Posts Tagged ‘san antonio wedding coordinator’

What’s your Plan B for your wedding? – San Antonio Weddings

I have to start this blog by telling a (not too funny for the bride – but somewhat funny for me as a coordinator) story at a previous wedding of mine. We knew that a cold front was going to blow in later in the evening during the reception but didn’t realize just how windy it would get. She had a table of pictures out as well as my floor easel with her bridal portrait. I didn’t want anything to happen to that picture so I bungeed it to the easel tightly and knew it wouldn’t go anywhere, so I thought. Well, later in the evening, the wind picked up and pictures started to fall, even the bridal portrait. But how could this be? Oh, it never left the easel. The entire easel with picture fell bungeed together. The frame broke but the picture was still perfect. Luckily, I had a bride that was very laid back and understood things happen.

As a coordinator, I am always thinking about the what if’s. The main one being, WHAT IF IT RAINS? Have you thought about that too? I thought this topic was very appropriate for my next blog since I had to deal with the Plan B just this past weekend for a wedding I coordinated. If you are getting married during a rainy season you definitely need to keep the Plan B in mind when booking your venue where part or all of your wedding will be outside. Be sure to ask the venue coordinator what it is. Some do not have a Plan B so that means it is all up to you to provide a cover for your guests.

If you do not live in San Antonio, you might also be dealing with tornadoes, blizzards or hurricanes. Yikes! Can’t even fathom all that. I’ll just stick to the rain. Here are your Plan B options:

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1. Move the ceremony inside. This can take place in the reception area with either closing a partition to hide the guest tables or moving in the tables and setting them after the ceremony when the guests move to the cocktail hour space. This might be a little stressful so make sure you have a coordinator and extra staff helping with this. They will probably just have 1 hour max to complete the room flip.

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2. A tent. PLEASE call your rental companies a couple of months before the wedding to get some pricing on tents so you’ll know exactly who to call when the time comes. Maybe ask them too to put it on hold with a deposit (you might loose the deposit if you don’t use it, though). Contact them about 1 month prior if you haven’t put it on hold to see if it is still available. Ask what they can do for you to ensure you have a tent, if needed last minute. It’s worth asking, right? You’ll want to make sure you rent one that is large enough for your guests, dance floor, bar, & catering area. Consider flaps for the sides too in case it is windy or cold.

3. Most venues will require you make a decision on using Plan A or B the day before. Be sure to ask the venue ahead of time about their policy on this. Some will make the call the morning of which is what I think is fair! However, keep in mind that once the call has been made there usually is no switching last minute. The set up time takes hours to complete and realistically you can’t expect the venue to change everything once it is complete.

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I have had some interesting moments at weddings but the one thing I remember about my wonderful couples was that they didn’t let the weather get them down. Please don’t blame the venue or coordinator if the weather clears right before your wedding and wished you had just stuck with Plan A. Weather can be tricky and you just never know what will happen. This past weekend at Ring Mountain Event Center in Comfort, TX, I had a wedding where the weather was very unpredictable. It was cloudy early, then it got sunny for a bit and then it stormed with hail! The one thing that really stood out to me was how calm both the bride and groom were because they knew they had a great Plan B in place and they knew I would take care of any hiccups during the event. I would say the timeline was changed quite a bit but everything still flowed during the evening and it was beautiful.

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A few months ago at the Lambermont in San Antonio, TX, we knew the day before that storms were going to hit during the reception. So, I went to the venue and spent the evening figuring out the new diagram with all the guests inside instead of outside. It was tight but it all worked out by moving tables out after dinner to make room for the dance floor. The only thing I remember happening was a couple of centerpieces blowing down when the wind picked up that were under the covered patio. We were not expecting such strong winds! You have to be prepared for anything and just know it is what it is and it is OK.

I would love to help coordinate all the details about your wedding. Please call me and we can talk about your wedding and your needs. Please go to my website to learn more about my services. Trudy Scott, Royalty Events Planning, 210-595-9263, RoyaltyEventsPlanning.com

Stay Organized & Simplify Your Wedding

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For this blog, I thought I would back track a little and give you tips and advice on how you can stay organized and simplify the planning of your wedding. I understand that you have never planned a wedding before and you are probably searching online on “how to plan a wedding,” – RIGHT? Take it from a coordinator that has planned many weddings and events, I know how stressful it can be! Here are some tips you can follow to make your planning process a little easier for you.

