Southern Weddings magazine hits the shelves on January 6th, and we're in it! If you're a Southern belle, you can find the magazine at a bookstore near you. If you're a Southern belle at heart, you can order the magazine through the Southern Weddings website beginning next week.

I was fortunate enough to receive the test issue of the magazine this past June and have also had a few sneak peeks at the new premiere issue, and I can say without hesitation that you are in for a treat! Lara, Kirstin, Laura and Rachel, office manager Abby K Pants, and the rest of the Southern Weddings team have done an incredible job of putting together a magazine that is full of eye-candy and practical information for brides and grooms everywhere.

You can find a write up about Blue Orchid Designs and several other of the best wedding blogs, as well as our favorite things about Southern weddings on pages 108 and 109. Here is a sneak peek:


What is your favorite thing about a Southern wedding? Dish in the comments below!

Wedding deejays have a long-standing stereotype as being cheesy. Fortunately, that is changing and there are more classy and dependable wedding deejays to choose from now than there were before.  If you opt to have a deejay handle the music at your wedding, here are some things to ask when selecting one:

How much say do we get in the music list?
Some deejays will have a list of songs to choose from, some will be able to get additional songs that are important or sentimental to you, and some will be fully open to your suggestions. Find out before you hire how much freedom you have in selecting your play list.

What is your DJing style?
This question is open-ended on purpose.  Some deejays love to interact with the crowd and get your guests on the dance floor by teaching a group dance routine and others are more reserved in their approach, but still get the dance floor packed.  Figure out which personality type works best for you and your guests and then find a DJ whose style you click with.


What will you wear to our wedding?
This is a fair question as we've all been to at least one wedding where the deejay wore an outdated tux complete with a gold lamé vest.  Ask what their standard dress code is and then give them some direction if your reception style is more casual or formal.  If you're getting married on the beach and would rather they wore khakis with a white button-up shirt instead of a black suit, let them know.  This type of information is very helpful for your wedding professionals, but is often overlooked in the planning process.

What type of equipment do you need us to provide at the reception?
Some deejays will have all of their music and computer systems in a self-contained kit that they bring to your wedding.  If this is the case, ask to see photos of it as some of the self-contained kits stick out like a sore thumb in an elegant reception ballroom.  Other deejays may need one or two six-foot banquet tables and linens to cover.  Even if they provide their own linens, I recommend adding two extra tableclothes to your linen order so that the look of the room is cohesive and so you can ensure that they are the same quality and reach the floor.

It may surprise you to learn that Scottsdale, Arizona is one of the top places in the United States to hold a destination wedding.  With clear blue skies and temps in the mid-sixties this last week of December, it is easy to see why many couples choose the Phoenix-Scottsdale metroplex as the location for their nuptials.  If you are considering a destination wedding in the Phoenix area, here are some things to keep in mind that non-desert dwellers may not be aware of:

Summer is the Off-Season for Weddings
The wedding season in Phoenix is reverse of the rest of the country.  While everyone else is frantic May through September, we are not.  It is HOT in the summers here, with temperatures frequently reaching over 115 degrees.  July and August are also what is known as monsoon season, and bring with them near-daily thunderstorms, which means that it is triple digits and humid.  You may think that this slow season means more discounts for brides, but for many vendors it instead means charging a premium or taking those months to work on out of state weddings.

Phoenix is Big
Phoenix is the largest city in the United States geographically, and spread out.  Some resorts have everything self-contained, and if you are getting married at one that does, then your guests should be set with just a shuttle to and from the airport.  If they want to go shopping or hit the town, then transportation will most likely be required as the routes to most shops and nightlife are not primarily designed to be pedestrian or mass-transit friendly.

It Gets Cold in the Desert
While our days are gorgeous, the evenings can bring quite a chill as the temperatures drop.  If you are having an outdoor evening wedding anytime between October and March, consider providing pashminas or some sort of wrap as favors for your female guests.  Most of the rental companies here also have space heaters available for rent, so be sure to incorporate them into your reception layout so that your guests can stay warm.

Are you having a destination wedding?  Where are you headed?



