It is February already! Can you believe it? We truly hope your 2019 has been amazing so far! We want to start off this new year with an important topic when it comes to your wedding day - why you should hire a Wedding (Event) Planner, and more importantly, what WE will do when you hire us.

Wedding planning is fun, exciting, and a lot of work. For some it can be very stressful, but we are here to guide you, answer questions, provide recommendations, and most importantly, take that stress away from you! When you hires us, you are hiring a professional who can design, coordinate, and execute a stunning event. Let’s take a moment to look at some of the key reasons our job is more than clipboard and headpiece.

You hear us talk A LOT about vision. The truth is most brides (and grooms as well) have been dreaming up what their wedding day will look like for years. It is important that we understand what that looks like so we can help you turn that dream in to a reality! How do we do this? We create mood boards that show you the color pallet, types of floral presentations and décor options, and other details that are important. Next, we ask you what the two most important elements of your day are - this could be entertainment, food, decor, or anything in between. Once everything is agreed upon, we look at your proposed budgets so that we can recommend the best vendors based on all this information. All in all, having a second mind and someone knowledgeable to bounce ideas off of can be a major asset.

Our second important task is to communicate and collaborate with your vendors. I am going to let you in on a secret - we are constantly networking with all types of vendors, including rental companies, photographers, florists, and caterers, etc. Why? We live in a city filled with incredibly talented vendors that we personally know and love! Knowledge of our preferred collaborators helps us to aid you in choosing vendors that suit your desires and style. And in addition to that, our personal relationships with vendors in the local area allow us to provide you with the highest quality services at the best price. This is also a reason you should hire a planner from the very start, versus waiting until the end.

Just so you know, we cannot help you negotiate prices after contracts have been signed and agreed upon – it is too late! Once you have hired your vendors, we take over. We ensure that they all have the correct information and we collaborate with you and them for your timeline, room diagrams, walk through, and on the actual wedding day. There are so many moving parts, and we want to be absolutely sure that no details are left behind. For instance, if you want photos taken of you while you are getting ready and also want to do a first look, we ensure your makeup and hair artist, as well as your photographers, are all on the same page. If the photographer needs more time for family photos, we work with you and the other vendors to adjust your timeline accordingly.

Lastly, and the most important element, is the day of coordination and management! By this time we have created and reviewed your personalized timeline and diagram, you and your vendors have all reviewed it multiple times and feel good about it; we have done a venue walk-through and completed your rehearsal. Now it is our turn to execute all the details so that you and your loved ones can enjoy the celebration. This includes ensuring set-up goes smoothly and your guests are taken care of. We are there to guide you and the wedding party down the aisle, provide you food and drink when you need it, bustle your dress, ensure your bridal suite is stocked, someone is there to make sure the groom and groomsmen are following the timeline… and the list goes on!

While we are on the topic of the big day, we want to take a moment to address the difference between our job and that of your venue. It is possible that you have booked a venue that has a staff member with the title of, “Event Manager” or “Venue Coordinator,”but there is a large distinction between our roles. (Disclaimer: the following is not to say that this role is not imperative and crucial to the process, because it definitely is)! To broadly generalize, this individual at the venue is there to handle their staff and anything related to the event space itself (as well as anything else the venue is providing such as rentals). Helpful and a major player, however, their job is not to call the DJ who is running late or set up the reception decor. Neither will they stay on top of your timelines or assist you or your guests with small tasks. That is where we come in! We work for you and you alone throughout the entire planning process through the wedding day, and we have your best interest in mind at ALLtimes.

With all that being said, hopefully you now feel more informed and equipped to decide if a Wedding Planner is right for you! We would love to hear about your vision and to offer you a free consultation to do so! Hiring a planner is a big decision, but we believe it is something that should never be overlooked in executing a successful and stress-free wedding. We cannot wait to hear from you!

Coordination: Danielle, Danielle Caldwell Events; Venue: Sentinel Hotel & Jakes Catering; Photographer: Deyla Huss Photography; Flowers: Bella Bloom Florals; Rentals: Classic Vintage Rentals & The Party Place; Linens: Creative Coverings; Cake: Dreamcakes; Bridal Boutiques: The White Dress; Groom: Bonobos Downtown PDX; Hair, Makeup & Beauty: Portland Makeup and Hair; Jewelry: Alchemy; Paper Goods & Calligraphy: Crave Design; Wine: Cask and Crup NW

Throughout the past few years I have been posed with some questions and comments that surprised me. Some include, “why would someone hire an event planner or meeting planner if they have an assistant?” or “I don’t need a wedding planner - how hard can it be.” Event management is an art and those that are in it have multiple skills such as being detail oriented, delivering great customer service, multi-tasking, creative thinking, sales and negotiation skills, and business savvy. As Brittany Bowens states in her article 6 Event Planning Myths, “Event planning is full of sleepless nights of decor prep, stressful budget negotiations, and 16-plus hours on your feet in any given workday. Being an event planner is more than just a fun job…”. Event planners do face pressures ensuring that the event runs flawlessly, attendees are wowed, and budgets are met. Creating an event is not just about making a reservation, but ensuring all the details such as registration, travel, food, A/V is in place. Little things can make a big difference.

So you ask, why should I hire an event planner? We know how to get the job done. Our jobs start from day one researching all the best venue options for our guests and doesn’t end until the last vendor packs up and leaves and bills are paid. We spend countless hours doing walk-throughs and negotiations to ensure our clients don’t overpay and go back and forth with the venues to make sure we get the best deal. One of our many perks is that we have relationships with multiple vendors so that you are not paying top dollar. In addition, we focus on the details that are important to our client and their guests. We add those additional wow factors to not only get the guests in the door, but make it so that they don’t want to leave. Imagine you spend hours planning your special day and when it finally arrives little details fall through the cracks. Your photographer shows up late to your cocktail hour forcing you to miss out on welcoming guests; your band never receives a list of names for the bridal party introduction so your stuck writing down the names of your wedding party 30 second before the party starts, or the main course is served late. All these things can happen and have happened. Thats not to say they will to you, but part of the reason you hire a planner is to ensure they don't happen. We take the stress out of your day so that you can focus on what is most important.

Planners work with all facets of the event such as the caterer, A/V technicians, transportation, hotels, airlines, florists, etc to ensure that our guests are taken care of. Have you ever gone into an event and noticed the music was loud enough for you to enjoy it, but also low enough for you to have a conversation or attend a special event or conference as a VIP and receive a small token of appreciation in your hotel room? Those details are things we think about. So to answer the initial questions, yes assistants are very helpful in many ways and I am sure they are capable of planning an event. However, we are in business because we have proven time and time again that details matter. Producing a fun, flawless event that exceed expectations while staying within budget takes time, energy and creative thinking. Most people do not have time for that. However, if you hire Danielle Caldwell Events, we can deliver that and much more!

Have an event coming up that needs our expertise? Please email us at info@daniellecaldwellevents.com to setup a free consultation. We look forward to working with you!