How to safely have a wedding during COVID-19
BY GUEST WRITER LENA BORRELLI
Updated November 11, 2020

Planning a wedding during coronavirus is an entirely different matter than the traditional wedding. “In many places, gatherings numbers are restricted and many states are taking a phased approach, which leaves couples to face planning a wedding without knowing exactly what restrictions will be in place by the time their scheduled wedding happens,” explains Katie Elder, owner of the Overlook Barn, a premier wedding venue in Banner Elk, North Carolina.

A recent survey by Promoleaf shows that 39% of those polled favored social distancing being enforced at weddings, with 41% preferring that all guests wear masks and 34% preferring an outdoor venue for COVID weddings. The median preference for the guest count is 50 people, with less than 1% of respondents comfortable with 200 attendees or more.

“We’re seeing smaller weddings, more elopements, and those holding on for normality by pushing their wedding another year,” says SJ Meyer, who offers wedding planning and catering services through her business, Lickskillet Catering, in Fort Collins, Colorado. COVID affected Meyer personally, impacting her own wedding plans. She has been forced to infuse innovation and ingenuity when reshuffling her clients’ dream mountain weddings.

The pandemic has made for an entirely different wedding planning experience than most couples and industry professionals are used to. If you’re wondering how to plan a wedding during a pandemic, or even how to move in with your new spouse in the age of quarantine, here are a few pointers.

• Initial wedding preparations
• COVID-safe ceremony ideas
• Preparing for a change of plans
• If you’re thinking about postponing your wedding

 
Initial wedding preparations When deciding how to proceed with your wedding, communication is your best friend. Talk to your significant other about your individual expectations and how best to meet them. This is a very stressful and emotional time, and the additional emotional and financial stress can weigh on your relationship if you are not careful.

To better ground yourself, create a detailed budget for your wedding and stick to it. These are some great resources from sites like The Knot and Wedding Wire that will help you understand and stick to your budget.

Follow CDC guidelines As the country continues to fight the spread of coronavirus, experts at the Centers for Disease Control and Prevention (CDC) and the World Health Organization continue to highlight the importance of wearing masks in public to reduce infection. Calls for strict social distancing can impact even the slightest details of your wedding, making things like cocktail hour, reception seating, and dinner service all complicated to accomplish safely.

Elder has really seen the impact of coronavirus on weddings held at the Overlook Barn. “Weddings also look different this year, masks, sanitizing, distancing, a focus on outdoor celebrations . . .” she explains.
She spoke with us exclusively, listing some of the precautions you can take to help mitigate the risk of COVID-19.

• Require masks for all guests and, of course, all of the regular hygiene – regular hand washing, sanitizing stations available, etc.
• Move as much of the wedding and reception outdoors as possible. (For her part, Elder offers a brand-new outdoor pavilion that was built to accommodate coronavirus wedding couples.)
• Consider “guest pods” to reduce mingling in larger groups. These are seating pods of people together who are related or who already see each other regularly to mingle together throughout the event.
• Increase airflow wherever possible by opening windows and adding air filtration in more confined spaces. Elder invested in HEPA filtration for their bridal suites.
• Hand sanitizer has also risen in popularity for many wedding gift bags and favors.

Look into vendor guidelines
It is also important to thoroughly review vendor guidelines and procedures to ensure the safety of you and your guests. Brian Worley, owner and founder of Brian Worley Productions in Atlanta, walks through some of the precautions he and his team are taking.

• Hand sanitizer provided around the venue
• Social distancing the tables
• Limited number of guests seated at each table.
• Individually rolled flatware
• All food stations must be chef attended and guests are not allowed to grab their own food.
• All the bars had Plexi shield guards, much like the checkout at a store.
• We are increasing the number of bars so that the lines do not build up.
• There is only one bartender per bar, where in the past we have had two.

Don’t forget about the fine print in those contracts, either. “The very first thing couples should do is read through their contracts. Hotels have actually been very good about moving the wedding without issue, but I have run into some issues with other vendors who consider it a cancelation and rebooking,” says Keith Willard, President of Keith Willard Events and President of NACE’s South Florida chapter.

COVID-safe ceremony ideas Instead of extravagant wedding ceremonies, many COVID-19 couples are rethinking the traditional wedding approach. Smaller ceremonies are not only more affordable (a boon if you or your fiance were affected by coronavirus layoffs) and easier to manage, but they are considerably safer.

Outdoor wedding SJ Meyer recommends instead moving your weddings to an outdoor tent. And if you happen to already own the land where you put the tent, even better. “Since guest counts are also lower, couples are also finding it easier to throw a wedding in their yard, around the pool or in a garden” says Worley. However, he warns you need your outdoor space to be one that easily accommodates social distancing – and one with shade.

