Free Advice and Tips from Professional Wedding Coordinators

True Role of a Wedding Coordinator

How can a wedding coordinator help you?

A professional wedding coordinator will: Be your advocate and someone that cares about the outcome

of your day as much as you do. Help you negotiate contracts. Give you inside tips on venues, vendors, pricing and how to

achieve exactly what you want for your wedding day. Advise you on budget and help you save money. Listen to your ideas and pull together your theme, so your

decor is cohesive and polished the day of your wedding. Design the layout and flow of your wedding day so that you

have not only the event you want, but it is comfortable and fun for your guests.

Stay up-to-date with industry vendors and tell you who offers the best service for the best price, yet is reliable.

Help you bring your own style and personality to your day. Ensure that all vendors work together and follow through

with the services you initiated ~ be the main point of contact the weekend of your wedding, so you can spend time with family & friends.

Assist with setup, layout, décor, tear down and any other tasks needed to make your event a success.

Share with you their knowledge, opinions and suggestion based on their years of experience and research.

Embellish Events coordinators guarantee exceptional service

and much more…

Please contact us today for a complimentary consultation and find out how we can help plan your

wedding. 512-902-5084

info@embellishevents.com www.embellishevents.com

“it’s all about the budget!”

Cutting Corners

Invitations can be tempting to do

yourself or purchase online –

always price them out locally

first. A less expensive

professional invitation will

usually look better than a high

end DIY project.

DJs typically cost less than a

band.

Even if you don’t like flowers or

don’t want to spend a lot in this

area, always price out personal

bridal flowers instead of doing

them yourself.

Find a venue that allows you to

bring in catering and alcohol.

If you can’t afford a full service

bar, consider offering bar service

during your cocktail hour then

changing to a cash bar. Just be

sure to have an ATM available

onsite somewhere discreetly.

Breaking Down Your Budget Most budget calculators that exist are based on percentages. Keep in mind that your style and preference will affect these percentages. If you care more about food or music, then you

might shift more money towards that aspect of your wedding.

The only true way to figure out your budget is to decide on an estimated head count and time of year for your wedding, then start price shopping venues and vendors. This is an extensive

process but can give you a true understanding of what you will probably spend. An experienced event coordinator can greatly reduce the hours of research and hunting in this process, and quickly give you an accurate break-down based on what you

would like to spend.

Determining Your Budget Discuss with your fiancé the amount of money you have available,

what you are comfortable spending, what you wish you could spend

and who will be contributing to the budget. Some couples are now

completely funding their own wedding while others receive

contributions from family members. Keep these factors in mind

when making decision on what to spend.

If someone else is paying for any element of your wedding, always

try and keep them in mind when you make decisions, yet in the end

it is your event and they want you to be happy.

Coordinators Can Help You Save Money Compare venues to determine the best fit for your budget. Negotiate venue contracts, giving you inside tips for

particular venues (the fine print). Provide discounts that you may not get on your own.

A coordinator knows the market, where the best deals are, who provides the best service for the best price, when the

sales happen and have preset discounts with many vendors.

Some independent & in-house coordinators tend to use the same vendors over and over, limiting your scope of service. Be sure your coordinator customizes their service for you.

{Some venues offer an ‘in-house’ coordinator but these are typically not full

service. Be sure to ask exactly what service they provide.}

Traditional Bridal Party & Family Roles

If you are fortunate enough to have family that is contributing to your wedding budget, you might want to know who traditionally pays for what item. Below is a guideline of budget and task

responsibilities – be sure to customize it to suit your personal situation and families capabilities.

The Bride

The Bride's Family

Personal Stationary Thank You Notes Guest Book/Pen Toasting Flutes

Cake Knife & Server Gifts for Her Attendants

Gift for the Groom Groom's Wedding Band

Beauty Appointments for Herself (Hair, Makeup, Nails, etc.)

Beauty Appointments for Attendants (optional)

Engagement Party Bridal Attire

Church/Ceremony Location Rental Ceremony & Reception Music

All Photography Wedding Invitations & Postage

Bridesmaid’s Flower (not Bridal) Décor Flowers

All Reception Expenses: Catering

Wedding Cake Decorations & Rentals Staff Tips & Gratuities

Bridal Party/Family Transportation Their Wedding Attire

Newspaper Announcements Parents & Grandparents Must Attend

Wedding Rehearsal Toast from Father of the Bride at

Reception

The Groom

The Groom's Family

His Wedding Attire Bride's Engagement Ring & Wedding

Band Gifts for His Attendants

Marriage License Present for the Bride

Bridal Bouquet, Corsages & Boutonnieres for Himself & Bridal Party

Accessories for his Attendant's Bride & Groom Thank Guests for

Attending

Travelling Expenses for Themselves Wedding Present for the Bride & Groom (often a donation of money to help with

expenses) Their Wedding Attire The Rehearsal Dinner

All Beverages at Reception Honeymoon Travel Arrangements &

Lodging Parents & Grandparents Must Attend

Wedding Rehearsal

The Maid (Matron) of Honor

The Best Man

Her Own Wedding Attire Plan Bridal Shower

Shop for Wedding Gown with Bride Assist with Bridal Portrait Shoot (or

Mother of the Bride) Attend Wedding Rehearsal Attend Rehearsal Dinner

Assist Bride on Wedding Day Sign Wedding Certificate as Witness Ensure the Bride's Personal Items &

