What Just Happened??

Last Friday I attempted to load a security software suite that had been charged to my account monthly for almost a year but had not yet been installed.  Something went horribly wrong during the installation and my entire hard drive was virtually wiped out.  No one from tech support knows what happened (“this has never happened before”).  Fortunately I have an external back up and was able to restore the majority of my files with the exception of e-mail.   It appears that I’m missing about one year’s worth of information including all the dates stored on my calendar.  It has taken me four days to restore what I know to have been lost.  The rest will be done as I go along and realize something’s missing.

As a wedding planner I am the external back up for my clients.   The list of services we provide is extensive, however, the best planned event can still have a glitch or two.  If you don’t have an event coordinator – who’s going to handle those glitches for you on your wedding day??

I have consulted with a few clients who have decided not to use my services for a variety of reasons.  I have heard stories after the event was over that includes the groom missing the entire cocktail hour because their DJ showed up with an iPod and no play list.  Or the venue that can host more than one event at a time and got the passed hors d’oeurves mixed up for two events  so that each got the others food.   Then there was the bride who wanted to control every last detail which caused her to be 2 hours late for her pre-ceremony pictures which then delayed her ceremony by almost an hour  which then caused her to have to pay for overtime so that her reception wasn’t cut short.  The list goes on and on.

A wedding is a once in a lifetime experience.  Don’t be caught wondering “what just happened?” without a good back up.  If you’re not going to hire an event coordinator then designate someone not involved with the wedding party to take care of any issues that might pop up.   Most weddings go off without any glitches – have your back up ready just in case!

It IS What you Know!

Today I arrived in Indianapolis to attend my first Association of Bridal Consultants Annual Fall Conference.  My seat mate on the plane was a very nice man who is an education consultant to school districts throughout the US who have more students that are failing then are passing.  His career includes 22 years as a classroom teacher and he told me that he stills reads and studies constantly.  “Every good teacher ” he told me “is always learning.”  After observing in the classrooms, he works out a plan that is specific to each district, then he guides the team of teachers and administrators through the implementation process for his action plan.  In one of his districts the 7th graders went from having the lowest math scores in the district to among the highest.

As we were getting off the plane I realized that our work processes are very similar.  Granted, I’m not raising the education level of our nation’s youth, however, guiding clients through the process of planning their wedding is truly a milestone in their lives.  After a consultation with my clients I put my education and 25+ years of experience to work.  An action plan is formulated which is then implemented by guiding my clients and their family and friends through the process.

I still get a thrill when I learn something new.  That will never get old.  I’m looking forward to taking advantage of all this conference has to offer and to participating in other conferences, classes, and networking opportunities as they become available throughout my career as an event planner.  The more I can bring to the table for my clients, the better!!

Is it Better in the Bahamas?

I have been a Certified Sandals Specialist since 2005, however, I had never actually been to a Sandals property.  When the offer came to update my certification at the Sandals Royal Bahamian Resort I jumped at the chance.  Three days in the Caribbean at an all-inclusive resort; no cell phone, no computer.  I couldn’t wait to go!

My previous vacation trips to the Bahamas had been “OK” experiences so I was prepared for this trip to be just OK as well.  Having been a traveler when I had a corporate job and having been on my share of vacations I know not to get too excited before I reach my destination as you never know what you’re going to find at a place you’ve never been.

Let me tell you why this trip to Sandals Royal Bahamian was more than just OK and why I’ll be renewing my Sandals certification at a different resort each year!

After a 45 minute flight from Miami I arrived at the airport in Nassau (HINT:  You’ll need a passport.  Allow plenty of time to apply for a new one or to update the one you already have).  I went through Immigration (the flight attendants will give you a form) then found the Sandals desk on the baggage claim level (HINT:  keep the page they give you in a safe place – there’s a safe in your room – you’ll need it when you leave).  At the desk I was greeted by 3 (count them 3) Sandals representatives who told me where to go to wait for the shuttle that would take me to the resort.  A group gathered to wait for the shuttle which arrived as promised; we got on, waited a few minutes for stragglers, then off we went.  The driver was like a tour guide along the way showing us places of interest during the 15 minute drive.  They drive on the opposite side in the Bahamas so don’t freak out!

