March 2015 archive

Stay Organized & Simplify Your Wedding


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.


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.


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.


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!


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

How to choose the perfect San Antonio wedding photographer

I hope you are keeping up with my blogs. I am going to walk you through the process of planning your wedding. I know how planning a wedding can be overwhelming and you don’t know what questions to ask, tips to save money and which vendors to choose. As an experienced wedding consultant I can guide you to planning the PERFECT wedding you have always dreamed of. In my last 2 blogs I talked about choosing your venue and catering options. I hope you have checked that off your list of “To Do’s.”

The first thing I always tell a couple when planning their wedding is to make a list of the most important to the least important items they want to include in their wedding. I use this as a guide in choosing vendors, especially when the budget is very tight. By seeing it in writing it helps the couple realistically look at every aspect of the wedding and when they just don’t have anymore money left for the last item on the list, they are ok with that. They see all the other great items on the list that they did get. It is also important to keep track of your budget. offers a great tool for keeping track of your budget. Here’s the link. As a planner I can do that for my couples.


So, lets say that photography is the next most important aspect of the wedding they listed after the venue and catering. The questions I always ask a couple is, “What is your style you are trying to show with your wedding?” There are modern weddings, rustic/country, vintage, Victorian, themed, traditional, simple, romantic, beachy (photo above by David Keith Photography), etc. Once I know their style then I can narrow down the search for photographers. If the couples have a certain budget they want to stay within I’ll find that out as well. If photography is at the top of the list I can pretty much figure they are ok with spending anywhere up to $4000 for a great photographer. Don’t worry, though. There are many photographers out there that are just as good and have lower pricing (maybe they aren’t as experienced or offer smaller packages).


For some photographers, they are photojournalists. They have gone to school for photography and they are very creative in the way they take pictures. Their pictures are edited a little more than others and they might have added elements to the pictures that add a dramatic flair. I absolutely love this kind of photographer!



Some photographers are a little more laid back in their work but still offer exceptional quality. Their pictures are very casual, less formal, candid shots. The glow of the sun or the tones and colors of the images might show a more elegant feel to the pictures too. Here are a couple of samples from 2 different photographers. The 2nd photo is from Mint Photography.

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Another style I have seen in photographers is the crisp, modern feel of the pictures. The images are sharp and give a more traditional feel to the photograph.

After viewing some samples of their work you’ll want to review their packages. Here are some questions you’ll want to ask a photographer when trying to decide on the perfect photographer for your wedding:

  •  Does the package include 2 photographers (or an assistant)?
  • How many hours will I have the photographer(s)?
  • Will each photographer be at different locations for the “getting ready” time – one with the bride and the other with the groom?
  • Are the photos edited? If so, how are they edited and how many will be edited?
  • How long does it take to get back my pictures?
  • Will I have the print rights of the photos to do what I like afterwards with them?
  • Will the photos be on a disc for me or only online? Will my guests have to pay for prints if they want them?
  • Does the package include an engagement and/or bridal portrait session? Will I receive a print with that?
  • If I need the photographer longer than the package includes how much extra will it be?
  • Will the photos be stored in a safe place if I loose them in the future? How will they be stored?
  • What is the deposit and when is payment due?
  • Do you offer videography with your package (sometimes you can get a discounted rate with both services)?
  • Are there any travel fees or other costs I need to know about?
  • If I don’t need something included in your package can I take it off and the price be lowered? (ex. an album, prints, cd)

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Some of my couples can’t decide which package is best for them. If you can’t afford the unlimited hours package then you can choose a lower package with limited hours and either have them start when the ceremony begins to save some time at the beginning or have them leave after all the important moments are done (usually after the garter/bouquet toss). Some photographers will do a “fake” send off so the couple still gets pictures from what would have happened at the end. Here is an example of a picture a couple took doing just that.

If you need help planning your wedding I can help. Please contact Trudy Scott at 210-595-WAND (9263) or email at You can find out more about my services on my website, I would love to talk you more about your wedding!

