Food

First Step: Creating a Plan

There’s no need to jump in and buy vases left and right. First, you’ll want to start with a solid plan.  What’s your final look for each table? Knowing this will help determine the quantity of vases you’ll need and how to achieve the look no matter table size.

Where to Start – Know Your Table Counts and Sizes

How many tables do you have? This will dictate how many vases you should purchase. 

Since this is probably something new to you, you’ll want to do a mock-up well ahead of your wedding to make sure the quantities below give the look you are trying to achieve. It’s better to know well ahead of time if you need to add or subtract.

When putting together your mock-up table, you will want to set the table with your desired linen, charger, flatware and glassware to ensure there is enough space on the table for your beauty and function.

Rectangular Tables Expect 6-8 Vases

The wider the table, the better. A standard rectangular table is 30” wide, but preference is always 40” or 48”. This gives more space for all our pretty flowers.

When buying vases for your rectangular table, you’ll want to start with 6-8 large vases. If you want more look, you can add in some medium and small too.

Round Tables Expect 4-7 Vases

With a typical 60” or 66” round, 4-7 vases in a variety of sizes is a good start. On a round table, your centerpieces tend to be less spread out and closer together making a bigger impact.

Again, you can play with the sizes of your vases to create your desired look. Don’t forget to add in candles for warm romantic lighting too. 

Second Step: Plan Where to Buy Your Vessels

Start this process super early! As soon as you’ve decided this is your look, start keeping an eye out for vases wherever you go. In Los Angeles, we start with Michaels, Home Goods, Target and plan weekly or twice a month visits to start collecting for a wedding that’s about a year away. Some of these big box stores are great options because they constantly have coupons or special offers.

If you’re having a problem finding chinoiserie vases at your local retailers, search online as you may find an affordable vendor who will ship to your home. 

We also like to always work with local vendors when possible, so if you have a local flower market or floral shop, you can speak with them about buying in bulk and securing a special price.

If all else fails, there’s always Amazon.

Keep your receipts in case you need to make any returns and always make sure the vases are wrapped up well so they don’t break when you are transporting them home!

Choose Your Colors to Compliment Your Vessels

Color is always complimentary to a chinoiserie tables cape. Although, most times you’ll find this look paired with blue and white flowers for a clean, modern and monochromatic feel.

But, if color speaks to you, go ahead and use flowers in every palette, pink, white, purple or anything that calls out. It’s important to play around and look at photos to understand the look you’d like to achieve with these vessels.

Types of Flowers of Flower Matters for Affordability

To achieve this look in an affordable way, use big, fluffy flowers such as hydrangea. Hydrangea is an amazing  wedding flower because it’s everywhere, affordable and doesn’t take many to fill a vase. They leave your tables looking pretty and polished!  

However, when using hydrangea make sure to keep them thoroughly hydrated and in a cool place.  Direct sunlight on a hot day will quickly wilt these beauties.  

Hydrangea may be your most affordable DIY centerpiece flower, but just about any flower works. Keep in mind, the bigger and fluffier the better as it  keeps the cost down too! Some other varieties to consider:  dahlias, sunflowers, garden roses, anemone or even peonies.  If you go the peony route, keep in mind they are more expensive and seasonal which can quickly cancel out any cost savings from DIYing your centerpieces. 

LOGISTICS:

Transporting Container Safely and Have a Plan

When driving vases to and from a venue, they can easily break. Use bubble wrap, newspaper or even old towels to protect them! To add even more protection, wrap and pack the vases tightly in big tubs. The last thing you’ll want is the inconvenience of breakage and having to replace vases right before your event. 

Ask Help From a Friend

Don’t tackle this yourself, especially on your wedding day! Have a friend, trusted neighbor or family member involved in the process. From the mock-up to putting together your transportation plan, make them a part of the entire process so it’s off your plate. Even if they’re part of the process, sketch out the table and give them an inspiration photo so they have a guide to follow.

Setting Up The Table, Then Add Water

First fill the vases with the water and flowers. Then, the vases should be the first thing placed on the tables after the linens are laid down. This will save you from having to reach over any glassware or dinnerware and prevent spills and accidents. Set-up becomes even easier when the chairs are out of the way too, this way you can easily reach the middle of the table.  

Most times, we recommend our couples to try and avoid DIYing too many things on their wedding day as this instruction keeps them free to enjoy their day. However, if you are looking to DIY tables for your reception, rehearsal or brunch and love this look, you now know how to achieve it.

Having a solid plan ahead of time will enable you to just enjoy the beauty of your wedding day. Be sure you want a Chinoiserie look and feel, know your table sizes and give yourself plenty of time to shop the look.