Wristband system Jason Miller, CEO of Promoleaf, comments, “A popular trend we’re noticing is simply a three-tier, plastic wristband system issued to each guest or event attendee based on their own comfort level.”  How it works:

• Red wristband for high-risk guests that prefer social distancing of at least ten feet
• Yellow band for regular social distancing preferences of six feet
• Green band for those who are comfortable with a handshake or hug.

“As long as everyone at the event respects the comfort level of others, this can be a solution allowing you to be inclusive while enabling all of your guests to feel comfortable and welcome.”

Local venues Instead of the traditional church or hotel ballroom, consider new, creative venues that can accommodate your wedding. Places like local vineyards and breweries are on-trend and already institute heightened coronavirus protocols. Plus, they can usually accommodate outdoor gatherings.

Courthouse weddings If you are delaying your wedding reception but don’t want to wait to actually tie the knot, courthouse weddings are a quick, easy way to make your vows official while you wait for a larger celebration to follow.

Wedding Wire provides a handy guide to wedding laws for every state in the country so you can check your state’s laws and requirements before you head to the courthouse.

Elopements For some couples, an elopement can be just the ticket to a COVID-friendly marriage.
“Think outside the box,” says Meyer. “Another option is to elope and plan a party down the road for when there is availability.”

An elopement can be a stress-free way to approach your wedding by foregoing all of the traditional trimmings, such as seating, transportation and pricey venue rentals.

Places of worship Many couples plan to incorporate a specific place of worship into their ceremony. This could be a church, temple, mosque, gurudwara, or synagogue, but each of these may differ in how they are treating the coronavirus pandemic.

No matter what you decide, you should maintain regular communication with your venue to ensure that you are kept abreast of all developments and protocols as the pandemic progresses.

Fun ways to safely include loved ones

• Virtual/ streaming wedding

Ivy Summer, the author of Poise Over Panic: How to Plan a Wedding in a Pandemic, has seen the coronavirus affect engaged couples in many ways. “There are couples who originally planned to host a bicoastal wedding reception, but those plans were inevitably disrupted by shelter-in-place orders and consequential travel restrictions,” she says.

Elder offers a way around this with an innovative new solution at the Overlook Barn. “Provide a livestream option,” she urges. “This allows higher-risk guests to stay home and still celebrate with the couple and also is a way to reduce your guest list of people who will be there in person.”

A lot of wedding videography and photography companies have updated their pandemic repertoire to including livestreaming services. Plus, livestreams are often recorded. These recordings are also easy to share after the fact, forever memorializing your nuptials in a way that you can enjoy again and again.

• Drive-by wedding

Guests can visit a location between certain hours, driving by slowly while they greet the couple from the safety of their cars

Preparing for a change of plans

Flexibility is one of the most important things you can maintain when planning a coronavirus wedding. Says Meyer, “If you’re flexible about having your wedding on a weekday or end of the weekend, you not only save money, but might be able to have all the vendors you’ve previously booked and not have to miss out on nonrefundable fees.”

In case you do find yourself drowning in fees, leading wedding website The Knot has created a $10 million financial assistance program to assist wedding professionals severely impacted by the coronavirus.
Keeping guests informedOne of the most difficult parts of planning a wedding is maintaining communication with all involved parties. Not just guests, bud vendors, too.

Building a free wedding website can be a great way to instantly update all of your guests and vendors, keeping everyone in the loop. Your site will allow you to update all of your family and guests with a single post, freeing up more time for you to plan with your vendors. You can also give specific details and instructions surrounding coronavirus precautions so your guests will feel more comfortable supporting you on your big day.

Read the room
Before you make a final decision, Elder suggests going straight to your guests. “Send a quick survey out to your guests to gauge their comfort level in attending if you do not postpone; this will help you decide if postponement is right for you.”

If you do decide to change your date, Summer recommends that you reach out to your VIPs before setting a new date. “If you can’t imagine yourself getting married without them, then get in touch to ensure they’re available for your new wedding date.”

Wedding insurance
McCord Jones addresses the problems affecting the entire industry. “For vendors, they are in a hard place because their contracts do not address pandemics, and many couples are requesting all deposits and payments to be returned, as they may need the funds due to job losses.  This proves to be a nightmare for the entire industry.”

Wedding insurance could help. There is the traditional form of liability insurance that will protect you from liability relating to wedding-related accidents and injuries. There is also cancellation insurance, which can protect you financially should you have to cancel your wedding for any of the covered reasons.

If you’re thinking about postponing your wedding
When asked about what is missed most about weddings, Promoleaf’s survey showed that over half of respondents (53%) said what they miss most is hugging and interacting with the bride and groom, family and friends. Dancing, buffets and open bars, particularly among male respondents, are also very much missed. Postponing your wedding could allow you the opportunity to save that human interaction by choosing a date in the future.

