A Guide to Vendor Collaboration

Have you just finished booking your venue? If this is you, we can guess that you may just be starting your wedding planning journey! Many couples choose to select their venue as the first step. Often, your venue may have a list of preferred vendors. These are a list of curated vendors that your venue knows and trusts. And as we know, in a wedding setting, every detail matters — from the flowers and décor to the catering and music. Each vendor brings a specialized skill to the table, and when these experts collaborate, it creates a smooth, cohesive event that aligns with the couple’s vision. By working with your venue’s network of trusted vendors, venues can offer a one-stop-shop for couples. It also reduces the likelihood of logistical issues, as vendors are already familiar with each other’s working styles, timelines, and expectations.

#01: Selecting the Right Vendors for Collaboration
First and foremost, successful vendor collaborations begin with choosing the right partners. As a wedding venue, it’s important to create a list of preferred vendors that align with your values and can consistently deliver high-quality service. Look for vendors who share the following characteristics: 

• Share a similar work ethic: Timeliness, professionalism, and clear communication are essential for a smooth collaboration.

• Have a strong reputation: Vendors with positive reviews and a solid portfolio inspire trust and confidence.

• Are flexible and adaptable: Weddings can be unpredictable. Vendors who can adapt to changes or last-minute adjustments are invaluable.

• Have experience working with venues: A vendor familiar with wedding venues will know how to work efficiently in your space and understand what makes an event run smoothly.

EA Pro Tip! As you navigate the list of potential vendors, don’t be afraid to meet with numerous vendors in the same category! Venues typically have a selection of vendors that may appeal to different clientele. It is OK to schedule several meetings. It is also OK to wait to give vendors an answer until your decision is made! You never have to make a decision on the spot. 

#02: Build Strong Relationships with Your Vendors
The start of every good relationship is a strong foundation of trust and mutual respect. It is important to connect with your vendors on a regular basis. This includes your venue, florists, caterers, photographers, videographers, and DJS. Work with your planner to create a line of communication between your vendors, or if you’re planning alone, create a timeline to reach out and check in. Establishing a reliable and positive rapport with these vendors can create a seamless experience for couples.

EA Pro Tip! Hold a virtual mixer with your vendors to meet as a team! Create a zoom call or teams meeting to collaborate, build relationships, and meet with your vendors to discuss all the details. 

#03: Clear Communication
Clear communication is key to any vendor relationship. To create a smooth collaboration of all vendors, be upfront with expectations for the wedding day and timeline. Ensure that vendors that need to work together, such as your Officiant and DJ, have time to meet and greet to avoid any misunderstandings later on. promote collaboration keep your line of communication open to include: 

• Pre-event Coordination Meetings: Host a pre-wedding meeting with all vendors to ensure everyone understands their role, timeline, and expectations.

• Shared Event Timeline: Provide a detailed timeline of the day to all vendors, ensuring everyone is on the same page regarding setup times, ceremony start time, and key moments.

• Point of Contact: Designate a single point of contact at your venue (such as an event coordinator) for vendors to communicate with, which reduces confusion.

EA Pro Tip! As you meet with your vendors, provide mood boards or inspiration boards to communicate your overall aesthetics and preferences. Be sure to share any details about your other vendors to create a seamless event!

#04:  Respect Each Vendor's Expertise
As you begin to work and collaborate with each vendor, remember that each wedding vendor has their specific area of expertise. You must trust them to do what they do. This is vital for a successful wedding day and working relationship. Yes, it is important to be involved in the process and share your vision with each, but also allow your vendors the freedom to collaborate and do what they are skilled at. 

EA Pro Tip! As you work with each vendor, remember they are professionals! Be open to their professional advice, especially if they suggest any changes due to their experience or logistics on the wedding day. 

#05: Trust your Wedding Planner (if you have one)
If you’ve hired a wedding planner, trust them to handle the coordination between you and your vendors. Allow them to help take the lead on vendor collaboration and teamwork. Wedding planners often have great relationships with local vendors and can manage communication, negotiate terms, and solve any last-minute issues. Let them take the lead, allowing you to enjoy the planning process without feeling overwhelmed.

EA Pro Tip! If you haven’t taken the lead on hiring or meeting with a wedding planner, we recommend you at least meet with one or two. They can be such an asset to overall collaboration with your team of vendors. So, don’t be afraid to take the plunge! 

With anything in life, the key to collaborating successfully with your wedding vendors is open, respectful communication, and trust in their expertise. By trusting your vendors, respecting their expertise, ensuring communication, and building positive relationships, you’ll make sure that your wedding day is everything you dreamed of. Working together with your vendors will help make your celebration seamless, fun, and unforgettable! 

