Eating your money - Making the most of your event catering bill

Believe me, as an event planner I have seen that it is EASY to blow through $20,000+ by feeding (and giving alcohol to) 185+ people. For privileged couples this type of budget allowance is available. But, for those unable or unwilling to shell out that much money, may I suggest the following tips:

• Understand the correlation between the cost of catering and the number of mouths that you feed. Although the ‘quality’ of food that you serve your guests will increase or decrease the cost of catering for your event, you must first understand that the number one factor for enormous food bills is number of mouths that you are feeding.  If you are planning on inviting 100 guests to your reception then you need to plan to feed those 100 people.

If after doing the numbers with your caterer you do not have the funds to feed everyone on your invitees list, then it is time to re-evaluate your guest list. When it comes down to it, if you don’t have the money you don’t have the money. There is nothing to be ashamed about. However, you will need to modify your list to include only the most important persons.

"But we HAVE to invite everyone on our list to the reception!" Not true. Consider throwing a party where hors d’oeuvres and drinks can be served. When it comes down to it, a big reason that hurt feelings happen may be because people want to have an opportunity to share in your moment and in your joy. Creating a moment for those that you cannot afford to have at the reception is perfectly acceptable.

• Go heavy on the hors d’oeuvres . Although you may be serving a meal at the reception, consider adding a one-hour long cocktail party to allow guests to quench their post-ceremony hunger. Guests that eat before dinner will eat smaller portions and are less likely to go back for second portions. Go "fancy" and have butlered hors d’oeuvres passed to the guests, alongside "do it yourself" hors d’oeuvres stations.
• Filler, filler, Filler. Filler foods are foods that fill stomachs fast and for little money.  Have you ever eaten at a restaurant that first serves bread? Bread is an excellent filler. As for class, try using an exotic pasta, bruschetta + toppings, and other such foods that will take-up room in a guest’s stomach. Another helpful tip is to have the filler foods waiting at guest tables for the guests, so that they can get started with their eating before the food line opens or wait staff begins their service.
• Control your guests’ portions. Even (and especially) if you are offering a buffet, ask your caterer (or volunteers) to stand behind the foods to dole-out portions. Portion control is an easy way for you to save big dollars on large amounts of food that would otherwise not be consumed because most guests would not eat so much unless it were free.
• Post-dinner pickins. Especially when serving guests alcohol you may wish to consider erecting a few small hors d’oeuvres stations posted throughout the ceremony space. Guests that are dancing and drinking are likely to search the venue for a few crackers and cheeses, fruits, or sweets to munch on. As a bonus, giving guests reason to munch will allow for [slightly] less alcohol consumption. Keep in mind that for convenience sake you may not want to serve foods that require refrigeration or constant heating. (Food poisoning guests = icky.)
• Plan for the staff gratuity. In many situations the gratuity for the wait staff, bartenders, and food captains will be directly added to the food bill that you endorse from the caterer or venue. However, some companies will allow you to add-in your own gratuity based upon your experience. In either case make a decision that you are going to plan for the staff gratuity instead of being shocked or put-off by it. After all, the staff gratuity helps the people behind the wait staff uniforms to feed their own families.

Happy eating!

Best,
Alisha Forrester Scott, Owner
La Ruche. event design studio.

You can e-mail AFS at: studio@enterlaruche.com

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Guest Book Alternatives

I am often surprised at the creativity of my clients! Today, while walking the grounds of a museum where she’ll marry in March, my client introduced me to yet another idea which will act as her alternative to a guest book .  Many of my clients and acquaintances feel similar - guest books are now becoming antiquated . Creative "guest projects" are now preferred.

In the spirit of alternatives and trends, below you will find a list of the most interesting guest book alternatives that I have "found", heard of, and recommended.

Just a hint: If you have invited two groups to your wedding…one group for the ceremony + reception, and one group for ceremony-only, you may wish to consider using a traditional guest book to register attendance for your ceremony, then use the alternatives below for the reception (where guests will have more creative time to spend).

1.  [This idea is from today's client meeting... ] The Guest Tree
(Note: After researching this idea is also sometimes called a "Wishing Tree")

This idea combines the idea of a guest book and a "best wishes" guest area. (A best wishes guest area may be defined as an area set aside for guests to write personal thoughts for the couple. Today, many brides still use photo mats for guests thoughts and signatures.)

