Wedding Planning Proposal

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CERTIFICATE PROGRAM IN EVENT MANAGEMENT

MODULE FIVE

WEDDING PLANNING

INTERNATIONAL INSTITUTE OF EVENT MANAGEMENT

MODULE FIVE: WEDDING PLANNING ..................................................... 4

WEDDING PLANNING BASICS .............................................................................................. 1

WEDDING-PLANNING CHECKLIST ....................................................................................... 3

WEDDING VENUE ................................................................................................................ 8

BUDGET MANAGEMENT ..................................................................................................... 12

INVITATIONS ..................................................................................................................... 17

WEDDING CAKE ............................................................................................................... 21

WEDDING FLOWERS ......................................................................................................... 24

WEDDING TRANSPORTATION ............................................................................................ 29

PHOTOGRAPHY ................................................................................................................. 31

THEMED WEDDINGS ........................................................................................................ 34

WEDDING GOWNS ............................................................................................................ 38

WEDDING FAVORS ........................................................................................................... 43

CATERING ........................................................................................................................ 44

WEDDING MUSIC ............................................................................................................. 46

TASKS FOR THE GROOM .................................................................................................... 48

MODULE FIVE: ASSIGNMENT ............................................................................................. 51

MODULE FIVE: WEDDING PLANNING

THE YOUNG DO NOT KNOW ENOUGH TO BE PRUDENT, AND THEREFORE THEY ATTEMPT THE IMPOSSIBLE - AND ACHIEVE IT, GENERATION AFTER GENERATION - Pearl S. Buck

WEDDING PLANNING BASICS

The typical wedding-planning time frame is usually one year. When your clients call you

to plan a wedding, set up an appointment for an initial consultation with the couple in

order to understand the kind of wedding they want. The first task is to pick a wedding

date, which will depend on the availability of the venue. If the couple has not yet

decided on a date or venue, it is a good idea to pick multiple dates.

Some questions that you should be able to answer before meeting the client:

 How long have you been a wedding coordinator?

 What coordinating organization do you belong to?

 Do you have a certification?

 How do you charge (percentage, flat fee, hourly)?

 How much will you charge for the services needed?

 How many times will you meet with the clients and how long will each meeting

last?

 Will you meet with their vendors and look over their contracts?

 Are you computer literate and do you own a computer?

 Do you have a backup in case an emergency prevents you from attending the

wedding? Who is your backup?

 Will you be at the rehearsal? Is there an extra charge for this?

 How will you be dressed?

 Can you help plan a wedding within the clients’ budget?

 Are you a registered business?

 Is there an extra charge for phone calls and e-mail correspondence between you

and the client?

 Do you have a preferred-vendors list?

 If the officiant can't make it, will you direct the rehearsal?

 Can you handle last-minute changes and emergencies?

 What is the deposit requirement?

 If the client cancels their contract, will they get all or any of their deposit back?

 What time do you arrive on the wedding day and what time do you leave?

 If the client gives you the payments for the vendors, will you pay them?

 If you have a full-time job, how will you coordinate the wedding?

COMPENSATION

Wedding planners usually charge in three different ways. You may charge a percentage

of the total cost of the wedding, by the hour, or a flat fee. Make sure your choice is

confirmed in a written contract.

You may charge a flat rate based on the following packages:

$1,500: You will serve as a day-of planner,

helping create the wedding timeline, confirming

with vendors, and handling the wedding day.

$3,700: You will handle the wedding day and

offer planning advice and guidance, but will make

the couple do the pre-wedding footwork, such as

making phone calls.

$5,000: You will plan the entire wedding and

handle most details and the wedding day. This

rate can go as high as $10,000 if you have

planned extravagant weddings and have solid

references to back you.

The compensation also depends on the region where the wedding is being planned. It

can average between $2,000 and $3,000. Some wedding planners charge a percentage

of the total coat of the wedding. This can range from 10% to15%.

WEDDING-PLANNING CHECKLIST

Use this checklist to guide the planning of a wedding.

CONSIDER THIS..

Wedding planners usually

charge in three different

ways. You may charge a

percentage of the total cost

of the wedding, by the hour,

or a flat fee. Make sure

your choice is confirmed in

a written contract.

AT TWELVE MONTHS

 Set a wedding date and time.

 Determine the wedding budget and find out how much the bride and groom will

contribute and how much the parents will contribute.

 Decide on the style and theme of the wedding ceremony.

 Visit and reserve the wedding location.

 Book the officiant who will administer the vows.

 Research and find the caterers, florists, photographer, videographer, and DJ.

 Start looking for the wedding dress, tuxedo, and bridesmaid dresses.

AT TEN MONTHS

 Finalize the theme of the wedding and choose the colors.

 Meet with the vendors and work out the contract details.

 Create and finalize the guest list.

 Reserve hotels for out-of-town guests.

 Set up the wedding website.

 Schedule time to purchase and try on the wedding dress.

 Select and order the wedding cake.

 Confirm the bridesmaids’ dresses.

AT SEVEN MONTHS

 Start shopping for the wedding rings.

 Order the invitation stationery, including thank-you cards.

 Meet with the officiant and map out the entire ceremony.

 Mail out the save-the-date cards.

 Reserve all the rental equipment: electrical appliances, chairs, tables, lighting,

decorations, etc.

AT FIVE MONTHS

 Book the rehearsal-dinner venue.

 Check the printed invitations.

 Purchase accessories for the bride.

 Schedule hair and makeup artist.

 Determine the marriage-license requirements.

AT THREE MONTHS

 Finalize the menu with the caterer.

 Order wedding favors.

 Finalize flower arrangements.

 Order wine and champagne.

 Make a list of guests giving the toast.

 Send the event schedule to all vendors.