{photo by Cheswick Photography}

Wedding flowers can help pull a reception together and help give a cohesive feel to wedding photos. Plus, they're fun! I mean really, who doesn't love fresh flowers? Ordering wedding flowers is a little different than ordering a bouquet for your friend's birthday, so here are some things to keep in mind in your search for your floral designer:

Are any vases or containers needed to create the arrangement included as a rental or sale item?
Some florists will rent the vases needed to create your wedding centerpiece and others will sell them to you and include them in the cost. There are benefits to both the florist and you in both options. If the vases are rented, the florist can reuse them for other clients and you don't have to keep them. If they are included in the sale price, then the florist doesn't need to use costly storage space and you can give the entire centerpiece to an honored guest at the end of your wedding reception. The trick is deciding what will work best for your wedding and finding a florist who can accommodate your needs.

Do you use any dyes in the bridal or bridesmaid bouquets?
Artificial coloring is sometimes used to make a floral arrangement pop, but when used in a personal wedding bouquet, those vivid colors can easily transfer to your dress.  While you may have the best intentions of holding your bouquet a little bit away from you throughout the day, it will inevitably brush against your wedding gown.  Ask up front if they use dye in their flowers.

Do your fees include delivery and pick up at the end of the wedding?
Ask ahead of time if the florist will come back at the end of the wedding reception to pick up any rental vases or other decor items used in the floral arrangements.  If not, you may need to arrange for someone to pack all of that up and deliver it back to the florist's shop.  Also be sure to ask if their floral delivery will be in time to have the flowers for pre-ceremony photos.

Will you stay to pin on any corsages or boutonnières? 
Your wedding planner or day of coordinator should be able to handle this if your florist does not include pinning in their services.

Will you include a physical mock up of our centerpieces for us to see prior to the wedding?
Creating a mock up can be quite costly and some florists include it in their prices while others skip it, thereby passing that savings on to you.  Determine whether or not seeing a mock up of your wedding centerpieces is a priority for you, and then budget accordingly when hiring your florist.

{photo by Cherie Miller Photography, flowers by Set the Mood Floral}

Everyone always asks how I came up with the name Blue Orchid Designs and it's a question I answer in this video shot by Scottsdale wedding videographers, My Wedding Film.

I am super self-conscious of myself on camera, so it was hard for me to watch myself in this.  Also, I didn't have my contacts in the day we filmed this, and I removed my glasses for the shoot so while I am talking to the person behind the camera for the mini-interview, all I could see was a colorful blur where she was standing.  Behind the scenes secrets at their best.

If you're new to the Blue Orchid Designs wedding blog, welcome! You can click here to learn the 411 about us in an at-a-glance post.

We're currently in the middle of a series called Wedding Vendor Hiring Guide, in which I'm sharing real questions to ask your wedding vendors as you interview them. Here are some links to bring you up to speed on what we've covered so far:

Churches
Reception Venues
Catering
Wedding Planner
Wedding Photography
Wedding Videography
Wedding Officiant
Kickbacks and Commissions

There is much more to come, so be sure to subscribe in a reader or via email so you don't miss out!

For the wedding pros who read the Blue Orchid Designs blog, I just wanted to provide a quick update on the Winter 2009 Blogging Bootcamp. 

So far we have wedding professionals coming from San Diego, Denver, Indianapolis, Seattle and of course, Phoenix and Scottsdale.  I have to admit, the response to it caught me a little by surprise and I am humbled and grateful that people are traveling from out of state to attend.

It is going to be a fun, informative and intense day, and I am looking forward to seeing familiar faces and meeting some new ones.  The workshop is open to any wedding professional, not just wedding planners and there are only a few spots left, so if you'd like to attend, please be sure to sign up soon!


If you are recently engaged and considering wedding planning services from Blue Orchid Designs, please note that our rates increase at the beginning of each year.  Our new pricing for 2009 will go into effect January 1st.  Our current rates will be honored on any proposals signed through the end of 2008.

Please contact Nicki, our Client Services Director via our contact form for more information on the wedding planning services we offer and to reserve your complimentary initial consultation. 

The Blue Orchid Designs offices will be on a holiday schedule this coming week.  Please allow some extra time for us to return calls and emails as we celebrate the holiday season with our friends and families. 

Happy holidays from all of us here at Blue Orchid Designs!




