Plan Ahead for After the Reception

Have you sat down and thought about how the event will unfold after you dance the night away at your reception? When we hold client meetings, one of the biggest tasks we work to accomplish is to decide who will be responsible for disassembling and ensuring that all items end up where they should. Often, this is a task that is not at the top of everyones’ lists and to be honest, we’ve seen what can happen if there are not plans clearly laid out. Important items may be displaced, or everyone lends a hand but it’s a mystery what is with whom. For reasons such as these, we ensure that a plan is created in advance for after the reception. Let’s break down all the areas that need to be discussed in order to create a clear plan for the reception. 

Who is selected to support?

At the end of the night, after the adult beverages have been flowing, it can be difficult to determine who can support at that very moment. It is smart to select individuals that are responsible and willing to help. Do not designate individuals without discussing the task and expectations first. You want people to be willing to support but also be capable and trustworthy in executing the plan for clean up and transport. 

• Select members from your wedding party that are able to stay after the reception to gather items. 

• Check with your wedding planner and coordinator to see if they are able to assist. 

• Select anywhere from 5-10 people to support, but this can vary depending on the size of the event 

• Ask if any family members were willing to support with clean up, such as Aunts and Uncles 

• Yes, we love the idea of having the parents’ support, but if they’ve had a long day already, we suggest you find alternatives. 

Look at your Venue Contract

• Before determining what needs to be completed, you will need to review your contract thoroughly.

• Read the sections that discuss how the venue needs to be closed for the evening 

• Often that includes rentals being returned to the rental company or closet, ensuring catering trash is taken out, removing any marks and stains, and don’t forget about any getting ready spaces! Ensure all items are removed by the wedding party. 

• Don’t forget about candle wax! We cannot tell you that often there is a fine line in contracts for additional charges that can be accrued if there is candle wax on the ground. 

• Everything that needs to be completed on your contract needs to be priority in order to get your security refund back! 

Let’s Start with Personal Decor 

• We highly suggest as your pack for your ceremony and reception, you take a clear inventory and label your boxes. You will want items labeled per space, such as: Dessert Table (includes: 1 cake stand, 1 cake knife etc.) 

• Leave boxes in areas that are easy to find and will create simple clean up. We love hiding boxes under the table that is used! 

• All decor items that are not rented need to be put away in boxes or tubs. If there are items that are fragile, clearly communicate how these need to be backed up. 

• Have ONE designated person (or TWO) taked all personal decor items. They may hold onto it at their home or location. You will want to coordinate with these people and ensure that it is an easy task for them, too! You don’t want to put too much on just a few people. 

Now, what about the Rentals?

• Rental items should be designated to individuals that are able to transport the items, or wait at the venue until the items have been picked up. 

• Often, if you rent off-site furniture, they will be picked up after the event (must be before the venue closes) or the next time. Be sure to confirm pick up times and policies. 

• If items need to be dropped off, ask someone who is close to you residence for easy pick up. 

• Or, check with your wedding planner or coordinator to see if they can handle the task of returning rentals. 

• Typically, if you rent items from florists they will arrange another date for pick up, or pick up after the ceremony has ended or reception is near the end (ex. Archways etc.) 

• Linens are typically bagged up in laundry bags and will be returned to the rental company. 

• We cannot stress this enough, CHECK all of your contracts to ensure that you have read all the details regarding how rental returns need to be executed. 

Gifts & Important Items go where?

• Select someone from your wedding party or a parent to take these items home. 

• You will want to send your gift table, box, etc. with this person entirely. Do not separate items. 

• Ensure that it sticks together and held in a secure place until you can retrieve them. 

• Whoever is in charge of taking these items need to secure them some place other than their car. 

How about food and drinks?

• We recommend selecting a specific person to take all of the leftover food and drinks. 

• Prearrange with the caterers to determine how food can be packaged safely to take home. 

• Determine where the food is going including dinner items and dessert, such as cake. 

• If you plan on keeping the top tier of your cake, let your caterer know so it can be packaged properly. 

• For drinks, designate this to one person and create a plan for travel and collecting within the next few days. 

It’s time for the Final Walkthrough: 

• The final walk through can be held by you, the bride or groom, a predetermined support person, or your day of wedding coordinator or planner. 

• You will walk through with the venue coordinator to ensure that everything on their check-list is complete and that there are no apparent damages to the venue. 

• Ensure you take pictures of the venue, if there are damages (it can happen!). 

• Confirm that the venue is to satisfaction before you leave and if there is no final walk through, we recommend taking pictures and emailing for confirmation. 