• A Guest Tree is a potted, "indoor" tree that will feature paper "ornaments" which contain guest’s best wishes to the couple. As it was explained to me, there is a table with strips of paper (not to be folded) and pens and ornament hooks. Once the guest has completed their thought to the couple it is hung by an ornament hook onto the tree. (Keep in mind that you will want to punch holes into the ends of the strips of paper so that your guests will not have to fumble and rip their paper.)  The tree that my client is using is a manzanita tree, pre-decorated with blue Christmas lights.  However, there are many other tree varieties that would be appropriate.

  Hint: You may wish to place a card containing directions for the less-creative-minded guests. (Being told how to complete the project is often times helpful.)

2.  The Wedding Canvas - A work of wedding art

• Recently, at my sister’s wedding, we used a large blank canvas for guests to "make their mark". Permanent markers, paints, scissors, and interesting pictures were placed on a table next to the canvas which was held on an easel (my sister’s request).  An 8" x 10" rectangle section in the center of the canvas was marked and designated as a spot for a future photo to be placed, and the guests were helpful about not writing or marking in that area.  A variation of this idea would may be to use watercolors (paints and paintbrushes), or just colorful permanent pens. (It all depends on what you want the guests to "do".)

3.  The Wedding Vase

If you are the type to place flowers in your home, consider purchasing a vase for your guests to sign. (Again, you may wish to leave a card printed with helpful directions to the guests.) If you are going to choose a dark vase, use a light paint pen , and vice versa.

4.  The Wedding Quilt (Important: This requires sewing)

Have you ever seen patchwork quilts? Well, the premise of a patchwork quilt is to take squares of fabric and sew the edges together to make a quilt.  Imagine then squares of fabric cut for guests to write well wishes or thoughts for the couple on with a permanent fabric pen !  You would want to have a table set-up with fabric squares, directions to the guests, permanent guest pens, and a "finished" box or bin where guests could put their finished squares. You could go shopping for your favorite fashionable quilting squares, or you could just purchase a generic set online.

A bit of Caution

Giving gifts to the couple that are used in daily life, such as aprons or plates, makes for a sad day when the markings wear-off when being laundered or washed.  Although aprons and plates are cute ideas you may be happier with an item that isn’t used as often or as regularly.

Happy guest project-ing!

Best,
Alisha Forrester Scott, Owner
La Ruche. event design studio.

You can reach AFS by e-mailing: studio@enterlaruche.com.

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Preparing the Bridal Suite

I want to focus on a topic that is not discussed often, if at all - preparing your Bridal Suite.  If you can imagine a wedding day filled with non-stop action and passion, tears, and excitement, you can then imagine the "crash" that many couples feel once they leave the reception to head back to their Bridal Suite for their first night  together as a new couple.  This post is dedicated to making your overnight stay "post-wedding" a comforting success. If you are unable to prep by completing the tasks described below, perhaps you can ask a trusted friend or family member not in the wedding party to accommodate.

During your planning phase, consider the following questions and suggestions and how they will relate to your post-wedding overnight accommodations experience:

What will you eat? You may have just spent eight to ten hours looking and acting perfect, and perhaps you did not feel like or did not get a chance to eat at your own reception.  You’ll likely feel like consuming something light, something healthy, something without sugar or caffeine. Consider packing a meal to have waiting in the room, or better yet pre-order room service with your ideal meal. Remember, indulge yourselves…you don’t have to eat the same thing if you don’t want to!  If all else fails (or you forget to plan this part) you can always just order in pizza or Chinese and be less formal. Just make sure that you are able to find napkins and plates.

What will you drink? First, something hydrating, then perhaps something soothing. Whether a cup of tea or a night cap, have your favorite beverages and the proper equipment (ice, cups/glasses, tea, etc.) waiting for you in your room. Keep in mind that if you order alcohol from the hotel bar you can expect a price mark-up of literally at least 100% - A $35 magnum of Grey Goose will be marked-up as high as $100 - so plan accordingly.)

What will you listen to or watch? (Hint: not TV)…but maybe a movie you both like playing in the background? (Will you need a DVD player?) What if you want to listen to a favorite CD, or what if you have packed along your mp3 player and some little speakers (will you need your charger or batteries?)?

What will you want to smell? Soothing scents can enhance nearly everyone’s experience, no matter the situation. Consider bringing along some scented candles, incense, or room fragrance. Soothing scents such as lavender or vanilla will help your post-wedding transition.

