Where & how to seat my guests?

This can be one of the most challenging parts of planning your wedding. Where do I seat everybody? It needs to be done and it might take awhile, but if you don't want utter chaos at your reception you need a plan. Although, you do need to ask yourself a few questions first.

What kind of wedding reception am I having? Am I having just a cake and champagne reception? Or a Cocktail reception? Or is it a seated 5 course meal? For the first two you don't even really need tables just a few belly bars/high boys {tables that come up to your waist}, but if you are thinking of a meal every guest needs a seat. This is where the fun part comes in.

Are your guests going to be served their meal~will you offer one meal for everybody or a choice of entrees? For this option you do need to ask them their choice on their response card. If you are only having one entree you still need to offer a vegetarian meal.

Are you having a buffet? Everybody gets their own meal. No need to put anything on the response card, although you might put ___________ special needs. {you should add this for a seated meal, too} With so many vegans, lactose intolerant, and gluten free people these days, you don't want somebody not able to eat because you didn't ask. Plus, you are paying for their seat.

From there you need to decide if you want each guest seated at a certain seat at a specific table. If you have more than one entree this is a must. Which means you need to have place cards at each table setting, and indicate which meal they are having on the place card or the staff will be 'auctioning off' the food. Which means they will be yelling out, who has beef? Who has the chicken? Great mood breaker and so very classy.

If you are having a buffet you don't need this extra step. But be forewarned everybody is going to sit where they can get the best view. {which means your mom & dad will have their backs to you} They are one of the last guest to arrive and the 'good' seats will already be taken.

Either way your guests need to know where to sit when they first get to the reception site. For this you need either escort cards {place cards that are at the door} or at least a chart with their name on it.

You do need to have every guest listed, or at least someone needs to know exactly how many guests are seated at each table and it needs to add up to your guarantee. Nothing is more fun for the banquet staff or wedding planner than rearranging seats and place settings after guests are seated.

There are several ways to do this. Like I said you can make a chart and list the guest by last name with the table name. Or you can have a whole table lined with escort cards, or have them hanging from a board. However you decide to do this, they should be alphabetical by last name. That's how people look for things, it will take less time for them to find the right table and less hang up at the 'door'. Especially if you have more than 20 people at your reception. Please don't forget this step. It is so confusing to have 100+ people roaming around a banquet room trying to find their name and table

So sit back have a glass of wine and decide exactly where the both of you want your guests to sit. Guests expect this, the banquet staff expects this and it makes keeping everyone in order a lot easier.

Then you can have fun naming your tables. Instead of having them numbered, name them.. You can choose places that you have been, if you are travelers. Your honeymoon place and words/places from there. Love in different languages. If you are having your wedding on the beach, beach words, the names of bodies of water, or names of shells. If you are having your wedding in a winery, different grapes, different wines or wine in different languages. If you do number, why not have pictures of the both of you at that age on the table. The list goes on. It is another way to put your signature on your wedding, just don't forget to name yours.

Happy reading,

A Day in the Life of A Wedding Planner

This is the third and last part of our series A Day in the Life of a Wedding Planner. Last week we left off with the ceremony ending. You can catch up with wedding planner 1 and wedding planner 2. Today we are going to go through the reception. Their Cake

11:35

• Once the bridal party is on their way to the park right next door for photos I start working on other things. I have the umbrella's moved from the ceremony area to the reception area. It turned out to be a very, hot day even though we were by the ocean. I gather the rose petals from the aisle for their get-away toss later on. I have the banquet captain call up the florist. {Their studio is in the hotel.} To take down the arch flowers and aisle flowers to decorate the sweetheart table, candy table and the DJ. I look around and everything is moving along.

11:55

• I go down to where the bridal party is and check on them. They are moving along nicely. They have two photographers and an assistant helping them with their shots. At that time we look up in the sky and there is a sky writer making double hearts. So appropriate! I go back to the reception take some more photos. {I don't always have time to take them}.

12:15

• The DJ starts playing and the trio is done for the day. I thank them and we had a mutually love fest. The cocktail reception is going great. I go back down to where the photos are being taken and let them know that time is running out. I get down on my knees, bustle the gown and do some spot stain removal. The Bride and groom are Doing their romantics while this is going on. The bride has also noticed that they didn't serve her coconut shrimp. They gave her tempura instead. Not happy!

12:30

• The bridal party makes the trek back up to the reception. They line up for their entrance. They all get introduced, now it is time for the Mr. & Mrs. They are introduced and go right into their first dance. I go over and talk to the Banquet manager about the shrimp and ask that The bride & groom get a plate of coconut shrimp on their table for when they are done with their dance. I also ask if the buffet will be ready and open when they are done dancing. Yes, all of the food is almost out.

12:45

• The groom's father sang a song for the guests, then the bride's grandfather said grace. The buffet opens up and the bride and groom wanted to walk through it so of course they are the first to go. I then release the tables starting with the parents. The bridal party decided to jump ahead. Oh well. The banquet captain~love her~asked me when we will be ready for lunch. I told her as soon as all the guests go through the line.