Give yourself time to process
“A wedding is a huge life event,” says McCord Jones. “My best advice, as a former wedding planner, is to do some soul searching with your fiance on priorities which choice will grieve you most.”

There are also practical reasons for not postponing. McCord Jones says that in addition to the stress, a postponed wedding could impact financial and family planning goals. If you find yourself in the situation where your health insurance may be impacted by postponing your ceremony, consider a courthouse wedding or an elopement and save your celebratory reception for down the road.

Find support
Wedding websites like The Knot, Wedding Wire and Wedding Pro have always been popular forums for brides and grooms, but those forums have evolved into emotional support groups in the age of COVID-19. Websites and social media groups like those on Facebook are an excellent source of support from those who are experiencing many of the same challenges as you and your significant other.

“Take the time to mourn,” says Willard. “You are dealing with the loss of the anticipated experience. Months and years have gone by planning your wedding. It’s important to acknowledge these things and allow yourself to move on.”

Keep your vendors in mind
For many of Meyer’s couples, moving dates and locations have presented a serious issue. “Not all vendors are able to move to their new locations, or they are losing out on deposits from venues,” she says. “It costs more money and is a headache to get rescheduled.”

Work with your vendors to find the best solution for your wedding. Vendor contracts and cancellation policies may vary, but many wedding vendors are committed to executing their clients’ events.

As a wedding planner, Meyer recommends using professional services like hers to help with the rescheduling process. “If you have a wedding coordinator, talk to them and see how they can help.”

Make sure you have all your vendors onboard before announcing anything to your guests, cautions Melanie Levin, the owner and principal planner of LuckEleven Events in Los Angeles. An easy way to track this, Willard recommends, is a group message. “Get all of your vendors’ emails into one message.  This will dramatically reduce the amount of communication that you have to do with each of the vendors.”

Update your guests
Your wedding website can help here, delivering details about travel cancellation and refunds. Your coordinator may also be able to help negotiate hotel room blocks. But you also need to prepare to watch the guestlist dwindle.

Couples are dealing with new limitations and requirements being instituted by both new and old venues. This could mean significant changes to your guest list, whether it is due to space, budget, or illness. And you’ll have to accept the fact that some of your guests are uncomfortable with the idea of attending a wedding in a pandemic.

Reevaluate your budget
A wedding is a carefully balanced house of cards, and the slightest change can have significant bearing on your plans and budget. Regardless of whether you choose to postpone your wedding, you should take this opportunity to reassess your budget.

The average wedding in 2019 cost nearly $34,000, but coronavirus has introduced all sorts of new expenses that can seriously impact your budget. Many couples are using personal loans to help cover the new costs associated with their wedding plans.

Additional Resources

• CDC Considerations for Events & Gatherings
• WeddingPro COVID-19 Planning Resources 
• Minted Wedding Planning Guide During the Coronavirus
• Wedding Wire’s COVID-19 Wedding Advice Guide
• The Knot Official Guide for COVID-19 Wedding Help

Lena Borrelli is a Tampa-based writer who specializes in personal finance, home improvement, and moving content. She's worked with leading industry titans, such as Morgan Stanley, Wells Fargo, and Simon Corporation. Her work has most recently been published on sites like Bankrate, The Simple Dollar, Fiscal Tiger, ADT, and Home Advisor, as well as many other websites and blogs around the world.

Click here to go to Part 2: After the Wedding...

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Multi-Site Events and The Future of Live Entertainment 
In-person and hybrid events can be a key solution in the difficulties that we're facing with human connection and a low sense of morale. One of the most common challenges that event industry professionals have been facing since the pandemic began is figuring out how to host events safely, effectively and efficiently during these uncertain times.

For North Carolinians, the phases of reopening have posed many obstacles for hosting in-person events despite industry professionals' preparedness to enhance event safety measures. For South Carolinians, state restrictions have been more lenient, but safety is still a concern.
 
For everyone, multi-site events can be a game-changer.

What is a multi-site event? Simply put, a multi-site event is a function that takes place at multiple locations simultaneously and offers a similar experience at each, from the decorations to food and beverage, and, our personal favorite, entertainment.

How are multi-site events a safer option? By offering multiple locations, a multi-site event can allow more guests to participate while practicing social distancing and makes it easier to trace the location of guests by assigning them to a venue.

Where does live music fit? Thanks to technology, there's a bit of flexibility in how multi-site events can utilize live music. Because the goal is for each event site to have a nearly identical experience across the board, the first things to consider are the genre of music and number of musicians. Once the genre and size category are settled, you can choose between having a different, yet similar Key Signature musician perform at each event site, or one Key Signature musician stream to all sites remotely from a professional sound stage with turn-key production offered by one of our sound production partners.

Still have questions or want to know what Key Signature is about? Give us a call at 704-568-1968 or visit our website to learn more about Who We Are and what we're cooking up to keep live music alive in the ever-evolving world of Virtual/Hybrid and live events!