PS - Leave a comment and we will donate a can of food to our local food bank. You can read more about our Cans for Comments Food Drive here.

When I created the job that Nicki holds at Blue Orchid Designs, I put a quiet employment announcement up about it and subsequently received about 100 inquiries and applications.  None of them quite fit what I was looking for and I was beginning to get discouraged that I would ever find the person I needed to fill the unique role.  So when a colleague recommended Nicki, I went into the interview a bit skeptical.  Fortunately, both ladies proved me wrong and I was so impressed that I ended up hiring her on the spot!  Since then, she has proven herself to be a complete lifesaver and has made my company run so much more effectively.  Nicki is the first person you'll meet at Blue Orchid Designs and I'm confident you'll love her as much as we do! 

Name: Nicole Myers

Location: Phoenix, Arizona

Blue Orchid Designs Role: Client Services Director

My Alma Mater:
Arizona State University.  GO DEVILS!

My Starbucks order is:
If it's hot out I order a grande caramel frappucino. If it's cold, a grande peppermint mocha.

My favorite thing about weddings: 
The anticipation of walking down the aisle.

I am known for:
Definitely my plethora of random knowledge and my ability to talk to anyone.

People are always surprised to learn that:
I majored in nonprofit management in college.

By the time I'm 30 I hope to: 
Have at least one kid under the belt, move into a house and own a new car.

My celebrity crush is: 
Christian Bale because he's super hot and he's batman.

When I was a kid I: 
Danced nonstop, was always barefoot and loved hot dogs . . . still do.

My favorite dish to cook is: 
Definitely grilled cheese and tomato soup.

I think everyone should:
Know how to drive a manual car, travel as much as possible, and volunteer.


PS - Leave a comment and we will donate a can of food to our local food bank. You can read more about our Cans for Comments Food Drive here.

Yesterday, there was a pretty interesting conversation on Twitter between some wedding vendors about kickbacks and commissions.

Lara from Bliss Event Group and Southern Weddings told one of her clients that the venue she was considering charges the vendors 15% to work there, which in turn gets passed on to the bride as a mark up.  The bride confronted the venue about this and then naturally, Lara received the brunt of the venue's wrath for making their unethical practices publicly known.

As Lara shared, 15% on top of your wedding budget is a lot of money!  It was in her client's best interest to know that a venue she was interested in had hidden costs that were making her budget go up all around.

Earlier this year, I wrote a post about kickbacks and commissions in the wedding industry and it is easily the most controversial post on the Blue Orchid Designs blog to date.  There is an interesting conversation in the comments on that post, and I encourage you to read through them and chime in.  What you won't see in the comments (most of which are a positive response to what I wrote) are all the emails, some sent anonymously from fake names, from wedding professionals who were livid that I was discussing the issue at all.

Over the past year, the practice of vendors charging or paying commissions to refer someone has increased considerably.  My personal theory is that the increase in the practice is more of a knee-jerk reaction to the current economic state.  Some (not all) venues and wedding planners will charge vendors to be on a preferred list in order to increase their bottom line, and vendors feel that their hands are tied because they need the business in order to continue paying their bills.

As you're hiring your vendors, don't be afraid to ask about whether or not they receive commissions from the people they refer.  As a consumer, it is your right to see all invoices your planner may receive from your vendors.  If you found the vendor's name on a preferred or a "best of" list, don't be afraid to ask if that list is paid (you may be surprised to learn which ones are).  If it is a paid list, then let's all just call it what it really is: advertising.  

Here is the gist of my opinion on the matter: if a vendor is embarrassed to explain the reasoning behind any of their fees, then they probably shouldn't be charging that fee in the first place. 

You can read the original post on kickbacks and commissions here. 





PS - Leave a comment and we will donate a can of food to our local food bank. You can read more about our Cans for Comments Food Drive here.

Choosing an officiant is one of the most important tasks in your wedding planning because without them your wedding is just a fun and sentimental party. While a cheesy or obnoxious deejay or band leader can make or break a wedding reception, the same can be said for the officiant you hire for your ceremony. Here are some things to ask when selecting the person who will make your wedding ceremony legal:

Do you have any ideological or theological beliefs that would prevent you from marrying us?
Weddings are a sacred event, no matter how you personally define the word sacred, and your wedding should reflect who you are as a couple and what you value. If the officiant has a value system that doesn't align with yours and that prevents them from marrying you, thank them for their time and move on to the next interview. No need to be offended by their views; it is usually not a personal slight against you.

