Kickin it with Jesse Mast of Mast Wedding Films!

One of the things we pride ourselves on is finding the perfect vendors for our couples to work with. There are so many people in this industry, sometimes it can be hard to choose who is going to be the best option for you. We wanted to start doing vendor spotlights on some of our favorites in the industry, giving you a little glimpse into their personalities and their passion!

We kick this off with one of the most charming guys out there, Jesse Mast of Mast Wedding Films! Jesse is the kind of guy who literally lights up a room with his smile. His genuine love for what he does, comes through in his perfectly curated videos that he makes, showcasing the love and happiness his couples get to experience on their wedding day!

We dug deep to ask him some questions about his business, family, and some silly ones thrown in there as well! So If you are curious to know what Muppet Jesse relates to most… Just keep reading!

Starting off easy, what made you decide creating wedding films was the path you were going to take?

It'd been a combination of things. It's a rewarding job, but also a God-send to support my family. Sending the final product to clients, and seeing their reaction, knowing they'll cherish the wedding film for years to come is really special to me. 

Tell us about your family!

My wife is an incredible teacher, she subs part-time at our kids school. I have a highly creative 8 year old daughter, who enjoys selling custom “Picture stories” on the sidewalk in the Summer. My 7 year old son is the most extroverted kid there is, he doesn’t care what game you are playing, as long as you are playing with him!

Can you describe your approach to creating wedding films?

Photo by Unique Touch Photography

I'm a filmmaker. I look at the wedding day like I'm making a movie. I want to tell a great story about my heroes (the couple), and please the "fan base" (family & friends) who can't wait for the release date! My vision is to capture visually, what they are experiencing emotionally :)

Do you have anyone in the industry that influences your work, or work that you admire?

In this field, I've really enjoyed the work of Curtis Kennedy. He's been doing this for 6 years, and had lots of success. We met for coffee last winter, and he gave me lots of helpful, professional advice. 

As wedding vendors, we all have our struggles when it comes to booking our ideal clients, what do you think are some of the biggest struggles in the land of videographers?

Getting bookings is an uphill battle. It seems like most couples want videography, but it's not in their "Top Ten" list of wedding priorities, but I think that will change in the next 5 years. Most couples who don't get a wedding video often regret that decision.

Describe to us, your spirit animal?

A handsome, friendly brown horse named Julio.

What are your favorite and least favorite parts of wedding days? 

FAVORITE: Getting "lovey-dovey" shots of the couple, along with the photographer. It's always a ton of fun, and the shots turn out great!

LEAST FAVORITE: Filming the "grand entrance," when the wedding party enters the reception area. It's hard to get good shots in the midst of all the chaos.

LEAST LEAST FAVORITE: When a wedding guest takes photos on their phone during the ceremony, especially when they're told NOT to. My motto is, "Guests enjoy the moment, tourists take photos. Don't be a tourist."

What are some of your dream wedding venues you want to work at? 

FAVORITE PLACES: The Calhoun Beach Club, The Blaisdell Mansion, The Varsity Theater, The JX Event Venue, Camrose Hill, Legacy Hill Farm, The Gardens of Castle Rock

PLACES I WANT TO FILM: Filming anywhere in Hawaii would be great, but in the Twin Cities, I would like to film at the Mill City Museum, Aria, and The NP Event Space

FIRST TIME 2020 VENUES: Pinewood, The Hutton House, The St Paul College Club

 What do you like doing in your free time?

Binge-watching Netflix, working out, and disc golf!

What Muppet would you say you most relate to? 

Kermit, especially when makes his scrunched face (when perturbed) 

What advice do you love giving to couples that are planning their wedding?

First, hiring Dos Goats (We’re blushing)

Second, having them instruct the officiant to "winsomely" tell the wedding guests to turn off their cell phones before the ceremony begins, and lastly, reminding them that during the wedding day, they can completely ignore, and just enjoy getting married. Again, my vision is to capture visually, what they are experiencing emotionally, so when they watch the wedding film over and over, they get to remember how it all felt!

www.mastweddingfilms.com

Instagram - @Mastweddingfilms

Photo by Tom Thornton Photography

Rain Rain Go Away... Today's My Effing Wedding Day! Tips for Getting Through Rainy Wedding Days.

Image: Charise Weber Photography

It’s like raaaiiiiinnnnn on your wedding day… We all know the song and dance, people telling you its good luck, making sure you are happy and content, but deep down, we know that you are upset and that is ok. I would say everyone wishes for 72 and sunny, or if you are a photographer, partly cloudy. But no one is like “Oh boy I hope it rains on Saturday!”