Because of the current ban on large gatherings, many couples are considering eloping to the mountains in one of our many forests and parks, with a few family members and friends. Here's the 411 on that. The mountains are not as wild and free as you might suppose. Most of these places do require a permit. (A lot of people try to sneak in and do a quick wedding without a permit, but park rangers are actively patrolling to disburse groups, and there are fines for having events without permits.) Federal parks are stricter than the state parks, especially where alcohol is concerned. Local elopement companies may be able to help you find the perfect spot, but there are also restrictions on elopement companies and professional photographers doing business on public lands. Even with a permit, you do not have exclusive use of the area, so motorcyclists, tourists and other groups will be around. Some popular locations, such as Max Patch, Black Balsam, Craggy Gardens, and Looking Glass Falls, are prohibiting groups due to overuse. And the Covid-19 pandemic has brought a slew of restrictions and closings. Check before you go to assure that your chosen location is not closed due to local or state restrictions, snow/storm damage, or maintenance. Group limits and social distancing rules still apply, even in nature. 

A few tips for planning your outdoor, mountain wedding in 2020 Pick 2-3 places, and be ready to move to one of your backups if your first choice is overcrowded, or if it starts to rain. Be warned that motorcycle and vehicle noise are particularly troublesome at overlooks and spots close to the road. Sites further away are quieter, though they may require a hike. Check the internet for information about the trail and its difficulty (one we like is https://www.alltrails.com.) Email everyone involved beforehand with the timeline, directions, the back up plans, and the post-ceremony meetup location. Instruct guests to print these out since cell phone service is spotty at best. Tell them to proceed to the trail and start hiking as soon as they get there, so there is no gathering in the parking area, and to leave for the rendezvous point as soon as photos are done. You may find restrooms are closed, so go before you go. Needless to say, hiking boots are recommended over heels. (You can put those on once you get there.) And watch out for bugs and bears! (Read more about that and other unique aspects of getting married in W.N.C. here. ) 

Here is a list of the best places for eloping in the Western North Carolina mountains.

National Parks (National Park Service)

Appalachian Trail 
Appalachian National Scenic Trail (U.S. National Park Service)

Blue Ridge Parkway 
You can read information about the process of getting a permit to have a wedding on Parkway lands here: Wedding Permits - Blue Ridge Parkway (U.S. National Park Service). 

Carl Sandburg Home
Permits & Reservations - Carl Sandburg Home National Historic Site (U.S. National Park Service)

Great Smoky Mountains National Park (National Park Service)
Cades Cove Chapels, Cataloochee Chapel, Clingman's Dome, Newfound Gap
Please call (828) 497-1930 for permit information

National Forests (US Forest Service)
Appalachian Mountains
Bridal Veil Falls, Dry Falls
Flat Top Mountain
Hot Springs, Lovers Leap
Pisgah National Forest, Big Ivy
Nantahala National Forest
Roan Mountain (Currently closed)
Shining Rock Wilderness
Whiteside Mountain
National Forests in North Carolina - Event/Commercial Permits

State Forests and Parks (State Forest Service and NC Division of Parks and Recreation)

Chimney Rock, Rumbling Bald, Eagle Rock (Chimney Rock, Lake Lure)
Gorges State Park (Brevard/Sapphire)
Mount Mitchell
https://files.nc.gov/ncparks/north-carolina-state-parks-special-activity-permit.pdf

Dupont National Forest-Currently closed to groups
https://www.dupontstaterecreationalforest.com/Pages/FacilitiesAndPermits.aspx

Grandfather Mountain (a privately-owned attraction near Linville)
Weddings | GRANDFATHER MOUNTAIN : Wonders Never Cease

Today is May 4, 2020. Currently, the Asheville area is under a Stay at Home order that allows only essential business and travel, and restricts gatherings of more than 10 people, even on private property, unless they are all members of the same family. Our Governor, Roy Cooper, is planning to begin to ease these restrictions in three phases over the next three months, as long as our infection rates continue to decline.

What does this mean for events? I have researched state and local government sites, and scanned the blogs of our national event planning organizations, including the Event Safety Alliance, NACE, the Natl Restaurant Association, the Convention Management Association, and others, to come up with an answers. Here is my summary of what the current thinking is nationally:

Phase 1: May. Events still restricted to 10 people or less. Attendees must wash hands, avoid physical contact, stay 6 feet apart,  and face coverings highly recommended but not required. Some state, local, and federal parks may reopen. No food or drink service at events. Current restrictions on interstate travel still in effect, with travelers required to self-quarantine for 2 weeks if they have come from out of state or out of the country. Hotels and similar lodging may re-open under strict capacity guidelines. Elevators limited to 1 at a time. Strict sanitization with approved anti-viral products required before, during, and after event.