How much say do we have in the ceremony outline?
Again, your wedding should reflect who you and your fiance are.  Will your officiant insist on you taking communion or having a sand ceremony if you don't want one?  Will they be open to deviating from a preset outline or script to include readings or Scripture that is important to you?

Will you be present at the wedding rehearsal?
Not all officiants attend the rehearsal, so find out up front if yours will and if there is an additional cost.  If they do not, make sure to let your wedding planner know so that they can be sure to go over the ceremony outline with them prior to the rehearsal.  This will help your wedding coordinator cue you and your wedding party to any specific events in your ceremony (when to sit, when to kneel, and where to go for each, etc) that may be custom to you and your fiance's wedding.

Is your ordination valid in the state we are getting married in?
This may seem like a no brainer, but please ask and do not assume on this one.  Also, if you are having a destination wedding in another country, and plan on flying in an officiant you really click well with, make sure that they can legally marry you in your destination location or arrange for a civil ceremony in the United States first. 

(PS - Officiant is a noun, and the person you hire to perform your wedding ceremony. Officiate is a verb and is what the officiant does. These two words are not interchangeable, because they mean different things. Just a little wedding grammar pet peeve of mine!)

All of the details have finally been wrapped up and I am thrilled to announce the Winter 2009 Blogging Bootcamp for wedding professionals!  You'll find all the details below.  General registration is now open and you may register by clicking here!

Just like photography, your wedding film will be an aspect of your wedding that will become a family heirloom and an element that will help you remember your day. Fortunately, the days of cheesy videos are long gone and there are several companies now that produce high-quality wedding videos for their brides and grooms. I asked Mary, the studio manager for the Phoenix-based wedding videography company My Wedding Film, which questions she feels couples need to ask while interviewing their videographer. Here are some of the questions she suggests asking while choosing someone to document your day on video:

What is your turnaround time?
Similar to photography, each wedding cinematographer will have a different timeframe for editing and delivering your finished wedding video. Editing hours of footage from a wedding down to a film that you will want to watch for the rest of your life will take some time, so don't be surprised if you have to wait a little while to receive the final product.

How much input will the couple have in the process?
Do you get to select the songs you want included in the video? Do you prefer a more classic look or are you looking for a funkier styled video? Are there special effects you want included or not?  Find out when you meet with your potential wedding videographers how much say you get in the final style of the film.

What is your shooting style? What do you do to be unobtrusive?
The last thing most couples want at their wedding is their videographer acting like paparazzi with a camera in their faces and their guests faces the entire time.  What type of lighting do they use to as they document your day? Ask them about their shooting style and see if it fits with your style.

Who will have a lapel microphone during the wedding? What natural audio, if any, will be used in the finished product?
Some videographers do not use any audio feeds at all, so their final wedding videos do not include any of the vows, toast or other special moments that you may want to hear again.  Find out what audio they will be capturing during the wedding day and how that is generally incorporated into the final wedding video. Also ask to see a complete wedding video, so that you can see first hand whether you like the way audio is or is not used.

Are you including video in your wedding?  If you're already married, did you have a wedding video created for you?

PS - My Wedding Film's new blog-site launched TODAY, so be sure to check it out!  While you're there, be sure to watch their Wedding Genius interview with The Invitation Lady herself, Rikki Hernanskey. Rikki cracks me up every time I see her, and this little highlight will show you why. 




PPS - Leave a comment and we will donate a can of food to our local food bank. You can read more about our Cans for Comments Food Drive here.

{photo by Darby Elizabeth Photography}

For every comment left on our blogs, we will donate a can of food to our local food bank.  This counts for any and all comments left on both the Blue Orchid Designs blog and The Smart Planner from now until Saturday, December 20th.  For those of you who click through to read our blogs from Twitter, be sure to leave the comments here and not over there. 

I first saw this on Anne Ruthmann's blog (a completely fab photographer and lovely person whom you can follow on Twitter here), and we are jumping on the bandwagon as well.  Want in on the fun?  Click here to see who else is participating, and if you want some more comment love and want to spread some holiday cheer, host a Cans for Comment Food Drive of your own!