Planning ahead for post reception clean-up can seem daunting, but it is vital to create a clear plan, with designated individuals, to ensure that your security deposit is returned in full. If you are planning to leave the reception, without staying for clean-up, create a clean-up timeline with expectations for each section including the following information: who is taking it, where is it going, how will it be returned/picked up etc. Remember to be courteous to those who are helping you, do not leave any items at their homes for a substantial amount of time, be sure to pick them up in a timely manner. And always remember to discuss roles prior to the wedding to ensure that task can be completed in a safe manner. We never want friends and families to put themselves in unsafe positions with driving under the influence etc. So, as you wrap up your planning, remember to create your plan for after all the fun is had. And if you need help, the awesome ladies on our team are willing to support!

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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.

Stress-Free Wedding Mornings: Tips for Getting Ready Like a Pro

Are you a bride or groom ready to tie the knot? There is so much excitement and planning that goes into your ceremony and reception. You’ve probably planned your florals and picked out the perfect linens for your reception tables, but sometimes we often forget to set ourselves up for success. Although the morning of your wedding may seem like a miniscule detail in the grand scheme of things, keeping your morning in mind will help minimize stress. Let’s help you prepare how to plan the morning of your wedding day, so that you can truly enjoy, relax, and minimize – or let’s get real avoid all of the stress!

Location, Location, Location: 
that you select a location that is close to your venue, or better yet – use the onsite location if there is one available. To be honest, picking a venue with an onsite bridal suite is not only easy, but also eliminates the stress of transportation and having to go back and forth between locations. Moving back and forth to various location can be exhausting, so we recommend looking for a location that provides all in one! Plus, it is so nice to have all of your essentials at the venue for any sort of touch ups you may need! 

Light it up!
Lighting is everything. We cannot stress enough the importance of lighting while getting ready. You will want to select a getting ready location that has the right amount of light. Your hair and makeup artists, as well as your photographer will need natural light. Find a location that has an adequate amount of natural light streaming in. The more windows, the better! It will not only allow you to have a flawless look, but your photographer will thank you! 

Plan on Extra Time
Time is of the essence on your wedding day. We highly recommend that you create a timeline for the morning of, including what needs to be completed, arrival times of your vendors, and list everyone’s responsibilities and duties for the day. We also recommend that you give yourself at least two extra hours of time, and we mean two more on top of what you think you’ll need! There are so many unpredictable things that can come up on the morning of. You may need to run to the store for something, your bridesmaid may have forgotten to pick something up, you may forget your veil etc. Things happen – that is life. But, if you plan ahead and leave time that provides some cushion in your timeline, it will be less likely that you’ll be late and you’ll be able to walk down the aisle as planned.

Do not go last!
A common misconception is that you will want to go last for your hair and makeup. In hindsight that makes sense, then your hair and makeup will last and you’ll be fresh. But, you want time to take some pictures with your photographer getting ready and putting the finishing touches on. Also, things may take longer than expected, maybe hair isn’t cooperating, or you need additional touches added. It is okay to schedule yourself first. You are the priority on your wedding day. Before your wedding day, schedule a trial or two with your hair and makeup artist to nail your look and determine the amount of time it will take for your look to be completed.

EAT
This is a priority for us with our couples. We always make sure our clients eat and have a good meal during the morning. Provide food for your wedding party to snack on throughout the morning and ensure that everyone has food in their bellies, especially if the champagne is flowing. This will be your last meal until cocktail hour, and you want to make sure that you are feeling good down the aisle. And even if you don’t feel hungry, eat. Eat a light meal, or have some protein snacks along the way. Eating will calm your nerves and ensure that you don’t faint your way down the aisle. 

Plan your getting ready outfits
As the pictures start rolling, you’ll want clean outfits that are ready for some photos! If you’re wanting to give your bridesmaids a special gift, we love the idea of gifting them a robe, or jammie set to get ready in! Find something that coordinates and fits all your bridesmaids. You’ll want to find outfits that flatter everyone and makes everyone feel their best. Ensure that your photographer snaps some photos of you and your gals prior to dressing – coordinated outfits make for the cutest shots!

As you plan for your wedding, it’s easy to get consumed with all the details in your ceremony and reception. But, don’t forget to plan for your morning as well. These are special moments to share with your loved ones and a time for you to find peace within the day. Remember to eat small meals as you go, plan adequate time to get ready and the add two additional hours, select getting ready outfits that make everyone feel amazing, and plan your hair and makeup accordingly (don’t save yourself for last). If you need additional help planning your morning, reach out to your coordinator or a member of our team. We always include this in our timelines so we can keep everything moving smoothly! 

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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.