12:55

• Let the vendor;s know that it is time to eat. The DJ wants to eat at his station. They usually do. I let the two photographers and the assistant it was time. The one photographer went in the buffet line. I had to quickly grab her and let her know we are being served in the staging area from the ceremony. The four of sit down to lunch. Fabulous. We had steak and chicken. You never know what they are going to serve you. Sometimes it is just sandwiches. We rest and chat for a few.

1:15

• On the way out of the restroom I am stopped by a couple who would like to book me. Yay, they did! I run out to the site because I think I am gone too long. I guess the girls were waiting for me to come back. I thought they were already out. Oh well. I talk to the Banquet Manager to have them start pouring the cider for the toast. She thought they were not getting anything for the toast. I had her check. Yes, they were and the cider was poured. Once everyone had some the toasts started with the Best Man, the the nervous Maid of Honor. I also asked the Parents of the Bride and Groom if they would like to talk. The Groom's parents didn't want to, but the Bride's parents did. A few other people gave toasts.

1:30

• Now it was time for the Father/Daughter dance. The Groom and his Mother followed them. They then went into cutting the cake. The cake was served and everybody was dancing, except it was an awfully hot day, so the chocolates that the venue served with the cake melted. So sad!

2:15

• The garter toss and the bouquet toss was a hoot. Everybody was having a blast.

2:30

• Noticed that the staff took everything off the tables. Not good. They didn't have a bar. So I asked if they could set up a little water station since everybody was dancing and sweating!

2:45

• The Mother of the Bride wanted to decorate the bridal suite, so I went to the front desk to get the key. I gave her some of the petals from the aisle and off we went with one of the photographers.

3:15

• I sent the Bride to her room to freshen up since she and her Groom were taking their photos on the beach after the wedding and who wants melted make-up for that! {her Aunt did hair and make-up}. While she was gone the groom was taking some fun photos with his friends that were not in the wedding.

3:45

• I went off in search of the Bride. I actually missed her and they were playing the last song we I got back. I let the photographers assistant that it was time for her to get her car. As she was pulling up on of the parking attendants gave her grief, but the General Manager asked if me if he could block traffic for them. So sweet! I gave the Maid of Honor and a Bridesmaid the rose petals to hand out to all of the guests. I held back the Bride and Groom and lined up the guests in two lines towards the get-away car. As soon as everybody had petals I had the Bride & Groom run towards the car. I looked great! They jumped in and off they went with the photographers.

4:00

• The party is over the guests are leaving and now is the fun part, packing up everything. All their stuff is going into their hotel room but only the Bride's Mother and I know where their room is. I ask the Maid of Honor and The best Man to bring me their bags so I can put them in the room along with all of the wedding stuff. Here mom just asks that I keep everything 'pretty', of course. So all of their stuff get put away. The DJ breaks down his stuff and the banquet staff breaks down all the table and chairs.

4:30

• I wait for a bell cart to put all of the stuff into their room, gifts and all! I leave her bouquet and his bout on the bed and her veil on their couch. Her mom did a great job! The staff has already delivered their champagne. I leave the key on the desk and leave the room. My Day is Over!

Enjoy,

A Day in the Life of a Wedding Planner

Last week was part one of the series. It covered 6:30 am to 10 am. Click on Wedding Planner to see it. This week will take us through the ceremony.

~The Happy Couple~

10:05

• Set up the ceremony area. Pour the sand into the the vases, They had a vase of sand for the officiant, too. They officiant is still with the Trio discussing their cues. The guest book attendants want to know if the guests can sign anywhere in the book. They did a cute photo book and of course where ever they want. The banquet captain is helping me by putting the finishing touches on the candy bar.

10:23

• I noticed looking at my phone so I knew it was exactly that time. Went to change. I usually come in 'set-up' clothes & no make-up and then change into my nice wedding clothes and put my make-up on. As I am getting my clothes out of the Bellman's closet. {Since it was outside there was no place for me to store my clothes anywhere else.} I just miss the bride getting back from photos, but I was able to chat with the photographer for a moment.

10:35

• After I am dressed, my hair is done and my make-up put on. You need to be quick! I go look out the set-up and make sure everything is going smoothly. I check in with the DJ. He teases me since I haven't changed into my pumps, yet. I am still in my flip flops easier to walk around in right now!

10:45

• I go make the long trek to go get the Bride. The Banquet Captain is getting the guys. I get to her room which is up some stairs, down a hallway and down a elevator and then down another hallway. I get to the room and tell them it is time! We gather everybody up and make the long journey back. Everybody won't fit into the elevator so the bride, her dad and the photographer get in with me. We leave the bridesmaids to take the next one.