Phase 2: June. Gatherings of up to 25 people are allowed (in some cases, up to 25% of capacity). Restaurants and venues may reopen, but capacity is limited. Event permits may be required. Tables must be spaced 6 feet apart, with no more than 6 per table, chairs spread out, no bar service, no buffets, and all food and drink must be delivered table side by workers with gloves and masks, so plated or boxed meals are ideal. Use of disposable dishes, flatware, and glassware required. Bottled or canned beverages preferred over open containers. Trash cans must use liners, and be emptied frequently; Step cans preferred. Linens must be laundered in hot water after every event, and all surfaces, including chairs, cleaned. Workers must stay 6 feet apart in the kitchen and prep areas. Keep staff/guest contact to a minimum, e.g., once to deliver food to table, once to replenish, and once to bus, after guests have left. Elevators may carry up to 2 people. Ubers, limos, shuttles and buses must limit the number of riders. Guests should enter and exit events through different doors, or in phases. The same with suppliers, and vendors. Guest books, photo booths, bars, self-serve drink stations, and other activity stations where people might line up are discouraged, unless a line management system that keeps people 6 feet apart is used. A check-in station is strongly encouraged, with guests signing their name and contact information in case later tracing is needed. (Possibly: Have guests answer a few screening questions, and turn those away who are sick or who have travelled from a hot spot. Temperature checks optional for guests, but not for staff.) Have hand sanitizer, alcohol wipes, and masks for guests who want them. For ceremonies, participants should walk single-file. All venues and vendors involved with the event are encouraged to have general liability insurance in case of an outbreak traced to the event. (Some companies are dropping coverage for pandemics; read your policy carefully and shop around.) Hosts should likewise have event insurance that covers an outbreak.

Phase 3: July. Gatherings of up to 50 people (or 50% of capacity) allowed, with the same restrictions as before. Special event permits may be required, not just for alcohol. Bars may reopen, but there should be more servers per guest (currently, one bartender per 50 people is recommended), no lines at the bar, strict cleanliness must be adhered to, servers must wear gloves, and bottled or canned drinks preferred over open containers. Self-service food or drinks still discouraged. Elevators may carry up to 4 people. More people allowed in buses and shuttles. Staff and vendor safety training mandated. With Covid-19 still active, hand washing, hand sanitizer, no physical contact, and social distancing still required. Salons may re-open. Air BnB/VRBO's may reopen. Hotels can take more guests. Fewer restrictions on interstate travel, except for those traveling from hot spots. International travel still discouraged.

Phase 4 (August - December) Gatherings of up to 100 people allowed, with same restrictions as in the first 3 phases. Hotels, restaurants and bars may go up to 75% capacity. Local authorities may require inspections or more conditions to issue permits for events, especially assurance that the venue is adhering to strict sanitation protocols. Reusable china, flatware and glassware may be used again, but MUST be run through a sanitizing dishwashing machine. Travel and lodging restrictions eased. 

Phase 4 restrictions may be extended up to 2 years if there if the percentage of new infections does not decline sufficiently. A surge in the percent of new cases may trigger a return to an earlier phase.

Phase 5: The Future. (These is conjecture based on my research.) 100% capacity returns, but the concept of capacity changes. Safety inspections may move from the Fire Marshal's office to a new authority, who will determine capcacity based not only on safety in case of emergency, but also on preventing transmission of infectious diseases. Possibly, staff, vendors, and attendees must provide proof that they are Covid-19 free (based on an antibody test.) OSHA requires safety and health training for anyone who comes into contact with the public.  Stricter Serv-Safe standards, and new standards for bartenders. Suppliers offer more anti-microbial products. Increased emphasis on healthy indoor air, with new types of filters for HVAC systems, humidity controls, and increased fresh air intake. Businesses closed on Sunday for Deep Clean Day. A number of lawsuits related to the Coranavirus Outbreak and the management of it surface. Supreme Court determines whether or not a pandemic is a fource majeure event or not. As a result, changes in event insurance and general liability occur. Vendors require clients to turn in head counts earlier, so they can assure numbers match what has been approved. Smaller events strongly encouraged, with discounts for weekday events and events under 50 people. Outdoor venues and those with lots of windows become even more popular. Stricter rules on tented events, with sides discouraged. Inspection may be required for tents. Handshakes, fist-bumps, kissing, hugs, and high-fives go the way of the dinosaurs :(

Please comment if you are aware of additional rules that are coming down the pipeline!

