How to Successfully Navigate Wedding Shows: Insider Tips from Your Wedding Planning Pros

Attending a wedding show is like stepping into a wonderland of wedding inspiration. It’s exciting, overwhelming, and filled with endless possibilities for your big day. But how do you make the most of it without getting lost in the sea of tulle and vendor booths? As experienced wedding planners, we’re here to guide you through successfully navigating wedding shows so you leave inspired, informed, and on track to create the wedding of your dreams.

Let’s dive into our expert tips on how to prepare, what to look for, and how to make wedding shows work for you!

Know What You Want Before You Go

Wedding shows are brimming with options, from florists to photographers and everything in between. To make the most of your time:

• Define Your Priorities: Know which aspects of your wedding you need to focus on. Are you looking for a caterer, venue, or DJ? Having a clear vision helps you stay on track.

• Create a Vision Board: Whether it’s on Pinterest or a physical board, compile images and ideas to bring with you. Vendors love seeing your style so they can tailor their pitches to your aesthetic.

• Set Your Budget: Be prepared to discuss pricing with vendors. Knowing your limits ensures you’re connecting with vendors within your range.

Pre-Register and Plan Your Day

Wedding shows can get crowded, and the best booths are often the busiest. To maximize your experience:

• Pre-Register Online: Many shows offer discounts or incentives for early registration. Plus, it saves you time at check-in.

• Research the Vendor List: Check the show’s website to see which vendors will be there. Highlight the ones you want to visit and prioritize those booths.

• Plan Your Timing: Arrive early to beat the crowds and have more one-on-one time with vendors. If possible, plan to stay for the entire event to take in everything.

Dress Comfortably and Bring Essentials

Wedding shows often mean walking, standing, and carrying materials. Be prepared with:

• Comfortable Shoes: Trust us—heels are not your friend here.

• A Tote Bag or Backpack: Vendors will shower you with brochures, samples, and swag. A sturdy bag helps you keep it all organized.

• Notebook and Pen: Take notes on vendors you loved, ideas that sparked your interest, and questions you have.

• Pre-Printed Labels: Save time filling out forms by bringing labels with your name, wedding date, and contact info. Vendors will love you for it!

Ask the Right Questions

You’re meeting potential vendors who could make or break your big day. Don’t shy away from asking detailed questions:

• What’s your availability for our wedding date?

• What’s your experience with our chosen venue or wedding style?

• Do you offer customizable packages?

• Can we see examples of your work or client testimonials?

• What’s your deposit policy, and when is the final payment due?

Take Advantage of Discounts and Promotions

Many vendors offer exclusive discounts for couples who book at the wedding show. Be prepared to:

• Bring Your Calendar: If you’re ready to book, having your availability on hand is essential.

• Ask About Show Specials: Vendors often offer discounts, freebies, or upgrades for signing contracts at the event.

• Negotiate Smartly: If you love a vendor but need time to think, ask if they’ll honor the discount for a short period after the show.

Stay Organized Post-Show

After collecting stacks of brochures and business cards, you’ll need a system to sort through everything:

• Create Categories: Divide materials into categories like “Must-Have,” “Maybe,” and “Not for Us.”

• Follow Up Quickly: Vendors meet hundreds of couples at shows, so reach out soon to remind them who you are and ask any follow-up questions.

• Schedule Consultations: Narrow your list and set up meetings with your top vendors to discuss your needs in detail.

Keep an Open Mind

While it’s great to have a plan, some of the best ideas come when you least expect them:

• Explore New Trends: Wedding shows are the perfect place to discover unique ideas, from interactive photo booths to cutting-edge decor.

• Talk to Vendors Outside Your List: You may fall in love with a vendor or service you hadn’t considered.

• Engage with Fellow Couples: Chatting with other couples can give you fresh ideas and insights.

8. Don’t Forget to Have Fun

Wedding planning can be stressful, but wedding shows are meant to be an enjoyable part of the journey. Take time to:

• Sample the Food: Many caterers offer delicious samples. Enjoy the perks of being a bride or groom-to-be!

• Snap Photos: Document your favorite setups, floral arrangements, or unique details for future reference.

• Soak in the Inspiration: From runway shows to stunning decor displays, let yourself be inspired.

Why Hiring a Wedding Planner Makes Wedding Shows Even Better

Here’s a little secret: having a wedding planner by your side makes navigating wedding shows a breeze. As professionals, we know how to:

• Guide You to the Right Vendors: Based on your style and budget, we’ll steer you toward vendors that fit your needs.