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1. Assemble The Team – Decide who is going to be in your wedding party and delegate tasks to them, friends and professionals (the wedding coordinators especially). I highly advise that you leave the most important tasks to the professionals to handle and give the smaller tasks to the others. Who is part of the wedding party? It’s the bridesmaids, groomsmen, maid or matron of honor, best man, junior bridesmaids, ushers, flower girls, ring bearer and the parents. The people you choose obviously care a lot about you and probably won’t mind helping with these small tasks & will feel like part of the team (i.e. running errands, helping with a diy project, putting together party favors or invitations, go shopping to find essential items like the ring bearer pillow or flower girl basket, creating the seating charts, etc).

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2. Hiring a wedding consultant is the #1 way of making your wedding planning process easier. Wedding consultants can do as much or as little as you wish them to – from helping out with referrals and ideas at the beginning to handling the entire affair. Consultants are a valuable source for find the best vendors just for YOU. They pride themselves on interpreting and creatively executing your vision. No matter what your budget is, there will always be a creative way to orchestrate the wedding you envision. The consultant can do this.

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3. Stay organized. Over the months of planning you would have visited with many vendors, venues, stores, etc. That means you will accumulate lots of brochures, receipts, pictures and business cards. Be sure to purchase either a 3 ring binder or better yet, a wedding planner binder where you can keep all your wedding related items together. A pouch for the receipts is essential. If you plan on tearing out pages from magazines invest in a small 3 hole punch so you can place in the binder without being loose (or use clear pocket sheets). As a consultant, I use 3 ring binders for my full planning couples as well. I even have it tabbed in different categories. I recommend you do this as well in yours. Example: Vendors with sub categories of Florist, Photographer, Cake, Caterer, Venue, Invitations, Formal Wear, Entertainment, Hair/Makeup, Hotel, Transportation, Registry, etc. Other tabs could be Bridal Showers, Bachelorette/Bachelor Party, Wedding Party, Pictures, Inspirations, Receipts, etc.

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4. DO NOT delete emails from your vendor correspondence. You need a paper trail of some sort. A contract with all the specifics is a must but having what was discussed in an email can be beneficial as well if later on they say they didn’t agree to that (and it wasn’t on the contract). You can then show them that they, in fact, agreed to that particular item. I recommend you create a folder in your email for, “Wedding” and then move all those emails into that folder. It will make it easier to find later on. If something was discussed in person or over the phone it is crucial that you get it in writing! I have a bride dealing with a venue right now that won’t pay for the linens that the couple says they agreed to at the initial consultation. Nothing was ever in writing about this so the venue will not agree to pay for the linens now. ALWAYS GET IT IN WRITING!

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5. Lastly, I know money can be a touchy area but you need to discuss with those involved with paying for the wedding what they are willing to help with at the beginning of the planning process. This is so important because it will factor in what your budget will be and just how big or small your wedding can be. It will determine the type of vendors you can choose from, where you have your venue and what you can include. This is definitely going to simplify so much because you’ll know how to plan for everything. Something that I tell my couples the first time I meet with them is to just be aware that what you think something is going to cost probably will be more. They have never planned a wedding before and they just don’t know. As they start talking to the vendors they realize pretty quickly that it is going to cost them more than they originally thought. That’s when the list of most important to least important items for your wedding comes into play (I discussed that in my catering blog post). I just spoke to a bride that wants to  have her wedding at a pricey venue for 150-200 guests with a $15,000 budget plus she wants me for her full planner. She asked if this was feasible. I honestly told her, “No,” she could not afford a full planning coordinator with that budget and at that venue. What I recommended to her was to look at other venues that were less pricey and to make the list. Creative thinking by me.

As a professional coordinator, I am very organized myself. You have to be when you are planning multiple weddings all at the same time. There is a lot to keep track especially when each couple is at different points of their planning process. If you need help simplifying and organizing your wedding I can help! Contact Trudy at 210-595-9263 or Trudy@RoyaltyEventsPlanning.com.

Wedding Venues – What to know and ask

10947212_10152938578565210_2045012686152028703_nCongratulations on your wedding! You just got engaged and you’re ready to start planning your wedding! This is the most exciting time of your life! What do you do first? The biggest expense of your wedding could easily be the venue at traditional locations. Those locations could be in a hotel ballroom, a building just for events, country clubs, historical buildings, museums, bed and breakfasts and restaurants. If you’re on a tight budget you could even have it at a church hall or at someone’s home. Lets dig deeper into all the details of choosing the perfect venue for you.