And most importantly, create a sample table. Whether it’s in your yard, garage or dining room table, you’ll want to test out the look and play. This way you know exactly how many vases and flowers to buy to achieve your look. Oh and always get extra, you never know when that extra vase or stem of flowers could come in handy!

Are you looking to create the candy dessert station of your Pinterest dreams, but don’t know where to start? As you start Googling candy stations: How to make them, what to buy and so on, you may find there’s a lot of incomplete information out there. The photos you see online look beautiful, but what you’re seeing are picture perfect stations before your guests descend and start munching. 

The real trick is creating a dessert station that isn’t only a special treat for your guests, but one that brings out personal memories (as candy can do), is an eye-catching decor piece and is fully stocked all night long. There’s nothing worse than seeing a sad looking candy bar or one that’s run out after only being open for 10 minutes.

There is a strategy and concrete steps that go into creating a beautiful and memorable candy station for any event. Outlined below is every step for you to follow to create a memorable and yummy candy bar for you and your guests.

First Step: Choose Your Look & Theme

Second Step: Decide How Guests Will Take Home Their Treats

How To Buy The Candy

Make Sure to Choose a Variety

To take care of all your guests by choosing a variety of chocolate and fruity candy. This way, even your guests who do not love chocolate are well taken care of and leave with a satisfied sweet tooth.

There is a Minimum You Need to Purchase

You will want to buy a minimum of 6 – 8 different candy choices at least. You can always purchase more if you have the budget, but it’s important to know the minimum so you can create the biggest impact with this station.  

Overall the amount of candy you buy should roughly add up to ½ pound of candy per person.  This may sound like a lot, but remember this is a statement piece and as mentioned at the beginning, you wouldn’t want to run out 5 minutes into opening the station.  If you have leftover candy at the end, share it with your night breakdown crew, family and friends!  Who doesn’t love Milk Duds after breakfast!! 🙂

How to Find Your Candies

Check your local area for a candy wholesaler that is open to the public as they sell candies at a lower price.  You’ll want to make sure they sell to the general public before showing up. Ask their payment requirements too as this may impact your decision.   

If you’ve chosen specialty items that have to be purchased online, give yourself plenty of time to place the order and have them delivered. Companies like M&Ms  can be personalized by color and with your names or words! As you start the buying process, you’ll find many choices to customize candies as some discount candy websites too.

And if online shopping isn’t for you, remember there’s always Smart & Final, Costco, Target or your local grocery store too!

It’s Important to plan ahead for your CONTAINERS

Glass Jars Are Best 

Glass jars or see through containers in a variety of shapes and sizes are the best as they make your candy pretty for all to see. 

First, see if you have any containers hiding in your house.  If you have a friend who throws lots of parties they may have jars too!  It never hurts to start by asking around.  

Next, search your local stores: Michaels Craft Store (they always have coupons online), Home Goods, Target or a floral wholesaler.  

If you have a great relationship with your florist, they may have containers you can borrow or rent! Always ask. 

The Size Matters

The jars shouldn’t all be the same shape and size. A mix adds to the design of the display. You’ll want to make sure they aren’t too tall though, so your shorter guests or kids have no problem reaching inside.

Transport Containers Safely

If you are driving glass containers to and from a venue they can easily break.  Use bubble wrap, newspaper, even old towels to protect them!  You can also wrap and pack them in big tubs tightly together for extra protection.  The last thing you’ll want is the inconvenience or breakage and having to replace containers right before your wedding day! 

Ask Help From a Friend

Part of creating this guest experience is ensuring you have a safe and clean way to serve the candy! Ask a friend, caterer, event planner or family member to attend the candy station. This means refilling jars and/or replacing serving scoops! This creates a safe, sanitary environment that everyone is ready to come back to for more. 

Knowing When to Open and Close the Candy Bar

When do you want your candy station to open? At the end of the night as a favor while guests are leaving, or during dessert time?   

Departure Candy Station Notes

If you want to open your candy station for guest departure, you will want to ensure it’s in a place your guests will see it as they exit. And if it is not out all night, who will be tasked with setting it up and at what time? Have a plan in place and built into your timeline on when it will be set-up, open and who will be doing so. Meet ahead of time to talk through where all the station items will be stored and can be found.

Setting Up the Station on a Sturdy Surface

Your station can be set on any surface, a round table, a rectangular table, bar or built in counter space.  Take into consideration the number of jars you have, the accessibility of the table and how many people will be enjoying it.  Talk to your caterer or event specialist and they may have an idea based on your room layout and timeline.

Ask your florist for any extra flower centerpieces from the ceremony or cocktail hour to dress up the table even more!  You can also rent a special linen to complete the look too. 

Your Guests Need Scoops for Scooping!

