Jenna and Dave-Regatta Place

      2021 was so busy, I barely had a chance to breathe. But now, as I sit a few weeks away from the 2022 season, I need to share all the wonderful weddings that Planned to Perfection got to be a part of!  We started off our season with Jenna and Dave at Regatta Place. This was such a fun couple! The groom's grandfather was the officiant and made the ceremony so special for them.  They had a fun photo booth, that their guests had a blast with and their DJ kept everyone the floor the entire evening. Congratulations Jenna and Dave!!! 

Wedding Planner vs Venue Coordinator

 I found this article helpful in explaining the difference between the two roles.

The Difference Between A Wedding Planner And Venue Coordinator

"Unless you’re in the wedding industry, the differences between the two aren’t commonly known."

By 

Summer McLane, Contributor

 

Alright ladies, let’s talk about the differences between venue coordinators and wedding planners. As a wedding planner, one of my biggest pet peeves is when a venue sells their in-house coordinator as an actual wedding planner. I’ve learned that unless you’re in the wedding industry, the differences between the two aren’t commonly known.

About 4 years ago, I received a frantic call from a bride who desperately needed help with her wedding which was 36 hours away. Yes…36 HOURS AWAY! When booking her venue, she said that the biggest selling point was that the venue came with a coordinator. She was told that hiring an outside planner would be a waste of money since she was already paying for one with her venue. Filling out a last-minute questionnaire from the venue, she thought it was odd that they asked who her coordinator for the day would be. She answered “you” with a smiley face. The next day, she received an email stating that the person who she had been working with for months wasn’t even going to be at her wedding. She was confused as to why the bride would think she’d be there…maybe because that’s what she was told? Luckily, I was able to step in and make magic happen.

Here are some of the key differences between a venue coordinator and a wedding planner:

1. Venue:

Venue Coordinator- They are responsible for everything that specifically deals with the venue. Tables, chairs, linens, food, etc. If the venue provides catering, their focus is to make sure that the kitchen and wait staff are scheduled according to their needs.

Wedding Planner- They are responsible for everything that comes with your venue AND making sure that your vendors know where and when they’re supposed to be. If the venue provides linens, it is the job of the wedding planner to choose the color based on the design of the wedding and to keep the quantities correct.

2. Vendors:

Venue Coordinator- The venue coordinator will most-likely provide a list of preferred vendors and that’s the extent of their involvement when it comes to interacting with the vendors.

Wedding Planner - Your wedding planner will schedule and attend your meetings with your vendors. They are the main point of contact between you and your vendors. If a vendor is lost or running late or is having an emergency, they’ll contact your wedding planner who will then put out the fire. Your wedding planner gives recommendations based on vendors they’ve worked with previously. They also review contracts; set up hotel room blocks, etc.

3. Timeline:

Venue Coordinator- Hotels that provide catering will have a timeline solely for their catering staff. Their timeline will center around when the food will be prepared and served. That’s it.

Wedding Planner - The wedding planner’s timeline details all aspects of the day from the time that the bride wakes up to the moment that the doors close. As a wedding planner, I have to know every single that is happening with every single person involved in the day. I schedule arrival times for all vendors, when the photos will be taken, what songs will be played for each dance, when the cake will be cut and when and where the sparkler send-off will be. We do it ALL.

4. Accessibility:

Venue Coordinator - You’re most likely sharing your venue coordinator with at least 100 other brides. This means delayed responses to phone calls and emails. This also means that you have to try to catch them during business hours.

Wedding Planner – Fortunately (and unfortunately), wedding planners are available almost 24/7. Of course there are exceptions but if you’re having an emergency, you can pick up the phone and send a quick text message. Your venue coordinator isn’t giving you their personal cell phone number.

5. Design.

Venue Coordinator – They’re not designing your wedding. Period.

Wedding Planner – They’ll design your ceremony and reception. They’ll choose your colors, linens, flowers, table set-up and design and so on and so on.

Brides, do not make the mistake of not hiring a wedding planner because your venue has a “wedding coordinator”. Planners do drastically different things and they’re more hands-on. Believe me, spend the money on a planner at the beginning so that you don’t have to find out in the middle of planning that you don’t actually have a planner, but a venue coordinator.

 

Hope is not cancelled...

