Northern California Wedding Planner | Communicating The Details

On many levels technology has changed the game.  At our fingertips we have hundreds of apps for making our lives easier.  From collecting our thoughts on visual boards, taking notes, playing music, tracking finances, electronically signing, planning your outfit, scheduling transportation, creating graphics, sending a cup of joe; you name it..there is an app for it.  

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While we have come so far in technology and creating ways to "connect," the one shortfall is that we have tried and failed to replace the human element.  An app cannot do the one thing that matters most for a successful event. Execution. Expressing your priorities and having a trusted planner on-site to ensure that all of the details from your notes, Pinterest board, email, vendor agreements etc are actually delivered, assembled, utilized in the degree that you intended on your wedding day.  

When we see all of the articles and apps out there to plan your wedding, it makes us want to yell from the rooftops that phone apps and planning websites don't have nothin' on the behind the scenes magic that comes from a wedding planner working with a team of professional vendors.  

iPod's will never replace a DJ who can emcee your event and keep the guests engaged.  Raise your hand if you have been to an event where the ipod awkwardness was what you remembered more than the beautiful flowers or great food. (Raising Hand)  The same can be said for not having a professional photographer capture your day, a friend with a nice camera won't know the ins and outs of photographing a wedding. 

So how do you communicate your details after you have been planning for a year? We call it a brain dump, not a glamorous term but essentially you need to get all of these ideas and plans out of your brain and on to paper.  If you know exactly how you want your welcome table set up, then try to do a mock set-up using the items that you have or sketch out an example.  When you pack your items to bring to your venue, label each box of what is inside and where it needs to go. For example "Serving utensils for sweetheart table" etc.  We schedule master planning sessions with all of our couples where we go through how they would like their event to flow, set-up and break-down of what items they are bringing versus what is being rented, what needs to be packed or returned to rental companies etc. 

If you are feeling stuck or overwhelmed, reach out to your local wedding planner for tips on how to feel organized and prepared for your wedding day! 

~ Happy Planning!

Northern California Wedding Planner | Where to Start

When couples reach out to us, often they are primarily wanting to get an idea of where to start after getting engaged.  Hey it's an exciting, overwhelming and somewhat confusing time, totally get it!

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We love getting to start the process with couples from the beginning because we are able to first understand what the couple's priorities are for their wedding experience.  We take that information and build an outline of vendors who we feel would be not only a good match based on style and budget, but also someone who would vibe well with the couple.  Building relationships is important to us, as planning your wedding is personal so having a connection really makes a difference. 

Once we have established a budget, style and must-haves list, we begin the venue and event partner selection process.  Then we review each venue's amenities such as tables & chairs being included, having an onsite getting ready area for bride and groom, kitchen/staging areas etc.  It is easy to get attached to the look/style of the venue, but we encourage couples to see a side-by-side comparison break down of at least three venues. 

The top three venues will then get a mock-up budget breakdown and design concept for the couple to choose from.  You can read more on getting started with selecting your venue & vendors here. 

Northern California Wedding Planner | Redding Bridal Show

To us, a successful bridal show involves booth design we love, a smooth set-up and meeting new couples.  The Redding Bridal show was just that, a big success! We enjoyed learning from couples about what their stresses are, what they felt they needed the most help with and also connecting with so many exceptional vendors.  

Hundreds of couples braved the Redding heat and made it to the show at the Civic Convention Center.  We loved that there were two floors and a great stage so bride's really got to walk around and experience each area.  

From caterers, florists, photographers, rental companies, DJ's, salons, gowns and fun photo booths, there was a lot to see.  Not to mention the amazing prizes!

2018 brides were ready to lock in their dates and check off booking their vendors from their to-do list.  We will be planning a lot more weddings in the Redding area including McCloud, Mt. Shasta, Red Bluff and Anderson.  If you missed the Redding Bridal Show but would like to attend an upcoming bridal show, check out our calendar of events.

We will be getting back to each couple this week, if you missed our booth or didn't grab a card please feel free to contact us at hello@the530bride.com and we are happy to help! 

