Archive of ‘San Antonio Wedding Planner’ category

What to know about vendor wedding contracts

Recently, I met with a potential bride for my initial consultation for wedding coordinating. She pulled out her Ipad and showed me 38 questions she had for me. I was pretty impressed that she was being so thorough with her vendor selections. I spoke about all my services and what I had to offer and at the end I asked her if she had any additional questions. I had pretty much covered all her questions except for a few. So, after all the questions have been answered and you feel confident this vendor is a perfect fit for you what’s next? You’ll sign a contract. Your wedding is going to be one of the most important days of your life. It is very important that you pay great attention to all the legalities of all your wedding purchases…the contracts!

Tips

DSC_0149Make sure you get every business transaction in writing. This is very crucial! I had a bride, in the past, that hired a mariachi band for her ceremony and cocktail hour. I asked her for the contract so I could review it and she hadn’t signed one. They said they were good for it. WRONG! I insisted she get something in writing from them. They put together a vague one page sheet and guess what….they couldn’t do the ceremony at the last minute. It ended up working out after she said she wouldn’t use them at all if they didn’t come to the ceremony. However, their contract didn’t outline each and every location of service. She asked for a more detailed contract and could never get one from them. Be sure all specifics are laid out in the contract in writing! If they don’t offer you a contract then walk away!

Write everything down. This includes:

  •  When deposits and payments are made (write it at the top of the contracts to keep track of it).
  • When you arrange for a service (write down the name of the person you spoke to and the date along with the order plans). You would hate to be charged double!

wedding_vendor_contractRead the fine print. Inquire about additional fees they might be trying to sneak in. If you do not agree with them then ask that they be taken off. Most vendors will want your business and be open to this. Also be sure that all the details of their service and what was agreed upon is stated in the contract. I had a bride attend a bridal show and sign a lengthy & well drawn out contract that day so she would receive the show special, a free keg. The day of the wedding there was no keg and I asked where it was. They were not aware of the keg because they had failed to mention the show special on the contract and had forgotten it. They ended up running to the store and bought canned beer instead.

Don’t rush into signing a contract before you can take the time to thoroughly read it. Ask if you can take the contract home with you so you can review it at your leisure.

Just like the bride who came prepared with 38 questions for me, do the same with every vendor. Look online for, “Questions to ask your caterer, venue, cake vendor, etc.” You want to make sure the vendor you work with has experience, a good contract, shows professionalism and can answer your questions. Here’s a link to my Wedding Tools page on my website. If you have any additional questions about what to look for in your contract, contact Trudy Scott, Professional Wedding Consultant, 210-595-9263 or info@royaltyeventparties.com.

Please like my Facebook page to learn more tips

and information about planning your wedding.

How to save money on your wedding invitations

The first and most important way to save money on your invitations is to purchase them through me, Royalty Event Parties (in person or through my online storefronts). I am currently offering 10% off all printing orders (except Disney), which includes invitations (engagement, bachelorette, showers, wedding, birthdays, graduations, etc.), save the dates, programs, menu cards, place cards, stickers, note cards, napkins, coasters & more! If you use my coordinating services you will receive 15% off!

invitations_roseanne_beck

Other Money Saving Tips

1. For a casual or semi-formal event you can put the reception information on the invitation instead of using a separate reception card. If it is a formal event then of course, you would want to purchase a separate reception card.

2. A popular and less expensive way of printing is thermography. Thermography will give you a raised look and feel for much less money. Carlson Craft offers raised printing as a standard option on most invitations.

3159_VZ30713mn

3. The paper, artwork, size of invitation, added pictures or monograms, type of printing (i.e. letterpress, foil, flat, thermography), & added embellishments all add to the cost of the invitation. The simpler your design, the cheaper it will be. Carlson Craft offers a fantastic all-in-one invitation/response card postcard that is their most affordable style. I have had many budget brides, who thought they couldn’t afford Carlson Craft, pleasantly surprised when I showed them this option!

4. Don’t over purchase! Be sure to count your A & B list carefully and instead of creating a separate B list response card have the RSVP date a little earlier so you have time to mail out to the B list as you receive regrets. Be sure to stay on top of this and send out to the B list right away. Also, don’t send out extra invitations to the same household (family members).

4. Something that you may forget to think about is the postage. If you have several layers to your invitation including double lined envelopes, the response card with envelope, tissue paper, reception card, hotel/website card, &/or map card, it can get pretty pricey. You need to think about the size too. Large square invitations cost more to mail out. Use non-lined envelopes since the weight of the lining can increase the price too. One tip I also recommend is sending out postcard response cards, you can save up to 12 cents each on the stamp.

101_5509I am here to help with any kind of wedding, on a tight budget or not. I can show you a wide variety of styles and options. Please contact me today to schedule an in-person, one-on-one appointment. I’m an established wedding consulting company in San Antonio, Texas. You can also visit my online storefronts to get ideas there as well. 210-595-9263, info@royaltyeventparties.com.