What will help you to relax? Perhaps your idea of relaxation is popping open a beer, or perhaps you are anticipating sore feet and muscles.  To relieve a day’s worth of stress consider scheduling an in-room double massage for you and your sweetie. Believe me, there are companies that offer this in-room service - be sure to ask your concierge for a referral. (Don’t feel bad if you both find yourselves totally unwound and napping during the massage!) If a professional massage is out of the question, give each other a little rub-down (at least your feet!).

What type of lighting is present? Candlelight is most flattering, white (holiday) lights are magical. Whatever your lighting preference consider using dramatic lighting.  There is a chance that the room you are staying in has adjustable lighting (which means no extra work for you), so be sure to ask. Important: if you are going to bring candles make sure that you bring candle plates or holders to catch the melted dripping wax…you don’t want to have to pay for room damage.  Also, make sure that they have a fire extinguisher in the room (or at least nearby) for unforeseeable emergencies.

What will you want to wear? If you have packed something sexy to ‘play’ in, don’t forget to pack something new and comfortable to sleep in. Sleeping in your ‘everynight’ pajamas is not exciting, so consider purchasing a new pajama set…it will make your first married nights sleep a huge and special success.

Take a nap. Seriously. Whoever "invented" sex immediately following post-wedding may have been unwilling to discuss the sheer exhaustion which tries to infiltrate most newly married couples bedrooms. Before you both completely unwind for the evening, consider setting an alarm or scheduling a wake-up call with the front desk, and then settle down for a nice mid-sized nap. Once you wake-up you can shower or bathe and then begin the next phase of your night together.

The formal wake-up call . Perhaps you have brunch with your family scheduled for the next morning, or perhaps you are both going to get a massage. Be sure to call the front desk for a wake-up call, or be sure to pack and bring your own alarm to set, or have one of your friends call your hotel room. You won’t want to oversleep if you have plans for the next morning.

Do Not Disturb (DND ). If you end up getting into bed late (and waking-up late) you won’t want to be disturbed by the hotel staff trying to clean so be sure to place the DND sign on the door and enjoy. Another form of DND will be to hold your phone calls (call the front desk to request this), or simply unplug your hotel room phone. Don’t forget to turn-off your cell phones. You’ve earned a night together without any outside interruptions.

Enjoy your first night together!

Best,
Alisha Forrester Scott
La Ruche. event design studio.

You can reach AFS by e-mailing: studio@enterlaruche.com

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Come on baby light my … reception space!

Special lighting techniques can really add a lot to your reception (or wedding) space. They can help hide ugly walls or accentuate pretty ones. They can make a space more elegant, romantic, crazy or fun! They can truly transform an ordinary space into an extraordinary one.

So, if you’re looking into having some special lighting brighten your big day, here are a few basic lighting techniques you might like to know about!

PIN SPOT Think of this as a spot light … but a very tiny one. It shoots a beam of light at one particular object, lighting up only that object. These work perfectly for cakes and centerpieces.

This great shot is from Pacific Weddings.

LED These great little numbers are fabulous for weddings. They come in a number of colors, emit less heat and use less electricity than regular light bulbs, and can easily be used for light color changes. Sometimes, wireless LED lights can be used, meaning they can be placed almost anywhere. If you’re looking to spice up a room with some color or just accent a particular area, look into LED lights.

Below is an example of a LED color change, from blue to pink, to help give the area a different ambiance during different parts of the evening.

These images are from Our Wedding Plus.

COLOR WASH A color wash is basically a technique that fills the room with a particular color, transforming a white room, perhaps, into a green, purple, or pink room. This is perfect for a lounging area near the dance floor or another space where people aren’t really trying to see what they are eating (at least in my opinion).

GOBOS These stencils can be custom made to fit your specific needs (monogram, special designs, etc.). They can withstand extreme heat, which is fabulous considering they are placed over light that project their image onto a wall, dance floor, or some other service. Check out this video with a bunch of great examples of what gobos and do.

Here is one last picture from Bridalwave using a combination of lighting techniques - very visually stimulating! See how much it transforms the space? On its own, the space looks like an elegant area, but with the lights we get something that looks more like a club. Love it!

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All Dressed Up : Where to Start

So many fabulous things out there to dream about and search for and try on and purchase! But where to begin? Let’s think about it logically.

Vera Wang

Often, The Gown determines just about everything else. If you REALLY want to tie the day together, you’ll consider the event space (ceremony and reception locations) when deciding on the style of your dress, not just your body type and personal preferences. But after you have found The One, what’s next?