~ Happy Planning~ 

Northern California Wedding Planner | We Just Plan Weddings

Plain and simple.  We are wedding planners because thats our jam! We have a fabulous list of reputable and professional vendors for all of your wedding needs, and we are always happy to share our recommendations.  Why a blog post on the topic? Well, because the only one-stop shops that I like are when I am grocery shopping!  We want our couples and our vendor teams to know that we won't try to step in to be a florist, a photographer, a hair or make-up stylist, etc. This not only ensures that our wedding clients get the planning experience they expect instead of being preoccupied with services that are not our specialty.  

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We know that hiring professionals for these services is so important, and we respect the craft of each aspect of the wedding team.  Budgets are a real thing, and understandably couples have to prioritize how they allocate their spending.  That being said, having a wedding planner who knows the local market enough to try to help match up with professional service providers who are within budget saves time and money in the long run.  

Please take our advice and use extreme caution when having a friend of a friend provide any type of service for your wedding.  If unavoidable make sure to have a written agreement of some kind that clearly states the expectation and terms of any service or product being supplied.  The same advice goes for someone who is just starting out or building their portfolio.  Everyone starts somewhere so you could end up getting a great value but you take a bigger risk in this case. 

If you are still looking to complete your wedding plans and need assistance, please feel free to send us a message and schedule a free consultation.  You can ask us anything! Meet us in person at the upcoming bridal shows! 

~ Happy Planning ~

Northern California Wedding Planner | Summer 2017 Bridal Shows

We're about half way through our wedding season this year, and we are taking a pause to work on some really fun events coming up! We wanted to share some of our top tips for attending a bridal show!  Check out our event calendar for some of the upcoming bridal shows. 

We had a blast at the Chico Bridal Show in January, 2017! 

We had a blast at the Chico Bridal Show in January, 2017! 

Bring your appetite! 
Seriously you will be well fed with all of the delicious samples by many of the top caterers and bakers. 

Standout
These shows are just for you, the couple so stand out! It can get pretty crowded at our booths so it is great when we can easily pin point who the couple is and know who we can turn our attention to next.  Lot's of mothers, sisters and friends also attend on behalf of couples if they aren't able to attend and that is fine too!

Start with a mission
Have in mind which services you are looking for and ask your wedding planner for tips on who to visit at the show.  If you don't have a planner yet stop by and ask away!

Bring a bag or closable folder
You will want to have a bag or closable folder for all of the handy info you will be picking up from the booths.  Bonus points if you bring a smaller bag to slip the cards in of the businesses that stand out to you the most so that you don't have to dig through later. 

Create pre-addressed mailing labels
Chances are you will visit several booths that have a prize or drawing in addition to the sign up lists for various promotions.  Save yourself the time and the hand cramp by bringing pre-addressed labels that you can stick right onto the sign-up list. The labels should include your name, preferred contact (phone or email) and your wedding date if you have selected one. 

Entourages are welcome!
Feel free to bring your fiance, wedding party, mom or any others to the show to share in the experience. Bonus points for dressing up, standing out and having fun! 

Ask Questions
Feel free to ask questions and talk to exhibitors, just keep in mind that with crowds it can be difficult for us to talk long but we love getting to talk to so many couples! You can always grab a card and shoot us an email with additional questions as well as schedule a complimentary consultation.

Attend Open Houses
Many of the exhibitors will host open houses, and these are a great way to talk in more detail and to take advantage of special bridal show pricing when you book. 

~ Happy Planning! ~ 

Northern California Wedding Planner | Life Happens

From venues closing, job changes, military orders, surprise babies, storms, illnesses and everything in between, Life Happens! When you are focused on planning your wedding, even the smallest speed bumps seem monumental.  For many couples who have been far into their planning and received news of a lay-off, or a family member who is not going to be well enough to travel to the wedding it can mean either moving the date or changing the plan all together.  

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Once invitations go out, it may seem impossible to move the location or change the date but you have to be able to adapt to what works for the situation in order to still have the wedding experience that you can.  Just remember to breathe!

The internet is full of crazy stories of real life date changes:  Last Minute Venue Change  - This couple experienced a venue closing and a major flood and still tied the knot! (http://www.silive.com/relationships/index.ssf/2013/02/last-minute_venue_change_dont_panic.html)

Having a wedding planner that is able to take these changes head on and communicate to your vendors, negotiate the date change or discuss potential contract changes etc can take some of the stress away.  We aim to serve our clients by being their advocate in this process.  