We get it, as wedding planners, bad weather is our nightmare because its the very one thing we have no control over. We live in Minnesota, where the wedding season is also storm season. (Also where we can basically see all 4 seasons in a single week.) So I always tell my couples, if you are getting married between May and September, always prepare for rain. We recently had a wedding where there was a 1% chance or rain, out of nowhere, it was a Tsunami outside! Today, we are going to give you some tips for surviving rain or any unexpected weather on your wedding day!

Image: cordelia photo

1. No matter what, remember what the day is all about. You are marrying your best friend!

   I can’t lie, I hate saying that because it sounds so dumb, but it is true, you have to remember why you are there. Your family and friends love you so much, and they will put up with a little rain to celebrate with you!

2. Have a plan B!

   This one might sound obvious, but seriously, having a plan b is crucial because in the chance of some serious weather, we want to know that things can easily be moved into another space. We will once in a while get couples that say they don’t have a plan b because its going to be amazing, and we will straight up tell them, it’s a non negotiable. To plan in advance, makes the day so much more relaxing.

   Your venue should always have some plan b in place for you, so make sure to ask them what works best in that space. In the past we have done some of the following:

Image: Charise Weber Photography

• Have a tent large enough to have everything covered. Most tents now a days can withstand 75 mile an hour winds!

• Have the ceremony in the same spot as the reception, create an aisle with the tables, have guests sit at their tables and create a focal point for you two to stand at.

• Push tables back and have the ceremony on the dance floor.

  3. Have faith in your vendors, and trust their advice.

  You hired professionals who have probably had to deal with weather changes quite often, make sure you are communicating your desires with them through out the day and they will work with you to make something happen.

• As your wedding planner, we are there to make you happy. So we will wait till the very last minute to move a ceremony. But if we do have to move it, we will make that plan B look spectacular and have you forgetting all about being outside!

• If the radar is spotty weather and you have a DJ setting up equipment outside, be mindful that their equipment is expensive and it is sometimes just not possible to throw them out there.

  4. Push back the ceremony start time.

• This is not ideal, but if your venue allows it and you can see that the weather is going to clear up soon, you can think about opening up the bar a bit early and having guests come get some drinks and mingle, giving the staff time to wipe chairs down and make sure things are ready to go!

  5. Always have umbrellas!

• We have had weddings where rain pops up out of no where and it has taught us to always have at least 1 umbrella (for the bride.) We have noticed that people always tend to keep a few umbrellas in their car so hopefully you will be prepared enough. If you see that the weather is going to be crap, ask relatives to bring any umbrellas they have.

• Buy some cute shawls or sweaters for you and your bridesmaids to wear through out the day so that everyone can keep a little warm!

Image: Cordelia Haugen Photography

Image: America Roe Photography

• 6. Remember, rain makes for some killer photos! Rainbows, crazy clouds, fog and more, can really make for some stunning photos.

  Sometimes its not only rain that can eff up an outdoor ceremony. Winds make it hard for people to hear, if it is insanely hot out, that can affect sound equipment. If it snows… Well, then it is just cold and crappy. Always keep in mind, the weather can change in an instant and that is no reason to let it ruin the most amazing day ever!

  So I would like to close this blog out by saying, rain & unforeseeable weather doesn’t have to be a bad thing. Keep a positive mindset and enjoy the greatest day ever!

  Nameste

Photo Jes Clewell

REAL Wedding Budgeting Tips & Tricks

We like to create our blogs to give you advice in the places where it is sometimes needed most. Budgets are one of those things that some people are rock-stars at, and others, need a little help. So lets talk about the subject that makes everyone want to hide under a rock when it comes to wedding planning, drum-roll… Lets talk budget!

There are the basic questions that we ask our couples to help them layout their budget as well as their payment schedules. Who is paying for this, who is paying for that? How are you keeping track of your budget? Do you have money now to start making deposits, or are you saving up? (this will determine when you should start booking your vendors, because all vendors will require a deposit to secure their services for your big day.)

1. As a couple, come up with 3 of your TOP priorities and 3 of your least important priorities. Some people want to spend money on a really high end photographer, some want floral and decor, others could care less about flowers, but they really want a band or a really awesome DJ. We try to get couples to pick 3 or 4 things that are at the top of the priority list for them, this will help when we allocate funds to certain vendors.

2.      Who is contributing – Gone are the days of tradition where the brides parents pay for everything. I hate using terms like “Average cost of wedding” because the average can vary depending on the location, and the time of year, and we have seen costs of vendors going up lately, so what may have been average a year or two ago, is not. One thing is for sure, couples are getting creative when it comes to paying for there wedding. Older couples might be paying for a majority of it themselves, While some have parents, grandparents, aunts and uncles that pitch in. Sometimes, the groom’s parents are more financially stable, and they pitch in more. So first thing first, once you are engaged, start talking to your family and see who is going to contribute.

3. Being intentional with your guests count!

Your guest count will be the biggest impact on your budget. 8 guests can be an extra $1000 dollars if factor in everything that goes into having those 8 guests there.