 Confirm the wedding cake.

AT TWO MONTHS

 Mail out invitations.

 Finalize the music selection.

 Reconfirm with all vendors.

 Finalize all transportation.

AT ONE MONTH

 Schedule the final dress- and tuxedo-fitting appointment for the bride, groom, and

bridesmaids.

 Pick up wedding rings.

 Plan seating for the reception.

 Collect RSVPs into the guest database.

 Obtain marriage license, as required by local law.

AT ONE WEEK

 Make final payments to vendors.

 Reconfirm arrival times with the vendors.

 Send the timeline to the bridal party.

 Call all guests who have not yet responded.

DAY OF THE WEDDING

 Mentally prepare yourself, wake up early, and eat a good breakfast.

 Be calm, relax and make sure to enjoy the celebration.

WEDDING VENUE

Once the couple has decided to take the first step to get married the very next step is to

choose a venue. The location is a very important aspect of any wedding. The very first

and basic question that will determine the venue

is the number of guests attending the wedding.

How many people are going to attend the

wedding? Is it going to be a small family affair or

a vast number of guests. Consider the guests

attending the wedding before making a selection.

There may be toddlers and elderly guests

attending the wedding, so remember to make it

safe and fun for all your guests. It is almost

impossible to please everyone during a wedding

but keep in mind to please the majority of

attendees.

Many couples prefer a religious wedding. If your

client wants to have a religious wedding make

sure to book the church before you book the

reception venue. In case of an inter-religious wedding talk to the couple on what the

wedding ceremony will consist of. Speak to both the families and then choose the

venue.

CONSIDER THIS..

Many couples prefer a

religious wedding. If your

client wants to have a

religious wedding make

sure to book the church

before you book the

reception venue. In case of

an inter-religious wedding

talk to the couple on what

the wedding ceremony will

consist of.

A non-religious wedding can take place at a beach or any place else with an officiant

reading a nondenominational poem. If you are choosing an outdoor venue keep in mind

the weather conditions. During the summer months it can get very hot. Make

arrangements for the very young or elderly guests in the wedding party and ensure that

you have a contingency plan in place while planning an outdoor wedding.

A traditional style wedding works well for a religious couple. The religious ceremony

takes place in a chapel and the reception is usually at a reception hall. The reception

hall is a simple and easy choice as the staff is well equipped to do all the work. Be sure

to check out online resources when researching a venue or a religious site in your area.

If the couple is looking at a destination wedding, make sure they have saved enough to

stretch their dollar. Destination weddings can be expensive. Some couples choose to

have a destination wedding just because they love the place or have some memories

of that location. There are a number of resorts that offer an all-inclusive package. Check

with the guests whether they are willing to pay for the travel before making final

arrangements. Conduct a thorough research on the marriage requirements in the state

the marriage will take place as each state/country has their own requirements for

marriages.

Organizing a destination wedding can be challenging. Make sure to provide the guests

with brochures and tourist places to visit during their stay. Plan some activities for the

guests during their stay to make it more memorable. The bride and groom typically do

not pay for the guests travel and accommodation at a destination wedding. It is required

that you help the guests with group discounts and airport codes for getting to the

destination. The guests have to make their own arrangements to get to the location and

stay there. The couple can pitch in and make accommodation arrangements for the

bride party. You can book a large resort and get them all staying under one roof.

Some couples may choose to have a very unique wedding. These ceremonies can be

at theme parks, museums, convention centers or even a large residential area.

Sometimes these locations, being unique to weddings may actually be a great bargain.

These locations mostly have their own set of rules unique to the place. Make sure to

read the contract very carefully before you sign anything to secure such a venue. Some

museums may have certain restrictions on serving alcohol or they may not allow one to

come in early for setup as the museum is open to public during the day. Obtain a

detailed list of do’s and don’ts for such locations.

Some facilities provide a facility director or floor manager who is your go-to person in an

emergency. The floor manager typically understands the flow of the events at the

location and makes sure everything happens on time. Meet with the floor manager prior

to the wedding to make sure he understands the different aspects of the ceremony and

the timeline. Obtain a detailed list of activities he is responsible for during the ceremony.

It is a good idea to budget a tip for the floor manager to ensure your event flows

smoothly. Most reception halls include an after-wedding clean up service. At an outdoor

location clean up can be a challenge, so be sure to hire labor for the deconstruction of

the wedding and final cleanup.

BUDGET MANAGEMENT

Almost everything about the wedding will depend on the budget agreed upon by the

couple. If their parents are involved in the payment, set up a meeting with them. Meet

the bride's and groom's parents separately to encourage a more open discussion.

Traditionally, the parents of the bride pay for the entire wedding, however, the rules

have changed and far often than not, the bride and groom share wedding costs. In the

early 1960’s the marrying age was about 21 years for the bride, which has steadily

increased to 27 years in 2010, resulting in the bride and groom being financially more

stable and willing to pay for the wedding themselves.

As a wedding planner, consult with the couple and figure out who is paying for the

wedding. One of the things a couple can do is open a savings account that pays high

interest rate. They can also setup a bank CD (certificate of deposit) that will earn them a

fixed amount of interest for the number of months they choose prior to the wedding.

Remember you may be the intermediary who will be paying all the bills, once the

wedding is over so it is always a good idea to get a realistic budget the couple is willing

to spend on the wedding. At times, the couple’s parents may have agreed to pay a part

of the wedding expenses.

The next key question to ask the couple is the involvement of their parents in the

decision making process. For instance, will they have any say in the wedding

arrangements? In case the parents want to be involved in the preparations it is always a

good idea to include them in all the conversations. The other option is to include them

only in a couple aspects of the planning for example catering, venue or cake selection.

