Hiring a Coordinator for your Wedding Day

We have been working with coordinators for a good while now. When we started seeing couples hiring coordinators in the early 2000’s there were just a handful of talented coordinators in the area with great reputations and a desire to help brides and grooms enjoy the process of planning a wedding as well as create an atmosphere so that the couple could actually attend their event instead of working their event.

We immediately saw the benefit to having someone at the event keeping things going smoothly from a totally different perspective. We equate the relationship between an entertainer and coordinator like running a great dining room at a fine restaurant. The entertainer is in charge of the front of the house which is everything the guests see and the coordinator takes care of the back of the house which is all the behind scene things that are so crucial in executing a flawless event.

After a few years of working with these handful of professionals there was a sudden surge of coordinators on the scene. It seemed to be that a lot of these folks were hanging up their shingle right after planning their own wedding and deciding it was something they could do professionally after one go at it as the bride.

The process for a coordinator is exactly the same and a key question you should ask the person you are interviewing is “How many events have you coordinated?” If they have a sufficient amount under their belt and you feel comfortable with them then this might be the person for you. Here are some great signs that you have hired a professional coordinator:

* They should be extremely organized

If they are all over the place, which you can tell in a 15 minute conversation over the phone or in person, then they will be that way while planning and doing your event.

* They should have great attention to detail skills

A coordinator who can show you an example of her detailed timeline in the interviewing process and discusses things that you didn’t even think of is a clear sign that she/he will not leave any stone unturned. You will be amazed by how many items a coordinator has on her checklist.

* They have a calm demeanor about them

We think this is so important. We've seen all kinds of coordinators and the most successful events have coordinators who stay calm even in the most stressful situations. These are our favorite professionals to work with.

* They are team players

We actually love working with coordinators who understand that in order to create a successful event it must be a team effort. Staying in communication with all the vendors before hand and working together from beginning to end will make a huge difference and a magical day.

How Much Time Do You Need To Plan A Wedding Part 2

Yes the list is long and the clock is ticking away as you plan your event. Let’s take a deep breath and pull out a piece of paper and pen. Now that you have your venue in place, its time to sit down with your fiancé and make a list of vendors in order of priority. This will undoubtedly help you with your budget. Really talk about each vendor in depth. How will the DJ/live band, photographer, flowers/décor, videographer, officiant, cake and wardrobe affect the outcome of your special day and it is a different answer for each couple but by asking that question, you will be able to consciously put your vendors in order of priority.

The second suggestion before signing any contracts is to do your homework on value and price of each vendor. What we mean by this is call all your vendors and ask them what they will provide, what the cost is, but most importantly ask yourself if you feel comfortable with this vendor. You will be doing a lot of interviews! Don’t rely on what is advised on the web because these are average prices across the US and not specific to any area. For example an average price for a DJ across the US is around $700 but in Los Angeles the starting price for a professional wedding DJ is around $1200. So make the call.

We know it sounds a little crazy but get all your numbers first for every vendor and create an excel spread sheet (which most of my brides work on while preparing for their event) so you can make really good decisions and hopefully stay within your budget. This is the best reason to plan a year in advance. You will have all your vendors hired way ahead of time and most likely, you will hire the vendors who you really want because they are available and stay in budget.

For most wedding celebrations the next obvious vendor on your priority list is actually one of two. They are your wedding reception entertainment and photographer. Your wedding DJ or live band will be in charge of creating some great memories and your photographer will be in charge of capturing those memories for you to have for a lifetime. They are 80% of importance yet most couples only spend 10 to 15% each of their overall budget on these vendors. Again, ask yourself the question, “How will the wedding DJ or live band and photographer affect the outcome of my important day”?

As we mentioned in our last blog, We are going to give you a list of my favorite vendors in each category. Well the obvious choice for your wedding reception dj or live band would be Cheers Entertainment or I’m a Girl DJ. They are hands down the best of the best! =)

As for photographers We have three. They are in no particular order and each one has their very own style. You will see in their work which one is the best fit for you!