• Ask the Hard Questions: We know what to look for and what red flags to avoid.

• Save You Time and Stress: With our expertise, you can focus on enjoying the experience while we handle the details.

Let’s Create Your Dream Wedding Together

Wedding shows are a fantastic way to kickstart your planning journey, but having an experienced team like Elegant Affairs by your side makes all the difference. With over 19 years of wedding planning expertise in Seattle and Tacoma, we’re here to ensure your big day is everything you’ve dreamed of—and more.

Ready to dive into wedding planning? Let’s chat! Book a complimentary consultation today, and let’s start bringing your vision to life.

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Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.

2024 Year in Review

As we wrap up another incredible year, our hearts are brimming with gratitude for the love, support, and unforgettable memories we’ve shared in 2024. This year has been nothing short of magical, filled with breathtaking weddings, countless joyful moments, and incredible collaborations with our cherished clients and vendor partners.

Every wedding we’ve had the honor of planning and executing has been a testament to the love stories that inspire us daily. From intimate ceremonies nestled in the heart of the Pacific Northwest to grand celebrations that dazzled under twinkling lights, 2024 was a year to remember.

To Our Clients: Thank You for Trusting Us with Your Love Stories

To our amazing couples: Thank you for inviting us into one of the most special seasons of your lives. Your trust, creativity, and love for one another have fueled our passion and reminded us why we do what we do. It’s been a joy to see your dreams come to life—from the first consultation to the final send-off.

We’ve celebrated with you during golden-hour ceremonies, danced alongside you at vibrant receptions, and teared up during heartfelt vows and toasts. Each wedding has left a unique mark on our hearts, and we are so honored to have been a part of your journey.

As we reflect on this past year, we’re reminded of the countless smiles, heartfelt moments, and cherished memories we helped create. Your kind words, glowing reviews, and heartfelt testimonials have meant the world to us, and we’re endlessly thankful for the opportunity to be part of your day.

To Our Vendor Partners: You’re the Dream Team Behind the Magic

To our incredible vendor partners: Thank you for your dedication, creativity, and unwavering support. From florists and photographers to caterers, DJs, and venues, you are the backbone of every wedding we plan. Your talent and expertise elevate every event, and it’s always a pleasure collaborating with you to create extraordinary celebrations.

We are in awe of the stunning floral arrangements, the mouthwatering menus, the beautiful venues, and the jaw-dropping decor that brought our couples’ visions to life. Your commitment to excellence and willingness to go above and beyond are what make these weddings so unforgettable.

Whether it was working together to create seamless timelines or brainstorming creative solutions for last-minute challenges, your partnership has been invaluable. We can’t wait to team up with you again in 2025 to continue creating magic for our clients.

2024 Highlights: Weddings We’ll Never Forget

Looking back on 2024, we’re filled with pride at the beauty and joy of the weddings we were honored to plan. Some highlights include:

• A stunning winter wedding featuring a cozy candlelit reception and a magical snowfall that felt straight out of a fairytale.

• A vibrant summer celebration that incorporated bold florals, a live band, and a breathtaking sunset ceremony.

• A heartfelt autumn wedding with moody, rich color palettes and a reception under a canopy of twinkling lights.

Every couple brought their own unique style and personality to their wedding day, and it was such a joy to see those visions come to life.

Looking Ahead to 2025: Let’s Create Something Extraordinary

As we turn the page to 2025, we’re filled with excitement for what’s to come. We’ve already started planning some incredible weddings and are thrilled about the trends and creative ideas we’ll be incorporating into next year’s celebrations.

If you’re planning your 2025 wedding and haven’t booked your planner yet, now is the time! While our calendar is filling quickly, we do have a few openings left, and we’d love to help you bring your vision to life. Whether you’re dreaming of an intimate gathering or a grand celebration, we’re here to ensure your day is as seamless and joyful as possible.

A Final Thank You

To our clients, vendor partners, and everyone who supported us in 2024: Thank you for making this year truly unforgettable. Your trust, collaboration, and love have been the foundation of everything we’ve accomplished.

Here’s to a new year filled with love, creativity, and even more magical moments. Let’s make 2025 the best one yet! Cheers to the future, and we can’t wait to celebrate with you.

With gratitude,
The Elegant Affairs Team

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Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.