When we got to the resort we were greeted by a bell captain who took our names and indicted where each of us should go for registration (there might be a colored dot on your luggage tag to help with that process).  Once on site you don’t touch your luggage – it will be brought to your room once it’s ready.  (HINT:  Bring a carry on with your bathing suits, hats, and suntan products <3 oz or smaller> or get them out of your suitcase before you go to registration – if you’re room is not ready they have places to get changed so you can relax while you’re waiting).  A lovely woman offering a glasses of champagne or rum punch came around seconds later.  About the same time

Your butler can arrange a romantic dinner on your private balcony!

we arrived a Rolls Royce pulled up with newlyweds who were smiling from ear to ear!  The Mercedes and its well dressed driver were just sitting there waiting to run to the airport. (HINT:  The Rolls Royce and Mercedes are available to Butler Service level guests.  While expensive – this level of service comes with lots of perks including your own private butler, dinners at Gordon’s on the Pier, and 24 hour room service).

While at the airport I was VERY fortunate to meet Kay – a Sandals booking agent based in Miami.  She couldn’t have been nicer and gave me a complete run down of the property before we arrived.  I followed her like a puppy!

She took me to lunch while we waited for our rooms to be ready (check in is usually at 3:00pm and we arrived at about 12:30pm).  She asked me where I’d like to eat as there are several choices.  I chose the Cassanova Buffet Restaurant over the Bella Napoli Pizzeria (where you can make your own pizza and eat it overlooking the beach) or the Royal Cafe (where you can get salads or grilled items).  Cassanova offered a wide variety of foods including a made to order pasta station and lots of fresh fruit.  Wait staff brings your beverages.

The 4 poster bed is very comfortable - turn down service includes his and her bathrobes

After lunch we went back to registration and our rooms were ready! As we walked over to The Windsor Building (vs The Manor Building or The Villas)  Kay started to explain to me about all the different types of rooms.  While I can’t tell you all of them (I’ll hook you up with her when you’re ready to book!) I can tell you that you want a Concierge level or higher room.  Concierge rooms come with a full bar (at no extra charge) and beautiful views.  My junior suite on the 5th floor was very spacious with a soaking tub in the bathroom, separate seating area, armoire with TV (most channels are based out of Miami) and great views of the pool and the ocean.  We were left on our own until our first group meeting at dinner in the Crystal Room later that evening.  Since I had a 6:00am flight out of Newark I was tired (and full) and took a nap!

We were a diverse group of ABC members from NJ, TN, LA, IN, FL and 3

Everyone who attended the training was a member of the ABC.

wedding planners from the Bahamas.  A nicer group of people you’ll never meet.  Dinner was delicious – the menu had been chosen for us and it did not disappoint.  Crab claws, shrimp, conch and oysters for an appetizer; steak and lobster tail for dinner; and bananas foster for dessert.  Wine service was continuous and I understand the Goombay Smash was a refreshing drink.  Our wait staff was very attentive and we could see that the dining room was full of happy couples.  (HINT:  Long pants and collared shirts are required for the men in some restaurants.  Ladies are expected to dress accordingly.   Always bring a sweater or shawl – the AC does get cranked up at times).

The next day started with breakfast back at Cassanova’s before our training session.  A fresh omelet/eggs to order station AND a French toast station along with the standards.  I was thrilled to find bagels (along with a toaster) and lox – one of my breakfast favorites to go along with my egg white and spinach omelet!

After training we took  a walking tour of the venue.

Main pool view from an oceanview room

While the Royal Bahamian Resort is a large property it doesn’t take long to walk to anywhere you need to go.  The gardens are lush and the main pool is huge with a swim up bar.  Comfortable lounge chairs are available as are  beach sized towels.  Some of the activities that are included: tennis, volleyball, a gym,  snorkeling, day time scuba diving, kayaks, Hobie Cat or Sunfish sailing, and aquatrykes.  The beach has recently been made larger (in response to guest input) and also has lounge chairs and umbrellas.

