It’s exciting to imagine your wedding day. If you are like most brides you will read every wedding book and magazine you can get your hands on and you will sign up for online resources like TheKnot.com, HereComesTheGuide.com, WeddingWire.com and others. Dreaming about your wedding and planning your wedding, as you are sure to discover, are not exactly the same. There are so many decisions to be made, it is no wonder that many brides quickly become overwhelmed once they begin the planning process. Much like a professional sports team, putting together a winning wedding “Team” is how you set yourself up for success on your wedding day. When all is said and done you may easily have over twenty different event professionals to coordinate. Your core wedding team are those professionals that you will interact with the most leading up to and during your wedding day, ultimately they have the most impact on the success of your wedding. Your core wedding team is made up of your Wedding Planner and Coordinator, Ceremony and Reception Sites, Caterer, Photographer and DJ or Band.

Before you can begin to assemble your team, you must first set your wedding budget. There are hundreds of sites, caterers, photographers and other wedding vendors to choose from and their fees vary widely. Your wedding budget will help you to narrow your selections. It is best to think of your wedding as a puzzle, start with the biggest pieces of the puzzle then finish off with the details. If you intend to hire a Wedding Planner you should do so before making any other arrangements. A good Wedding Planner can help you establish a realistic wedding budget and then suggest venues and vendors in your price range. A good Wedding Planner can also use their experience and relationships in the industry to negotiate better rates for you.

After the Wedding Planner your Ceremony and Reception Sites are the next biggest pieces of the planning puzzle. Once you have secured your Ceremony and Reception Sites then comes Catering, your Ceremony Officiant, Photographer, DJ or Band, Hotel Accommodations, Florist, Cake, Transportation, Event Rentals, Lighting and Décor, and Video. It is important to put together a team that will work well together and always act in your best interests. Sadly, there are many people in this industry that will treat your wedding as ‘Just another wedding.’ You will want to work with professionals that will understand that this may be one of many weddings for them, but the ONLY wedding for you. Only work with professionals that understand how important this celebration is for you and your family and will conduct themselves accordingly.

With so many people in this industry, how do you find professionals that will suite your needs and expectations? Talk to friends or family that have recently been in or otherwise involved with another wedding. Search online, go to Bridal Shows, and ask other wedding professionals if they can refer someone. Get a Wedding Planner you can trust to help you navigate through all the choices. If you choose not to use a Wedding Planner and opt to do it all yourself, then when you find the right venue, they will most likely have recommendations for you. Remember, a recommendation is just that, a recommendation. You will still need to validate that vendor. Be aware, some venues will recommend vendors because the vendor pays to be on their preferred vendor list, not based on performance or quality. I know it will be tempting to choose the least expensive vendor, however, if your want to really enjoy your wedding it is best to consider the whole package not just the price. As is often true in life, by cutting corners you end up spending more money or, just regret the decision all together in the end. There are a few simple criteria to consider when choosing any wedding professionals:

Personality: Only work with people you like. There are so many professionals out there, it shouldn’t be too hard to find someone you enjoy working with.

Confidence: Choose vendors that not only exhibit confidence, but also instill confidence in you. Do they sound like they are knowledgeable? You need to build a well qualified team and every vendor on your team needs to know what they are doing.

Quality: Are they good at what they do? A confident photographer that has a great personality doesn’t necessarily posses the skilled eye. To judge quality you can taste the caterers food, see the photographer’s photo’s, and get references from others that have experienced the service.

If the vendors you choose are not familiar with the venue, ask that they visit the venue before your wedding day. Each venue comes with it’s own set of challenges. Your vendors need to be aware of any circumstances that may have an impact on the service they provide for your wedding.

Jason Diavatis is a Certified Wedding Consultant at Bay Area Entertainment and sits on the Board of Directors for the San Francisco Chapter of the National Association of Catering Executives (NACE). Bay Area Entertainment, based in Benicia California, has been providing Wedding Planning, Day of Coordination and professional DJ and Live Entertainment in the San Francisco Bay Area and Napa Valley Wine Country since 1993.

Tough economic times have affected pretty much everything in our daily lives, including the cost of weddings. People are a little more frugal in their spending and the wedding industry has recognized this. As a result the cost of wedding related services have come down for the first time in over a decade. Just a couple years ago budget was just ONE of the factors couples based their decisions on. In 2009 budget was THE factor couples based their decisions on.