8 people is 1 more table, which is 1 more linen, 8 place settings, 8 dinners, drinks, desserts, that can add up quickly!

4.  Getting advice from people who have been there! Asking friends, siblings, and co-workers for their advice, how they came up with their budget. Ask them what things WISH they had spent money on, and what they REGRET spending money on. Asking people who have been through this before will give you a great perspective on what you need to prioritize when it comes to determining your budget.

5.     Hiring a planner – Yes, I know, hiring a planner when we are talking budgets? Wedding planners offer a wide variety of packages, each of them offer a little more service then the other, so while you might not be able to afford a full blown wedding planner, there is also partial planning and wedding management that you could look in to, the most important part of a planner, they run your wedding on your day so that you don’t have to!

Some other perks of wedding planners, they often come with a vendor recommendation, they are super organized and can make a very detailed timeline for you, they are professionals and they can help when shit might hit the fan!

Pixel Dust Photography | Muse Event Center | Crave Catering

6.  Researching your venues: Venue & Catering will take up a ridiculous percentage of your budget. We always suggest looking at the catering list before booking with that venue. We all have those dream venues in mind, and I know that the venue to some is the most important part of planning, but we would argue that the most important part is being happy that you get to marry your best friend and spend the day with your friends and family. Sometimes choosing a less expensive venue, can leave more room in your budget for decor, and any venue can be gussied up with some nice decor!

Food is a huge portion of your budget and if you have a strict one to keep, you might not be able to get that dream venue you desire unless you up your budget. We never discourage our couples from touring these venues and getting to know the catering list, but we do like to be somewhat realistic when the budget is in play.

7.     Have a timeline of when payments are due. This is where an organized spreadsheet comes in hand. You will know what payments are due when. Keeping track of when the big payments are due. Always ask if you get a discount for paying in full. Again, hiring a planner will help you keep this all organized!

8.      Liquor Budgets!!! This can sometimes be such a touchy subject that it requires some booze at the meetings just to talk about it. No lie, I have had parents get in full blown arguments over if the alcohol was going to be hosted or cash. As a planner, we always want our couples to be happy, but if you are the ones that are going to end up paying for all of this, we also don’t want you to have to take out a credit card just for liquor bill at your wedding. Things to keep in mind when you are putting together your liquor budget

a.      Does your venue have a beverage minimum? In our last blog (click here) you can read all about food and beverage minimums.

b.      Pricing out kegs and bottles of wine vs. hosting per hour

c.      Consider your crowd. You know your guests best… Are they beer and wind drinkers? Or are they vodka & whiskey drinkers? Would you benefit from hosting beer and wine while having your guests pay for liquor or is your guest list small enough that hosting the whole thing won’t break the bank.

Photo by Alyssa Pearl

9.     Lastly, Pro Tip: Don’t just go with the flow and think that you will just come up with the money as time goes by. Figuring out a clear and accurate budget, prior to starting your wedding planning will save you heartbreak and stress!

Hopefully this gives you some starting points when it comes to coming up with your budget. As always, we are available for consultations and advice anytime! Click here to read more of our blogs and stay tuned for next week when we are back with the third installment of our catering series!

Namaste!

The Ultimate Guide - Questions to Ask Before you Hire your Caterer!

If you have met Adam & I, you know… We love food! If you are looking for a specific type of food, we can usually tell you about a place and if you are open to anything, well… We can give those too!

With both of us having a decent background in catering, its always a priority for us to make sure our couples are asking all the key questions when scouting a caterer as to make sure things don’t get left out. We thought we would make a list, so the next time you are on the search, we got your back!

In the last blog, we talked about the different types of catering options most venues offer. Did you read that one? If not, you can read that (here). Today, its all about those hard hitting questions that you may not have thought about. So if you are interested in questions to ask your caterer, just keep reading!

1.      What is your food & Beverage minimums?

Most (not all) caterers will have an F&B minimum. This is usually the lowest dollar amount that you will have to spend in order to use their catering services. Depending on the venue and caterer, this can range from $1000-$15000.

Some things to note about food and beverage minimums…

Some places may offer a lower f&b minimum on a Weekday, Friday or Sunday. Be aware that yes, the minimum might be lowered, but if you are having 300 guests and the food menu prices are the same as always, that minimum is not going to matter. Most places are not changing the menu price, so the only time a lower f&b minimum actually benefits people is when they have a smaller guest count and might want a certain venue.

For example…

A Golf Course might have a discounted f&b minimum on a Friday. Originally $10,000 but they lowered it to $7000 for appeal. Their base meal starts at $42 per plate and you have 250 guests. It doesn’t matter what the f&b minimum is, you are still paying over $10,000.

If you want a killer space like the Machine Shop and you have a smaller guest count, this is when a lower f&b minimum can actually help you. If they give a discount for Thursday weddings and you have 150 guests, this can save you from having to be stuck with a $10,000 minimum.