 

Texas Hill Country Budget Ideas for Country Chic – Vintage Weddings

NYSS-Booth_20x36_4-2014.indd

One of the hottest wedding trends for 2014 in San Antonio has been the country chic – vintage style weddings. The best thing about living in San Antonio is that the hill country is so close and more and more brides are choosing to move outside of the city and have their wedding in quaint, small hill country towns that really show the beauty of nature and the vintage feel in historical buildings.

spinellis

Spinelli’s in Comfort, Texas, is the perfect example! Spinelli’s Hill Country Cathedral is over 100 years old. What’s great about this location is that there are both inside and outside reception options plus the church for the ceremony. Everything is right there so you don’t have to leave!

NYSS-Booth_20x36_4-2014.indd

Here’s a inexpensive way to dress up your invitations to give that vintage feel…doillies wrapped with either ribbon or twine. I’m currently working with a bride that wants to do that for her invitations. I found doillies on clearance for .50 cents per 12, wow!

100_4847

Last winter I was a consultant to a bride that was on a very tight budget and had her wedding at the Botanical Gardens. She had her ceremony in a beautiful area on the grounds of the Botanical Gardens and then moved to the Carriage House Bistro for the reception. They have a large tent available for renting and is very affordable.

1912529_10201620180763218_23514763_n

Tree stumps are all the rage this year for decorating. Most brides use them for centerpieces on the guest’s tables or as a cake stand. But what about this idea…using it as a sign in for your guests. You can then hang it on a wall so you can always admire it later on!

vintage_photos_reception

Find old vintage pictures of family and frame them to use as a vocal point at the reception. Add lace fabric and an antique vase with flowers for the perfect vintage look!

DSC_0019

100_5069

 

Here are 2 ways of hanging flowers/centerpieces. The first is simple, you use wire and wrap it around small vases and then hang from trees, overhang or tent. All it takes is a few flowers in each, very economical! A little more upscale idea is to take a birdcage and glue faux flowers, use some moss and attach ribbon or crystals hanging from the bottom to give a beautiful and elegant look! A bride I consulted for a spring wedding made 4 of these to decorate a covered breezeway. It was gorgeous!

wedding_rental_items

I have a large assortment of items that I let my couples who use my consulting services use for FREE! I offer a lot of country chic – vintage items that will add beauty to your wedding & save you money from renting or purchasing! Click here to go to my rentals page on my website to view much more. If you would like more information about my consulting or invitation services please call me at 210-595-9263 or info@royaltyeventparties.com.

Tips about inviting guests to your wedding

facebook_ad_vintage_edited-1As a professional wedding consultant in San Antonio, I have some valuable invitation & guest  tips that every couple should know when planning their wedding.

1. When should I order my invitations? You need to allow ample time for the ordering process, mailing and guest response. Mailing them six to eight weeks before the wedding date is standard. However, if you have a lot of guests traveling from out of town or attending a destination wedding, ten to twelve weeks is best to give them time to make their travel plans.

2. Should I mail out extra invitations so I get the number of attendees I want? As a general rule, approximately 20 percent of the people you invite will be unable to attend. However, don’t be tempted to over invite too much over the venue capacity. You can always have a “B List” and send invitations out to them a few weeks prior to the wedding date if you do receive “No” responses early. Be sure to order extra invitations for this!

3. How do I handle the “no kids” or “and guest” situation? If you do not want children at the wedding that is perfectly fine. Just be sure to address the envelope with the parent’s names only. Never write “No Children” on the invitation. Also, be sure to have the “No Children” policy for everyone. You don’t want hurt feelings. For the “plus 1” situation…It is not mandatory that you have to include a date for single guests. If you address with just the guest’s name he/she may get the idea. However, they may call/email you asking if it would be ok to bring a date. That is a tough call. To avoid a confrontation you may want to go ahead and include the additional guest even though it means an extra dollar amount for you.

carlson_craft_invitations_san_antonio_royalty

4. Who should I and shouldn’t I include on the guest list? This question is always one of the biggest issues couples deal with about their wedding. You should only invite those that you REALLY WANT TO BE AT YOUR WEDDING! Don’t invite guests when you know they won’t show just to say you invited them. Logically, the main part of your guest list will be filled with family and friends. One other group you should include is your boss and close coworkers. If you don’t have the budget to include coworkers, just invite your boss. You do not have to invite ALL coworkers but do so quietly and discretely. Again, you don’t want hurt feelings. Do not invite an Ex, even if you are on friendly terms. I don’t think your fiancé will appreciate that. Don’t feel obligated that you have to invite an old college friend to your wedding just because they invited you to theirs.

