, think about any friends or family members who may be able to provide musical entertainment for little or no cost.

Arranging Catering

Most event locations will have their own caterer, or the name of a caterer they prefer to work with. You should ask them about this before you book the location for your event.

You can usually choose between a buffet style menu or a plated meal menu. The meal style you choose should depend on the number of people on your guest list.

Always be aware of any food allergies your guests may have and make special arrangements for them if possible. It may be a good idea to ask about any food allergies or preferences on the RSVP.

If there will be a large gap between your ceremony and reception you should consider having an hors d’oeuvre and cocktail hour to keep your guests happy and entertained.

Creating Event Decor

Decor and lighting will go a long way toward creating an exciting mood for your wedding and reception.

Real flower arrangements add great beauty and ambiance to any event. Work with a florist prior to your event to decide on what flower arrangements you will need.

On a tight budget, you can use fewer flowers and add candles, ribbon, and other low-cost decorations. Be creative and think about decor that you can create on your own or with the help of friends and family.

Transportation

If your ceremony and reception are in two separate locations you may want to consider arranging for a shuttle to transport guests from one location to the other.

If you have guests arriving from out-of-town, make arrangements to have them picked up at the airport if possible.

If you will be serving alcohol at the reception, arrange for a shuttle to transport guests from the reception to a hotel.

What percent of my guest list will actually attend my wedding?

Regardless of what your RSVPs say, 80% of your guest list will show up and 20% will not.

What should I expect to spend per plate?

This really depends on your location. On average catering is about $30 per plate.

Should I provide an open bar or a cash bar?

Whether or not you have an open bar or cash bar really depends on your budget. It is important to make sure that beverages are served with the meal.

What should I do with out-of-control guests?

It is important to have a host at your reception to handle any sticky situation that arises so it doesn’t ruin your big day.

Do we have to provide a full meal?

A full meal does not need to be provided, but make sure that your guest are aware of this so they can eat before the event. You could have a cocktail or dessert reception as an alternative.

Keep the following things in mind as you are preparing for your upcoming event.

Determine the number of people attending the event.

Determine and finalize the menu.

Select wines you like.

Determine your vision for the event.

Choose decorations to fulfill your vision.

Include directions with your invitations.

Booking a Location

Establish the approximate number of guests prior to booking your location to ensure that there will be enough room for everyone.

Have a list of questions ready to ask, such as: Do they allow open flames? How many hours before the event are you allowed on the site? How long do you have to tear down?

Obtain a list of rules and regulations from any location you consider.

If you intend to serve alcohol, make sure that your reception location allows it.

If you have a tight budget, find an event location that would be beautiful even without much decor.

If you have a tight budget, consider having your ceremony and reception in the same location to save on rental fees.

Consider event locations with great backdrops for photographs to avoid traveling on your wedding day.

Working with a tight budget?

When searching for venues consider a Friday or Sunday wedding, they tend to be less booked on those days and the price is usually less expensive.

Choosing a Signature Drink

Many couples decide to have a signature drink at their wedding, which is usually determined by the wedding color. For instance, if your wedding color is chocolate, a good signature drink choice would be a chocolate martini.