It is also a good thing to ask what is all included in the minimums. Sometimes it is everything that you are quoted on. Sometimes it is strictly food & beverage. Any additional fees like servers, bartenders, chefs, linens.. Those are not included in the minimum. Again, this differs between caterers so its always a good idea to ask.

2.      Do you provide linens, and napkins?

If they do provide linens, make sure the size will match the size of the tables at the venue. Typically if the caterer provides and sets up the linens, this will happen two hours prior to the reception start time, or during the social hour if the space needs to be flipped. If possible, ask the caterer if you can pick up the linens the week of the wedding. This is where we come in, we will pick them up and set them up for you so that we can get the center pieces set up as well. (always have to plug our services in somewhere)

3. Do you provide glassware, plates and utensils?

Every caterer is different, some only provide plastics, some provide compostable, and other provide glass china. It is important to know which is going to be provided, because you can never assume they are bringing china.

Also, we personally love plastic and compostable for weddings! There are tons of options to make it fun and easy!

4. What is your server fee and how many servers would we have?

I used to have people that wanted to save money anywhere they could, and they would ask if we could take a few servers away. My advice, listen to your catering contact and do what they advise. Without the correct number of servers, this slows down the entire process and makes it stressful on the other catering staff and vendors. Servers are a vital part of any well functioning wedding!

5.      What is the service charge and does any of that go to the server gratuity?

Often the service charge (generally 18%-25%) goes to administrative fees. Sometimes a portion of that goes to the servers as a gratuity.

6.    What is the average cost per person?

There is going to be the per plate charge. But that doesn’t include appetizers and then when you divvy up all the additional fees, you should be left with an over all “per person” price.

7.      What are some of your favorite dishes?

I was very honest when I was in catering. If there was something I didn’t like on the menu, I would explain what I didn’t like about a certain dish, but I would also encourage them to try it for themselves so that they could determine if they liked it. Everyone has different tastes and visions when it comes to their wedding dinner.

photo Sea Circus Weddings | Desserts Thirsty Whale Bakery

Rachel Elle Photography

When it comes to appetizers, this is where you want to get real answers from your caterer. There are some options that seem innovated and delicious, but they might not hold up well for your venue.

8.     Do you have cake cutting fees?

I would say, 99% of caterers are going to have a fee to cut and serve your cake.

“But I am not doing cake, I am doing xyz…”

Does “xyz” need plates, napkins, silverware? Does it need to be set up and maintained? Then there will be a fee. I don’t blame them; it is an overhead cost that they need to cover. But when they spit out a number like $2 per person, it can be a little shocking.

9.      What do you do with left over food?

 I personally don’t like to ask this question because, Per health codes, the caterers are required to dispose of all food. You can ask if they use pig buckets. Honestly, I have never worked at a place where it was ok to package up food at the end of the night. So, while it never hurts to ask if you can take home any left overs or if it can be donated. Don’t be surprised when they say no. I wouldn’t even ask, but there are some smaller mom & pop shops that might allow it.

10.      Never ask if you can take the tapped keg home at the end of the night either.

If you are providing your own booze, then sure, take it home. But if you are getting married at a venue that is providing the alcohol, you will not be able to take any of that home.

Story time…. I once had a drunk bride at the end of the night get very upset with me because she couldn’t bring her have tapped keg home.

Rachel Elle Photo

11.  Will you set up a water station?

While its classy to have water glasses on the tables, it never hurts to have water stations set up as well. Esp. during the social hour. You don’t want to have your guests wait in line at the bar just to grab a water. Nor should they have to pay for a water when the bar or catering can easily set up a station.

12.   Does bar service go through you?

Sometimes they require bar service go through them, and other times, you can look into other options. There are tons of bar options now, so it is nice to have options!

The pros to having catering handle bar service – That will go towards your food and beverage minimum.

The cons – You are stuck with their prices.

Photo by Heather Hanson | Bar Service | With a Twist

13.  What are the bar options?

Do they take care of the bar? Or will you have to find outside bar service?

Do you have to host the bar? Can you have a cash bar? Do cash bar sales go towards the f&b minimum? Can you do a split – Hosting the bar for the first few hours and switch to cash bar?

14.   How many bartenders will there be?

 I would always suggest 1 per 75 adults.

15.   Do we have to get desserts from you?

Its nice when your caterer is a Rock star at desserts as well. But its also nice to have options. Most caterers will allow an outside licensed vendor to provide desserts.

16.   Do you offer coffee & Tea? Table side or Station?

-        I always prefer stations for coffee and tea. That way, people can get up and mingle, it is less clutter on the tables and it eliminates the waste when there are carafes of coffee on all the tables, some guest might not want any. Some guests might want more than one cup. If you have a station, you get to please everyone.