In a situation where the parents are just contributing a certain amount of money without

any involvement, do write to them and thank them, informing them on the how the

money will be spent. They will truly appreciate this effort.

The couple should always have a backup plan to pay the bills in case family and friends

fall through to pay what they had promised. One simple way of working around this

situation is to ask the parents to pay the vendors

directly. This way there is no asking for money to

pay for the various expenses.

As a wedding planner for the couple it is your

utmost priority to dig into all hidden costs be it

catering, or the venue. Almost all contracts that

you sign will have some hidden surcharge in

them. Read all the contracts carefully, specially

the fine print. Make sure to get the vendor to

provide a detailed breakdown of all the expenses

in the contract. Some vendors such as caterers

and florists include words like “subject to

availability” or “vendor reserves the right to substitute goods and services”. Understand

these terms and the alternate plans. Doing so will minimize chances of going over

budget or avoid having to scale back on their services.

CONSIDER THIS..

Almost all contracts that

you sign will have some

hidden surcharge in them.

Read all the contracts

carefully, specially the fine

print. Make sure to get the

vendor to provide a detailed

breakdown of all the

expenses in the contract.

Meet with a few vendors before picking one. It never hurts to ask vendors for discounts.

If it is a new business they will most definitely consider your request as they want to

expand their customer list. In case the business is already set in the market it may not

be easy to negotiate. However, you can always ask them to offer some upgrades in lieu

of discounts.

If the wedding is a lavish, grand affair it is sensible and smart to buy wedding insurance.

The insurance will cover any damage arising out of unforeseen circumstances. This

type of insurance can be purchased from sites like wedsafe.com

The total cost of the wedding will depend on the number of guests invited. A good

estimate for a wedding in the United States is about $25,000 for a 150-guest wedding.

This number can vary dramatically based on your city and country, so be sure to speak

with other wedding planners and vendors to get baseline wedding costs in your area.

Don't despair if you are on a tight budget, since there are several ways to manage the

cost of the wedding.

 Concentrate resources on the few, crucial aspects of the wedding that the couple

and family will remember: the bride’s gown, a talented makeup artist, and a

professional photographer.

 Save money on food and catering by reducing the number of guests or children

invited.

 Most weddings in the United States are held between the months of May and

October. Holding a wedding in off season months may save you up to 50% in

wedding expenses.

 Hold the wedding on a weekday instead of a weekend if that will reduce

expenses.

 Use bigger dinner tables to save on table decor and centerpieces.

 Buying seasonal flowers can lighten your budget burden.

 Order a small cake just for cutting and a sheet cake for serving the guests.

 Be creative with invitations. E-mail save-the-date notes instead of mailing out

cards.

 Seek out a local school band to play at the wedding.

 Family or friends may know a florist, baker, or photographer who will serve at a

discount.

 Consider an alcohol-free wedding - choose a location that does not allow alcohol,

or serve just one glass of champagne for the toast.

Weddings can be expensive and once the planning process gets underway, spending

can spin out of control if not managed diligently. Plan and more importantly agree on a

budget right from the beginning with your client and keep track of all the expenses. This

following allocation of the various aspects of a wedding can be used as a guideline to

plan the wedding budget. Remember, this allocation serves as a starting point for the

budget discussion and is by no means set in stone. The key to success is to adapt this

allocation to the client’s specific needs and use your judgment to make necessary

adjustments.

Item Budget Allocation

Ceremony 2%

Photographer/Videographer 10%

Reception 45%

DJ/Music 8%

Flowers/Decorations 9%

Attire 8%

Stationary 5%

Transportation 2%

Gifts/Favors 3%

Rings 6%

Cake 3%

Others 3%

INVITATIONS

When it comes down to it, a wedding celebration is really about the guests. The process

of creating and mailing invitations begins with a guest list. The invitation list can start to

overflow very easily. As a wedding planner you are the jack-of-all-trades for the client.

Plan for some sit down time with the couple and help them create an appropriate guest

list. Start the process by listing down all the ‘must have’ family and friends without whom

they would not even celebrate the wedding. Create another list of guests (list B) that are

close to the couple that they would love to have. Go through this list several times to

pick the guests they really want at their wedding. Do not be hung up on getting equal

number of guests from each side. Just be realistic and don’t overthink this process.

The priority list should be in alphabetical order to make it easy for you to check for

guests that may be repeated in both lists. Start mailing out the invites about 8 weeks in

advance so that you get regrets in time to start inviting the guests on list B. The

invitations to guests on list B should be mailed out at least six weeks prior to the

wedding. Request all RSVP’s to come in at least 3 weeks before the wedding. This will

help you get an accurate head count for the caterers. The simplest method of receiving

RSVP’s is pointing the guests to the wedding website.

Should a few work colleagues be on the invitee list? The answer usually is yes. Try and

invite the small group of people that the couple work with on a daily basis. Pay close

attention to inviting all those distant relatives. Be careful not to miss a distant relative

who is close to the family. Inviting the elderly in the family is always a good idea as they

can be hurt if not included in this once in a lifetime celebration. Another important

consideration while inviting guests is children. The first step is to include just the names

of the guests you want at the wedding. Do not include children’s names or family. Using

just the first and last names will imply discreetly that the kids are not invited. There will

always be some families who will want to bring the kids to the ceremony. If you ever

suspect any such families, casually convey the message that the kids are not invited to

the wedding reception.

There is an overwhelming variety of stationary available for weddings. Do not try

anything out of the box or crazy. Try and keep with the theme of the wedding. These

days the invitations have evolved and can get really fancy and expensive. Keep a close

look at your budget and don’t get too carried away as other aspects of the wedding may

require you to splurge a bit more.