From the pier you can take a shuttle boat to Sandals Cay a private island that offers beaches on either side of the island, a restaurant (open several evenings for dining), and a zen garden and spa.

Speaking of food – there are 10 different places to eat at the resort including an authentic English Pub and Kimonos – a sushi and tepanyaki style Asian restaurant.

Listen to the ocean as you enjoy a his & her message on the pier.

Still need to ease the stress of your wedding away?  Try any of many services offered at the on-site Red Lane spa including free use of their steam room and spa pool.

Dinner for our group that evening was served out on the patio overlooking the ocean.  Again the menu was chosen for us but I’m not complaining!  Zucchini risotto with seared scallop, green salad with crumbled cheese and caramelized walnuts, champagne sorbet, rack of lamb and red snapper for the main course ending with fruited pound cake & wedding cake!

Check out and return to the airport was as stress free as my arrival (HINT: Put your suitcases in the hall the night before you leave if you have an early morning flight to avoid the 5:00am knock at the door).  My bag and the shuttle were waiting for me when I got to the entrance and it was an easy ride back to the airport for check in.  You’ll go through Immigrations again and then US customs before you leave the Bahamas so you don’t have to go through customs when you get home.

While on site I was surprised to see couples of all ages.  While there were many shiny new wedding rings there were also couples of varying ages such as a couple from Spain celebrating their 25th wedding anniversary with friends from England.

Destination weddings at a Sandals (or Beaches, or Royal Plantation, or Grand Pineapple) resort are available as are decor packages courtesy of their new partnership with Martha Stewart.

If you’re interested in booking your honeymoon at any Sandals resort you can do so on your own through the ATB website or call me!  I’ll ask you some questions and then hook you up with Kay who knows pretty much everything there is to know about every resort that Sandals offers (there are 12 Sandals resorts on 4 different islands and that doesn’t include the 3 other brands).  If you’re the parents of the bride or groom don’t you think you deserve a vacation after all the wedding hoopla is over??  Or how about a girls trip – there are BFF trips  or I can help you plan your own! (HINT: You need to be 18 or older to stay at any Sandals property.  The Beaches resorts  are for families with children)

Having been to the Sandals Royal Bahamian Resort for a very short time I can still truly say – “It IS better in the Bahamas!”

The Value of a Wedding Planner

The wedding industry is not immune to the current economy.  Venues and professionals are all seeing cutbacks in bookings.  I’ve spoken to photographers who are booking more “basic” packages than ever before.  Services like video are being cut out completely, DJs are replacing bands, and everyone is talking about how clients want to negotiate their prices downward.

It seems to me that while quite a few brides want a wedding planner it’s the first item to go as the budget shrinks and costs for other services rise.  There are lots of different kinds and levels of wedding planners from very expensive (think David Tutera and Colin Cowie) to not so expensive (think someone who has no actual experience but took a course, put up a website, and now calls themself a wedding planner) to all price points in between.

Keeping in mind that I’m a wedding planner – I can honestly say that having the right wedding planner adds value to your event.  How you might ask??  Let me give you some examples.

A recent full service clients saved almost $4,000 after I went over their contracts with all their vendors and professionals.  When her guest count fell short of their minimum guarantee I made sure they didn’t pay for meals no one will eat while still keeping the venue happy.

A day of event client paid more for her flowers and transportation services then she should have because she wouldn’t pay the minimal amount to add these services to her contract with me.  I am confident that I could have saved her close to $1000 when the additional services would have cost her much less than that.

Some of the professionals that I work with will add services at no charge or waive some fees for my clients. I’ve been able to negotiate deals with other professionals as well.  It’s all about relationships.