Our house rules for comments will still apply, so no spam please!



{image from video by Jerk with a Camera}

Quality wedding photography is one of the most important aspects of your wedding day, and I am a firm believer that couples should invest accordingly.  After all is said and done - the food has been eaten, your guests have danced into the wee hours of the night, your flowers have wilted - all you have left aside from your new spouse (of course) to help you remember your wedding day are the photographs and your wedding film.  Being that your wedding photos turn into a family heirloom, it is important to choose a photographer whose style resonates with your own and whose work moves you.  Once you've narrowed the list down, here are some questions to ask the photographers you interview:

Is it possible to see a sample album from an entire wedding?
It is easy to showcase a few amazing photos, but being able to see an album with the entire wedding will help you know whether or not the photographer who are considering is consistent in their work.  There are no do-overs in the wedding industry and you don't want to pay several thousand dollars only to find that your wedding photographer was having an off day.  Look for someone who consistently produces images that you love.

How soon do we get to see the photos and how soon do we receive the wedding album?
Each photographer has a different workflow and a different timeframe for post processing your wedding photos.  When meeting with your photographer, make sure that their timeline is compatible with your needs.  As for the album, we've all heard horror stories of couples who didn't receive their albums until over a year after they approved their album images and layouts.  Ask about album turnaround time (and keep in mind that you have a hand in this as you will generally need to either select the images you want included or approve a layout) and see if that will work for you as well.

What percentage of the album cost does the album credit typically cover?
An album credit is similar to a gift certificate in that it contributes to covering the cost of the wedding album, and does not necessarily mean that it covers the entire cost of the album itself.  For example, if your wedding photography package includes a $1000 album credit, but the albums normally run about $2000, then the credit only covers about half the cost and you will have to pay the balance on top of the package price.  Not every photographer's business model includes the album credit method, but if yours does, be sure to ask about a finished album's typical price (and number of pages or images) so that you can budget appropriately.

Do you include a disc of the images?
Including the full disc of images (which is an entirely different thing from a DVD slideshow) is a hot button topic in the wedding photography community and its practice varies with each photographer.  Some will include it in their higher priced packages, some include it for a separate fee, some give it as a gift on your first anniversary after your wedding album has been delivered, and some do not include it at all.  There are valid reasons for each of these approaches, and you need to be comfortable with the one your wedding photographer employs. 

{photography by Cheswick Photo}

I have been pestered/pushed/admonished/encouraged for the past year and a half by some people to host a business blogging workshop, which I am happy to announce will happen in January 2009.

The workshop will take place in the Phoenix metro area and will include blogging basics (Blogging 101) as well as specific strategies behind writing and running a successful wedding blog (Blogging 202). No topic will be off the table and any questions you may have are fair game.

The workshop will be open to all wedding professionals, not just wedding planners.

More details will be coming soon! You can get on the VIP list and be the first to know by sending an email to info{at}thesmartplanner.com with "Blogging Bootcamp" in the subject line.

In the meantime, you can get some tips on blogging by catching up on the previous How to Kill Your Blog series and SEO SOS series that I wrote for Twitter and by reading through the Online Media archives over on The Smart Planner.

A wedding consultant should be one of the first professionals hired to assist you with your wedding.  Bringing on a reputable wedding planner from the beginning can help alleviate stress as they can source venues and the rest of your vendors for you in far less time, and with access to much more information than you will ever be privy to as a non-industry insider.

Here are some questions to ask your wedding planner when interviewing them:

What time do you arrive on the wedding day and what time do you leave?
If you're expecting your wedding coordinator to oversee strike (the tear down and packing up of the reception) or counting on him or her to organize your grand exit, you may be surprised to learn that they only stay through the cake cutting or toasts.  Don't get caught in a case of comparing apples to oranges when it comes to the wedding planners you interview.  Find out exactly when your wedding coordinator will arrive and how long they will stay on your wedding day before you sign any contracts.

Will you oversee the wedding rehearsal?
If your wedding consultant coordinates multiple weddings per weekend, they may not include rehearsal coordination in their services as they may be at another event.  Ask about this before you hire anyone. 