Going-Away Outfit is Taken to Reception Her Own Travel & Accommodations (if

necessary) Gives a Toast to the Bride (& Groom) at

Reception

His Own Wedding Attire Plan the Bachelor Party

(few weeks before the wedding) Attend the Wedding Rehearsal

Attend Rehearsal Dinner Assist Groom on Wedding Day

Ensure the Groom's Personal Items & Going Away Outfit is Taken to

Reception His Own Travel & Accommodations (if

necessary) In Charge of Decorating Exit Car

Gives a Toast to the Groom (& Bride) at Reception

The Bridesmaids

The Groomsmen

Their Own Wedding Attire Pay for Their Own Travel &

Accommodations (if necessary) Attend the Wedding Rehearsal

Attend Rehearsal Dinner Decorate the Reception & Help Clean

Gather Gifts & Cards Brought Plan Bachelorette Party

(a few weeks before the wedding)

Their Own Wedding Attire Pay for Their Own Travel &

Accommodations (if necessary) Attend the Wedding Rehearsal

Attend Rehearsal Dinner Decorate the Reception & Help Clean

Gather Gifts & Cards Brought Function as Ushers if Needed

The Ushers

The House Party

Their own Wedding Attire Their own Travel Expenses &

Accommodations (if necessary) Drive Guests that Don't Have

Transportation to the Wedding & Reception

Help Seat Guests at Ceremony

Their own Wedding Attire Their own Travel Expenses &

Accommodations (if necessary) Drive Guests that Don't Have

Transportation to the Wedding & Reception

In Charge of Guest Book Hand out Programs at Ceremony

Ensure Guest Book gets Taken & Placed Back Out at Reception

Take Extra Programs to Reception

Flower Girl

Ring Bearer

Her Parents Pay for Her Wedding Attire Must Attend the Wedding Rehearsal

Walks in Front of the Bride – Can toss petals, carry flowers or special item

Can sit down or stand during Ceremony Walks Behind the Bride and Groom in the

Recessional Can Have Multiple Flowers Girls of All

Ages

His Parents Pay for His Wedding Attire Carries the Wedding Bands Securely Tied

to a pillow (the best man can also hold the real rings and two fake rings are

placed on the pillow) Must Attend the Wedding Rehearsal

Proceeds or Walks With the Flower Girl in the Processional & Recessional

Can Have Multiple Ring Bearers of All Ages (but only one or two pillows)

“It’s My Special Day that Happens Only Once in My Life” Your wedding day truly belongs to you and your fiancé. It should be just as you want it – fun, exciting, memorable and romantic. However, this day is a celebration of the commitment you are vowing to each other because of the love you share – the color of your linens or design of your cake will never “wow” your guests more than that. Family members and friends will always share their ideas and opinions, but if they are not helping financially, then that’s all they are – opinions. Always consider and respect the ideas of anyone whom is helping financially, but if in the end you disagree – thank them for their input and politely tell them that your prefer another option. As long as you are polite and they are reasonable, there should be no strife. If you ever come to a crossroads with family or friends during the planning process and you have a wedding planner, turn to them. In our experience we have seen many issues come and go – we can share with you the perfect way to handle any situation. In that regard, always be up front with your planner. If you mother wants hideous table décor that you don’t, give us a heads up so we are prepared to handle the situation the Day-of. We not only help you plan a beautiful and meaningful day, but we want you to be happy and will do what we can to make sure that happens.

RSVP When creating your guest list and gathering addresses, be

sure to list phone numbers as well. These will come in handy once the RSVP deadline passes ~ you can then have a member

of the bridal party call and collect answers from those

people that have not responded.

DÉCOR TIPS When envisioning your reception keep in mind that not every table has to match. Actually, no table has to match at all. If you use the same or similar elements in all of the

tables, it will tie together your look and make your wedding very unique. Flowers are beautiful, but remember you can also tie in textured linens and

decorative items as your centerpieces.

THEME Not all weddings must

have a theme. If you

bring together colors

you love, textures,

personal elements

from your lives

together and then

create a personalized

monogram and tie that

into your invitations

and décor, your

setting will come

together naturally.

ACCESSORIZE Make a statement with

your jewelry and hairpieces. A vintage necklace or earrings,

paired with a Birdcage Veil and elbow length gloves lets you glam it

up with flair.

WEDDING DAY

BEAUTY Pamper yourself by

having a salon or stylist take care of

your hair & makeup for your wedding day.

Your photos will thank you for it. Be sure to schedule a

trial run of both – try and plan the trial

before your bridal shoot or bachelorette

party so you have somewhere fun to go

to once you’re all dolled up.

TIME & STRESS MANAGEMENT Austin is filled with hundreds of

talented vendors and beautiful venues – you’ll drive yourself crazy if you try

to visit with each one of them. Do your research online and find up to 10

vendors/venues that fit your style and budget. Narrow down your selection to

5 and meet with them all. Trust your gut and be decisive. If you like their

work, they have solid references and fit within your budget, book them before

someone else does!