I had a consultation recently with a mother of the bride for day of event service.  I love the venue where the wedding will take place and really thought the consultation went well.  After receiving my service proposal she decided not to book my services because she felt she didn’t need the amount of work that I was proposing.  The items she felt she didn’t need were the very essence of my day of event service and she was looking to pay substantially less then what I proposed.  While I was disappointed I wished them well.  I heard after the fact that quite a few things didn’t go as planned ……

I truly believe that you get what you pay for.  In the past when I’ve tried to work with clients on pricing it’s bitten me in the butt big time.  All the wedding professionals I’ve spoken to agree that those who want to pay the least usually end up asking for the most.  Please keep this in mind when you’re looking to book the professionals for your event.  I will speak only for myself when I say if you’re price shopping I am not the planner for you.  I’m not saying my prices are higher than everyone else because they’re not, however, 25+ of experience comes at a higher price then someone who just took a course.

If you want value added to your wedding here at the Jersey Shore give me a call.  The consultation is free!  See?  You’re saving money already!!

Why You Need a Wedding Planner

I haven’t posted to my blog for quite a while because my husband and I have been in the process of selling our home, buying another one, and renovating it.  We closed on the new house in December 2008 and it took until March 2009 for the renovations to begin even though I had hired an architect and had plans by the time the contractor was hired before Christmas. We will be in by Father’s Day because we will be homeless if we’re not.

We had a consultation with a professional construction consultant.  For a reasonable hourly fee the consultant would help us interview contractors, go over our contracts with all the sub-contractors, make sure we had the proper permits, keep track of the work being done to make sure it was being done properly and represent us during inspections.  When I found out that we were going to be way over our original budget the first thing cut was the consultant.

We hired an extremely reputable general contractor whose references basically said he walks on water (I totally agree and would recommend him to anyone).  We told him we had to be in the new house by May 20th because that’s when we had to be out of our rental house.  He filled out all the permit applications for us and personally walked them to where they needed to go downtown.  After days of sitting on someone’s desk and countless phone calls we found out that our township (unbeknownst to all of us – including the contractor) had passed a new ordinance requiring a grading plan.  This plan insures that the run off from any new construction will not affect your neighbor’s property.  It took us an additional 30 days to hire an engineer, get the plan done, submit the new paperwork to the township and FINALLY get the permit we needed to start work.

That 30 days meant that we would not meet the May 20th deadline and would have to move again.  The 2nd rental had not had phone service for 6 years prior to us moving in.  It took me 6 days to get a land line and 10 days to get internet service.  I was on my cell phone for a minimum of 2 hours per day trying to get this done.  The internet service is still intermittent but at least it works most of the time.  The amount of time, effort and additional funds it took for the 2nd move is way more then what the consultant would have cost us and that does not include the cost of my sanity.  The loss of 30 days also means that we’ll be moving into our renovated house at the height of wedding season.  Instead of being able to enjoy the move and take my time in unpacking we’re going to be living out of boxes for weeks until I can get to them.

Hindsight is 20/20.  Since my husband and I don’t know a bloody thing about the construction industry I now see that hiring a professional construction consultant was a necessity not a luxury.  We would have gotten the benefit of his experience as he acted as our liaison.  We would have had access to his unbiased opinion as we made choices along the way.  He would have been able to recommend a more thorough architect and, perhaps, more cost effective subcontractors. He would have had their quotes reflect the real work to be done not just what the architect put in the plans so that we wouldn’t be so ridiculously over budget right now.

When I have an initial consultation with potential new clients part of our conversation centers around how planning a wedding is different and more stressful then anything you might have ever done before.  I try to explain that as an experienced professional planner I can bring value to them by helping guide them through the process and by saving time, money and stress. I can’t tell you how much I wish I’d followed my own advice!

You Don’t Know What You Don’t Know – Part II

I have several clients who are getting married at a very upscale location here at the Jersey Shore.  They pay a fee to rent the facility.  They knew they had to hire a caterer, entertainment, and a florist.  They didn’t know that tables, chairs and linens for cocktail hour (or outside of the dining room) were not included. This is an additional expense they were not anticipating and are only finding this out as they negotiate their contract with the caterer and florist.