How to Create a Comfortable Atmosphere for Out-of-Town Guests

The wedding process begins with creating your budget and determining how many guests you want to attend your wedding day. This can be a tedious task as it can be so difficult to determine if you want a smaller, more intimate affair or to just invite them all. Many couples are opting for smaller weddings and elopements, but traditional weddings surrounded by their loved ones are still holding strong. Oftentimes, you and your partner may be miles away from your loved ones. Most of your guests will not be local, geographically speaking. They will have to coordinate their travel accommodations, including flights, rental cars and accommodations.

For these loving guests that travel near and far to celebrate you and your partner, you want to ensure that they feel stress free, welcomed, and included in your wedding day. It is important to view yourself as host to your wedding guests and provide a little extra support for those out of town guests. Now, we’re not saying that you have to assign a large part of your budget to make the red-carpet experience happen, but there are simple things that you can do to make your guests feel welcomed. 

Communicate, communicate

Keep your guests in the loop. It’s as simple as that. If you know that you and your partner already live far from most of your loved ones, keep them in the loop. Send out those save-the-dates early (6 months - 1 year) to give your friends and family ample time to plan out their trip details. There are other ways to keep your guests in the loop as well. We are big fans of wedding websites. These can hold essential information for your wedding guests including accommodations, local activities and restaurants to keep your guests entertained, down to the wedding guest attire. This is a great, central place to keep all of your guests, local and non-local, up to date with all the must knows. We also recommend creating information cards in your save-the-date and invitation suites. Provide accommodation details, travel information - like what is the best airport to fly into, and transportation information. And, we love a good FAQ card! Keeping your guests in the loop is a great plan to decrease your guests stress, as well as yours. You’re already setting up a wealth of information and knowledge for your loved ones, which will decrease the influx of calls and text messages asking questions. 

Keep their Budgets in Mind
Yes, we know it’s your big day, but if you want your loved ones to travel, you’ve gotta be budget friendly. Keep in mind if you plan any sort of destination wedding, there is a chance that not everyone will be able to attend. Provide as much information as possible, and include different accommodations at different price points. Set up a block of rooms at affordable hotels that will give your guests budget options. Ask which hotels offer shuttles or can provide a shuttle to the wedding venue and back, do some research on the back in to decrease the added stress on your guests. Even some ride sharing companies allow you to create party codes to share, so they don’t have to hunt down their own ride and they can be safe after dancing the night away. 

Create a Guide of Local Activities
Some of your guests may fly in just for the day of, while some may make it into a mini-trip. We love the idea of creating a list of local activities, almost a tour guide pamphlet or wedding site information page, to guide them on their adventure! List some of your favorite places to include parks, restaurants, and even shops. Provide short descriptions or you can even include your favorite aspects of each location! You can even include budget friendly ideas like local sight seeing spots or historical markers. This will keep them entertained while you are getting ready for your big day, and will create a welcoming atmosphere for your wedding guests. 

Welcome Basket or Event 
While it may not be in your budget, you can easily swap areas of your budget to make this happen. For example, replace your wedding favors with welcome baskets! We love welcome baskets for out-of town guests, or even your guests in general. It’s an opportunity to show your appreciation and care for each individual person. Simple welcome bags with local favorite snacks, or simple things like a hydration packet, or late-night snacks is an easy and affordable way to welcome your guests. Even including a bottle or two or water or a postcard with a handwritten note from you and your partner will create a welcoming atmosphere. You can include a timeline of events. If you’re not loving the welcome basket idea, leaving a note with a time and location for a meet up would be a fun alternative! Maybe meet your out-of-town guests at a local restaurant or your favorite bakery for a quick hello. Provide some appetizers and a space for all to feel included in the wedding. 

Share Thanks
Whether you give a toast to all those who attend your wedding and include a special shout out to those who traveled to celebrate with you, or write handwritten thank you cards – make a point to say thank you. Your guests, especially those who are traveling, are going to be spending money to be there. From airfare, to boarding their pets, to paying for accommodations and transportation, effort and finances have gone into their attendance. You never want this to go unnoticed, and you definitely want to ensure that they have a chance to have a meaningful conversation with you. Take some photos with them, have a convo, and share your thanks. It is so special that they are there for you, to celebrate with you. So, in some way – share your thanks. 

As you create your wedding guests, it is important to consider your out of town guests. Be mindful with your communication and make it accessible for your out of town guests to be prepared and know what to expect. Communicate through your wedding website, or invitation suite. Let them know at least six months in advance the date of your wedding and where it will occur. Support them by providing information on the location, booking hotel room blocks, offering transportation support such as a shuttle, and providing information on the ins and outs of the local area. Most importantly, be thankful for all of those who went the extra mile (literally) to be there. 

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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.