I have been telling our clients for two years now that everything they need for their wedding is on sale. Recently I began working on a wedding at a popular Bay Area resort where the cost is now half of what it was just two years ago, a sure sign that the event industry is feeling the pain and just about everyone is trying to be more competitive.

Although wedding budgets have dropped across the board, the number of weddings continue to increase year after year. According to The Wedding Report the number of weddings in California for 2008 were estimated to be 224,090, in 2009 there were 226,195 weddings and in 2010 California is expected to have approximately 227,599 couples tying the knot.

If you are planning to get married in the near future, don’t delay, there are many indications that the sale may end soon. The Wedding Report tracks all wedding related statistics for local and national markets. For example, in Benicia, California the average wedding in 2008 was reported to be $43,628. Reported spending on the average wedding in 2009 was $39,554. Projections for 2010 are up slightly at $41,186, however, still below 2008 spending levels. Projections for 2012 are up to $44,449 for the average wedding.

SAVE MONEY WITHOUT SACRIFICING QUALITY
There are many ways to take advantage of the exceptionally low wedding costs (for modern standards that is) before it is too late.

IF YOU DON’T ASK YOU DON’T GET
The first rule is, do not be afraid to ask! My rule has always been “If you don’t ask, you don’t get.” You might be surprised, just by asking for a better price you could save 25% off their fee.

BOOK SOON
If you are considering a wedding in 2011, you may want to consider setting your date before the peak wedding season begins in April. I suspect by May 2011 rates will be back above 2008 levels.

OFF-PEAK
Saturdays are the most popular day of the week, they are also the most expensive, followed by Sundays, then Fridays. Mid-week rates are even lower! If you are flexible you can rack up tremendous saving for a Friday or mid-week wedding without cutting back on any of your dreams. Most wedding sites will have a minimum price for Saturday weddings. Some venues may have a minimum for Sunday weddings, but very few venues will have a minimum for a wedding Monday thru Friday.

BREAKFAST OR LUNCH RECEPTIONS
Morning or afternoon receptions are another way to stretch your budget. In my 18 years of weddings, I have done breakfast and lunch wedding receptions that were a blast. The truth is, what  really makes your wedding reception fun is the people you surround yourself with. If you have fun people at your wedding your wedding will be fun. A breakfast or lunch wedding can save you over 50%.

BYO FOOD AND BEVERAGE
The site is a major factor in your budget. Consider a wedding site that will allow you to choose your own caterer and bring in your own beverages. For the average wedding Food, Beverage and Site fee will account for about 50% of your overall wedding budget. It may take more effort on your part to arrange food and beverage on your own, but you will enjoy massive savings by doing so, not to mention you will have the ability to choose exactly what you want rather than being locked in to whatever the venue offers.

PROFESSIONAL GUIDANCE
These days working with a professional wedding consultant can easily save you more money than they cost. It was once believed that a wedding consultant was a luxury only the wealthy could afford, that is no longer true. Professional wedding consultants make it their business to save their clients money, time and relieve stress in the process. They know how to set a realistic budget and keep you to it. They have relationships with the venues and vendors that will meet your expectations within your budget. Check with the Association of Bridal Consultants (ABC) for local certified Bridal Consultants www.BridalAssn.com.

Keep in mind that your wedding reception is simply a celebration of your marriage. The marriage should always be placed at the center of your wedding celebration and don’t lose sight of what is really important. There is no need to spend a fortune to have a great wedding.

Jason Diavatis is a Certified Wedding Consultant at Bay Area Entertainment and sits on the Board of Directors for the San Francisco Chapter of the National Association of Catering Executives (NACE). Bay Area Entertainment, based in Benicia California, has been providing Wedding Planning, Day of Coordination and professional DJ and Live Entertainment in the San Francisco Bay Area and Napa Valley Wine Country since 1993.

The question “Will you marry me?” is just the first of many questions to come.

Where do I start? Do I need a wedding planner? Where do I want to have the wedding? Traditional? Unique? Do I need a wedding coordinator? What can I do to save money on my wedding? What time of year will I have my wedding? Who will I invite to my wedding? How many guests should I invite? How much will my wedding cost? How do I budget for my wedding? Who pays for what?