Consider having to explain the situation to 10-20+ vendors when you are already stressed out.  Though everyone will want to help you, simply passing this off to a family member or wedding party member can lead to miscommunication or further delays.

Tips:

  •  Check with your local wedding planner who will have a good handle on the venues and likely options that would be available on short notice.  
  • Appoint one person as the contact for all communication
  • Review all of your current contracts and provide copies to your appointed contact person or wedding planner to aide them in any discussions of date changes, cancellations, and any monies owed.  
  • Be prepared to forfeit deposits/retainers for vendors that are not able to transfer the date or who do not offer any refunds in the event of a cancellation.  Keep in mind that while your wedding vendors will be sympathetic to your situation, they have likely turned down other couples interested in your date so returning a paid deposit wouldn't be feasible unless they are confident they can re-book.  
  • Take it slow - Do not jump into another date or locking in any new contracts until you have not only confirmed that any new vendors or venue is open, but also the less back and forth there is with date or location changes the better.  

Just remember that while it may seem like the worst news ever, no matter what if you and your fiance are going to say your I Do's it is still a win-win, and there can always be a plan B.  

~ Happy Planning ~

Northern California Wedding Planner | Budgeting for Service Fees

Cake cutting fees, plate charges, set-up and breakdown, delivery, corkage, gratuity..the fees may seem to pop up everywhere but here is a little info to help you navigate when budgeting for your wedding.  When it comes to fees think of it as a convenience fee to compensate for time or for additional services.

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Here are a few of the common fees that you may have not factored in yet! 

Service Fees
When looking over your agreement, do make sure to factor in applicable tax, service fees and gratuity. 

For example you may see this on your catering contract:

An eighteen percent (18%) service charge will be included in the final billing on all food, beverage and labor. The service charge covers the use of our equipment, kitchen essentials, buffet décor, energy costs, liability insurance fees, and all necessary permits and other administrative expenses. Please note that the service charge is taxable based on California State Regulation 1603(f) and is not a gratuity for the personnel.

Cake Cutting Fees
Typically charged when your venue, caterer or other staff who are not affiliated with the bakery who provided the cake.  The fee ranges any where from a flat fee of $25 to anywhere from $1-$4 per guest.  This mainly is due to covering the staff member designated to cut the cake (especially for large cakes or multiple tiers.)
https://www.theknot.com/content/wedding-cake-cutting-fee 

Corkage Fees
Corkage is a per bottle fee that a restaurant charges a customer who brings their own wine to be consumed at that restaurant. This isn't allowed in the majority of restaurants in the country, but it's very common/normal in Northern California. http://www.forkandbottle.com/wine/corkage.htm

Delivery Charges 
This one is pretty standard - Rental items, florals, cakes or other specialty items will likely have a delivery fee if you aren't planning to pick-up.  Delivery fees are charged to cover fuel and for the driver's time.  

Set-up/Break-down Charges
The set-up and break-down fees covers the time and labor of setting up chairs, tables, place settings etc for your wedding.  Often the break-down is the area where couples underestimate the amount of labor to clean-up after a large celebration.  Not only cleaning up the garbage and packing the personal items/decor but ensuring that all rental items are packed/stored/stacked per the rental company agreement.  Wood chairs often need to be bagged then stacked which is an extra step as well.  Just ask your wedding party, they DON'T want to do this after a long day of celebrating with you! 

Additional Hours/Services 
When you book your vendors such as a photographer, you will often book based on the number of hours they will provide coverage.  If you decide to you would like them to stay longer, you will likely be charged for the additional hour at a premium.  When it comes to additional services, this is called "out of scope" meaning the vendor wasn't contracted for the specific service but will provide it for an additional fee.  

Recently, a few articles have been circulating accusing the wedding industry of price gouging just because it is a wedding.  However, I think when it comes to fees it is more common in the service industry than most people realize.  Until you have planned a wedding, you just aren't aware of them and it can be a sense of sticker shock when you start seeing the numbers.  We recommend starting with your venue search and narrowing down your selection by first understanding these fees associated.  Work with your wedding planner to ensure that you have accounted for these in your budget! 