As more and more people get into the wedding business as a side gig, I’m noticing less and less professionalism among wedding coordinators and planners. It’s not that I am against competition. I welcome new people to our area and to the wedding business! In fact, many of my former assistants are now running their own coordinating businesses. Plus, the more resources we have for brides, the more brides will choose our area to get married. And if new vendors charge less than some of the professionals while they build their business, that’s okay. This practice gives customers on a really tight budget some options. The problem is when people sell themselves as experienced wedding coordinators, when they don’t really know what they are doing. This gives the wedding planning and coordinating business a bad name. I hear many of you saying, “I hate working with day-of coordinators.” I don’t want to hear that any more. So, here are some tips for working with day-of coordinators or planners in general…

Check In Early and Often A good coordinator will make your job easier. When you first sign a contract with your bride, ask if they are working with a coordinator or planner and if it’s a partial or full planning package. Then reach out to the coordinator to let them know you’re on the team, and make sure they have your mobile phone number and email address. A good coordinator will keep you apprised of any changes, create timelines and layouts, and take charge on the day-of, so you can concentrate on being the best at what you do. I even know some vendors that charge less if the bride is working with a planner, because less work for them!

Timelines A good coordinator will create the overall timeline, and share it with the vendors. There is no need for everyone to do their own timelines! I had one bride who had to fill out six different questionnaires for timelines: hairdresser, photography, DJ, etc., and by the end she was sick of it!  (This was before she hired us.) When you first reach out to the coordinator, ask them when they will have a timeline ready. It is usually 6-8 weeks before the wedding. There’s really no point in doing a timeline more than eight weeks before the wedding. Lots of things may change prior to that time – who’s in the wedding party, which family members can attend, and sometimes the location changes. Do you really need to know their first dance song a year ahead? A good timeline will include all the major facets of the day, including set up and clean up times, and times for major things like ceremony, toasts, etc. You can take that and add things that are pertinent to you and your staff. Saves a lot of time!

Communicate Communicate Communicate A good coordinator will be the first person on site. On the day of, as soon as you get to the venue, check in with the coordinator to find out where you are supposed to set up and to get any updates to the timeline. Sometimes the weather changes things, and sometimes things get rearranged at the rehearsal. If you are running late, text them. If you leave the venue after set up, or if it is just a drop off, let the coordinator know. Make sure they understand how to use any equipment, which items need to be returned to you, and when they will be picked up. If your equipment is really valuable, try to leave someone behind to watch it. If you need to take a break during the event, we don’t mind covering for you for a few minutes. And if you have questions on the day of, contact the coordinator, not the bride or her mom, or the venue manager. A good coordinator will field questions and relay them to the appropriate person if necessary. That is primarily why people hire day-of coordinators (besides set up and clean up). They don’t want to be pestered with questions; they want to enjoy the event.

Put Me In Coach A good coordinator will take charge. The coordinator is like the coach of a football team. They decide who plays when, what the plays are, and when a change in strategy needs to be made. You’re a part of the team. The client, whether it is the bride or groom or the mom, is the quarterback. You can’t call an audible. In most cases, the coordinator has been working with the couple and their family for over a year. They’ve gotten to know them really well -- their preferences, their back stories, who doesn’t get along with whom, etc. It’s best to let the coordinator decide if something needs to be changed. And if the coordinator tells you that your outfit is not appropriate, or that the mom (who is paying for everything) does not want the garter toss, or the music is too loud, or that what you are doing is interfering with another vendor’s job or with a guest’s ability to enjoy the festivities, then you need to listen. It will result in better reviews for you, and more recommendations from the coordinator.

Show Some Respect A good coordinator knows her etiquette. For example, there is a certain amount of decorum and respect that is required when you are working a religious ceremony, whether Christian, Jewish, or interdenominational. There should be no talking, whispering, or joking around during the ceremony. There should be no movement at all that might distract the guests, the officiant, or the couple during the ceremony, and that goes especially for photographers and videographers. Although the coordinator can advise where it is best to station yourself during the ceremony, it is the officiant who is actually in charge of the ceremony. Be sure to check with them on their preferences. Flash photography is prohibited in most churches. So is standing behind the officiant or the wedding party. This holds true even if the ceremony is outside. If the officiant is just a friend who got ordained online, here is a general rule: Stay out of the way. I know you are trying to do the best for you clients, but their family and guests have travelled a long way, and they have the right to witness the ceremony without distraction. If you can’t get “THE SHOT” from somewhere in the back, maybe you need better equipment. An exception might be briefly standing in the aisle to capture mom being escorted to her seat, or the happy couple exiting. If you absolutely must stay in the aisle, kneel down so you are not blocking anyone’s view. Consult the coordinator when you have questions about whether or not something is appropriate, and heed their advice. It will make you look more professional.

Dress Code A good coordinator will dress professionally and wear a name badge. For vendors, pretty much anything goes during set up and clean up, but during the event, what you are wearing should be as similar to what the guests are wearing as possible. Short skirts, jeans (especially ripped jeans), and lots of visible tattoos are not appropriate for most formal events. Dress like you’re going to a job interview, because, in a way, you are. No one is going to recommend a DJ who wears sweatpants and a hoodie to a wedding (Yes, that happened). Wear a name badge. Comfortable shoes are understandable, of course, even if they are more casual. (I know one photographer who switches shoes 2-3 times during the day!) If you are moving around a lot and are likely to get hot and sweaty, bring an extra shirt (or two). And, for goodness sake, use deodorant!