Where do I start?
“Where do I start?” is the most common question after getting engaged. By now you have most likely started looking into many wedding planning details. Before you can make any arrangements, you need to consider your budget. Your budget is the foundation of everything wedding related. Your budget will determine how many guests, where you have your wedding, what type of food and beverage, even the time of year.

Do I need a wedding planner?
Having the help of a professional was once considered a luxury and not something everyone could afford. Now, weddings are big business and having professional guidance in planning your wedding can save you money and make the planning process more enjoyable for the Bride, Groom, and their families. You can do it yourself, but you should really consider having a professional’s guidance. If you retain a professional wedding planner before you make any arrangements, the planner can help you set a realistic budget and take steps to keep you within that budget, even negotiating with the venue and other professional wedding vendors you will need. You may find that paying a professional to do it right will save you more money in the end.

Where do I want to have the wedding? Traditional? Unique?
Where you have your wedding is an important decision to make early on. Again, your budget and the number of guests are big factors. Do you want a traditional wedding? or something more unique? A traditional wedding would most likely find the wedding ceremony in a church with the reception being at a hall or nearby hotel. Something more unique might include an outdoor ceremony and reception at a unique venue. You may need to be flexible on your preferred date to book the venue of your choice, as dates are often taken up to 18 months in advance. If in different locations, the ceremony and reception sites should be within a thirty minute drive of each other.

Do I need a wedding coordinator?
Yes. If you want things to flow smoothly on your wedding day you will need a coordinator. You might not need a professional coordinator, but it is definitely in your best interest to have a qualified, confident coordinator to manage all the details of your wedding day. At a minimum a good coordinator will ensure that the Bride, Groom and their guests all have a great time, and any potential problems will be handled without the Bride and Groom ever knowing about them allowing the Bride and Groom to feel they had the “Perfect Wedding.”

What can I do to save money on my wedding?
There are many things you can do to save money and stretch your wedding budget further. First consider the number of guests and the date. Saturday is the most expensive day of the week, and prime wedding season is from April to October, at least in the San Francisco Bay Area and Napa Valley Wine Country. Choosing a less popular date can save you money with most of your vendors, and that will add up. I know this may sound like a shameless plug, but choose a venue such as Kenyon Estate where you can choose your own caterer and bring in your own beer and wine with no corkage. Any venue that has their own in-house food and beverage will usually cost you more and limit your options.

Who will I invite to my wedding?
This is a tough question. There are so many things to consider in choosing your guests. A simple starting point is to compile a list from the Bride, Groom, Bride’s parents, and the Groom’s parents. Prioritize the guests, close family first, then close friends, co-workers, etc. You can choose to have children or not. It is common that EVERYONE you know will ask if they are invited. It is an inappropriate and awkward question, but one you will have to deal with. Consider constraints with your budget and your venue of choice. If your favorite venue can only accommodate 100 guests, that is your goal. Normally 75% of your invited guests will RSVP yes.

How much will my wedding cost? How do I budget for my wedding?
You need to understand what each piece of the puzzle will cost you and how that fits into your budget. Your food, beverage and site will make up the largest part of your budget and is directly tied to how many guests you will have.  Your dress, photographer, and entertainment are examples of items that have a fixed cost and are not related to how many guests you will have. Create a work sheet showing every budget related item, don’t forget to include any service charges and sales tax on food and beverage.

Who pays for what?
Traditionally the Bride’s family pays for the wedding and most wedding related costs, the Groom’s family traditionally pays for the rehearsal dinner and the bar at the reception.

These questions are just the beginning. Remember to enjoy the process of planning your wedding and keep in mind the wedding reception is intended to celebrate your marriage. The marriage itself should be the center of all your plans. Best wishes!

Jason Diavatis is a Certified Wedding Consultant at Bay Area Entertainment and sits on the Board of Directors for the San Francisco Chapter of the National Association of Catering Executives (NACE). Bay Area Entertainment, based in Benicia California, has been providing Wedding Planning, Day of Coordination and professional DJ and Live Entertainment in the San Francisco Bay Area and Napa Valley Wine Country since 1993.

If you are planning a wedding or event anytime in the future, you will want to know about “Plus Plus.”

“Plus Plus” refers to the service charge and sales tax added on top of the fees charged by hotels, country clubs, caterers, and many event service providers. Service charge rates typically range from 15% to 25%. Do not confuse the service charge with gratuity, they are not one in the same. In fact, I consider a service charge more of a “surcharge.”