5. How do I handle the “B List” for inviting guests? If you have a lot more guests that you would like to invite but just don’t have it in the budget (or room in the venue) then be sure to mail out the invitations 8 weeks prior (give a little more time) and as you receive “Regrets” you can then mail out invitations from your “B List.” Be sure to order extra invitations for this at your initial ordering (it will be cheaper to add an extra 25 invitations with the first order instead of ordering separately later on).

carlson_craft_promotion_thank_yous

If you have additional etiquette questions about your invitations please call or email me. I would be happy to discuss that with you. Remember, for a limited time I am offering 10% off all invitation/stationery products (excludes Disney) from my online stores and in-person.  Click here for my Carlson Craft Store (discount automatically taken) and here for my Printswell Store (enter code 10%OFFSPECIAL). If you want that one-on-one service please contact me at 210-595-9263 or info@royaltyeventparties.com for an in-person appointment.

Thank you to San Antonio Weddings for posting a blog about my invitation services! http://blog.sanantonioweddings.com/2014/9/10-15–off-invitations-755.aspx

Should I hire a wedding coordinator?

austin_wedding_expo_2014Recently, I attended the Austin Wedding Expo and heard many great speakers talk about goal setting, marketing ideas, SEO tips, etc. One of the most interesting comments I heard there was by one of the speakers who stated, “Based on case studies, brides wish they would have hired a wedding planner (after the fact).” Hearing that is so frustrating as a wedding consultant in San Antonio, Texas. I went up to the speaker after the presentation and asked, “Well, how do you convince the bride BEFORE the wedding just how important planners are?” That’s a hard question to answer! Some brides will never get it but there is that small percentage that DO (thank you!). Here is a list of reasons to consider using a wedding planner & if hiring a wedding coordinator is the way to go – maybe I can convince those other brides.

031

  • Have you planned a wedding before? There is a lot that goes into it…someone experienced can guide you and save you a lot of time trying to figure it all out. Have you thought about your plan B if it rains or who is going to move all those chairs from the ceremony to the reception? I have! How much time goes into planning a typical wedding (10 months prior)? “Say I spend 5 hours a week thinking about, researching for and crafting the wedding – which is probably a conservative estimate. At 5 hours a week, 40 weeks of planning = 200 hours,” blog from Wedding Bee, Time Well Spent. http://www.weddingbee.com/2008/11/06/time-well-spent/#ixzz3AIcX5ktk. Do you have this much time to plan? Wedding coordinators can cut that time in half!

sign_in_table

  • If you opt to hire a wedding planner, you can focus on the fun details of planning the wedding while your wedding planner takes care of the technicalities. Do you really want to spend time on the phone with transportation companies and hotels?

DSC_0132

  • I understand that planning your dream wedding is not cheap and you want a good deal on everything or you just don’t budget for it at all – like coordinators. However, couples need to keep in mind that this is one of the biggest days of their lives. I’ve been married for over 14 years and I still think back on all the details and the things I should have done for my wedding…I have regrets! I don’t want you to have regrets too! We really are essential for ensuring a smooth and stress-free day! Trust me, we are worth every penny!

wedding_reception_preparing_4

  • Do you think that your family, friends and wedding party really want to be given tasks to do for your wedding? They may say they would love to help but is it really fair to ask them to do all this manual labor work? Wouldn’t you much rather have them around you relaxing and enjoying one another’s company as they come together to celebrate this very special day with you? Think about those memories!! A coordinator’s job is to make sure all these tasks are done so others can relax too.

email_postcard_timeline_1000

  • So, going back to my question…how do I convince bride’s that consultants really are essential to have BEFORE their wedding? Here’s some reasons…vendor recommendations, give advice, review contracts (it seems like I always catch something), create timelines (I give one to the DJ, caterer & bride), do the leg work (calling vendors), attend rehearsal (make sure everyone knows what to do), pin boutonnieres & pass out flowers, ensure vendors arrive & set up, manage the entire event from start to finish, take care of problems (At one wedding I coordinated the toilet was overflowing in the bathroom….there I was with a plunger and cleaning up the floor so others wouldn’t slip – the bride never knew this!), load up cars with gifts and couple’s items, make sure vendors clean up (I want you to get your deposit back) plus so much more.

Consultants put in hours and hours of their time for each and every wedding they assist with. We love what we do and are passionate about it! I hope you will consider hiring an expert. I hope this blog has helped convince brides-to-be. If you need consulting or invitation services please contact Trudy Scott, 210-595-9263 or info@royaltyeventparties.com. I service the San Antonio, Texas area.

Follow Up: I posted this blog on a Linked In Wedding Group and here are some comments I received. Pretty interesting….https://www.linkedin.com/groupItem?view=&gid=86275&type=member&item=5906130834867372036&commentID=5906532529652912128&report%2Esuccess=8ULbKyXO6NDvmoK7o030UNOYGZKrvdhBhypZ_w8EpQrrQI-BBjkmxwkEOwBjLE28YyDIxcyEO7_TA_giuRN#commentID_5906532529652912128

 

 

 

1 … 5 6 7 8 9