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Planning a wedding can be a stressful task. That’s one reason couples say “I do” to enlisting the services of a wedding planner.
A wedding is supposed to be a happy day, but the year or so of planning to get to that day can strain relationships and fray nerves. Of course, nobody will forget to order the wedding dress, but there are
dozens of small details to consider before the day. Hiring a wedding planner is like having an assistant who can do the legwork.
“I helped plan my best friend’s wedding and I am confident I could plan my own. Still, I wanted somebody to make sure I didn’t forget anything,” says bride-to-be Lyndsay Pearce, who will tie the knot with
Chris Cowell Aug. 28. “It’s nice to have a person who can make sure things are done.”
Traditionally, the mother and friends of the bride would pitch in to help make arrangements for everything from caterers to florists, the limousine, photographers and the flower girl’s dress.
But most women have full-time jobs and don’t have time to spare. Some couples are also hesitant to leave the planning to amateurs.
A professional wedding planner’s role is to make sure everything runs smoothly.
“My job is to make sure all a couple has to do is to show up and have a great time,” says Barbara Hastings-McLeod of Sweet Beginnings Wedding Consulting. “Depending on the bride, I can help set timelines,
find vendors, put together a budget and co-ordinate events up to the end of the big day.”
She says her clients are often shocked by the time required to attend to all the small details that planning a wedding entails.
Each couple has individual needs, so fees vary. A full wedding planning package generally costs $2,000 or Hastings-McLeod can be hired for $750 just to co-ordinate events on the day of the wedding. She
doesn’t receive fees from the suppliers she recommends.
“I figure I couldn’t have done it more cost-effectively,” says Pearce, who admits she had no clue where to start to look for some suppliers.
But not every couple chooses to hire a wedding planner. They can draw on the services of a hotel’s catering manager. Most hotels have banquet rooms suitable for a wedding reception, in-house catering
facilities and rooms to accommodate out-of-town guests. Apart from arranging the reception venue, the catering manager can be a wealth of free information.
“Frequently we are the first point of contact for brides-to-be,” says Leigh-Ann Stephenson, the catering manager at the Four Points by Sheraton Victoria Gateway, which will see about 20 wedding parties this
year.
“You can’t have a wedding date until you have a venue for the reception, so we’re usually the first people 1/8couples 3/8 see.”
She says catering managers often work with the couple or wedding planner to arrange details for the reception — and sometimes even the ceremony — on the premises.
The service offered by catering managers is included in the cost of the room booking, making it a popular alternative for budget-conscious couples. But Stephenson points out catering managers cannot provide
assistance on other personal details a couple might need help with, such as working on dress and tuxedo fittings or renting limos. They can recommend suppliers or put couples in touch with wedding planners
if extra help is needed.
The major difference between a couple attempting to co-ordinate the wedding details on their own and a wedding planner is that the latter has done it more than once and knows what to anticipate, say experts.
“Typically, brides-to-be will focus on the frilly stuff and not think about the mechanics to make it happen,” says Kluane Bickerton, a former wedding planner who now publishes Weddings West, a wedding
planning directory.
“It sounds lovely to hold the ceremony outdoors. She may anticipate ordering portable washrooms. But will she know to get one with a door wide enough for her to fit into wearing a wedding gown? If the
ceremony is to be performed on a beach will she remember to warn people beforehand to wear flat shoes?”
Oversights such as these are easy to make and hard to forget when they happen.
Bickerton says a wedding planner’s strength is knowing the right questions to ask and being the go-to person when things go awry.
She cringes when she recounts one wedding she attended where the caterer didn’t show up, the bride needed to have her dress stitched up on her wedding day and the music consisted of a tape recorder.
“No one seemed to know what to do. Everybody was running around asking: ‘Weren’t you supposed to do that?’ ” says Bickerton, who worked as a planner for 15 years.
“There was nobody in charge.”
That’s when the services of a wedding planner can be invaluable.
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-discuss your budget with everyone who’ll be contributing to the event
-interview wedding planners, if using one
-pick the ceremony site and meet with the officiant
-work on the guest list to get a rough head count
-visit reception sites and reserve one
-shop for your gown
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Popular florists are often booked up to a year in advance, so don’t delay your search. Begin researching by checking with recently married friends for their recommendations. You might also want to ask around at reception venues for names of florists the staff has worked with who might suit your tastes.
2) ASK THE FLORIST! Once you have contenders, narrow your list by posing some questions. Has she worked at your location before? Which flowers will be in season? What does she suggest for your style and budget? The answers will help you make your decision.
3) DISCUSS YOUR IDEAS!
When you’ve hired a florist, show her magazine picture you’ve collected of arrangements you like and those you don’t, and discuss options. Give her a photo of your dress, as your gown can establish the tone for the event. Also provide swatches from your ‘maids’ dresses, so the bouquets will complement them.
4) CONSIDER COSTS!
Be honest about your budget. Your florist should be able to provide floral options within your financial limits that won’t compromise your style.
5) READ THE FINE PRINT!
Your contract should include itemized costs for flowers, plus acceptable substitutes in case the ones you want aren’t available for any reason. It should also specify when and where the flowers will arrive and who will set them up.
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