Grace Footwear

We’d start with shoes. They will be needed for alterations and may or may not be seen under your dress, so they are important to consider (especially if being seen). Also, they will determine if you’re two or three inches taller than normal and how much pain you’ll be in at the end of the night (only half kidding!). Details in your shoes (and of course, your dress) may be things you’d like to reflect in your other accessories.

Altered Bride

On to the veil! Now you know how simple or intricate your dress and shoes are, so look into finding a veil that compliments them! Generally, the more simple the dress, the more wiggle room you have for a fancy veil. Long, short? Classic, chic? Blusher or no blusher? Knowing what it is paired with will narrow down your choices.

Kenneth Jay Lane, Photo by Michael David Adams via Brides.com

So now you have the big ticket items (between the above you’ll want to find undergarments - don’t forget about those!). Time for the little things! With the overall look, what kind of jewelry would look best? Lots or little? Intricate or simple? Not every bride needs earrings, a necklace, and a bracelet! If your gown has a fancy neckline, consider skipping a necklace altogether! Sometimes less truly is more.

From the oh-so-fabulous Chlorine!

And don’t forget about the baubles and doodads like a clutch to in which to keep all of your must-have wedding day items!

What was (or has been) your favorite thing to look for/shop for/try on/purchase for your wedding day ensemble? What else would you consider essential to any bride’s wedding day look?

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Blurb

I’m sure you blog-reading, tech-savvy, creative-minded individuals have already heard of this fabulous site, but I figured I’d share anyway.

Blurb

You can make your own, quality, professional-looking books, all online. Just order the size, number of pages, and cover type (soft or hard) you want, and voila! Fabulous!

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Response Cards

You must keep track of the people you invite to your wedding! Otherwise, things could be disastrous. So, here are a few fun things you can do with your response, or R.S.V.P, cards.

Keep it Traditional. Use small, pre-printed cards that ask guests to fill in their names and the number of people attending. Included with this small card is a similarly sized and shaped envelope, already marked with a stamp and addressed to the bride’s or her parent’s home. Below is a fabulous little number from Wedding Paper Divas.

Wish you were here! Save on postage and paper by sending postcard response cards. Generally the stamps cost less, and not needing envelopes will save you a bunch of money (and trees)! Below is an example (minus the stamp) from Custom Paper.

Blank looks. The way response cards are “supposed” to be - blank. Send with your invitations, along with corresponding stamped envelopes, and guests write their own little message to you. You may get something like “0 will attend”, or, you may get a nice note explaining why the whole family can’t come yet they wish you all the best. The image below is from Eclatante Event Design.

Tech Savvy. Inviting a small number of guests? Absolutely sure all of your guests use computers and could easily find their way to your wedding website? Some sites offer RSVP options that allow your guests to RSVP right on your wedding website. eWedding.com is a site that has this feature (along with many others).

And a few more things to keep in mind:

-It’s wise to keep track of guests in a spreadsheet, either in Excel or via Google Documents (I love Google Documents because it’s always online and can be updated from any computer that’s connected to the internet….and in case there is a crash, you won’t lose your stuff!).

-Keep the guest information all in one place; names, phone numbers, addresses, the number attending from each family, what they gave you as a gift and whether or not you’ve sent a Thank You note.

-Keep the response cards in one place. Either separate the Yes’s and No’s into separate boxes or separate areas of the same box so if a question ever arises, you don’t have to run around the house looking for one or the other.

-Always open the response cards and sort them right away. Don’t leave them sitting around or tuck them into you planner so that you can file them away later. They could get lost or forgotten! And that would be sad.

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How To : Write a Thank You Note

It’s good to give thanks. In wedding world, it’s especially good to give thanks in the form of a thank you note. What you should not do:

Send out mass thank you notes looking something like this:
“Thanks for coming to our wedding and for your generous gift. Love, Sally & Ed”
The only thing worse is not sending one at all (although if you send something like this, you’re not really accomplishing much).

Wait a year to send them out. People will wonder if you ever actually got the gift or if you got them and are just a particularly rude or forgetful couple. Your best bet is to get them out of the way as soon as possible! You can do it!

Think a verbal thank you is enough. For some people, saying thanks verbally is more than enough. But still, it is a nice gesture to send it in writing. It shows that you put some thought into it and took a little time to put it on paper.

With the should-nots out of the way, here are a few tips to make your TY note writing go a bit more smoothly.