~ Happy Planning! ~

 

Northern California Wedding Planner | We Don't Do It For The Cake

If you have ever watched a movie that involved a wedding or a wedding planner, it is more than likely that the scene focuses on the pretentious couple or the crazy bridezilla moments.  Our favorite scenes are of the ultra glam wedding planners who snap their fingers and order people around (not.) Happy to say that in reality weddings are not that dramatic or stressful, we promise! 

Recently, our whole team was busy working on two beautiful weddings. Being that it was literally 110 degrees on Saturday you can probably imagine that we were not the picture perfect wedding planners.  We were sweating it out while getting the tables in place, the linens on the tables and the napkin folds just right.  

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We were also coordinating with a whole team of vendors who were not in ideal conditions either (the bar was in full sun, laptops were overheating, we needed to keep an eye on not blowing a fuse with running two massive fans) on top of the normal timelines we were managing.  The important part of above any set of challenges is that everyone comes together to ensure that everything is just as the couple envisions when they arrive to walk down the aisle.  

As a bride do you sometimes want to talk about your wedding, but don't want to bug your friends or wedding party? Do you have crazy obsessive thoughts about whether to have open or assigned seating?  Getting to work with couples through some of these questions and logistics is the fun part for us, plus we don't think your crazy for asking us "which blush color we like best!"

When we begin working with a couple we get to be invited into their lives, their love story and their closest circle.  Planning details that make a wedding day flow smoothly is not just to satisfy our obsession with a well organized day; it is about maximizing each element of that day which happens to go by super fast! 

We ask about details that seem super small at the time, but they help us anticipate our couple's needs and stay a few steps ahead. Communicating with the whole event team and sharing these key pieces of information keeps everyone on the same page. It also reduces the amount of questions that go to the couple in the weeks or days leading up to their event.  

Weddings are our jam, we will never tire of hearing emotional toasts, seeing tears in a proud parent's eyes, or the moment when the couple can let loose on the dance floor surrounded by their closest friends and family.  This is why we do what we do, we don't do it for the cake or for the pretty flowers (although we love both of those.)

Getting to keep in touch with our couples after their wedding is a pretty sweet bonus if you ask us, and seeing their milestones in life is the best. 

If you are newly engaged or finding that your wedding is coming up and are in need of some help to execute the details that you have planned, head over to our contact page to say hello!

~ Happy Planning!~

Northern California Wedding Planner | Taylor & Cory ~ White Ranch, Chico

The forecast weeks out had called for rain, but as just as Cory's father said in his toast during the beautiful reception "Cory is a lucky man." Take one glimpse at Taylor and that is easy to see, she was simply stunning in her gown and the way she looks at him says it all.  We love LOVE.  Photos by Bloom Portraiture 

Thank you to the vendor team who rocked, and made this day so beautiful! 

Venue: White Ranch Events 
Photographer: Bloom Portraiture
Caterer: Truck-a-roni
Florist: M Creations 
Cake: Mims Bakery
DJ: Elite Sound

Northern California Wedding Planner | StrongHold Ranch ~ Jessica & Chris Bagshaw

You know that feeling of having butterflies in your stomach? That is the feeling we had when we witnessed this incredible couple said "I do."

Chris and Jessica came to us in a frenzy due to a situation that pushed their planning process back. When we received a phone call from them, we immediately began tying loose ends to ensure that their wedding day would be the best day of their lives!

The best part about this scenario was that we had the opportunity to work with such a relaxed and amazing couple! It definitely makes this "job" much easier!  Their love speaks for itself in these gorgeous photos. 

Enjoy these gorgeous images taken by Rachel White Photography, based in Red Bluff California.

Venue: Stronghold Ranch in Redding California
Photography: Rachel White Photography
Florals: Mallery's Flowers
Catering and Rentals: Etched in Elegance
Cupcakes: Sublime Cake Design
Make-up: Makeup By Mayra
Event Management: The 530 Bride 
DJ: Netsound
 

Northern California Wedding Planners | Feeling the Love

If you loved your wedding cake, or rocked the dance floor thanks to your awesome DJ then scream from the rooftops about how amazing it was. There are lots of tipping guides out there, but online reviews are the REAL gold for your wedding vendors!

Image via WeddingWire, Inc.

Image via WeddingWire, Inc.