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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.

Interactive Wedding Ideas to Keep Your Guests Engaged All Night Long

Your wedding day is about celebrating love, but it’s also about creating unforgettable memories for both you and your guests. Although quite a bit of the planning evolves around yourself and your partner, most of the planning will impact your guests’ experiences the most. One of the best ways to do this is by keeping everyone engaged and entertained from the moment you walk down the aisle to the last dance. Of course the classic way to get guests up and about it is to turn up the dance floor, but did you know there are plenty of creative, interactive wedding ideas that will keep your guests having fun and involved. Whether you’re hosting a small intimate gathering or a grand celebration, these ideas will help elevate your wedding and ensure your guests leave with big smiles and lasting memories.

#01: Personalized Wedding Favors with a Twist
We’ve seen our fair share of wedding favors. But, instead of the traditional wedding favors, consider creating interactive stations where guests can customize for themselves. We’ve seen trending ideas about DIY candle stations where guests can make decisions about their favorite scents. Or keep it simple, with a personalized cocktail station where your guests can select their favorite airplane “shot” and mixer with garnishes. This is a simple and fun interactive way to get your guests moving about and keep your wedding favors new and fresh! 

EA Pro Tip! Don’t forget the instructions! Print off and display clear, easy to follow instructions that can guide steps through the process. You definitely don’t want guests going crazy or struggling to figure out what to do! Simple is KEY. 

#02: Snap a Pic! 
Photo Booths have been on the wedding scene for over a decade now. And I don’t care how many photo booths you’ve done over the years, but you can’t help but grab a prop and jump in. Think about taking your photo booth to the next level with fun props, backdrops, and instant prints. Some photo booths can even include a digital copy for your guests’ social media, GIF photo booth options, or a slow motion video booth! For added personalization, use a custom backdrop with your names or wedding date, and provide a guestbook where guests can paste their photos and leave messages.

EA Pro Tip! Consider using a photo booth with a live feed, where your guests can watch their pictures appear on a big screen for all to see!

#03: Interactive Guest Book
Traditional guest books are one way to get your guests engaged, but have you thought about an interactive guest book? Toss that traditional guest book aside and create something that is more interactive. Consider a message or video booth option! We LOVE the idea of a telephone guest book, where you can leave the newlyweds a custom message! Or, have your guests record a short video message for you to watch. There are so many interactive ways to get your guests involved and create a guest book that is meaningful to you and your partner. Whether you opt for a marriage advice station, well wishes, or just a quick snapshot of your guests – this will give your guests an additional activity to do throughout the night. 

EA Pro Tip! Be sure to set up a clearly labeled, designated area for your guest book. Ensure to include how to use the interactive experience and keep it open throughout the night. Collaborate with your DJ or MC to announce it throughout the evening to remind your guests! 

#04: Live Wedding Painter
You may have seen this trend on your socials, but we are a huge fan of this next interactive wedding event! Hiring a live wedding planner is fun for all! Your guest can engage with the artist throughout the evening as they capture the beauty of your wedding celebration. Throughout the night, the artist paints and your guest can watch or even contribute ideas (with the artists’ permission of course!) Then, at the end of the night, you’ll have a one of a kind piece of art to remember your wedding by! And guests truly love to see the artist at work!

EA Pro Tip! Collaborate with your artist to ensure that your guests are free to engage and speak with the artist! You want to find an artist that is comfortable with your guests watching on and interacting with them. 

#05: Interactive Games and Events
Wedding games are a classic way to keep your guests entertained and encourage mingling between guests! You can play traditional games like wedding trivia. Or if you're feeling adventurous, have games out for your guests like giant Jenga, cornhole, ax throwing, horse shoes, or ring toss! These are a great option for keeping the kids busy and are perfect for weddings in the great outdoors!

EA Pro Tip!: Offer small prizes for the winners to keep the competitive spirit alive!Interactive wedding ideas not only keep your guests engaged, but they also create unique and memorable moments that everyone will cherish for years to come. Whether it's through fun games, personalized experiences, or creative entertainment, these ideas will ensure your wedding is anything but ordinary. Choose the ones that best reflect your personality as a couple and get ready for an unforgettable celebration with your loved ones. And if any of these ideas catch your eye for your wedding, or you need more suggestions – feel free to ask a member of our 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 Perfect Wedding Toast (And No Open Mic Allowed)

Wedding toasts can either be one of the most anticipated moments of a wedding celebration, or one of the most dreaded portions. Whether you're the best man, maid of honor, or a guest asked to raise a glass, delivering a meaningful and heartfelt toast is an incredible way to honor the couple. But, let's face it—public speaking can be intimidating, and the pressure to say the "right" words can feel overwhelming. Don't worry! With a little preparation and some tips, you’ll be able to stand up with confidence and deliver a toast that will be remembered for years to come. So let’s dive into how to give the perfect wedding toast and settle your anxiety.