Catering Ideas For Every Style Wedding




Hi Brides. In my next several blogs I will be taking you through the process of planning your wedding. I want to help those brides that are lost in the planning process and give them some guidance. I hope these blogs will help! My previous blog was Wedding Venues – What to know and ask when picking the perfect venue. I hope you used it when choosing your venue. If you still haven’t gotten that far with your planning please go back and read it first.

After you have the venue and date set then what I recommend is making a list of what is most important to least important about your wedding. Normally, the catering will be the 2nd highest expense so I recommend you tackle that part of your wedding next. Then go down the list you’ve made (ex. photography, DJ, videography, photo booth, etc.). I decided to bring back a post I wrote last summer about different options of catering you can have for the reception. There are several ways to serve your food based on your budget, being practical, being creative and the style you want to have. Here is an article by The Knot on Questions to ask your caterer.  One question that I always ask that isn’t listed is will they be at the reception the entire evening to bus tables and clean up. This is very important because you don’t want to have to do this yourself. Some caterers charge an additional fee to do this but it is WELL WORTH IT! If you need help with choosing your catering option I would love to help you! Please contact Trudy. Enjoy the blog!

I always have couple’s wondering what food they should serve and how it should be served at their wedding reception. There are so many options. For the couple that has an extravagant budget I always recommend a cocktail hour with open bar, signature drinks (hers and his) and passed horsd’oeuvres. Then a sit down meal because the guests can spend time talking with each other at their table and can relax as they are served (no getting up). Depending on the budget, there can be 3-5 courses served. Guests love this!

Well, what about the couples that are on a tighter budget? After the cost of the venue, catering is typically the 2nd highest amount a couple will spend on their wedding. There are lots of choices and ways of saving money with your catering.

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1. A midafternoon or after dinner cocktails and dessert reception is perfectly fine to do and a great way of saving a lot of money! This choice is fun, elegant and an affordable alternative to the traditional sit down dinner. Offer stations of desserts and fun themed foods. How about a pasta bar or a Tuscan table filled with breads and array of cheese, crackers and olives. A Mexican themed station with fajitas, chips, queso and guacamole can never go wrong either in San Antonio, Texas! For other tables have an array of desserts tailored to the theme of your wedding. The guests will enjoy visiting each table!


2. Buffets are a very popular choice for couples. They are usually less expensive than a sit down dinner because less wait staff is needed and if you double up on the lines then getting through the lines can be quicker. The trick is filling the buffet with two-thirds budget dishes and one-third pricier meat dishes to keep the costs down. Chicken is a lower cost meat choice and you can choose a recipe with sauces and/or crusts that turn the dish into a fabulous choice. Fresh salads and breads are low cost choices too. Most caterers will have wait staff serving the guests so proportions are served equally and food amounts are accurate. You would hate to run out of certain items by guests serving themselves! Having a person assigned to release tables is also recommended so the flow runs smoothly and the guests can wait at their table until it is their turn to get in line. A wedding coordinator is the perfect person to do this.

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3. Dinner/food stations are a trendy option for some couples. This is a fun way for guests to try foods they normally don’t eat. So, be creative in selecting the type of foods – it will look like you spent a lot more than you did! Having 3-4 food stations positioned throughout the venue will give a flow for the guests to move around. Food stations work well for the larger wedding where there are many guests. You would let your guests get up as they like and go through the stations they want at their leisure. You can keep the food stations open longer than a buffet and guests can graze at it during the evening.


4. Hand-passed meals at the table are very affordable. Did you know that guests tend to eat less with passed meals then a buffet? Maybe they don’t want to feel greedy by taking all the food from the other guests. If you decide to just do a cocktails reception you can make the event look elegant with several hand-passed horsd’oeuvres options nicely presented on silver trays by the wait staff. For a casual wedding, an even cheaper option is going to a discount warehouse and purchasing cheese and fruit trays and just leaving on the tables. Be careful, though, because this will not go over well at a more formal event.

My favorite part of the planning process with my couples is the taste testing that most caterers offer. Be sure to take part in this so you get the food you want. If you have any questions or need help with caterer options please contact Trudy Scott at 210-595-9263 or I offer wedding coordination fit for a princess!

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.


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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, 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, Go to my website 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.