10:55

• I get our little party into the staging room and leave the bride, her dad and the photographer in there. I am off to search for mom. Find her, send her into the room. Look for the grandparents and the groom's parents since they will be in the processional. They are were they are supposed to be. The Banquet Captain meets up with the bridesmaids {whew, we missed the groom} and they along with the groomsmen come up to the staging room. The groom goes off to the side to make his entrance with the Officiant. I went back into the staging room and let everybody know it is time. I walk back out to where I will be sending the bridal party down the aisle. I let the guests know it was now time to take their seats. Have the officiant meet the groom at the designated area.

11:05

• Send the Groom' parents and the Bride's mom and Grandfather down the aisle. The Groom & Officiant come out from the side. Once they are seated I do I huge hand wave to get the trio's attention that is now time to play Canon in D. They finally see me, turn their pages and start playing. I send the bridal party down the aisle. Smile everybody, have fun and hold your bouquets at your belly button. As the best man is in the line up I ask, "You have the rings?" Of course he did. The flower girl DOES NOT want to go down so her mom picks her up and carries her down the aisle. I wave my hands again. It's the brides turn. Her music is starting. Tell her to breath, smile and how beautiful she looks. She goes down the aisle with her dad to become a wife. I fix her train as she turns. Whew! The ceremony is out of my hands now.

11:10

• I take a few shots of the reception and ceremony. Move the guest book and gifts to the other side of the ceremony area. I watch the ceremony for a sec, then I go back to put my pumps on.

11:20

• They're not with the rest of my stuff. Did I leave them in the car? I grab my set-up clothes and run out to my car. As I am almost there I realize no, I left them in the ladies restroom where I changed. I run there, find them and put them on.

11:30

• As I go back the wedding is over and everybody is back in the staging area. A tray of appetizers is passed around to the bridal party and we get everybody back outside to take photos.

Enjoy,

A Day in the Life of a Wedding Planner

Today, I am going to start telling you the multi-part story of what one wedding planner {me} did on the day of the wedding at a luxury resort. It was a daytime wedding. The ceremony started at 11am and the reception was over at 4pm. The ceremony and reception were at the same place. The Bride, Groom, wedding party and parents all stayed at the hotel the night before.
6:30am

• Wake-up. Shower & dress, in casual clothes. Say bye to my little boy who woke right as I was leaving.

7:05

• Left home. I wanted to leave at 6:45-7:00 but, oh well.

7:15

• Stop by a fast food drive through. Not sure when I will have time to eat later.

8:05

• Arrive at the venue. Almost missed the off-ramp. I am so not a morning person and thought I was driving to San Diego, oops!

8:10

• Park, go to the bell desk to retrieve the wedding stuff from the Catering Managers office. Too much for one bell cart need to call another bellman.

8:20

• Get to the ceremony & reception site. Everything will be outside today. Photographer’s assistant arrives and we go over to the bride’s dressing room. She has been to this venue before and know the trick to get in without a key. Another photographer calls. She’s on the way. Their original photographer went into labor that day. There is confusion about which photographer is going to be with the bride.

8:35

• Go see my Bride. So beautiful! She’s a bit nervous. Talk with the Maid of Honor. She just had a baby two weeks before the wedding and couldn't make it to the rehearsal the previous night. I gave her a rundown of what she needed to do. Told everybody that they needed to be ready by 9. One of the bridesmaids argued that she couldn't be. OK, not your wedding. Except the bride. The photographer’s assistant was loaning her BMW for the get-away car and the Mother of the Bride wanted to decorate it. So I get them together.

8:45

• Start setting up ceremony & reception. They are within a few feet of each other. Checked in with the Banquet Manager, confirmed floor plan and table set-up. Started putting together their candy bar. Realize I don’t have the glue dots. Go to the Groom’s room. The groomsmen are rocking pink ties. The guys are so very restless. Had them go out to the lobby to wait for their photographer; Call the photographer to let her know that she needs to meet the guys in the lobby. Walked over to the bride's room to get the boutonnieres. The bride's photographer was taking shots of them so I asked her assistant if she could bring them to the lobby when she is done. Go to the lobby to let the guys know what's going on. The go back to the wedding area.

9:05

• Continue the set up. Florist is working on the ceremony area, great. Met the Banquet Captain. She is fantastic and helps me A LOT! plus, she brought me some ice tea. The drink of the gods! She helps me set up Candy Bar. The first person of the string trio arrives. Concerned there isn't enough shade. So ask if we can get another umbrella over where they will be playing.

9:15

• Continue setting up.

9:30

• The DJ arrives. I introduce myself. You email and talk on the phone but you don't always meet the other vendors till wedding day. Hear the the guys yell out the DJ's name as the drive off for their photos.

9:50

• Guestbook Attendants & one of the Ushers arrive. Let them know what their duties are. I also give them a timeline to look over. Get officiant and the trio together so they can discuss the cues for the ceremony. Finish setting up. Cake is there. I didn't even notice it arriving.

Part 2 will be next Tuesday.

Enjoy,