Working in the service industry of creating events, we are excited each time we meet with a new couple who are ready to start planning their wedding.  Each time we sit down for a consult, we know that before the couple ever walked in the door they had a lot of options when it comes to choosing their wedding coordinator.  From seeing ads online, to the bridal shows and countless directories it can be overwhelming.  

We are blessed to have established great working relationships with vendors who refer couples to us for planning services because they know from experience that we work hard to make sure that each detail comes together just as the couple envisioned.  These word of mouth referrals as well as online reviews from our couples gives us the warm & fuzzies because it is truly amazing to know that we helped these couples get to experience their wedding day without the stress of doing it all themselves.

Choosing your wedding vendors is a very personal experience and you should make sure that you connect with them or get good vibes.  Price is important obviously, but at the end of the day the value is in your experience not how much you paid for these services.  Reading from other couples on what they loved about working with a vendor will help prospective couples get a glimpse on what to expect or what they could gain by hiring this vendor/service.  

We refer couples to vendors based on the experience that we have had with them, and also if their services and price point are in line with what the client is looking for.  We never take any type of fee or kickback for referring vendors, and if there are discounts for preferred vendors we pass them right on to our clients.  

So if you are reading this and are about to say I do, make sure you write yourself a reminder to share some notes on your favorite review sites like Yelp, Google Places, Wedding Wire, The Knot or even Facebook.  It will mean so much to your vendors and future couples will be thankful that you took the time as well!

~ Happy Planning~

Northern California Wedding Planner | The Secret About Your Wedding Vendors

You'll never guess what your wedding vendors are doing.  When you find out what is going on in the backend of wedding planning you might be surprised. 

Your wedding vendors are sharing information, timelines, rental lists, questions and ideas all to make sure your wedding is not only beautiful but seamless.  It might not be shocking per say, but over the last two years we have seen a big shift to collaboration and team-work; we couldn't be happier.  

We are happy to be a part of local groups like the Chico Wedding Collective!

We are happy to be a part of local groups like the Chico Wedding Collective!

A big catalyst for this change is the management and communication tool that is sweeping the event world called Honeybook.  This is where we can create a project (your wedding) and add vendors to a virtual workspace in order to share your details and communicate throughout the process.  You can login to your wedding and see the exchanges of emails and files among your vendors, they are working hard as a team!

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There are many great ways that technology has improved the planning process for couples, for example we use a virtual dashboard system for our couples to have 24/7 access to their timeline, budget, contracts and design boards.  We love interacting with our couples and being there every step of the way.  

What tools or systems have you started using to plan your wedding? Still a paper & pen kind of gal? That works too!

~ Happy Planning~

Northern California Wedding Planner | Is a "Day-of" Coordinator Right For You?

Okay to be fair, that was sort of a trick question because we actually believe that a "Day-of" Coordinator is a myth in the wedding world.  It isn't likely that someone hired just for the day would be able to navigate your wedding without being involved in your specific details ahead of the time, such as knowing what rentals you have coming, what specific tasks each vendor will be responsible for as well as executing a smooth order of events. 

This is why the term Event Management is used, as it is meant to encompass the short time leading up to your wedding (typically 4-6 weeks beforehand) where the final details are being buttoned up and its the perfect time to hand over those confirmation calls, timeline questions and hammer out the set-up details with a professional wedding planner.  

On The Day of Your Wedding, some typical Event Management tasks include:

  • Greet, direct and oversee vendors
  • Ceremony and reception site set up (chairs, floral decor, candles, favors, place cards etc)
  • Point of contact person for bride, Groom, bridal party
  • Direct rehearsal and ceremony
  • Seamlessly transition guests from one activity to the next.
  • Resolve any and all unforeseen hiccups
  • Distribute payment and gratuities for all vendors
  • Arrange for gifts, personal decor, leftover items to arrive at preselected location

Wondering if you need a little more support? If you were recently engaged or are still early on in your wedding planning, you may start feeling like you need some additional guidance through some of the decision making with your rentals or how many hours of coverage you need from your photographer, videographer, photobooth, etc.  Hiring a coordinator who offers partial planning gives you the additional support you need while still allowing you to be in the drivers seat along the way.