The next step for the bride and groom is to select their wedding party guests. Typically,

the wedding party consists of the Maid of Honor, Bridesmaids, Best Man, Groomsmen,

Flower Girl and Ring Bearer. Inform these guests ahead of time to help them prepare

for the wedding. How many bridesmaids should one have? The easy answer is as many

as you like. Typically, there is one bridesmaid per 40 guests. Feel free to have as many

as the bride wants at the ceremony. Arrange a lunch date with all the bridesmaids to

give them an overview of the wedding and kind of dresses they will be wearing and all

the other ceremonies lined up before the big day. While selecting gowns for the

bridesmaids keep in mind the body types of all the bridesmaids and then select an attire

sure to please all the different silhouettes. As the wedding planner you will work in close

proximity with the bridesmaid as she will be helping plan all the pre wedding events for

the several months leading up to the wedding. Make

sure you understand this person and build a good

rapport to help you run the wedding wrinkle free.

You will also need the wedding date and reception

details before you design the cards and send them to

be printed. Save-the-date cards should be mailed out

about six months before the date of the wedding.

Start writing the invitations about three to four months

before the wedding. Get printed response cards and

buy postage, both for the invitations and for the

response cards. Mail these invitations about eight to

twelve weeks before the wedding. This will give you

ample time to get the responses, and if you get any

regrets you will be able to squeeze in more guests

that you had to knock off your original list. Many

couples create a wedding webpage to track the

RSVPs. You can also provide an e-mail address for

RSVPs in the invitations.

When addressing the invitations, be sure to include the names of both members of a

couple, e.g., “Mr. and Mrs. Jones” or “Mr. Thomas and Mrs. Joanna Jones.” If the

couple uses different last names, write both. For an unmarried couple living together,

write the names on separate lines:

CONSIDER THIS..

Arrange a lunch date with

all the bridesmaids to give

them an overview of the

wedding and kind of

dresses they will be

wearing and all the other

ceremonies lined up before

the big day. While selecting

gowns for the bridesmaids

keep in mind the body

types of all the bridesmaids

and then select an attire

sure to please all the

different silhouettes.

Mr. John Scott

Ms. Jane Fox

If the couple-to-be has decided to invite children, write the names of all the children of

the invited family or use the words "and family." Do not address invitations to a named

invitee “and guest.” Make the effort to find out the guest’s name.

Creating wedding websites is very popular these days. These websites help make the

planning process a lot easier. This site will help distribute loads of information to guests,

friends, and family. Customize the website to the theme of the wedding with a

memorable domain name. All the event details such as the location, time, maps and

directions are provided on this site. To save time, use the feature available on most

wedding websites that sends emails to guests requesting them for their mailing address.

A website may also be used to manage RSVPs, maps and directions to the location,

sharing photos and many other planning activities. Spend some time to research for a

website hosting provider and that meets the client’s needs.

WEDDING CAKE

A traditional cake as the name suggests is an all-white cake with flowers made of sugar

paste. The tiers are about 3 to 4 inches high. A citrus filling and butter cream frosting is

a classic choice. A modern cake usually has more color and patterns. These types of

cakes are considered non-traditional and consist of bold colors, and provide

opportunities to get very creative. As an example, a romance-themed cake can be more

whimsical in terms of the colors, decorations and structure and may even use elements

of the wedding theme.

Always make an appointment with the bakery instead of walking in and expecting to get

the baker’s attention. You may want to request samples when you set up an

appointment. The taste, smell, and texture of the cake are as important as its outside

appearance. Determine the budget before you meet the baker. This will keep you on

track and make it easier for the bride to decide on the cake. Base your icing and flower

choices on the weather and venue. For an outdoor wedding, avoid icing that will make

your cake lumpy. Tell the baker how many servings you will need from the cake.

Choose a color to fit the theme, decorations, and backdrop of the cake’s intended

setting. Ask the bakers if they will send a person to cut the cake into serving slices after

the ceremony. As the event planner, you will now have to keep in touch with the baker,

since the client will accompany you only during this initial consultation. The price of cake

is usually $1.50 to $12 per slice. Estimate half a slice per person; most guests will eat

no more than that, and some will eat no cake at all.

Wedding cakes can create a big dent in the wedding budget. Consider if the client is

willing to splurge on the cake or are they looking for cost cutting measures to make this

sugary sweet statement without breaking the bank.

Traditionally, there is a bride and groom statue on the cake. This cake topper can be

borrowed from family members or friends, or can be bought from sites like

caketoppers.com or eBay.com. Ask the baker to use fresh seasonal flowers to decorate

the cake. It is cheaper and more economical to order a cake from the hotel or restaurant

where the wedding reception is hosted. This will save the cake delivery, serving and

other charges that would be incurred if you ordered the cake from an outside baker.

Another cost saving technique is to order a small cake and serve sliced cake as dessert

on the table. Decorate the cake with fresh flowers and save on expensive cake toppers.

These days many couples get married on a shoestring budget and are open to

exploring other options such as a cupcake wedding cake. These stacked or tiered

cupcake wedding cake also double duties as a colorful centerpiece for the wedding.

These cupcakes can be customized displaying a variety of flavors and toppings based

on the theme of the wedding.

If the client is not that open-minded, modern and chic in thought and still wants a tiered

traditional cake a great way to save is to create one tire entirely out of Styrofoam. No

one will ever know and the cake will stand tall and elegant. The wedding cake is a

showpiece next to the bride. When most people go to a wedding they want to see the

bride and they want to see the cake. Before allowing the couple to dive into the cake

decision give them some insights on the types of cakes, budget restraints, size and

flavors. Sometimes you can get away with a small cake as some caterers will offer

cookies or petite fours as part of the dessert.