17. How many events do you do in a night?

Some catering companies are huge and they work events all over the state. The last company I worked for was the biggest catering company in the area and they serviced some of the the most amazing venues out there. They would service as many events in one day as possible, because they could. Smaller caterers might only service 1 - 2 weddings a day. This is why you shouldn’t wait until 3 months out (I have seen it) to choose your caterer.

Another question to ask is what their backup plan is when they are short staffed, we have noticed that with all of the weddings moving from last year to this year, catering companies are seeing it with being short staffed. You want to make sure that doesn’t effect your event.

18. Do you cook the food on-site or off-site?

Also, its always good to know where the food will be prepared. Some venues don’t have kitchen spaces, so they set up makeshift kitchens and work from hot boxes and warmers. I know from experience that this is a totally normal way of serving food and it has always worked for me in the past.

19. How many servers stay till the end of the event? Will they clear dishes and bar glasses?

Some catering staff leave right after the dinner service, leaving you and your guests the responsibility to clean everything up! This happens more often then not, so it never hurts to pay extra for the staff to stay till the end. Usually you only need 2 people. We never recommend just assuming your guests will throw pick up their mess, because we have seen it week after week, and we can tell you it rarely happens!

I think we will leave it at that. This is a pretty decent list for you to start out with, and if at any time you are looking into catering and have random questions, we are always around to give you advice and help you along the way! Stay tuned for the final series to the catering blog, where we talk about the different types of dinners you can have at your reception!

Cheers!

Yay you are engaged! 8 Things to do RIGHT After You Get Engaged!

Image Ryan Stadler

Are you enjoying that newly engaged life? I don’t know about you, but getting engaged is one of the most exciting moments in two peoples lives! We LOVE hearing proposal stories, and get teary eyed listening to all of them! You may or may not have been dreaming of this day your whole life, it is extremely exciting and somewhat overwhelming! Once you get over that initial “Holy shit I am engaged” feeling out of the way, the “Oh shit, we need to plan a wedding” starts to settle in.

We know that it can be a little stressful, people will INSTANTLY start asking what the plans are, as if, just because it happened 3 days ago, automatically you have everything planned… (WTF is with that anyways? Can we all collectively start a PSA for newly engaged couples, that it is OK to not have EVERYTHING planned right out the gate.)

Being wedding planners, we have a mental list of things that need to get done right away and we want those newly engaged vibes to last as long as possible for you, so we came up with a list of what you should focus on when you first get engaged. Need more help? We have tons of informational blogs for you to check out right here!

Photo Credit : @lahzehphotography

“Engagement Season” That time in-between Thanksgiving and Valentines Day where all the people get engaged! A romantic time of year, filled with family, friends and fun!

But we also know that it can be insanely overwhelming, and you may not know where to begin the process of planning a wedding. Which vendors do you need to book right away? Which vendors can wait a couple months? Who the hell is paying for this thing? Do I need a dress right now? Don’t fear! This is list is here to help and hopefully alleviate some of that initial stress!

1. Enjoy being engaged for a little bit!

Let’s start with the ENGAGED part! This is your permission slip to take some time and just enjoy it. Get some cute balloons that say “Engaged AF” or something fun! This is a very big time for you both, you have taken the first step in solidifying your relationship, and it needs to be celebrated! Shout it from the roof top! Tell parents, family, friends, co-workers, EVERYONE! Take that perfect ring selfie and post it on all of your socials because it is time to celebrate! (We always suggest telling important people before blasting it on social media!)

Photo The Hawk and Sparrow

Added Tip: You will instantly be asked a million questions, a good piece of advice is to just say “We are enjoying the engagement right now. We will focus on the other stuff in a few weeks.

2. Get your ring insured and Get a Decoy for Travel!

This is just a simple reminder, that thing is sparkly and expensive and can easily slip off your finger super easy! Don’t wait, jump right in and get that little baby insured!

We love the idea of getting a cheap knockoff from Amazon as well if you plan on doing any travel!

3. Create a “Wedding ONLY” Email address.

We enjoy Gmail, but it is really up to your preference. You can make it easy like kellyandjonwed21@gmail.com or you can creative like turningtoff20@gmail.com. You can both have access to this email and it will keep everything wedding related organized to this email address!

4.   Get together with your partner and start talking about the visions you BOTH have on your wedding day!

• Choose your top 3 or 4 MUST HAVES! Come up with elements of the day that are important to you both! This could be Venue, photography, floral, maybe you really want a killer DJ, but start to think about what elements are important to you!

• Think about weddings you two have been to in the past… What did you remember or love about those weddings? Also think about the things you didn’t like at those weddings, sometimes that is even more important, the things to avoid!