What do you and your staff wear on the wedding day?
Seems trivial, but on your wedding day do you want your great aunt Betsy gabbing about how in love you and your new husband are or about the fact that your wedding planner is sticking out like a sore thumb by running around in dirty tennis shoes?

Some planners wear suits, some wear dresses, still others wear a less formal yet business chic ensemble.  All black tends to be the service industry standard, but this will vary based on your planner's personal tastes and your location.  Whatever their dress code, it should be professional and their hair and makeup should not look unkempt either. 

Do you receive commissions from the wedding professionals you refer?
In this case, commission is a prettier word than kickback, but it is the same thing.  This is a very grey ethical boundary and is still a prevalent practice in the wedding industry.  If a wedding planner has monetary incentive to refer you to certain wedding professionals, either from receiving a commission from them or by charging them to be on a preferred vendor list, you may not be getting the best vendors or the right people for your wedding. Ask if this is part of their business model and be sure to read the fine print in their contract before you sign.

{photo by Eyes 2 See}

New here?  Welcome!  Wondering what we're all about here at the Blue Orchid Designs blog?  Here's the skinny:

We're professional wedding planners (That's some of us at the top of the blog - aren't we cute? Our grandmothers think so) and use our blog as a way to share fun ideas and real life tried-and-true wedding advice.  There are close to 600 posts in our archives and reading through all of them would literally take you hours (not that we'd mind if you did).  So to help you out, here's a little taste of what we've talked about previously:


30 Days to Plan a Wedding :: Last year, we went through all the different aspects of wedding planning over the course of 30 days.  It's not an exhaustive step-by-step list of how to plan your wedding, but it is a great at-a-glance resource of some of the more logistical points of planning.

Need a recipe for a holiday party or bridal shower?  Check out our On the Menu series, which features menu ideas sure to make you the most talked about hostess on the party planning block. 

You can find a collection of Wedding Photography Advice to help you get the most out of your wedding pictures, including tips on how to hold your bouquet and other little thoughtful details.

Recently engaged and not sure where to start?  You're in luck, because this month we're doing a series called Wedding Vendor Hiring Guide, which features the questions you really should be asking the wedding professionals you interview in order to ensure you're hiring the best people for your day.

As we mentioned, there is a ton of info buried deep within our pages, so if you're in a hurry and looking for something specific, there is a custom Google search bar at the bottom of each page or you can click here for a shortcut.


We feature giveaways sporadically (earlier this year we even gave away free wedding planning services), so be sure you're subscribed to our blog (in a reader or via email) so that you don't miss out on any of the fun.

If you want to know how to be a professional wedding planner, check out The Smart Planner for business advice and to figure out if this is the right career path for you. 

Maybe it’s our inner narcissist, but we get so excited when we learn that someone’s blogged about us, and we want the opportunity to love you right back! If you've linked to us in a blog post or if blueorchidblog.com is on your blog roll, let us know so that we can include you in our blog love list.

Do you Twitter?  We feature special Twitter-only series' , so be sure to follow Liene so you don't miss out on any of that. 

Comments make our day!  Spam, not so much.  So if you have a question, thought, fab idea, and you aren't trying to sell us anything bought or processed, then please chime in on the conversation!

We can also be reached at blog{at}blueorchidweddings.com.

No Meet the Readers today (but you can get to know some of your fellow Blue Orchid blog readers by catching up here), but I wanted to let you know about WeddingbeePRO.

Weddingbee, as most of you know, is a collaborative site that features real brides blogging about their wedding plans. Bee Kim, the founder of Weddingbee, and its namesake, recently launched WeddingbeePRO, a site where wedding vendors dish the scoop from an industry insider's perspective.

If you've been following the Blue Orchid Designs blog for longer than two minutes, you know that I am big on educating brides as to the differences between wedding planning reality and wedding planning theory, as I like to call it.  As someone who plans multiple weddings per year, I love Bee's new site because it gives perspective from people who are at weddings nearly every weekend and who see how the ideas that couples come up with translate into real life. 

Be sure to check out WeddingbeePRO and leave Bee and the other featured bloggers some comment love!