1. Address the individual(s) the note is to
2. Say THANK YOU!
3. Mention the specific gift
4. Say why you love/like it and what you’ll use it for
5. Add any additional note or thanks you’d like to include
6. Close and sign your names

An example:

(1)Dear Hannah and Ryan,

(2)Thank you so much for the (3) Vera Wang wine glasses! We were so excited to receive them - we can’t wait to (4) use them at our first dinner party.

(5)Thank you also for coming from Chicago to share our special day with us. It was so great to see you again. We hope you had a wonderful time!

(6)Best wishes,
Katie and Connor

We like these fabulous notes from Hammer Press.

Happy writing!

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Take a Break!

As we all know, wedding planning can be stressful! No matter how much fun you are truly having, you can’t avoid vendors and family needing to change plans last second, unexpected changes in the schedule, and that pesky little blemish on the right side of your nose right before your hair and makeup test run. And of course, there is the relationship with your soon-to-be. Little things can turn into big issues as the days and weeks and months of wedding planning pass by. So how do you spend a little time with your honey and keep the wedding stress to a minimum!? Here are a few fun ideas (just remember, no wedding talk during the activities)!

Catch a flick. And no, it CAN’T be about weddings or have any weddings in it. If you have trouble NOT talking about the wedding, this is a great little date as there shouldn’t be much talking involved. If your man has been super great thus far in the planning process, let him pick the flick.

Get some exercise together. Nothing beats releasing endorphins! So run to the gym and hit the treadmill and weights. Working out together will help inspire you to look fabulous for the big day, without actually talking about it.

Cook dinner. Make it a big event by getting dressed up and lighting a few candles. Who knows, maybe you’ll create a fabulous dish you’ll make for years and years to come.

Get creative. Excited about moving into a new apartment or house, but dread all the little projects you need and want to do to make it “just right”? Get as much finished as you can pre-wedding so you don’t have to worry about it when you come back from your honeymoon. Get together and sew those new drapes or restain your kitchen table.

Write thank you notes. Okay, okay. So this one has WEDDING written all over it. But! Those thank you notes wont write themselves. If you’ve been holding off on writing them, take a few hours out of your week, order a pizza, and get to writing. (And don’t forget about the gifts you receive on your actual wedding day once you return from your honeymoon!)

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Honeymoon Clos{er} to Home

Lots of couples talk about honeymooning in other countries. But sometimes, that’s just not in the budget! Just because you don’t want to go broke because of your honeymoon (kudos to you for that) doesn’t mean you can’t have a fabulous one nonetheless. Try taking a vaca a little closer to home! (Side note: this is being written from US citizen’s perspective, so we’re considering the United States “home”. =)

The US has some beyond fabulous destinations to spend a little time living it up newlywed style. Here are a few places you might want to look into!

Georgia

Savannah - A fabulous place to get away to any time of the year, Savannah offers a charming setting filled with southern hospitality.

Jekyll Island - Dubbed “Georgia’s Jewell”, Jekyll Island is full of fun activities in a picturesque setting.

Oregon

The Coast - For everything from rugged cliffs, evergreen forests, and sand dunes, the Oregon Coast is the place to be if you want to experience the beauty of nature.

Mt. Hood - Want to spend your days in the snow and evenings cuddled up by the fire? Mt. Hood is the white wonderland you’re looking for.

Willamette Valley - If wine is your thing, you simply must check out Willamette Valley. The “heart of Oregon’s agriculture country”, Willamette Valley is home to over 200 wineries.

New York

Hamptons - For miles of beach, fresh produce from family farms and fresh fish caught the same day, the Hamptons makes a great honeymoon getaway.

Adirondacks - Beautiful and rustic, spending some time in the Adirondacks can really bring a pair of souls to life!

Massachusetts

Nantucket Island - Whether you want to bike or boat or spend some time at the spa, Nantucket is a great place to get some beach time in.

Martha’s Vineyard - For fine seafood dining and smooth sailboat sailing, Martha’s Vineyard is the perfect place to sit back, relax, and enjoy some quality time with your new spouse!

California/Nevada

Lake Tahoe - Smack dab in the middle of Cali and Nevada, Lake Tahoe is rich with history, color, and beauty. The perfect place to which you can escape, to enjoy the most popular attraction - “the restful silence of the wilderness and the awe-inspiring beauty of the Lake”.

There are so many beautiful places so close to where you are, even if you have a bottomless budget, you might just want to check them out anyway. Happy Honeymooning!

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