     It is August, I have not done a wedding since October 2019.  This is the longest I have gone without a wedding in 15 years.  In this time, I feel like a part of me is missing. I love what I do, I am passionate about my work, I truly love the connection with my clients and I have established such wonderful and meaningful relationships with vendors over the years, not seeing them has been difficult.  But we have to hold on top hope, that we will get past this difficult time and watch the joy on couples faces as they say their vows.  We have to embrace the micro weddings, because for the time being, they are what is possible. In an uncertain time, we have to have hope that the love of couples about to be married will prevail and they will embrace the changes that the wedding will now have. In the end, what really matters is the love between two people, looking to share a lifetime together. For now, we have hope, we have to hold on to that with all we can.  I miss you all and can't wait to share in your memories soon. 

Kathy and Steve-Oceancliff

     I had such a wonderful time working with Kathy and Steve.  They were from New York and Kathy and I worked on the wedding for about 1 1/2 years.  After viewing a couple of different venues, they immediately fell in love with Oceancliff and the great team there.  It had everything that they needed and wanted for their wedding. I worked with them to match them with the perfect vendors for their wedding day, which included, Jennifer Neves Photography, Mike Picard Videography, Heavenly Weddings,Sayles Livingston Designs, Night Rhythm, JF3 Salon, and Scrumptions.  With a great team on their side, everything was absolutely seamless.  They had a gorgeous October day and could not have asked for a better back drop.  Their friend hired a painter to paint the first dance scene and it was amazing to watch. Congratulations to Kathy and Steve!

 Jennifer Neves and myself

 Almost done!

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Changing Your Wedding Plans? Be Considerate of Your Vendors

May 2, 2020 | Events around Rhode Island, Weddings | 0 comments

The coronavirus epidemic is affecting nearly every industry. And while some are able to make the necessary adjustments to keep some semblance of normalcy, the wedding industry has been completely upended.  Trying to hold a wedding with rules like social distancing, no gatherings of greater than ten people, wearing a mask at all times in public, and so on is virtually impossible.  And while a few are still going through with a (very small) ceremony, nearly every couple who has a wedding planned for the next few months has some dramatic changes in their future.  Everyone agrees that safety at this point is the priority, so going ahead with a large wedding is not only irresponsible, depending on where you are, it may even be illegal.

Many have chosen to postpone, some to hold a (very) small celebration now, and a bigger celebration later, but no matter which route you choose, these are significant changes that will require a good amount of time and effort.

First, you have to have some confidence that whatever new date you choose, things will be dramatically improved from the current situation, and right now there’s still a lot of uncertainty around that.  Then you have to think about the guests, their schedules and their ability to travel.

Then there’s the vendors.

The average wedding takes over a year to plan and involves over a dozen vendors. So now you’ll need to be communicating with each one individually them so everyone can agree on the new date, and potentially new terms.  It’s always best if you can give them multiple options.  And yes, new terms as there will be some changes.  Venue, number of guests, and so many other variables, there will definitely be changes.

But one reality that most people don’t stop to think about is that each vendor is really an independent businesses.  For many of them, weddings are their only source of income.  And likely your change (thorough no fault of your own) will cost your vendor dearly.  Either because they already have a wedding scheduled for the new date(s) you’ve chosen, or they would have had one schedule if they were to leave the date open. So either way, your new date means they’ve got one less wedding.

Most couples have enough stress over the changing of their date, and they don’t need more.  But try to keep in mind that these small businesses are likely losing an entire season to the virus.  Think about that.  How many businesses could keep their doors open losing essentially an entire year of income. And for most, this is their full time job. So they’re doing more work (juggling rescheduling and changes) and likely losing most of their income at the same time.  And of course they do it with a smile on their face, because they don’t want to add to your stress.

And most vendors we’ve talked to have said they’ll honor the original contract, with no additional “change” fee, and will work with the couples to find a new date that’s suitable to all.

So do something good for your vendors.  Write them a positive review, or a thank-you note.  Tell them you appreciate them.  They need to hear it.

Wedding Plans Changing Due to COVID 19?

We are here to help!! If your wedding has been cancelled or postponed due to COVID 19, we can help you rearrange your plans. We are offering discounted rates to those affected by COVID 19!

Call or email us today. 

Sarah and Justin-Newport Art Museum & The Lobster Bar

     Sarah and Justin, if I could summarize their wedding in one word it would be personalized. Sarah worked really hard to create a day that really reflected the two of them.  With having two completely different venues, one for the ceremony and one for the reception, really allowed guests to see the different sides of Newport. The Art Museum, is definitely a fun location, where guests could check out the art work prior to and after the ceremony. With all it's uniqueness, it presents a wonderful backdrop for photos. Having a friend as the officiant, they still included important pieces of their Greek heritage.
     What Sarah envisioned for her day and with the pieces that she purchased, we were able to create the Lobster Bar, into exactly what Sarah and Justin had hoped for. The best part was they had hired a Greek Band to play a short set as a surprise to all their family and friends.  Trying to get them set up and have them blend was a challenge for sure, but well worth it in the end seeing the joy on so many of their family and friends faces. Congratulations to Sarah and Justin!