Embrace Life Photography

Toby Tucker Photography

So Talented!Rachel Rose Photography — So Talented!
Rachel Rose Photography

How Much Time Do You Need to Plan a Wedding?

It’s that time of year again when we have an onslaught of inquiries from couples who just got engaged. Between the holidays, New Years Eve and Valentines Day it seems that December, January and February may not necessarily be a time of year for weddings but the office is bustling with phone calls and emails about availability. So you may ask yourself “how much time do I need to plan for my wedding celebration?” The truth of the matter is that everyone is different. Some couples can do it in 3 months (which we wouldn’t advise) and others need a whole year depending on work/school schedules, how organized they are and if they are planning a wedding outside their area.

Honestly, we think one full year will do it. As a wedding entertainment company our wedding DJ/MCs and Bands can be booked on events as far as 2 years in advance. The earlier you book the better your chances are of getting the vendors you really want! More importantly it will eliminate an enormous amount of stress that really starts to build up as you get closer to the big day. The more you have finished ahead of time the less of a “to do list” you will have 3 weeks prior to your event when you really want to be enjoying the experience. You don’t want to be running around like a chicken with your head cut off, seriously. Each Month we will be sharing with you some very easy steps in planning your wedding reception as well as our favorite vendors we love to work with. So let’s get started!

Finding your Wedding Venue

First step is to find your venue and set the date. It’s much more difficult to hire your vendors without the date set in stone. Take some time to visit the places on your “fav” list. Usually they will all be in the same area so you can schedule a few tours in one day. Remember, if you can only do a tour on the weekends because of work schedules, plan on getting up bright and early Saturday morning and heading out the door as a venue may not be able do a tour in the afternoon. Most places are preparing for a wedding that evening. Make sure you bring lots of questions including…

Do they have your date available?
How many guests can the room (area) hold?
What does the site fee include?
Is there a sound ordinance?
How many hours does the package include and how late can the party go?
Is there an on sight coordinator and if not do they require you to hire a coordinator ?

After seeing a few venues and asking the important questions, you will be able to make a conscious decision on the property that best suites your needs. Here are a few of our favorite wedding venues in the Ventura and Los Angeles area!

Westlake Village Inn, Westlake Village, CA

Sunset Hills Country Club, Thousand Oaks, CA

Wedding Cheers-ful Vendor - Rachel Rose Photography

Who are the Cheers-ful Vendors...Only the best wedding professionals this Los Angeles Wedding DJ company has the pleasure of working with. Rachel Rose is one of our friends and friendors in Ventura Ca and soon to be moving her operation to the Big Island. We recently had the pleasure of sitting down with her for breakfast and mimosas and talking about her move and her love of wedding photography. The minute you meet her, she makes you feel so comfortable. Between her genuine charisma and zest for life, and of course her impeccable eye and creativity results in amazingly beautiful images. We look forward to many future events together and… Mimosas. Read more about Rachel and her wonderful company here:

From Rachel: We are a professional destination wedding photography company and specialize in storytelling photography. We have a very modern style, with a photo-journalistic and candid approach. We have a pay it forward mentality and enjoy connecting with each person we have the opportunity to work with to capture their special event. Our photos have a timeless feel and our clients feedback often reveals we are extremely easy going and are very comfortable to work with.

With over ten years experience, we began our career in photography in 2003 and established "Rachel Rose Photography" in 2009 when we were working weddings full time. Our company branched out to the Hawaiian Islands as well in 2011, hiring another lead photographer and expanding our services. Published in Alaska Airlines Magazine, Hawaii Bride and Groom Magazine, SnapWeddings, etc.

We are wedding professional experts and can help you plan your perfect day. Experienced, dependable, and personable! We care!

"Some people work to live, I myself, live to work." It is in an incredible feeling to be part of something so special and be able to create a timeless product for our clients that will forever hold those memories for them to look back on. -Rachel Rose, owner/ lead photographer

Please visit www.RachelRosePhotography.com for more information!