WEDDING FLOWERS

Here again, budget is the limiting consideration. A wonderful bouquet doesn't have to be

expensive. You can reduce costs by choosing flowers that are in season or by mixing a

few expensive flowers with cheaper ones. Keep the bouquet simple and elegant to

prevent it from overpowering the wedding gown. The flowers and style of bouquet

should match the bride’s personality and complement her body structure. A small

bouquet will make a heavy bride look even bigger. The following are some popular

styles of bouquet:

THE POSY BOUQUET

The posy bouquet is very easy to hold and can be personalized with beaded grass,

ribbons, and feathers. It may include roses, tulips, gerberas, peonies, freesias, and

ranunculus. Its colors should complement those of the bridal gown.

BIEDERMEIER BOUQUET

This bouquet is perfectly circular in shape. It usually contains the same type of flowers,

but different species. The flowers are tied in three rows, usually with a green

arrangement, such as a layer of ferns, at the base.

COMPOSITE FLOWER BOUQUET

This is a very large, tightly-woven bouquet made up of one kind of flowers, with green

fillers between them.

CRESCENT BOUQUET

A crescent-shaped bouquet creates an elegant accessory for gowns with a train. This

bouquet is perfect for slender brides.

MUFF BOUQUET

Popular in Europe, the muff bouquet is ideal for winter weddings, having a corsage into

which the bride can slip her hands.

CASCADING BOUQUET

Also called shower bouquets, cascading bouquets can be elegantly carried and look

lovely from every angle. They are available in a variety of lengths and colors.

BALLERINA BOUQUET

Very popular in the early 1940s, the ballerina bouquet consists of a few flowers

surrounded by a net or tulle. It can be an excellent choice if you are working on a tight

budget.

TEARDROP BOUQUET

The teardrop bouquet is slightly smaller than the oval bouquet and is made mostly of

cymbidium orchids. It is suitable for petite brides.

SHEAF BOUQUET

A sheaf bouquet, also known as a presentation bouquet, is made of long-stemmed

flowers and is carried by the bride on her arm. It is best suited to a chic, modern bride. A

sheaf bouquet is typically made of gladiolus, orchids, larkspur, long-stemmed roses,

and calla lilies.

Besides the bridal bouquet, these are the other floral needs of a wedding:

 Corsages and boutonnieres

 Flower-girl baskets

 Ceremony aisle and altar flower arrangements

 Huppah or gazebo arrangements

 Aisle runner (fresh rose petals, etc.)

 Petals for guests to toss

 Reception centerpieces

 Cocktail-table centerpieces

 Bar or buffet-station arrangements

 Fresh flowers for wedding-cake display

 Arrangements for entrance, lounge areas and restrooms

WEDDING TRANSPORTATION

Begin shopping for the wedding limo six to nine months before the wedding date to

ensure getting the vehicle of your choice. Determine the budget the couple has set

aside for the limo service. If the budget permits, you may opt for the complete "wedding

package" offered by some transportation companies, some of which will roll out a red

carpet to the door. You can also request champagne, caviar, and the music of your

choice in the limo.

To save money, the bride can come in her own vehicle and depart in style in front of the

guests, eliminating the cost of parking and of the driver’s time while waiting.

Determine how many people will be in the car. Will the bridesmaids be travelling as part

the bridal party? This information will help you choose the size of the limo. When you

approach the limo-rental company, ask about the minimum rental time, cancellation

policy, and permission to decorate the vehicle. Meet with the driver, and make sure that

you see the vehicle arrive on the wedding day.

If you need to transport guests from one location to another, consider these options:

 Stretch limos: 10-12 passengers

 Limos: 6 passengers

 Town cars: 2-4 passengers

 Personal Vehicles: 2-4 passengers

If you need to provide mass transportation, consider these options:

 Buses: 52-passenger capacity

 Vans: 7-passenger capacity

 Parking attendants only

 Valet parking

Always remember to read and sign a contract with the vendor. Check the arrival time

(making sure it is about 30 minutes before the reception departure time); the addresses

to and from where you're going; the size, color, and model of the car; the name of the

driver; the gratuity; and any special requests that you may have.

PHOTOGRAPHY

For generations brides and grooms have been striking traditional poses for their

wedding day photograph. These photos almost tell a story, capturing the moments and

emotions as they happen. The bride dancing on the dance floor with her father,

capturing the bride’s mother and her reactions and emotions. These are priceless as the

bride, family members and friends are unlikely to see all of the events as they unfold.

Each of these pictures will be a part of their wedding and last a lifetime. When they sit

back and see these high emotion moments it will take them back into that moment in

time. Good photography and videography ensures that they will relive the wedding over

and over again. Almost always, the very first consideration is the client’s budget. It might

seem daunting to spend a significant amount of money on photography but bear in mind

that these are treasured memories that they will keep for years to come. So chose a

photographer and a package wisely.

Good photographers are booked almost a year in

advance, so start your search as early as possible.

Begin your search by getting references from family

and friends, asking them about their experience

with the photographers they recommend. Look for

someone who is patient and unobtrusive in dealing

with guests. Book appointments to interview a few

photographers before making a decision. Ask to

see samples of their recent wedding photos and

inquire about their approach to such work, including

their approach to dealing with unexpected changes

and difficulties.

The bride and groom and their family will spend a

lot of time with the photographer so make sure that

the couple are very comfortable with the photographer. One way to ensure this is to

schedule a few casual meetings with the photographer, perhaps a few times before the

wedding day. Fill the photographer in on who is to be photographed and make sure they

know all the family members so that key people are not left out. Get a list of all the

people who are to be captured in the family portrait.

Once you have decided on the photographer it is time to consider the photo options and

the photos to be included in the wedding album. Wedding albums can be very

expensive, so make sure to weigh in all other options, such as ordering just the prints.

Some photographers offer a choice of packages, in various combinations of an album,

CONSIDER THIS..