Brian and Elizabeth, Aldrich Mansion

     Elizabeth and Brian chose the Aldrich mansion for both their ceremony and reception location.  The weather was absolutely beautiful for their wedding so they were able to use the beautiful grounds for the back drop of their photos taken by Jaclyn L Photography.  The gorgeous bouquets and stunning centerpieces were created by Blooming Blossoms. Their escort cards were the periodic table filled with candies to represent Brian's work and even had a copy of his book on hand for friends and family to look at.  The guests were able to enjoy the spectacular dessert room that Aldrich Mansion is famous for, The couple departed the wedding in style in a rolls royce as they said goodbye to their guests.

Erin and Ben-Glen Manor House

     Glen Manor House is one of my absolute favorite venue to be at so I am always excited to work there. Erin and Ben were planning a long distance wedding from Arizona and I worked with them so they could come here the weekend of the wedding, enjoy their family and friends and not worry about anything. Erin shipped me as many items as she had prior to the wedding so that she did not have to worry about packing anything or bringing additional luggage with her. What I love most about the Glen, is that you can really make it your own. There are so many places you can personalize and Erin and Ben really loved candlelight. I think it is the most candles I have ever seen there but it gave the house a beautiful soft warm glow to it, it was absolutely gorgeous. The food was provided by Glorious Affairs and they did an outstanding job with all that was offered.  Blooming Blossoms was the florist and as always Pam and her team did an amazing job. Congratulations to Erin and Ben!

Omar and Fallon-Rosecliff

     Omar and Fallon truly were so fun to work with. Omar works for an airline and is training to be a pilot and they met... on a plane! They wanted that travel/plane theme to be incorporated into their wedding because it was so much of who they were.  In the span of the time of planning, they moved across the country and bought a new home! Their time to Rhode Island was very limited so we made the most of their short trips when they could be here. They chose Rosecliff as their venue, and wanted this gorgeous elegant red and gold wedding. Fallon was taken the ceremony by a horse and carriage and the groom sang a beautiful song, as his bride walked down the aisle.  Guests enjoyed food by Fine Catering by Russell Morin while they enjoyed the grounds of the mansion and watched the bride and groom depart by horse and carriage.  The gorgeous flowers were done by Flowerthyme and the music and uplighting was provided by our good friend Luke Renchan from LRE Entertainment. What an amazing day for an amazing couple.  Best wishes Omar and Fallon!

Kathleen and Eric-Oceancliff

     Kathleen and Eric had such a gorgeous fall day for their September wedding. It made everything just a little more spectacular that day.  They had a close friend perform the ceremony, and he just did such a wonderful job capturing all the couple means to one another.  Oceancliff provided a wonderful meal and guests were completely full by the end of the night with the addition of the late night snack.  Matty B provided the music and as always, he provides such unique entertainment, it kept the guests n the dance floor the entire evening.  Congrats to Kathleen and Eric!

Wedding Planner vs Venue Coordinator

Please read this article, when a venue tells you that you do not need a wedding planner, they are WRONG!!!

https://www.huffpost.com/entry/wedding-planner-vs-venue-coordinator_n_58a60c9ee4b0b0e1e0e20854

Kyle and Kate-The Landing

    When Kate and I first met and she told me they were getting married in a public park in Newport, I panicked. I wasn't sure they they could keep it private, that people would not be in the space and that there would be so many onlookers that it wouldn't have the same feel.  I think on the day of the wedding, I must have checked on the site 25 times and when I knew they were on time and doing pictures with the photographer, I parked myself in the seats to make sure everything was all set! We laid out a great plan and it worked out flawlessly. After the ceremony, everyone headed down the hill to the Landing.  The closed down the outdoor space for the reception, and it was a perfect day to be right on the water. The cocktail hour was loaded with food, I don't think a guest was hungry for dinner.  However, with an amazing lobster dinner, I think they all somehow managed to fit it in.  Once dinner was over, they were on the dance floor most of the evening and did an entire dessert buffet from Gregg's Restaurant. I do not think there was one cake that they were missing.. I thought this was such a fantastic different idea! Guests could have their choice of cakes and they didn't have to have just one. A dessert heaven for sure! A wonderful day for a wonderful couple! Congrats again to Kyle and Kate!