HOW MUCH TIME DOES IT TAKE TO PLAN A WEDDING (PART 5)

So this is the last part to my series of blogs on this particular subject. You probably have three to four months left to go and now emotions are starting to build. There is excitement, anticipation, stress, wonder and quite possibly a little exhaustion from the whole experience. This is where you start tying up all the loose ends and hiring the vendors that you felt could wait until the home stretch for your wedding reception. Three of these vendors are your invitations/print materials vendor, videographer and hair and makeup.

All three vendors are very important but by this time most couples go over their budget and have to start making decisions on if these vendors are really important for their event. Let me shed some light and it will probably help you in the decision making for your final round of spending.

Invitations: This is yet another DIY category and it can go either way. I personally think that printing your own invites is not the way to go. They look homemade and this is your formal invitation for your wedding day. Even going on line can be a little unpredictable and sometimes costly because what is mailed to you may not be exactly what you ordered on line like color or actual size. When you hire someone to do your invites it’s up close and personal. They will spend the time to design something special for the two of you. There are some really talented invitation vendors that won’t cost you an arm and a leg. Occasions to Celerbrate is by far my favorite vendor for invitations.

Videographer: This is a decision you really need to think about because it is the memory of your special day. From a personal standpoint, I wish I had a video of my wedding day. All I have are little snippets in my mind of what I remember about the day because I have nothing documented. I wish I had our vows, grand entrance, 1st dance, parents’ dances and mostly the toasts that were given that night. With each year that goes by the memories get shorter and shorter. Food for thought.

Hair and Makeup: For the bride this is a must and you need someone who is versatile. Someone who can “do you up” for not only for the live experience but for print as well. He or she should be able to create exactly what you envision and most likely that vision will be shown through pictures you bring to that very important run through meeting. This way you can see their talents and also get an idea of what your hair and make up will look like before the big day. My all time favorite hair and makeup artist is Kathleen Hagen Beau Ideal

So that’s it in a nutshell. I hope this was valuable information. Remember, start early! If anyone pokes fun at you because you are starting the planning process early, just ignore them. This is your day and ultimately you want it to be a great memory from start to finish.

By Lisa Capitanelli Kasberg

How Much Time Does It Take to Plan a Wedding (Part 4)

You are now six months away from the big day. At this point you might feel like you have all the major vendors booked and can take a little break from the planning. Not so much. You may ask “who am I missing” or you may say “I’ve got this” but believe me there are still a few vendors to hire and a big handful of things to do! I still believe strongly in getting tasks completed earlier than later. You will enjoy the two weeks prior to your event so much more and be in the moment instead of after the fact feeling like you don’t know what just happened. Here are the next two vendors in line.

Officiant

The officiant is a very important vendor for your event for one main reason, its your wedding day! You can’t get married without an officiant. Right? Lately there is a trend of couples having their friends marry them by getting ordained on line. So, this doesn’t make sense to me. Unless your friend is a pastor or officiant, you will see the pitfalls happening right in front of you while you are standing at the alter, side by side with your soon to be spouse and your friend is in a panic not knowing what to do next! I have seen this happen so many times (but not all the time) and the biggest issues are:

• The person is typically nervous because it is his/her first wedding • He or she will read verbatim from a pamphlet that has no personal content • They don’t speak clearly and closely into the mic • They may forget one part of the ceremony that could be very important to the bride and groom.

I DJ’d a wedding and the officiant was a friend. He totally forgot the sand ceremony they had especially made for their wedding. The bride was so upset after the ceremony I didn’t think she would recover. We managed to add it in at the reception and all was good again! Now that was almost disastrous! My all time favorite officiant is Barbara Laughrey. She is the best of the best and will create a ceremony that is very personal to the couple.

Wedding Cake, Cup Cake, and Dessert Bar

The cake/dessert is important. It is one of the showpieces at the reception. I can’t begin to tell you how many folks take a picture of the wedding cake or dessert display before the cake cutting ceremony. There are so many things to choose from when it comes to your dessert. Anything goes these days. If I could give you my best advice on cakes, please, by all means schedule a tasting. The design may be absolutely beautiful but you want it to be delicious too.

Written by Lisa Capitanelli Kasberg