Research

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First, you want to look at those venues that will give you the look and feel of the style you are wanting for your wedding but will allow you stay within your budget. There are a ton of places you can look at so the following information will help in narrowing down your search. How do I find those places? If you do a search for “San Antonio Wedding Venues” (enter your city) there will be directories of popular wedding websites where venues are listed. You can normally see pictures, more details of the place and price range as well. Here is an example of a great San Antonio wedding website with tons of great information, http://www.sanantonioweddings.com/default.aspx. Asking your newly married friends could be a great way to gather information as well. They could tell you which ones they looked at or used that offered great deals, had good service and were easy to work with. Using a wedding coordinator can also be an asset for helping in gathering this information and making recommendations. Ultimately, though it will be couple’s decision in the venue they choose. Another creative way of gathering information is by asking photographers or videographers which venues they have had a great experience at before. They have been to many venues and probably have insights from those other weddings.

Something else to keep in mind is the catering. Some venues require you to use their in-house catering while with others you are allowed to bring in your own. You need to look  at their typical plate cost to see if the venue plus catering is in your budget. You can end up spending a lot more than you thought originally because of their menu pricing. However, you also need to look at what the venue is offering in terms of package discounts (some venue rental fees are even free with their in-house catering) and additional items (ex. linens, uplighting, table/chairs, centerpieces, etc.). You could end up saving money if those items are included into the price.  If you are thorough and research each venue carefully you can find one that fits in your budget and give you the look and feel you are wanting. Trust me!

What To Ask

You have narrowed down your search to a handful and now it is time to inquire with them about their packages and what is included. You can call and speak to the venue coordinator to get the initial information and then schedule a time to take a tour and see firsthand what the venue has to offer. It is important to ask the right questions to make sure you are getting the best package fit for your needs. If you can bring your wedding coordinator with you to the walk through I highly recommend that. They will know just the right questions to ask and what to look for. Here are example questions you’ll want to ask the venue coordinator:

How many guests will it hold (with table and chairs and dance floor)?

How many tables will fit? Types & size of tables?

Do they provide table and chairs (if so, what kind)?

Is set up and tear down of the table and chairs included in package?

Are linens included? If so, what colors?

Do they provide centerpieces? If so, what?

China included?

How many hours is included in the fee?

How much time do you have the day of to set up?

Is the AC on during this time?

Who cleans up?

How much time to tear down?

Is there a plan B for outdoor venues in case of rain? If so, what is it?

Is security required? If so, how many, who do we need to go through and what is their fee?

Do they have in-house catering? Or is outside allowed?

Liquor Rules?

Is dance floor included, extra or must be rented elsewhere?

How many people will the dance floor hold?

If having the ceremony at the same location you will need to find out about rehearsal time. Is it allowed, when and for how long?

Always ask the venue coordinator if there is anything else you need to know before leaving. You don’t want to miss out on anything!

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0028I love being a wedding coordinator in San Antonio! There are so many options when it comes to venue selection. We have the gorgeous Riverwalk with lots of hotel & historical locations. There are lots of Texas Hill Country options in the surrounding areas (ex. Boerne, Helotes, Castroville, La Vernia, Spring Branch, Comfort, etc.). There are beautiful museum options in the heart of San Antonio and also event rental venues all throughout the city. San Antonio definitely offers an option for every style – modern, romantic, traditional, rustic, Mexican, Victorian, etc.

If you need assistance in finding the perfect venue for your wedding, please contact me. I would LOVE to help you! Trudy, Royalty Events Planning, 210-595-9263, Trudy@RoyaltyEventsPlanning.com. Go to my website RoyaltyEventsPlanning.com to learn more about my services and go “LIKE” me on my FB page to keep up with events, wedding tips, pictures, and what I’m doing. https://www.facebook.com/royaltyeventparties

Ideas For The Wedding Send Off

As a planner, the last thing that the couple thinks about is the send off of their wedding but it is important in tying the entire evening together and saying, “Goodbye,” to the couple right before they drive away. They always ask me for ideas. Many venues are restrictive on what they allow so it takes some creativity to plan the perfect ending to a perfect night.

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I think that sparklers are the #1 idea for send offs. I did it at my wedding and as a planner, I have seen it done time and time again. Some venues are more lax than others if they will allow them or not (inside the city). So, before buying them check with the venue. You’ll want to light all the sparklers before the couple comes out but be sure the couple is right outside of the door waiting to exit. You don’t want your sparklers to go out before they have a chance to leave.

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Heart Shaped sparklers

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With this post, I would like to announce that I am selling sparklers and party poppers for your special event! You can purchase them on my website here:  http://royaltyeventparties.com/services/buy-sparklers/ There are different sizes and burn times available. I even have heart shaped sparklers!