#01: Know Your Audience and Keep It Appropriate

A wedding toast isn’t just about the couple; it’s also about the guests and the atmosphere of the event. While you want your toast to be personal, keep in mind that you’re speaking in front of a diverse crowd. This means avoiding any inside jokes that might leave people confused or uncomfortable. It’s also a good idea to stay clear of overly personal stories that could embarrass the couple or just be about you and the bride or groom. Stick to light-hearted humor, avoid controversial topics that could sour the mood, and focus on the couple’s relationship. 

#02: Keep It Short and Sweet

While you might have plenty of stories and memories you'd love to share, remember that a wedding toast isn’t the place for a lengthy speech. If we’re being honest, we’ve sat through our fair share of wedding toasts, some that went upwards of 30 minutes. We’ve learned from this and our couples have too. We recommend that you keep your toast between 2-3 minutes. The couple will appreciate a concise toast that gets to the point while still feeling heartfelt. Plus, guests are likely looking forward to the next part of the celebration, whether that’s dinner, dancing, or more drinks.

#03: Start with an Introduction

Whether you're the best man, maid of honor, or a friend of the couple, it’s important to introduce yourself at the beginning of the toast. Simply say something like, “Hi, I’m _______, and I’ve known _________ for _____ years.” Or start with an introduction that includes your relationship, “I’m ________’s sorority sister from her college days!”. This sets the context and gives the audience background knowledge and a better sense of your relationship with the couple.

#04: Share a Personal Story or Memory

We’re not saying don’t share a personal story or a memory with the reception guests. A great toast can include a personal story or two. Think about a short, fun, touching, or meaningful moment you’ve shared with the couple. Maybe it’s a memory from childhood with the groom or a moment that made you realize how much the bride and groom belong together. The key is to make it relatable, about their relationship, NOT you and your friend, and make it sincere, so everyone can connect with the story.

#05: Don’t Forget to Compliment the Couple

Don’t forget to share your admiration for the couple! Talk about what makes them such a great match. Compliment their individual qualities, what they bring out in one another, their love for each other, or the way they make each other better people. This is the HEART of the toast and should reflect your genuine, sincere feelings for the couple.

#06: Keep it Classy

If you’re on the deck to give a toast, be mindful of your speech and how it will be received with the guests. It is OK to incorporate humor in your speech, but keep it classy. Don’t speak on overly embarrassing moments, or past relationships of either party. Incorporate light-hearted jokes or anecdotes about the couple's quirks or how they met are usually well-received. And please avoid humor that could make anyone uncomfortable. Stay away from risque convos, too. The goal is to make everyone smile, not cringe or be uncomfortable. 

#07: End with a Toast

Before the toasts begin, coordinate with your MC or DJ to make an announcement to visit the bar to fill up their glasses. You want to ensure guests are ready, especially if there will be no passed offerings of champagne. And, don’t forget to end by making a toast to the couple. Ask everyone to raise their guests and go with some of the classics like…

• To love, laughter and a lifetime of happiness….please raise your glass!

• Raise your glasses to celebrate _____ and ______!

• For many blessings and adventures to the lovely couples, so raise your glass!

#08: Practice, Practice, Practice

Please, please practice. Even if it’s 1-2 times before the actual toast, give your speech a practice run through with a friend. Write down bullet points if you need to, rehearse in front of the mirror or in the car. But, before you step up to give your toast, you will need to practice it a few times. This will help you decrease anxiety and become confident and comfortable. You don't have to memorize it word for word, but knowing the key points will keep you from rambling. 

#09: Enjoy the Moment 

Public speaking is nerve-wracking, but remember that this moment isn’t about perfection. The guests are there to celebrate the couple, and they’ll appreciate the effort you put into your toast. Take a deep breath, smile, and enjoy the opportunity to be part of such a special day. When in doubt, keep it about the couple. 

Giving a wedding toast is a true honor, and with a little thought and preparation, you can make it a moment that everyone remembers. Focus on sharing your genuine feelings for the couple and celebrating their love, and you’ll do great! After all, it’s the sentiment that counts most, and nothing beats a toast that comes from the heart.

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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.