Let’s Get Tipsy (NOT) A good day of coordinator will help keep an eye on the guests and alert the bartenders if someone needs to be cut off. But checking ID’s and cutting people off is the responsibility of the bartenders. That is why most venues require a licensed bartender who knows the state’s rules regarding alcohol service. However, if you see something, say something. Things like teenagers taking sips of beer when adults aren’t looking, or a guest who is so drunk they can’t stand up, can lead to HUGE problems later – for all the vendors - if there is an accident. It does not matter if they aren’t driving. If you can’t find the coordinator or get to the bartender, tell the venue manager or a security guard. And you should not be drinking alcohol yourself. You are at work. This is not a social event, for you.

A good coordinator will keep her clients happy, while also helping the vendors get their jobs done, and assuring that the family and guests are having a fabulous experience. It’s a tough job!  But you can help. I know there are bad coordinators out there who are bitchy and boss around the other vendors, and I’m sorry about that. But the majority of coordinators are experienced professionals, and are only there to help everyone have a good time. If they have a suggestion, listen. They might see the opportunity for a great shot, the perfect song, or a special treat that will make you look good. A coordinator can be your best friend, if you will just let them.

p.s. Bonus Points: After the event, send the coordinator a link to any photos or videos you took, and ask for their review or recommendation for future events. And check in from time to time. Out of sight=out of mind.

Mood Boards are a popular new way for brides (or event planners) to communicate their ideas for themes, colors, and style to their vendors. But they are not really a new thing. Years ago, brides cut and pasted ideas for their wedding into noteooks. Many people use "vision boards" to express their thoughts about their future - goals, missions, or resolutions.  More recently, Pinterest became a popular way for people to "cut and paste" photos from the Internet to an online bulletin board that highlighted their favorite ideas. But sometimes those boards got crowded with ideas that later became irrelevant as the person narrowed their thoughts. And sometimes Pinterest boards can be difficult to share. Mood Boards can be physical, or virtual. They distill your ideas into one, simple, board - a collage of 5-6 photos showing the key themes, styles, and colors you desire for your event. Pinterest Boards can still be used to manage your Mood Board, or you can use a photo editing program or app (I like Adobe Photo Shop or Pic Collage), to combine photos into a one-page *pdf document you can email to your vendors. (You can also do this in Word.)  Mood Board can also be a great way for florists, stylists, and event planners to express their understanding of what their clients want. Below are some example of mood boards for a backyard wedding:

Some tips from our friends at Limos Charlotte, serving the Asheville and Charlotte areas. For more information, head over to www.limoscharlotte.com or call them at (704) 981-6704.
 
Are you planning a wedding? Hiring the right vendors is half the battle! Remember, transportation plays a huge role in events like weddings, whether you're looking to carry your wedding party or as a shuttle for guests. The timeliness and professionalism of your tranportation provider is more important than you think. Here are some pointers to reference when you're looking for the best wedding transportation.
 
It's vital to choose a company with experience. This means they have been to your destination in the past, know the route, and any other stops along the way like good wedding picture locations. You want to have the most efficient company at your wedding, and one that doesn't have to figure out where to park the bus, or turn around, or when to pick you up. Make sure to ask about their experience with your venue during your initial phone call or meeting to ensure you're making the best decision. And it never hurts to ask about the individual driver’s experience, and how they are vetted  - whether through background checks and/or drug testing.
 
Another smart move is to plan on reserving a bigger vehicle than what you think you will need. We say this because transportation providers don't set the sizing capacities for vehicles; departments of transportation are responsible for that. The thing is, they only consider one seat to be around fourteen inches! Often times, adults take up much more space than this, especially if they are wearing dresses with fully-lined skirts. It's also a good idea to leave space for your photographer or videographer as well, because there are a lot of moments to be captured while en route to the wedding destination.
 
Whatever you do, make sure that you totally understand the contents of the contract that you will sign when you've locked down your transportation vendor. Each contract will vary from one company to the next. Is alcohol allowed? What happens if people are running late – at what point will you be charged overtime? Is the number of people final, or can you squeeze in a few more at the last minute? If the drivers are working all night, do they require meals? It's also good to be informed about what they consider to be damage so that you're on the same page!
 
Also make sure you are clear on the pricing. While one company might advertise a price that includes everything, another may say that they do, but add in fees for regular things like gas and mileage. And don’t forget your drivers. Some companies require a driver tip; for others it is optional. Either way, it is customary in this area to make sure they get at least 20% for their hard work. To make it easier, put the tip in cash in an envelope and give to your day of coordinator to hand out at the end of their run.
 