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Glow items I would say are the #2 most popular send off item. What’s great about glow jewelry is that you can bring them out during the dancing part of your reception and enjoy it earlier in the night too. They glow for hours so it will still be good at the end of the night. Then, for the send off, you can take off your necklace or bracelet and then twirl them around as the couple exits. It looks amazing! Some even throw them, even though I do not advise that (hahaha). The bride above used glow sticks that turned on and off. This made for a great wedding favor to take home!

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The most traditional and 3rd favorite is the bubbles. Couples that just want something as a send off but don’t want the hassle of purchasing something unique will go to a craft store and pick up a few boxes of bubbles pretty inexpensively. They are super cheap and easy. A great tip with bubbles is to have the guests start blowing the bubbles just before the couple exits so there will be lots of bubbles for the pictures.

wandsHere’s another unique idea: I had a couple purchase personalized ribbon that had their name and wedding date on it with small bells attached at the top to a stick for waving. What I loved about this was that it made noise and it was very eye appealing for a great look (for the pictures).

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IMG_7176Couples love limos or vintage vehicles for their get away car. I had one couple that borrowed a 1920’s car from a friend and boy was it a hit!! A horse and carriage is fun too. That is what I did for my own wedding. I have been in 6 weddings myself and I’ll never forget the getaway car one of my friend’s had…I don’t even know what it was called….I guess it was a truck that they turned the back into a covered country hay ride type experience. It was a lot of fun (we rode in it with the couple to the reception).

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If you need assistance in trying to figure out the perfect end to a perfect day call Trudy Scott, Royalty Event Parties, 210-595-9263. I LOVE weddings and it shows in the way I take care of my couple. I’ll be there for you every step of the way! http://www.royaltyeventparties.com 

Reflections of 2014 from San Antonio Wedding Planner

blog_headlines_2014For this post, I decided to open up more on a personal level and reflect on 2014. I would say my emotions were all over the place. I started the year off strong with my previous company, Royal Tea Princess Parties – a children’s party planning company, but knew it was time for me to pass the torch on to someone else which was a sad moment for me. I had been doing it for 9 years and it was a struggle juggling this business along with my current business, Royalty Event Parties, and my day-to-day stuff that goes on in my personal life. Let me back track just a little….

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I have a 13 year old daughter who acquired brain damage from birth trauma. My life path changed the day she was born and I have done everything I can to be a strong advocate for her and be there for her day-to-day needs. I dress her, bath her, brush her teeth and hair, wipe her face and hands after each meal, & help with bathroom duties. All the little things we take for granted I do for her every day. Now that she is a teenager her hormones are high and her behaviors change all the time. She is also diagnosed with an array of other things but the top 2 are mood disorder and anxiety. I also have a son that gets frustrated at times so that can add to the stress. Just like a roller coaster, she has high/great days and also low/hard days. I am constantly working on making it better each and every day!

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In June, I ended up selling my business to my old employee. It was a bitter sweet moment for me. It was hard to let it go after building it up and hosting over 900 parties! It was my baby and I wanted this company to continue on…and it has! I feel good about the decision and she is doing fantastic with it! I did this so I could focus more of my time and attention to Royalty Event Parties, my wedding consulting business.

facebook_ad_vintage_edited-1I began my invitation services in 2014 as well. I partnered up with Carlson Craft and Printswell and started 2 online storefronts. I meet with the couples one-on-one and give them the customer service they deserve in a non-pressure, relaxing environment.

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I was able to attend 2 bridal shows in 2014 and loved it!! I met so many brides and helped many with their invitations and consulting needs. I helped many couples with their wedding by providing day of and full service coordinating. I LOVE, LOVE, LOVE watching the couple as they see their reception all set up for the first time. All those months of planning has finally arrived and their excitement, tears, & laughter is carried into my heart. I feel so blessed to be a part of their most special day.

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Also in 2014 I attended the Sandals training program and became a Certified Sandals Specialist and also went to Nassau, Bahamas to become a WeddingMoons Specialist. I have been working with couples in planning their dream honeymoon in a budget they can afford! I can also assist in destination weddings there too. In the past, I went to Mexico and toured the Palace Resorts and became trained with their wedding/honeymoon packages as well.

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I have had a very busy year! I have lots of “New Beginnings” in store for 2015 and will be adding and changing parts of my business. I am in the process of working on them right now and can’t wait to reveal them in the near future!! The season is here for proposals and new engagements. I am looking forward to talking to new couples and helping make their special day the most memorable moment of their life! Happy New Year!!! Here’s a cute proposal I found…

If you need assistance with your wedding please contact me, Trudy Scott, at 210-595-9263 or email me at info@royaltyeventparties.com. I am looking forward to a great 2015!

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