• Picking a date - How long do you want to be engaged? When do you both envision the wedding being?  If you get engaged in December and you want a summer wedding, you may have to push it out a year, otherwise you are looking at a 6-8 month engagement, and it might be difficult to find vendors. If you want a Fall wedding, those are becoming more and more popular, so again, finding vendors and especially a venue could be tricky. Pro Tip… Typical weddings are being planned 12 - 16 months out…

• Discuss how involved both of you will plan on being during the engagement process. Does this all make you both stressed and overwhelmed, read number 5 and think about hiring some help!

• Guest List! You might have to wait till you meet with parents to come up with a finalized guest list, but coming up with a general idea of how many people you want there will help when telling parents how many of their people they can invite. Having a max guest count can also help with the venue search!

• Style of wedding - Classic, Vintage, Boho, Rustic, Elegant, Bold, Neutral, Simple. Whatever style you may want to have, we believe it is important for both to have design elements in the wedding that represent the both of you. You can have touches that represent you both individually as well as a partnership.  (Pinterest is great for both guys and gals, talk to your man about just looking through so that he can get a better idea on his vision)

• Start researching (not touring) venues around the area, there are so many different styles when it comes to venues, so first just start looking at types of venues that are out there and see what style you want. Don’t hop right into tours until you have budget, venues around Minneapolis can be expensive AF, you don’ t want to tour one, fall in love and realize there is no way you could ever spend that much money. Its better to get your budget in check and a general idea on guest count figured out, otherwise you will be going tours with no purpose.

5. Hire a Wedding Coordinator or Wedding Planner & start getting organized!

Every wedding needs a wedding coordinator at the MINIMUM to be there to make sure your day runs smoothly, which is why we offer wedding management (it’s like the new version of day of coordinator). For the busy couples, we also offer full service and partial planning, to help them with the wedding work load. The benefit of a planner are endless, but we are not here to bore you with all the details, once you are ready to dive into planning, hiring someone early on can not only save you money, we often come with great planning resources and vendor recommendations, all which can take away hours of stress!

Maybe you start planning and think a wedding planner is more of what you need by your side, you can learn all about that and other packages we offer (here)!

A wedding planning might not be in your budget, if you choose to forego the planner, our biggest piece of advice is to get organized! Spreadsheets and to - do lists are so important to help you stay on track!

Rachel L Photos

6.      Have a meeting with your parents to discuss guest list & budget.

Now that you and your partner have discussed your dream wedding vision, it is time to meet with the parents and get their visions. Some parents want to be super involved, while others may not. It’s important to talk with them, let them know your thoughts and to make sure they understand that it is your wedding and you want them to enjoy it as well. The big factors to discuss with parents are guest list and budget.

                           I.         Who does everyone want at the wedding? You should have both sets of parents make their lists, combine those with your lists and then create an A, B & sometimes C category. If your parents are pitching in, they should have a say in guest list, but this can be a slippery slope and if it’s the two of you paying and you are on a tight budget, while it may be uncomfortable, you will have to discuss that with them. We hear all the time, parents want all of their friends and co-workers there to celebrate with, and while that is great, remind them, there is a budget and the venue will have a max capacity. A rule of thumb I love to recommend is, if you or your partner have never met the person, they do not get an invite.

                          II.    Who is going to pay for the wedding? This is never a fun subject, but it needs to be done. Will you guys be saving up? Will the brides parents be paying? Will it be a collaborative effort? If so, get a clear understanding on who is contributing how much. I can not tell you how many times a couple has came to us and said “Well I think my parents will probably throw us $5000?” Come to find out, they are only planning on giving them $1000 or only paying for the food. Sometimes you need to educate them on how expensive its going to be & let them discuss what they are comfortable with contributing. Having this conversation will alleviate a ton of stress to just get it all out in the open.      

7.      Now is the time to start an in-depth venue search and schedule some tours.

Budget & guest list in mind, now its time for our favorite part of planning… VENUE TOURS! Compile a list of venues you really want to see and start making appointments. There are so many unique and fun venues out there and we love researching and touring them! If you are not like us, this stage can stress people out, because good lord there are so many venues in the area, you have hotel ballrooms, industrial & historic warehouses, classic estates, mansions, barns, farms, parks, gardens, ski chalets, breweries, restaurants, theaters, those are some off the top of my head, of course there are many more! We suggest touring many different styles not just 1 that you saw on Pinterest. Get a feel for the different styles out there, you may surprise yourself! Be open minded to styles, and think about your overall vision.

Here is a small list of initial things you can ask your venue consultant:   

o   Do they require In-house catering or can you use outside catering? You can learn more about the kind of catering your venue offers by clicking here.

o   What is the food and beverage minimum? You can learn more about what to ask your caterer by clicking here.