If you also need set-up and breakdown services to ensure that you don't have your family or friends stuck with packing in boxes or cleaning up tables at the end of the night, a partial or full service option may be a better fit for you. 

Schedule a complimentary consultation with a wedding planner to start discussing your specific needs and how you can best enjoy your wedding planning process!

~ Happy Planning!~

Northern California Wedding Planner | Create a Wedding Email to Stay Organized

Today we are sharing tips from one of our favorite 530 Bride-To-Be Contributors Kristina! Read on to see her recommendations on staying organized!

One of the best pieces of wedding planning advice I got from another bride, but unfortunately didn’t take was a simple one – create a wedding email and use it to stay organized from the get go. I think I gave myself a little too much credit about being able to stay organized throughout the wedding process. I’d create folders in my primary email. I didn’t want to forget to check that other email account. I’m always good about responding back to people right away. All lies.

The truth is that I am usually very organized, but wedding planning is its own monster entirely. Especially if you aren’t lucky enough to have a full-service wedding planner that will be spending the countless hours vetting the right vendors for you.

It takes time to research vendors, check referrals, read through reviews, fill out forms and wait to hear back. Then once you’ve started a dialogue it’s time to start the back and forth string of emails or phone calls about what you’re looking for in terms of services and learn what they offer. Next you have to negotiate pricing, set up face-to-face meetings, read through contracts and do your best to keep to your budget while filtering out any vendors early on that aren’t going to work so you don’t waste too much time talking with the wrong people.

I was four months into the planning process and backtracking to try and remember which photographers I need to follow up with, which DJs I still need to read reviews for, what items on our budget need to be adjusted to account for the quotes I’ve gotten back and so on… Sure I have a wedding email folder and a bunch of starred, color-coded and flagged emails but I can’t remember why I marked them and it’s all mixed in with my everyday emails that keep multiplying.

If that chaos wasn’t enough to encourage you to create a wedding email, then do so because of all of the wedding-related spam you’ll receive. It’s inevitable that you’ll end up on a wedding-related mailing list at some point and having a separate email will keep those promotional emails from crowding your regular email account.

Here are 5 example situations where having a wedding email will help with wedding planning:

1.       Wedding Expos & Bridal Shows

Expos and bridal shows can be overwhelming for any bride-to-be because each vendor will attempt to attract you to their booth so they can sell you on their services. If you’re armed with a wedding email, sign up to receive their information after the expo when you can read the email from the comfort of your couch and can actually digest all of the information on their services without other distractions. You can also ask for a business card or brochure and contact them afterwards when you have more time using your new wedding email.

2.       Wedding Planning Websites

There are several wedding planning websites out there and each one will require you to set up an account using an email. If you create an account using your wedding email then you can be sure any notifications related to your wedding website are all centralized in the same email account and any promotional email lists you may end up on won’t cause your regular email account to get bombarded.

3.       Bridal Shops & Party Supply Stores

Signing up for discounts, sale alerts and wedding giveaways can be a great way to save money on wedding items. Usually a store will require you to give them an email so that they can track you as a customer and send you marketing information. If you use your wedding email you can benefit from the bargains while at the same time keeping your regular email account spam free.

4.       Invitation Design Websites

If you’re planning to design your own invitations or at least use templates found online, you’ll most likely have to save your drafts into an account no matter which website you use. Use your wedding email to create an account so you can save your favorite styles, draft invitation samples with the details for your special day, and have proofs emailed to you to test print.

5.       Vendor Contact Forms

Use a wedding email when filing out online forms for potential vendors. This way when they respond back you can keep track of all the quotes you receive and easily compare their packages and pricing in one email account. Then in use category systems like folders, stars, flags, etc… to categorize vendors by type, potential and who you need to get back to.

Even if you’re like me and starting wedding planning without having a designated wedding email, it’s never too late to get organized. Create the email now and start to respond back to your current and potential vendors using this new email. Let them know that you’d like all future communication directed to this new email, and trust me, it will be so much easier to keep track of all your wedding-related communications from here on out.

Wedding wishes and celebratory cheers!

Kristina Nobriga // A 530 Bride-To-Be Contributor 

*Our Bride-To-Be Kristina is now married! All of her planning tips and experiences were spot on, and we couldn't be happier for her and Mark!