Good photographers are

booked almost a year in

advance, so start your

search as early as possible.

Begin your search by

getting references from

family and friends, asking

them about their

experience with the

photographers they

recommend.

prints only and other choices. Most contemporary photographers now use digital

cameras and another cost effective option is to get the digital pictures on a CD or a

DVD. Make sure to get the highest resolution pictures, as these can be useful for large

print sizes.

If you are working on a tight budget, consider a freelance or student photographer who

does not own a studio and works on a project-to-project basis. Such a photographer

may not print the pictures for you but furnish them on a CD, DVD, or USB instead,

leaving you the responsibility of having the pictures printed at a studio. As always,

carefully examine the photographer’s personality and work before hiring. Make sure the

photographer brings an assistant to help with lighting and other tasks.

Save time by checking the photographers’ reputation with local agencies such as the

Better Business Bureau and searching online for reviews of their work. Always use a

written contract when engaging a photographer, reading all the fine print and double

checking the date, time, location, type of prints, album style, cost, and policy on

cancellation by either party. Map out the entire ceremony for the photographer before

you sign any contract, making sure he or she understands what is required .

Work with the photographer on the day of the wedding to make sure he or she is

properly positioned at all times. The bridal-party pictures should be well orchestrated.

Assist the photographer by informing guests about the picture lineup; as a wedding

planner you have more control than the photographer. As much as possible, keep the

photographer from dealing directly with the guests, who may quickly form an opinion of

him and fail to cooperate.

After the wedding, follow up with the photographer, asking him or her to send you the

proofs for selection by the couple. Make sure the studio delivers on time and uses the

format and album agreed upon in the contract.

THEMED WEDDINGS

The growing popularity of themed weddings reflects couples’ desire for a unique and

memorable experience. The venue, menu, decorations, favors, linens, and

entertainment are all based on the theme to create a special mood and ambience.

Imagination and skill are more important than a large budget in achieving this effect.

Here are some varieties of themed weddings:

ROMANTIC WEDDING

This wedding style is unpretentious, romantic, and nostalgic, with an emphasis on

flowers and other natural elements, such as fountains, lawns, doves, and seashells.

Such weddings are often evening affairs, enhanced by soft music, candlelight, and the

twinkling of the stars.

ROSE-THEMED WEDDING

An age-old symbol of love and romance, roses are highly versatile design elements,

available year round in many colors. Reds and pinks are traditional for romantic

weddings.

Rose petals can be scattered to form a lush carpet down the aisle. Small bouquets of

roses can dress up a chair. Tightly bound roses can serve as centerpieces on tables. A

simple white cake decorated with fresh roses will complement this theme, and crystal

roses may be given as wedding favors. Always take care to keep roses fresh. Since

roses wilt easily, this theme works best in an indoor, air-conditioned environment.

BEACH WEDDINGS

Romantic and close to nature, beach weddings are not easy to plan but can be a lot of

fun for the guests. A strongly-staked tent is essential to protect guests from the sun and

wind. The invitations, menu, decoration, music, and cake should reflect the theme. Use

flowers, shells, flip-flops, and small bottles as part of the decor. The bride’s dress should

be simple and easy to carry in the sand. Make sure she wears flip-flops (with some

bling). Help guests to dress appropriately by informing them about the weather and

what to expect.

If toilets are far from your site or if they are dirty, you will have to rent portable toilets.

You will also have to make arrangements for elderly and handicapped guests. Ordering

the right cake with the correct icing is of immense importance at beach weddings. Stay

away from buttercream icing for an outdoor event, and store the cake in a cool, dry

place before bringing it to the cutting table.

FAIRYTALE WEDDING

The happily-ever-after wedding never goes out of fashion. A grand ballroom is a perfect

setting for such a fantasy, decorated with ample draping, pearls, rhinestones, and the

use of pink. The cake should have a dazzling topper. A giant storybook-style guestbook

complements the theme.

Use plenty of flowers in your decor. The bride can carry a cascading bouquet to give her

the princess look. Her gown is usually an A-line silhouette, complemented by a half-up

hairdo and sparkly slippers. The table setting should have tightly bound centerpieces

with a lot of candles to set the mood.

Create a grand entrance for the bride, perhaps with boys playing trumpets as she

approaches. Provide the guests with rose petals to shower on the bride as she walks

down the aisle. The music, too, should be consonant with the theme: romantic waltzes

or tunes from Disney fairytales. The bride and groom can depart in a horse-drawn

carriage.

WEDDING GOWNS

Many brides have had visions of wearing a sumptuous wedding gown since they were

little girls. Whatever their vision - from a fairy princess to a sleek starlet - choosing the

perfect wedding gown can be hard work, but the rewards can be the satisfaction in

making the bride’s dream gown a reality.

The wedding gown should mirror the ceremony and reception. So the first step in

beginning the wedding gown odyssey is to decide how formal the wedding will be. Will

it be a formal evening wedding in an elegant ballroom or an informal afternoon outdoor

wedding in nature?

Once the client has decided how formal the wedding will be, look at bridal magazines

and cut out pictures of the gowns she may like. Make a scrap book of your favorites.

Check out the wedding gown sites online as well, such as theknot.com or

weddingchannel.com. Find bridal gown salons the

client will want to visit. It is a good idea to ask your

wedding site coordinator if there are any restrictions

on the amount of skin you can show at your wedding

site. Some religious locations will not allow off-the-

shoulder, strapless, or halter-style gowns.

Being able to communicate in fluent “gown-speak”

will make working with salespeople far, far easier.

The anatomy of a wedding gown boils down to six

main categories: silhouette, neckline, sleeve, train,

fabric, and color. The gown's silhouette is by far the

most important as it determines the overall shape of

the gown. And as each silhouette flatters different body types, it is vital to choose the

right silhouette for your figure.