Food is one of the most important elements in a wedding reception, in my opinion. While your menu doesn't have to rival that of a five-star restaurant, it should still taste good and be served hot and on time. Choosing a caterer that can fit your budget as well as meet your culinary desires can be a challenging, yet fun, part of your wedding planning process. When meeting with caterers, or while interviewing venues that have an in-house chef, be sure to take notes on their answers to the questions below:

Can they accommodate special dietary needs?
These days most chefs and caterers should be able to provide a vegetarian or vegan option to guests who may require one (and it should go beyond serving only a salad), or a gluten-free meal to guests with special dietary needs.

What are their plus/plus rates and does the service charge include gratuity?
When you receive a quote for food and beverage it will normally say something like $125++ per person.  The plus/plus means plus tax, plus service charge.  So if the service charge is 22% and tax is 8%, you are adding an extra 30% to your bill that you need to budget for.  Also, some companies include the gratuity in the service charge and some don't.  If they don't, you're looking at another 20% on top of the 30% on top of the base menu price.

What resources do they need on site?
Some caterers prepare all their food offsite and just need a staging area with power sources, some arrive with a traveling kitchen, and others prefer a full kitchen to prepare all of the food on site.  Ask your caterer what they will need from the venue so that you can make sure they are accommodated.  When it comes to preparing a hot meal for 100 or more guests, it is best to have no surprises as far as sparse power outlets and other necessary food prep needs on the day of your wedding.

What is their staff to guest ratio?
This will vary based on whether you are doing food stations, a buffet, or a plated meal, but make sure that your caterer plans to provide an adequate number of servers to meet your guests needs.  One server per eight reception tables is going to ensure the food arrives cold and late and leave guests hungry and grouchy.

Do they have the appropriate food handling licenses and such for your state?
The wedding industry is largely unregulated, however the food and beverage industry is one of the exceptions.  There are specific federal and local laws set that food service providers have to follow, so make sure that your caterer has all their paperwork on file and up to date.

{Photo by Melissa Jill, wedding menu created by Michael's Catering}

Choosing a venue for your wedding reception is a task that should also be checked off closer to the start of your planning. The space you decide on can help set the tone for aesthetics and the overall vibe and atmosphere you want your guests to experience. When meeting with your venue's sales representative, here are some questions to keep in mind:

What is included in the site rental fee?
Some venues include basic elements in their site rental, and for some it is simply the space.  Find out if tables, chairs, china and flatware, house linens, security, etc are included in the fee or if you will need to budget more and use an outside rental source.  If certain items are featured in sales photos, find out which are standard and which may be upgrades (chiavari chairs, for instance, are almost always an upgrade). If you are holding your ceremony at the same location as your reception, be sure to ask if there is also a separate ceremony fee.

Does the venue have any required vendors or can you bring in anyone you like?
Before signing a contract with a venue, check to see if they have any vendors you must use.  For example, you may be required to choose from a list of three florists or five caterers who have contractual agreements with that venue.  If you and your fiance are big foodies and the caterers at your dream venue are less than gourmet, you may want to choose another location to host your reception. You may also be required to use certain rental companies for chairs and linens.  Check to see who you will have to contract with by default if you use a certain venue and whether you like those vendors and if they fit your budget.

Are there noise ordinances or other building code restrictions?
This one is a huge issue, so make sure you ask up front!  Do city codes require that your dancing music be shut off by a certain time (indoors or outside)?  Are you allowed to have open flame in the ballrooms or will you need LED candles instead?  Does the venue provide an on-site engineer to sign off on tent staking and set up or will you have to provide your own? Are there food and beverage restrictions?  At many of the historic sites in Washington DC and Boston, for example, red wine is prohibited indoors and only certain drinks may be served in an effort to keep tipsy guests from ruining elements in a 250 year old venue. 
What maintenance and remodeling projects, if any, do they have on the calendar for the coming year?
If half the hotel will be torn up for a remodel during your wedding, are you okay with that?  If you're getting married at a country club or golf course and they are reseeding during certain months, will not being able to have grassy areas for photos or splotchy lawns in the background mar your vision for your day? As a bonus, if these things don't bother you, you may have some room to negotiate since venues tend to have fewer bookings during major renovations.