The Best Winter Wedding Send Off Ideas

Are you planning to add a send-off to your winter wedding? Or are you just wondering what in the world is a send-off? A send-off means your grand exit. Believe it or not, send-offs or grand exits are historical and hold roots throughout the centuries. In Roman times, guests would throw grain or rice as the couple left to symbolize fertility. As a Royal Tradition, leaving in style is a must in England. Prince William and Princess Kate drove off in a gorgeous Ashton Martin departing from Buckingham Palace.

The grand exit is a symbol that represents the couple’s transition into married life and the new life they will build together. It is a time to celebrate the couple's excitement and send them off with memories. These are the perfect ideas to end the night and the photos will be magical. It’s also a great way to signal to your guests that the wedding reception is over, without having to kick anyone out. Winter gives us some additional send-off ideas that utilize the chilly air and magical white, wintery landscape. So, let’s get into the best winter wedding send-off ideas! 

Streamers or Tinsel
Deck the halls.. With tinsel streamers! This is a fun, yet safe way to send the happy couple off to their honeymoon or night on the town. The best part is they are affordable, can be an easy DIY project for you and your wedding party, and leave little to no mess. Streamers or tinsel also are the perfect sparkle in your photographer’s camera! We love how they are captured in wedding photos. This is also a safe place to find the tackiest, shinest, streamers in all the land. They also require little setup and are perfect for kids and adults. 

Sparklers
Sparklers are a classic. I can’t tell you how many send offs we’ve done with sparklers. And the best part is they look absolutely magical in the winter months! The good news is during the summer our team and I are on the lookout while the sparklers are in guests hands. We have a bucket on hand filled with water and are prepared for anything that could resemble a fire. But in the wintertime, due to the cold weather and snow, fire is less of a concern, but you should still keep an eye out on the twinkling lights. If you do choose sparklers for your grand exit, opt for the longer sparklers – like the 22 inches. The 12 inch can get a little scary, and depending on your number of guests in attendance, it may take a long time to light. There is also a difference in quality between the sparklers you get from the fireworks store and wedding sparklers. And, if you have a large attendance of guests, we’d skip the sparklers or talk to your photographer about a faux exit, because chances are the sparkler will not stay lit by the time everyone has lit their sparkler!

Glow Wands
Okay, so maybe you’ve been to Disney on Ice and seen or purchased glow wands for your littles. Glow wands are a perfect addition to your winter send off. The LED is perfect, because it’s less prep work and will show up beautifully in your photos. You’ll want to make sure that it is truly dark outside for the effect to fully take place, but these are a great, non-mess, kid friendly option that will create a beautiful, yet fun send off!

Bubbles 
Bubbles are not overrated. Did you know that bubbles actually capture light and photograph beautifully? If caught with the right exposure, bubbles can actually mimic snow! Bubbles are an affordable option and fun for all ages during a send off. They are mess free, float beautifully and can photograph well. This is the perfect option for a whimsical bride and groom who want little hassle when it comes to a send off. Just grab some bubbles and get blowing! 

Cold Sparkler Machines 
This is a modern way to send off - and you’re probably wondering what cold sparkler machines are. They give the same effect as the allure of a firework, but unlike fireworks, you won’t need a permit or license. You can rent these machines or purchase your own (although we recommend renting for a more budget friendly option.) They create sparkler sparks, and are perfect for lining your grand exit. The photographs are truly STUNNING and can be set up prior to your grand exit for planning purposes. 

Getaway Car
There is nothing quite as timeless as exiting your reception and entering your getaway car. If you’re looking for an affordable way to exit that is quick, leaving your wedding venue by car is a great opportunity to thank and say goodbye to your loved ones. In turn, they get to cheer you on as you embark on your new married adventure. Your family and friends can also decorate your cans and don’t worry there are many modern options that don’t involve cans dangling from the bumper. 

We love a good send off and we recommend that you take a moment to think about how you want to be sent off on your newlywed journey. Whether you want to dazzle down the aisle with sparklers or streamers of tinsel or opt for the timeless getaway car, take the time to research and plan what works for you and your partner. Be sure to consult your venue to ensure your send-off plan is approved and doesn’t break any rules or regulations. If you are planning to use sparklers, be prepared with plenty of lighters and a safety plan, including somewhere to put the sparklers out. Don’t forget to talk with your photographer and you can even incorporate a faux exit with you wedding party and immediate family to ensure those photos are secured. But, don’t forget to have fun with it – this is the send-off that celebrates you and your spouse on your new journey! 

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Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.