Photo Baurer Creative

o   Tables, chairs included? Who sets them up if the room needs to be flipped? Is there a fee involved in flipping the room?

o   Do they have a separate ceremony spot?

o   If the ceremony is outside, what is a rain backup?

o   Are table Linens and napkins included? If so, are they floor length? Do you get a choice of colors?

o   What is the House fee/ Service charge? Does that include gratuity for the staff?

o   Is staff included?

o   Are there any other charges that get added on to the rental fee?

o   Is there an event coordinator included – If yes. What exactly will they do for you the day of?

We have an in-depth blog on what to ask during venue tours (here)!

8.  Hiring Other Vendors!

Brynn Wheatly Photography

DJ - Josh Taylor with Super Good DJ’s

You have your budget, guest list and vision in place, now is time to start looking at the other vendors that make the wedding a reality. Depending on how long your engagement will be, most of your vendors, don’t have to be booked right away, but there are a few that book out faster than others. 2022 is the year of the wedding boom, there is no denying that, we are seeing vendors book up faster than years before, so you use to be able to wait to book your vendors, but now, it’s common to see them book out 1.5 years in advance! That’s not to say there are not tons of quality vendors out there, we are just saying if you are dying to have someone as your vendor, don’t wait to book them! No matter what someone’s list says!

Not listed is a planner / coordinator, which you have already booked because of tip #5 ;)

                          1.    Venue! The venue is the most important, you can’ not solidify any other vendors until you know that your venue is available for that day!

2. If you getting married at a church, this falls in line with venue, they should be booked together!

3. Photographer because they book out fast!

4. Dress! Your dress will take a while to get made and come in, so if you get engaged and are looking to have a wedding in less than 6 months, finding your dream dress is so important! There are so many boutique wedding shops out there, so don’t limit yourself to the big places!

5. Catering! If your venue does not come with catering, you should lock one in a few months after you book that venue!

A short list of other vendors that you should start booking 10 months out (the standard use to be 8-9 months out, but we are starting to see these book out earlier than in years past)

Hair & Makeup, floral, DJ / Band, Officiant, Stationary, Desserts, Hotel Blocks, Transportation! Again, if you love a certain vendor, don’t wait!

We want couples to enjoy every minute of their engagement! This is just a short list of what to get started on after the big day, if you need more help, feel free to contact us! We love sitting down for FREE consultations, we can brain storm, eat some pancakes, give advice, and have some fun!

Make sure to check out our Amazon Storefront to see our favorite wedding stuff you can get off Amazon!

Congratulations and Cheers!

Advice: Tips for Having an Easy Breezy Wedding Day!

Photo by Natalie Ray

The day is here, cue the happy tears! All of the hard work, late nights, planning, and hard work towards this day and now its here! Weddings are my favorite type of event for so many reasons but the number one is, you have all of your favorite people in one room and their purpose for being there is to celebrate the love you have with your best friend. IT’S THE BEST! Throughout my years as an event coordinator, I have learned that there are a few things that are a MUST to remaining calm on your wedding day. Read on to see some tips I have to make your day as stress free as can be.

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1. Get a Good Night Sleep!

It is the day before, your nerves are on HIGH, you are putting together the finishing touches. Nail appointments, last minute packing, phone calls, it gets to be a busy day. Typically, you will have your rehearsal ceremony and rehearsal dinner. Once its all done, you are exhausted, and you have to have the biggest day of your life in just a few short hours.

When you finish up with your rehearsal & rehearsal dinner, it is okay to be selfish and try to get to bed early. The time for celebrating is tomorrow.

2. Make sure EVERYONE has a timeline.

Grandma, Aunt Kathy, your vendors, your wedding party. All of them need to have timelines. I love making timelines and I think they are CRUCIAL for everything running smooth. There are 3 versions of timelines that are helpful

• Wedding Party & Family Timeline - I like to start this timeline when the wedding activities start, so if Thursday or Friday you are starting with getting your nails done, have that on the timeline. Give this one to family as well that need to be at the rehearsal dinner and photos the day of.

• Having a timeline for vendors will help them know when other vendors are arriving and they have an idea on how the day is planned out.

• Timeline for guests, this is more simplified, letting guests know what time the ceremony, social hour and dinner starts. Some add extras such as, when they are cutting cake, when the first dance is, or when late night snacks come out, if the couple is planning a special send off, that could be on there as well.

3. Make Sure Everyone Gets Ready Before the Bride.

Moms, Grandmas, flower girls, bridesmaids. Everyone should get hair, makeup and dresses on before you. This is done for a number of reasons but the main, photos, but also, you don’t want to sit around all day in makeup and that big ass dress! Your bridesmaids are going to be in photos helping you get dressed, or maybe you are doing a big reveal to them? You want them looking just as amazing as you are right!?! Well maybe not JUST as amazing, you are the bride. :)

4. Stay Fed & Hydrated!

This might sound obvious, but when I am nervous, I feel like I can’t eat. I feel that is the case for most brides, but its a non-negotiable, EAT! Get breakfast in you, get some coffee in you and keep it going through out the day! Snacks and water will help you stay level headed and really give you the chance to enjoy your day!