Keeping this information in mind will lead you to the best transportation solution for your wedding, and a seamless experience for your guests. And, lastly, remember to slow down and enjoy the process yourself!

​​Yay, you’re engaged! What an amazing and exciting time for you. But first, you have to plan everything and prepare for this magical day. First things first, HIRE A WEDDING PLANNER!!! Yes, finding a dress and a venue are important, but having a planner is absolutely vital. The planner stays on you and makes sure you’re meeting deadlines and staying on track of the timeline of things to get done before your big day. Planners can also help direct you to the best vendors based on your style and budget. Planners are the ones who makes sure everything is in place and take an enormous amount of stress away during the planning and during the actual event. It’s always better to hire a professional planner who knows the business instead of getting a friend or family member to do it, when they should be enjoying your celebration with you.

My second tip to you new brides is something you need to remember throughout the whole planning process: IT IS YOUR DAY!!! It is about what YOU and YOUR SIGNIFICANT OTHER want, not about anyone else at all!! I’ve seen a few brides who say “I don’t want this but my mom does” or “I really don’t want to have green as my color but my sister says it’ll look best.” Don’t ever get in this situation because it’s your day, it’s your memories you’re creating and will have to look back on. In addition to that, don’t let anyone knock your dream or vision. If you have ideas, be outspoken about them. If you and your honey love an idea and your soon-to-be mother-in-law frowns upon it, or thinks it won’t turn out nice, thank her kindkly for her input, then forge ahead, because she doesn’t know (unless she is a wedding planner) and no one can know until you try it. Get ideas and suggestions, but let it be known that ultimately it’s not about the wants of anyone but the bride and groom. Just confirming this alone can take off a lot of stress you may have had about trying to please everyone.

My third piece of advice is to continually communicate with your vendors. Also, make sure you try to meet them in person and have several conversations with them before booking them as your vendor to ensure they fit your event and that they will be a quality vendor. Not having a quality vendor, whether it be in their attitude or the delivery o their services, can greatly impact the flow of your event. Make sure the vendors know what you want and how you want things to look. Don’t just tell the florist your colors and leave it at that -- tell him or her about the flowers you like, and be as specific as possible. Don’t just tell the DJ you want your first dance to be Stand by Me by Ben E. King, tell them the version you like best, how long you want to dance to it, and where you want the song to end. Try your best not to leave anything up to interpretation or to be assumed. You want to make sure your day is how you want it and you can’t be mad at a vendor when something doesn’t go how you thought it would because you didn’t tell them. Having a planner will help with this because if your planner is a good one, he/she will lead you to ask the right questions, and will follow up with the vendors themselves. In addition, make sure that you communicate ANY changes, big or small, to your planner. This way you  will be on the same page and he/she can notify the other vendors of the changes.

Number four, make sure you read over the timelines given to you by your planner. The timeline is like your wedding day bible. You need to know it like the back of your hand so that you know what’s going on and how long it should be going on for. The timeline helps you to understand the flow of your event. It is something your planner puts together and sends over to you for approval. If you don’t even take a look at it or think it’s too much to read, you won't know what to expect on your wedding day. On the other hand, make sure not to fret about time too much because the timeline is just an idea of how long you should take on certain task, but it is okay if you get a little off track. If your planner put it together correctly, he/she will build in extra time for things like bathroom breaks, traffic, and other potential delays.

Finally, my last piece of advice to all the soon-to-be wives is that this is one of the greatest days of your life. You can either look back on this day and say it was nice but I was so mad the napkins weren’t folded nicely, or you can look back and say everything was so beautiful and know you truly enjoyed your love day. My point in saying this is that during the planning process you focus on the details and every aspect of your event you can. However, the day of your wedding is about looking at the big picture and not focusing on little things or worrying over things you can’t control. The day of your event you are supposed to enjoy every moment of it and take in all the love, laughs, and good vibes of the day because it is just one day and it is going to come and go. Not only do you want to be relaxed and enjoy your event, but you want to ensure that you actually get to spend time with your friends, family, and guests, and most especially, your new husband. Plan a "sneak-away" time for a private moment where you and your new hubby can just talk, laugh, and share the bliss of your love day. A lot of time weddings can be so eventful, that you barely get time to soak it all in. Plan some time to "breathe."  This day will be the day you feel the most love, so take all of that in, forget all your worries, and just enjoy.

All in all, my advice from seeing over a dozen weddings take place, is to have fun and enjoy every moment of the celebration. Pay attention to details during the planning and make sure you’re reaching the vision of your event. But once the planning is done, step back. This is a big moment in your life and an even bigger one for you and your love as you begin your life. Love those around you, laugh as much as you can, and create memories that are worth remembering.