Visit some stores and see how the bridal confections you saw in the magazines look in

real life. Take along a close friend or family member who can advise the bride. Ask the

store about the dress's manufacturer and how long it will take to get the dress after it's

ordered. Inquire about the store's payment policies - can you put the deposit on a credit

card, and is that money refundable? Get a written estimate for alterations and find out if

the store offers free services like steaming, gown bags, and delivery. Make sure to get

everything in writing. Paying with a credit card, not a debit card, can protect you in case

something goes wrong with your purchase.

CONSIDER THIS..

Being able to communicate

in fluent “gown-speak” will

make working with

salespeople far, far easier.

The anatomy of a wedding

gown boils down to six

main categories: silhouette,

neckline, sleeve, train,

fabric, and color.

There is a large variety of wedding gowns to choose from, and it is important to

establish a budget before you set out with your client to purchase her gown. Always

plan on spending less than what you have set aside, and try to choose a gown suited to

the season and location in which the wedding will take place. For example, it may not

be a good idea to select a strapless gown if the wedding is planned for an outdoor

setting during the colder seasons.

As a wedding planner you may or may not be a part of selecting the wedding gown. If

you are invited to participate in the process, make an appointment with the boutique

before you visit to select the gowns. Encourage the bride to take family or friends along

with her, but avoid more than three people, as multiple opinions can complicate the

decision.

Encourage the bride to select a dress that suits her silhouette and body type. Once the

bride has chosen the gown, schedule an appointment for a fitting six to eight weeks

before the wedding.

TYPE OF WEDDING GOWNS

FULL-SKIRT GOWN

The full-skirt or ball gown is fitted on the top and becomes a skirt below the bodice,

which is embellished with beads and laces. The skirt can be layered with organza,

taffeta, or tulle. This style of gown is not recommended for a petite bride, because it will

make her look short and wide. It is perfect for a traditional wedding, since the train,

portrait neck, and sleeves give a very feminine appearance.

A-LINE GOWN

This versatile style will flatter almost any figure. Made from free-flowing silks or satins,

the gown has a tapered top, a slant waist, and a flared skirt, making it a particularly

good choice for brides with heavier waists and hips. It can also make petite brides look

taller. The A-line gown can flow into a chapel-length train for a formal wedding.

MERMAID GOWN

As the name implies, the mermaid gown suggests the shape of a mermaid. This gown

can either be strapless or halter necked. The trumpet flare creates flow behind the bride

and gives a flamenco look. This gown is not for everyone, and looks best on slim, tall

brides.

EMPIRE-STYLE GOWN

Fitted below the bust line, the Empire-style gown is flattering to brides with a smaller

bust. It can also hide a large waist and hips. Lighter, airy fabrics usually work best with

the flowing silhouette of this gown.

SHEATH SILHOUETTE

The sheath silhouette is not a very forgiving gown, since it hugs the figure at the waist

and hips. This is an attractive choice for a tall, slender bride. It also looks good on

brides who have beautiful definition around the collar bone. These gowns can be found

in silk, satin, chiffon, and lace.

WEDDING FAVORS

A wedding favor is a small gift by which the couple expresses their thanks to the guests

for participating in their wedding. They are typically given at the reception dinner.

Set a budget for the favors and try to choose them in accordance with the theme of the

wedding. For a romantic wedding, try a rose in a vase; for a beach wedding you can use

shells of bottles; a winter wedding might call for snow angels. Edible favors include

cookies, mini cakes, candies, and chocolates. Among usable favors are bookmarks,

bottle stoppers, and coffee cups. For decorative favors, there are photo frames,

ornaments, candles, and vases. You can also choose favors made of recycled material.

You will be able to find numerous favors online, costing from $1.00 to whatever your

budget permits. Never order the favors until you have a final count, and order extras to

avoid leaving any guests without a favor. Spend more on bridesmaid gifts than on the

guest favors. Don’t waste time by making favors yourself: buy them and add a little

personalized touch. You can showcase these gifts at the dining tables, putting out

enough for all guests at the table.

CATERING

Once you’ve reserved your venue, the next step is to select a caterer for your wedding

reception. Ask the clients if they have any caterers that they want you to consider. (They

may already have references from family and friends.) The next step is to make an

appointment with these caterers and meet them. Bring information on the estimated

number of guests, dietary restrictions, and the kind of food the clients want. Tell the

caterers if they will be providing a buffet-style

reception or a sit-down dinner served by wait staff.

The next step is to come up with some sample menus.

Ask the caterers what they have served at recent

weddings and what were the most popular items on

the menu. You can set up another appointment to

taste the foods recommended by the caterers. Never

order any dish without first tasting it yourself. Ask the

caterers for at least ten references, which they should

be willing to give you if their record is good.

Inexperienced servers can ruin an otherwise-perfect

wedding dinner.

Always pay attention to the caterers’ demeanor in your

initial meetings. If they seem rushed, they are probably

not well organized. Look for caterers willing to spend

time to understand exactly what you need and to give feedback on your selections.

CONSIDER THIS..

Always pay attention to the

caterers’ demeanor in your

initial meetings. If they

seem rushed, they are

probably not well

organized. Look for

caterers willing to spend

time to understand exactly

what you need and to give

feedback on your

selections.

Coordinate table decor and food presentation with the caterers to enhance the look of

the items you have selected.

Some question to ask the caterers during your visit:

 Will they provide a list of references from previous weddings they have catered?

 Will your contact person be present on the wedding day? If not, who will be in

charge?

 How many other weddings will they be catering that day?

 What is the cancellation policy?

 What is the deposit that you are required to pay? Is it refundable?

 By when do they need a final guest count?