Recently I read a posting on a DJs website whom I use often (well as often as he’s available – he’s a busy guy!).  The comment was from a bride who came to the realization that while her wedding day is very important to her and her fiance it’s just one day in their lives.  They do want their wedding day to be special but they don’t want the tears of frustration that have already been shed to turn to tears of anger.

Weddings can be stressful.  As happy a day as it’s supposed to be – stress does play a big part in wedding planning.  That’s one of the things you don’t know until you’re in the midst of it.  Things you thought would be easy turn out to be more difficult then anybody could have anticipated (“Why can’t Uncle Joe sit with Cousin Jeff and his wife?”).  Things that appeared in a magazine have a way of not being the same when you want the same thing (“But the summer issue of <name that bridal magazine> showed peonies in the bride’s bouquet for only $100!  Why is my bouquet going to cost 5x that???” (because peonies aren’t in season at the time of your wedding and will have to be imported and that’s IF the florist can get them).

If you had $25,000 to invest would you use your best friend’s brother’s college roommate to invest it because he used a dart and the stock chart to pick his investments once and made a profit or would you hire a professional to help you get the most out of that money??  If you’re spending $25,000 on your wedding would you know where to go and who to hire to get the most out of your investment? Or would you hire a professional wedding planner to help you manage your budget, learn the things you didn’t know you didn’t know, and get the most bang for your bucks?

Even as a professional wedding planner I learn new things that I didn’t know I didn’t know almost everyday. Do you know where to spend and where to save?  Do you know what else you don’t know you didn’t know??  Investing in a professional planner is easier then you might think.  Start with a consultation, ask as many questions as you can, ask for references, and get a proposal in writing then take it from there.  Then you’ll come to know what you didn’t know and change those tears of frustration to tears of joy!

Getting Your Exercise

Have you ever heard the phrase “He (she) gets his/her exercise by jumping to conclusions?”  It’s one of my favorites!  My ex-boss was famous for it.  Some people make assumptions – it’s almost like profiling – with the least amount of information.

For example, I get a lot of “my ___________ doesn’t like working with wedding planners” from my clients who have already chosen their professionals before hiring me.  This cracks me up!  While I’ve worked with plenty of professionals I’d rather not work with again I don’t assume that everyone in their industry behaves the same.  If I did I’d never hire another videographer.

I’ve had professionals come up to me after an event to express their hopes that we’ll work together again.  They had kept their assumptions to themselves before the event and gave me a chance to show them how All the Best is there to help not hinder them. I had one videographer (not the one referenced above) tell me he was apprehensive about working with a wedding planner because of past experiences. He told me that I was so easy to work with that he would recommend me to his clients.  Now that’s a compliment!!

I have a client who made the “my photographer doesn’t work with planners” statement to me the other day.   The funny thing is that the guy who said it isn’t even the shooter at her wedding – he’s sending one of his associates!  I have called this photographer three times and have yet to have the courtesy of a return phone call.  I’ve been as nice as pie when leaving messages trying to let him know that I’m there to help not hinder.  So far nothing and the wedding is in two days.

I have another client who is getting married at a beautiful venue here at the Jersey Shore.   She’s been going to area bridal shows to listen to bands and has taken the time to walk through the exhibitors area.  She stopped to speak to one professional who asked her where her wedding will take place and when told the name of the venue responded “Well I guess you don’t have to worry about a budget.”  WHAT???!!!  Does that mean now that you know the venue you’re going to jack up the price??  If her reception was at the Super 8 motel would you lower your price or not give her the time of day because you think she doesn’t have a big budget?  I am flabbergasted that a professional would make such an assumption based on just the reception location.

Personal experience trumps hearsay every time.  I always try to find out the details so I can draw my own conclusions.  A variety of references from people who have worked with the professional in the past is a great place to start.  Some people are like Chicken Little (going back to the ex-boss again) – the sky is always falling.  Most of the time the situation is not as dire or dramatic as originally presented.  Like any good detective I try to do my research before drawing any conclusions.  There are plenty of other ways to get your exercise other then jumping to conclusions!!