Don’t forget the scoops! Your guests will need scoops or thongs to get the candy out of the jars. Scoops can be silver or lucite, but most important is that they are functional and can scoop up the candy. For an extra something special you can tie a ribbon or bedazzle the handle to match the rest of the table.   

Signage Always Adds Information and Something Special

It’s always important to label everything and a thoughtful detail for your guests, especially those that may have a nut allergy.

Personal signage that compliments your wedding decor always adds the finishing touch to any station. When making your signage, indicate the Bride’s favorites and Groom’s favorites as this is sure to spark conversation and memories for all guests!

You now have every single step and detail at your fingertips for creating not only a functional candy station like a pro, but a beautiful one too. Your guests will delight in your thoughtful variety and fun decor pieces as they satisfy their late night sweet tooth. 

As you start searching for your wedding planning A-team, you’ll likely find thousands of wedding vendors servicing your area. Some ‘do it all’ while others have a specific expertise. The hard part isn’t finding vendors, it’s choosing the right vendors for you. 

• Which ones are trustworthy? 
• Who can deliver on your vision without going over budget? 
• Will they show up on your wedding day ready to give 110%?

You can do all the planning and organizing in the world, but without the right vendor team by your side, your wedding day can become a mess. 

• What if a vendor brings the wrong stuff?
• What if a vendor shows up late?
• What if a vendor doesn’t show up, at all!?

These things happen more than they should. That’s why it’s so important to vet your vendors correctly, ensuring you hire the most professional vendors within your budget. When you hire good vendors, you know they’ll show up, and they’ll have contingency plans in place to make things right if something unexpected happens or they make a mistake.

Below are our expert tips for finding qualified vendors who are professional, great to work with and deliver on their promises. Get ready to reduce your wedding planning stress and set yourself up for a carefree wedding day.

Vetting vendors boils down to two things:

1. Asking the right questions.
2. Paying attention to the details that blow away budgets

Ask the Right Questions 

The right questions make all of the difference in vetting your perfect vendor team. Questions to ask include:.

Mind Your Budget

Yes, every vendor has their own creative style, but they also have their own style when it comes to contracts and sales. Some may try to upsell you when you don’t need more. Others may include fees hidden in the contract or leave important information out of the sales call. Perhaps not intentionally, but either way the more educated you are on the process, the more prepared you are to tackle your wedding planning within budget and enjoy your wedding day.

After all, it’s no fun to discover that you went over budget on your wedding night because you didn’t account for fees that were only disclosed in the contract and not on the sales call. 

Now, before you sign on that dotted line and hand over a deposit, you can make sure you’ve addressed all the vendor related details that will affect your budget and guest experience on the wedding day. The list below, categorized by vendor, outlines where we often see couples miss hidden fees or go over budget.

Catering Plus, Plus ++

As one of the biggest line items in your entire wedding planning budget, it’s important to account for all costs when making your estimates. One of the most missed details are tax, gratuity and service charge, also known as “plus, plus ++” in the event industry. These items can quickly add up to a hefty amount of your budget, so it’s very important to ask what these percentages are and account for them in your estimates.

Feeding the DJ/Band

Each and every vendor on your wedding day needs to eat. If you have a band, that’s quite a few more mouths to feed as compared to a DJ. So ask ahead of time how many band members/techs need meals so you can build this into your initial budget.

Also, keep in mind that some venues charge you to patch into their sound system. If your band or DJ is planning to use the house sound, you’ll want to know any extra or ‘hidden fees’ associated with doing this.

Asking about Flower Substitutes 

Many couples already have a vision when it comes to wedding day flowers. But flowers can widely vary in their price based on season and geographical location.

For example If you’ve always wanted peonies everywhere on your wedding day, but have a limited budget, you may want to think twice. Not only are peonies expensive, they also have a limited season. While you could have them shipped in from elsewhere, this cost will quickly cause budgets to balloon. 

Talk about alternative flower choices with your florist, even if your first choices are within your budget. There are plenty of beautiful varieties available to offer the same look and feel without splurging on a bloom your guests will hardly notice.  Save your favorite flowers for your bridal bouquet. This will cut costs without impacting your guests’ experience. We promise, they won’t notice this budget cut and a great florist will always have creative ways to make an impact with your budget. 

What Does the Photographer Include? 

While the way photographers price their services can seem confusing at first, most are either based on a flat rate that includes specific services or a custom package you can create with the photographer based on your specific needs. No matter how your photographer quotes, there are a few things you want to consider to avoid going over budget.

1. How many hours do they provide on your wedding day? We recommend 8-10 hours if you want to capture everything from getting ready to cake cutting.
2. Is an engagement shoot included? 
3. Is an album included? If I opt to add on an album later, will it cost more? 
4. How many shooters do you need to provide vendor meals for?