I always encourage my brides to eat a well rounded breakfast! (Healthy fats make your brain happy) But also stay hydrated and fueled throughout the whole day!

We always run apps out to you during your social hour, but if you don’t have someone like us by your side, make sure someone is getting you those yummy apps!

Extra Tip

Ask your caterer to keep some appetizers on the side for you & your hunny. If your wedding party is not going to be at the social hour, make sure to ask them to hold back for the wedding party as well, otherwise, you will not get to enjoy any those apps that you loved and paid for.

5. Emergency Kit

They sell these tiny, cute, novelty “Fit in your purse” size emergency kits at fancy boutiques and Target, DON’T GET THOSE. Make sure someone is packing a real, survival skilled emergency kit. Thread, needles, safety pins, stain remover, wet wipes, make up, static guard, hair spray (the list goes on) As a planner, we have a huge tackle box that comes with us at all times! Make sure you have it all and that you have someone making sure it comes everywhere with you. You don’t want to have it at the reception space when you need it at the ceremony.

Photo by Savannah Kay

6. Delegating Tasks

This one is for all those control freaks out there (I mean freak in the sweetest way)

There are a million and 2 things to do on a wedding day, and the couple should not have to worry about ANY of it! My favorite part of my job is when a couple gives up complete control and just lets other people take care of the little details & tasks. The couple has the only task of getting married and getting their party on. They get to show up at their wedding venue and get teary eyed when they walk in and everything is perfection. For this reason, delegation is so huge to me! Now if you have hired a planner (raises hand) then they will take care of all of the little stuff for you, but if you do not decide on the planner route, enlisting in family and friends can be a big help!

Here is a shrunken down list of what the couple needs help with

• Assisting the couple through out the day

• Assisting with the ceremony, making sure the wedding party is lined up and ready to go!

• Make sure the ceremony starts on time

• Keep track of marriage licenses

• Moving floral and decor from ceremony to reception

• Setting up the escort card table

• Setting up the gift & memory table

• Setting up center pieces & lighting candles

• Putting on chair covers

• Wrangling family for photos (make sure the wrangler knows everyone so they know who they are looking for)

• Directing & managing vendors

• Handing out tip envelopes to vendors

• Getting everyone in place for the Grand March

• Cuing the Speeches & first dances

• Taking decor down at the end of the night

• Making sure the gifts and cards get into a responsible persons car at the end of the night

7. Make time for each other

Photography Angelia Divine Photography

This is your big day together, soak it all in! Sneak away if only for 5 minutes after the ceremony and have some alone time! Talk about your favorite moments from the ceremony, kiss, dance around (you just got married!) just be present in the moment & take time to let all the emotions sink in.

8. Have everything needed for the day packed and ready to go a week out!

Some say the day before, but I am a planner and I like all my stuff taken care of ahead of time!

Marriage certificate is in a secure spot, and someone is in charge of it. Make sure you have tip envelops ready, clothes for after the wedding night and honey moon are packed. All the decor is placed in totes & boxes. Make sure they are clearly labeled (What is in there and where it needs to go), this will help make those last few days less stressful & less of a chance you forgetting something.

Photographer Lauren Baker Photography

Pro Tip!

If you want some of those Pinterest worthy detail shots, make sure you have those packed up in a shoe box.

• A copy of your invitation suite

• A cute ring box

• Shoes

• Jewelry

• Little accents like a ring dish or ribbons

• Perfume bottle

Photographer Ester Knowlen Photography

9. Backup Plans in Place!

If you are reading this in Minnesota, you know that the weather can change on the drop of a dime! Don’t let that derail you from having an outdoor ceremony or wedding. That being said, don’t get overwhelmed with the thought of something coming up on your big day as well. Have a rain plan, a tent, pavilion, or an indoor option is always key! Making sure that is in place and keep in mind that rain does not ruin your day, its good luck!

Photo by Charise Healy

10. Don’t freak out over small mishaps.

The day has come and it is time to enjoy it! All of the backups, planning & prep in the world can not guarantee that things will be perfect, and that is OK. Things might come up, but staying calm & remaining flexible will allow you to roll with the punches & take in all of the memories of this special day!

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That seems like a lot I know, but it does not have to be so overwhelming; investing in a Day of Coordinator / Wedding Planner can take care of most of these tasks and MORE! Our job & passion is to take the worry off of the couple and give them full rein to do nothing but enjoy their day! If you would like insight on pricing through us, you can reach out by clicking down below! If you don’t feel like a DOC is for you but you need some more tips and advice, we can do that too! Whatever you choose, I truly just hope you breath and take it all in and enjoy the best day ever!