You Don’t Know What You Don’t Know- Part I

I am an active member of the Association of Bridal Consultants here in NJ.  At a recent local networking group meeting one of our speakers was a recently engaged young man.  He sat through dinner and listened as the planners at the table discussed venues and vendors that they would prefer not to use again.  At the end of the meeting he pulled me aside and asked if he and his fiance could take me to dinner one night to ask me some questions about how to get started on the journey that will culminate in their wedding.  I do offer “ask the planner” consultations and agreed to meet with them.  As we were parting he said “I didn’t know that I didn’t know all that’s involved in planning a wedding.”

That sentence, in a nutshell, is why an experienced wedding planner can be such a vital part of your planning process.  As someone not on the inside, so to speak, you’re not going to know that one planner had to use her “mother voice” (as I call it) to finally get the PA system going for an outdoor wedding after she had been asking nicely for almost 2 hours!!  Imagine you’re the bride at that wedding without a planner.  You get to the altar to meet your groom and as you stand there in front of family and friends, ready to take your vows, you discover there’s no sound and no one can hear you.  What are you going to do??

IMHO an experienced planner is essential to a smooth planning process.  Their value lies in the circle of contacts and reliable vendors that can save you time, money, and aggravation.  Hiring a planner puts you on the inside so you get to find out all you need to know that you didn’t know you needed to know.

There Is No 2nd Chance to Make a 1st Impression

It’s bridal show season.  I’ve been going to venues that I’ve not been to before to familiarize myself with the property, their food, and their service. I also go to meet vendors that I may not have known about before.  Today I visited a property that was a good 45 minutes from my office.  I had heard good things about this place and wanted to see it for myself.  I set the address into my trusty GPS, filled up my tank with gasoline and off I went to be wowed!

The first thing that struck me as I approached the site from the main road was that there was no sign either indicating the venue or that there was a bridal show there that day (which is why I drove right by it even though the GPS kept telling me I had reached my destination).

After I turned around and pulled into the driveway I noticed a sign pointing to valet parking yet there were no valets to be found.  I parked my own car and walked to the front door.  As I walked into the lobby I felt like I was in the wrong place. There was no one to greet me at the door, no coat check, no guidance, no nothing.

I continued to walk through the wood paneled lobby with comfortable furniture and lit fireplace and found nothing but silence.  Finally someone with a name tag (I’m guessing she was a venue employee) appeared and gave me directions to my inquiry regarding the location of the bridal show.

Down a wide staircase and through a maze of halls following the plaques on the walls for the ballroom I finally found the area where the bridal show was being held.  The halls were packed with vendors to the point that it was difficult to move especially if you stopped in front of one of the tables to speak to the professional about their wares or services.  Seriously, did they really need to have 8 photographers there??  The bakery who supplies the wedding cakes for the venue was there with 3 mock ups but no cake samples.

The ballroom was beautiful and spacious and light poured through the windows.  One table was set as if for a wedding and the rest were bare except for tablecloth and one lonely votive candle.  The chef was behind the table where chafing dishes of ravioli and penne were available to sample.  The hallway included a table with cheese & crackers and crudite’.

The pasta in the ballroom was barely warm.  I caught a glimpse of two servers with passed hors d’oeurves of tiny stuffed mushrooms and spinach in phyllo dough.  They made one pass and then disappeared.  I never got to taste either so I couldn’t tell if they were freshly made or warmed up out of a box from COSTCO.

I left after being there for maybe 15 minutes. I found the door that I should have used to enter which took me outside and up a flight of stair to a pathway that went past the front door.

When I go to a venue I want to feel welcome and be impressed from the moment I pull into the parking lot until the moment I leave.  As a potential client of that venue you should want that too!

Can all of my issues be fixed?  Sure they can but IMHO they never should have been issues in the first place.  I’m glad I took that long drive today.  Now I can cross this site off my list as I’ll not be recommending them to any of my clients.