After nearly 20 years of event planning experience, the team at Marilyn Ambra Party Consultants has learned dozens of lessons about how to nail down the details and double check the agenda so that nothing falls behind.
Picture this, you’re checking things off the to-do list, everyone is in order and everything is falling into place, then suddenly the day comes to a screeching halt. Whether an unexpected crisis rears its head, or something has fallen through the cracks, you realize that you have forgotten some small detail that has sent everything spiraling. Because you overlooked one tiny detail, the day is scrambled, and it’s all hands on deck to make it right again.
Whether you’re a newbie event planner, or a seasoned professional, a little mishap can happen to anyone, and it is important that you go the extra mile to iron out all the details beforehand to avoid forgetting important pieces of the puzzle. For this week’s Wednesday Wisdom we we are excited to share some of our hard earned tips with you.
1. Solidify Your Set-up (and breakdown):
Have you communicated with both set-up and breakdown teams, and do they have a clear understanding of their roles and the flow of the evening? Make sure your entire team (this includes outside vendors as well) is on the same page and that everyone is aware of any deadlines or potential interruptions you are working with. To go the extra mile, consider equipping them with snacks, water, backup materials, and whatever they will need to do their job well. After all, a healthy team is a happy team!
2. Powering Up:
There is nothing like the panic that comes with the camera running out of battery or your phone dying. Don’t forget to bring all the electronics that might be necessary (laptops, phones, curling irons, or cameras) and their accompanying chargers. Pro tip: providing extra power strips and a portable charger or two can make you a lifesaver!
3. Music to Your Ears:
Have you double checked your permits to let the music play? It can be tempting to simply hook up your iTunes or Spotify and play it over the venue speakers, but it is unfortunately illegal and can get you in a real pickle if you aren’t careful. Reach out to your DJ or house band to ensure they have obtained the necessary legal permits for your music so the party can live on!
4. Be Aware of Allergies:
Be wary not to neglect special dietary requests as you’re gathering up all your excited R.S.V.P’s and planning your menu. It is important that you communicate clearly with your caterer or venue to confirm that they are aware of any allergies listed and can be mindful of them from preparation to the final plate. This small but important detail could turn a beautiful wedding into a scary episode if forgotten.
5. Dainty Decorations:
It can be easy to forget the small spaces and neglect embellishing the guest book sign-in table, the cake table, buffet tables, or even the bar area. However, these dainty decorations couldn’t be more crucial to making or breaking the entire atmosphere! Let your details and design continue down the buffet line or to the bar with small embellishments, splashes of color, sprinkles of flower petals, or themed trinkets.
6. Enjoy Every Moment:
Amongst the chaos and adrenaline of the day, don’t forget to slow down and smell the roses! Appreciating the journey as your event unfolds is the most important detail of all!
Victoria + Jason
Planning & Design: Marilyn Ambra Party Consultants
Photographer: Nicole Bloomberg Photography
Florals: The Monkey Flower Group
Ceremony Venue:The Grape Crusher
Reception Venue: General’s Daughter Sonoma
Catering + Cake: Ramekin Sonoma
Kathy + Matt
Venue: Rutherford Private Estate
Catering: Componere Fine Catering
Photography: Anna Kuperberg
Floral: Plan Décor
Furnishings: Blueprint Studios
Furnishings: Standard Party Rentals
Tenting: Bright Event Rentals
Lighting: The Lux Productions
Linens: La Tavola Fine Linens
Beauty: Julie Morgan Hair and Makeup Gown: Vera Wang
Shoes: Jimmy Choo
Paper Goods: Vera Wang and Hyegraph Invitations
Cake: Sweet on Cake
Robin + Jon
Venue: Brazilian Room, Berkeley
Caterer: Trumpetvine Catering
Furnishings: Standard Party Rentals
Linens: La Tavola
Floral: Plan Decor
Photography: Liz Daly Photography
Cake: Torino Baking
Music: Garcia Flamenco