 When will they be available for a walk-through of the wedding site?

 When is the final payment due and how do they expect to be paid?

 Will this be a full-service catering with tables, chairs, linens, and serveware?

 What is the price for children?

 How will the staff be dressed and how many will be available on the day of the

wedding?

 Will you have to tip the staff? How much?

 Are they licensed to serve alcohol? What are their bartending rates?

 Do they have a business license, adequate liability insurance, and a health-

department permit?

 Will they clean up the trash before leaving?

 What is their policy on leftover food?

 How adaptable are they to last minute-changes in the menu?

Ask for a copy of the contract and review it carefully before signing. This will help if

there are any last-minute glitches.

Consider adding a menu card if the budget permits. The menu card can be fun and

inexpensive while adding an important detail to your reception. You can choose from a

wide selection of menu-card designs available online. You can also custom design your

own personalized, printed, dinner-menu cards. These are available in a variety of

colors, sizes, and designs. Menu cards are usually placed at each place setting. Take

advantage of personalized candy bars and print the menu instead of the wedding

information on the wrappers. Wrap up small coffees or teas in wedding-colored netting

and attach the menu card with ribbon to the package.

WEDDING MUSIC

Music will help create the mood and tone of the wedding. A bride and groom will usually

have a rough idea for the kind of music they want at their wedding. At a formal, church

wedding, the seating of the guests by the ushers can be accompanied by soft music,

perhaps played on a harp. A different, showier sort of music is appropriate for the

bride’s entrance. The music list for the reception should reflect the personalities of the

bride and groom. The meal calls for soft background music, while the music after the

reception will depend on the theme of the wedding, traditionally beginning with a slow

first dance for the bride and groom, followed by music that will get the guests moving.

Don’t choose very loud music, which may not please guests of all ages. A mix from

different decades will contain something for everyone.

After selecting the music, ask the couple if they want to hire a DJ, an option that usually

costs about 5-8% of a wedding budget. A good DJ is really an entertainment director.

Try to get references for ones available in your area. If the couple have a particular

band in mind, set up an appointment with the DJ to discuss the music list that the bride

and groom have given you. Keep in mind that they are often booked 6 months in

advance. Choose one that specializes in wedding music and is right for your particular

theme. Ask for references and a list of music played at previous weddings. Determine if

the DJ is a professional or if it is their weekend job, and stay away from ones who fail to

return calls within one business day.

The DJ should be available to visit the wedding venue to determine the setup of the

room, check the equipment, and make sure that there won’t be last minute glitches.

Always sign a contract to avoid no-shows and last-minute cancellations, and include all

event details in the contract. Make sure they have liability insurance and discuss backup

plans for dealing with emergencies. Determine how much deposit is required at the time

of signing the contract and how and when the rest of the payment will be made. The DJ

should be appropriately dressed for the wedding. Ask about extra charges for service

beyond the scheduled length of the party and let them know in advance if they will be

given a meal but will not be allowed to consume any alcohol during the wedding.

Secure a parking spot from which the band can conveniently carry heavy equipment to

the assigned space, and make arrangements for them to arrive and set up at least two

hours before the guests arrive. Give them the master plan of the various ceremonies,

with a schedule of the music to be played.

TASKS FOR THE GROOM

There are also a number of jobs that are specific to a groom. As the wedding

coordinator make sure you work with the groom on these specific tasks. It's equally

important to show initiative and handle the groom responsibilities in advance. This will

help relieve some pressure off the bride-to-be.

Here's a quick list of responsibilities that will almost certainly fall on the groom’s

shoulders:

 Choose the wedding attendants (best man and groomsmen)

 Select a wedding attire for himself and for the men in the wedding party

 Get groomsmen measured up for tuxedos early

 Help give suggestions and accompany you to arrange transportation to the

ceremony for the bride, the father of the bride, the bridal party, the best man, the

groomsman, and himself

 Help arrange for accommodations for out-of-town guests

 Help purchase gift for the bride-to-be

 Help purchase groomsmen gifts for the groomsmen

 Obtain a marriage license

 Prepare a toast for the rehearsal dinner

 Prepare a speech for the reception

 Send a thank-you note to the bride's parents after the wedding thanking them for

all they did. Make it personal!

END OF MODULE FIVE

MODULE FIVE: ASSIGNMENT

INSTRUCTIONS

 The objective of this Assignment is to demonstrate a good understanding of

concepts presented in this Module.

 Complete this assignment by preparing your responses to the tasks described

below.

 A maximum of 100 points can be earned by completing all Assignment tasks.

 The minimum passing score is 70 points. If you are graded with less than 70

points, the Assignment must be revised and re-submitted.

 Email your Assignments to faculty@ii-em.org

 Include your Full Name, contact email address and attach the completed

assignment documents (MS word format ).

ASSIGNMENT 1 – 100 POINTS

Danny and Joanna are inviting proposals to plan, source, and oversee a spectacular

wedding, featuring 300 guests. They would like a contemporary wedding theme with a

full-scale reception in your area. Prepare a proposal using the following guidelines:

 Recommend a theme and venue (10 points)

 Prepare a high level budget (10 points)

 List accommodation options near the venue for guests (10 points)

mailto:faculty@ii-em.org

 Find two local caterers who can produce that kind of food. Mention their website,

food package if you are thinking of a specific one (10 points)

 Decide on what type of cake or dessert will best fit your chosen wedding &

budget breakdown. (10 points)

 Look for pictures of the flowers you plan to use in your assigned wedding along

with the websites (10 points)

 Find package prices for two Music/DJ/entertainment providers (10 points)

 Identify two local photographers that fit the style and budget of the wedding (10

points)

 Determine transportation costs to rent vehicles for the wedding (10 points)

 Plan out the wedding day schedule (10 points)