Check Your Rental Delivery Fees 

Your rental order may be a small or large part of your wedding day, but along with any rental costs, there are always delivery and pick-up fees. Rental companies are not like Amazon, there’s no free delivery. 

There’s often a rental delivery and pick-up fee to account for trucking, labor and maintenance costs. These fees can get hefty based on delivery distance and timing. If you have to have your items delivered at a specific time, the price goes up. Same for Sunday pick-ups and deliveries. 

Work with your venue when possible to arrange for the most cost-effective rental delivery and pick-up times for your budget. Also, try to rent multiple things from one company so you don’t end up paying multiple delivery and pick-up fees. These can add up quickly.

Videographer Extras 

Just like photographers, you’ll probably find that most videographers price their services in a similar way. Either a set package price or an a la carte customized to your needs. Make sure a few key items are included in the rates they quote you so you don’t go over budget adding time or last minute vendor meals on your wedding day.

1. Again, check that they’re providing their filming services for 8-10 hours on your wedding day.
2. What are they including? A trailer as well as a full length video?
3. Are drones available or is this an up charge?
4. How many people will be shooting my wedding? This will affect your vendor meal count. We know we’re always talking about food & beverage cost, but trust us everyone deserves a hot meal on your wedding day.

Making Sense of Venue Minimums and Hidden Fees

Depending on your venue, you will find a wide variety of pricing out there. Most Hotels offer a package price or a food & beverage minimum. A venue that is only providing the space, may only charge a rental fee as the caterer is separate.

Either way, hotels/venues are typically large-ticket items that can add up quickly. If you haven’t accounted for all costs necessary, you can find yourself going over budget fast. To avoid this, understand your costs and talk to your sales contact about them so you can budget accurately. You wouldn’t want to have to cut back on your cake, decor, or something else later because you weren’t fully informed. Or worse, realize at the end of the night you owe more than you thought because of hidden fees and extras. 

What to Ask About For Your Estimates:

• Ask for all tax, service and gratuity fees (especially for hotels)
• For venues, ask if there is an onsite representative required when you book and is this included in the rental fee or additional. And do they charge overtime?
• Ask what their load-in and load-out times are. If you need to load-in or breakdown outside their standard load-in/out windows, are there additional costs associated with this?
• Are there any hidden fees? Permits, extra sound fees, wifi, valet etc
• What do venue rental fees include and exclude? Chairs, tables, linens, napkins, glassware, sound system and so on. You want to know everything they provide so you can budget accordingly on what you will need to supplement.

Now you know the ins and outs of common vendor fees and the right questions to ask. It’s time to start putting together your own team for your wedding day. 

Take Action!

Vet those vendors with smart questions

First, vet your top few vendor choices by asking the right question. You’ll get valuable feedback on their experience as well as insight into their reputation with  their peers. 

Look for budgetary pitfalls

Once you’ve narrowed a vendor category down to your top two, review our list outlining where most couples forget to dig in deeper and end up going over budget. Use these items to really understand how your vendors quoted you and how they work. Have open conversations with them about your budget and wedding day needs to make sure you are all on the same page.

Start Planning with your A-Team 

Now that you have the right team in place, you can start planning with them. We promise it will feel so good having the best team possible to make your wedding a memorable one for you and all who attend.

Food & Beverage is Always the Biggest Part of Your Wedding Budget – Here are 4 Ways to Reduce This Cost Without Compromising Guest Experience

No matter how you spin it or play with the numbers, food and beverage will be the biggest item on your wedding budget. Typically, this accounts for about 40% of your entire budget; that’s nearly half!

With food & beverage taking up such a large chunk, it’s important to make sure you’re not overspending on this big ticket item. After all, money saved here can be used for other wedding day priorities, like upgrading your florals, or splurging on a videographer. 

You also want to make sure that you’re not just doing the minimum to meet a venue or caterer’s requirement and end up compromising guest experience. We’re all about making sure your wedding is the best night possible. That means being true to your vision and creating lasting memories for you and your guests, without going over budget.

Here are a few easy ways to reduce or eliminate food & beverage costs so you can splurge in other areas.

TL;DR:

These are the top things to review on your proposal, so you can spend your money in other fun areas, like dessert!

• Make a decision on serving champagne at your dinner tables.
• Don’t skimp on cocktail hour food, but be efficient and find a balance between time and amount of food served.
• Check your wedding day timeline to make sure you don’t have the bar open any longer than needed.
• Review your proposed entrees one more time.

As wedding and event pros, we know taking care of your guests is a top priority. With the handful of tips outlined above, you have the skills to review any menu proposal or paperwork from your food & beverage vendor and know exactly where to reduce costs.