What are the venue's policies in regards to movement, set and strike?
First, some wedding industry definitions: movement refers to moving equipment and other event production materials, set refers to set up, strike is at the end of the event when everything is torn down and packed up.

Because of liability and insurance issues, each venue has different policies regarding what they will help with in regards to event production.  If you're counting on their staff to help with setting up decor or moving a chuppah, you may be in for a surprise when they tell you they can't.  Don't assume that the venue's employees will be the labor force you need to make your day a success - find out before you sign any contracts.

{photos of Royal Palms Resort by Kimberly Jarman}

If you are getting married in a church, synagogue or other house of worship, there are some key questions to keep in mind. Many churches book up for wedding dates far in advance, so it should be one of the first items you reserve, and if getting married in a certain church is important to you, then it is something you should book even before finding a location to hold your reception.

Are there any requirements for pre-marital counseling or classes?
Some pastors and priests require that you attend a certain number of pre-marital counseling or marriage preparation classes in order to get married in their church while others don't. Decide as a couple if this is something you want to do before you commit to getting married in a certain location.

Are there are dress code requirements for the bridal party or guests?
There have been brides who have gotten to the door of their church only to learn that their bare shoulders aren't allowed and had to find a makeshift shawl in order to walk down the aisle.  Check these requirements up front, and if needed, budget for a bolero or dress with sleeves for the ceremony portion of your wedding.

Are there any restrictions on photography or videography?
Not allowing photo or video for parts of the wedding isn't a dumb rule - for some religions and denominations it violates or interrupts the sacredness of the ceremony.  Be respectful of this and do your photographers and cinematograpers a favor by finding out beforehand where and what they can or cannot shoot.  If they are not allowed to document any part of the ceremony, you may face the tough decision of choosing between getting married at that particular church or finding another location that allows for photos.

Are there any guidelines or rules involving floral or decor?
In some churches, the floral arrangements are considered a sacrament and so they are left as an offering and can't be taken to the reception.  In others, live plants can only be used as it is symbolic of God's creation and coming from the earth.  Yet, in other churches, silk is preferred so that water damage or other allergens don't mar the sanctuary.  Some places allow pew decorations and aisle runners; others don't.  Again, these rules aren't arbitrary, there are reasons behind them, so be sure to know what you are agreeing to when you sign a contract to reserve the space.

Are there rules concerning music?
Do you have to use the church organist? Does the music have to be live and on "pure" instruments (eg: a real piano vs an electric piano) or can you pop in a CD with a prerecorded song for your processional? Are there certain types of music that are considered inappropriate for this particular house of worship (eg: some churches allow percussion instruments and others do not)? The answers to these questions can directly affect your wedding budget and should be taken into consideration when you are choosing a ceremony location.

{wedding photography by Eyes 2 See}

Choosing your wedding vendors can be an overwhelming task.  If you have hired a reputable wedding planner, you can breathe a little easier, because they've already done the legwork for you, know the behind-the-scenes industry details and can make recommendations based on your specific needs and personality.

That said, reality dictates that not everyone is in a position to hire a full-service wedding planner.  While wedding planning is my full time job and it pays my bills, I am not going to sit here and tell you to go into debt to hire a consultant.

The best way to spend your budget, no matter if it is $60 for a courthouse wedding or six-figures for a lavish affair, is to hire professionals who will do a quality job and deliver the services and products promised.

With that in mind, I've put together a Wedding Vendor Hiring Guide, which I'll be sharing with you as a blog series over the coming days.  I'll give you questions to ask vendors to help determine if they are right for you, and some tips and advice on decoding some of the wedding jargon you'll run into during your engagement. 

Why am I doing this? Because you deserve a great wedding, regardless of your budget and regardless of whether or not you hire my company to help you in your planning process.  Also, and any wedding professional can attest to this, some of the "1087 Intrusive Questions You MUST Ask Your Vendors" lists floating around on wedding sites and in bridal magazines are just downright ridiculous.  I want to give you some insight into what professional wedding planners ask when they interview vendors for their clients so that you and your fiance can make an educated decision when it comes to who you hire for your wedding day.

The Wedding Vendor Hiring Guide debuts tomorrow so be sure you're subscribed to get our blog updates in a reader or via email so that you don't miss a thing!