Example:
You are planning your wedding at the local hotel. The hotel is charging you $100 per person for the food and beverage package you chose. The hotel’s service charge is the normal 25%. The tax rate for the hotel is 9.375%. In addition to the $100 per person, the hotel will add the service charge of 25% and then add the sales tax of 9.375%. The equation looks like this = (100 X 1.25 X 1.09375 = $136.72)

From the example above, it is clear that the fee is not $100 per person. The total fee per person in this example is $136.72. It is important to understand this before you sign the contract. Ask for the “Bottom Line” price. You need to know if the price they are quoting you is “Inclusive” or “Plus Plus.” If the price is “Inclusive” there is no additional charge, service charge and tax are included.

Jason Diavatis is a Certified Wedding Consultant at Bay Area Entertainment. Bay Area Entertainment has been providing Wedding Planning, Day of Coordination and professional DJ and Live Entertainment in the San Francisco Bay Area and Napa Valley Wine Country since 1993.

I have been in the event industry for 17 years. When my, then fiancé and I, were looking for a venue for our wedding reception 2 years ago, we really wanted a beautiful venue that we could bring in our own caterer. We wanted a fun reception, but didn’t want to spend a fortune on the party.

The ability to bring in your own catering can save you SO much money and offer you the opportunity to customize your menu beyond what you would find with most “Wedding Venues.”

We drove all over Northern California visiting venues that would allow us to bring in our own food and beverage. We were disappointed in what we found. We were unable to find even 1 site that met our combined standards. They were run down, bad locations, too costly, or just plain not attractive AT ALL!

I have since found 2 very unique and beautiful venues that fit what I was looking for 2 years ago, a little late for me! but still managed to find them.

The Kenyon Estate is a private estate in the hills above American Canyon 500 feet south of the Napa County Line. It has sweeping views from Mt. Diablo to Mt. Tamalpais. You can see natural hills, water and the sunsets are spectacular! The Kenyon Estate offers indoor seating for up to 172 guests and outdoor seating for up to 400 guests. You CAN bring in your own food, beer and wine! You need to see it before you make any decisions, the pictures don’t do it justice! www.KenyonEstate.com

Long Branch Saloon and Farms, located just south of Half Moon Bay is another unique venue that allows you to bring in your own caterer, beer and wine! Long Branch is like stepping back in time to the “Old West.” With Long Branch you take over the whole town which includes an old saloon, parlor and main street. www.LongBranchFarms.net

Jason Diavatis is a Certified Wedding Consultant at Bay Area Entertainment. Bay Area Entertainment has been providing Wedding Planning, Day of Coordination and professional DJ and Live Entertainment in the San Francisco Bay Area and Napa Valley Wine Country since 1993.

It’s not new, but it is now becoming more popular than ever. Custom monogram projections are a great way to personalize your wedding! Much the way a company “Brands” their identity with a logo, Brides and Grooms are choosing to personalize their wedding with their own custom identity.

Custom Monogram at the Claremont Resort and Spa in Berkeley, CA

Custom Monogram on a 6' Ice Bar with Ice Luge - Claremont Resort, Berkeley, CA

Custom monograms may be used on your stationary (invitations, thank you cards, etc), cocktail napkins or an ice sculpture at your reception, and even projected with a special light. We have projected the monogram at the entrance to the reception, on the dance floor, behind the head table, you name it. There are endless possibilities.

The process starts with design. A monogram usually consists of three letters. The first letter is usually the first letter of the brides first name, the middle letter is the first letter of the couples last name and is typically the largest, and the first letter of the grooms first name follows.

Once the Bride and Groom choose a suitable design, the artwork is made into a gobo. A gobo can be made from sheet metal, the least expensive, or special glass, a more expensive option. A gobo can be created to project a single color to full color images and even a photo if desired. The gobo is inserted into a special theatrical lighting fixture, typically an ellipsoidal lighting fixture.

Costs range widely for this service. As an add-on to an existing lighting order you may pay as little as $250 for a single color projection. In an effort to keep this simple I have only covered some basics of this option. In design there are many ways to implement this technique to achieve amazing results.

Color gobo projection

Color gobo projection on the side of a 150' cliff in Half Moon Bay

Jason Diavatis is a Certified Wedding Consultant at Bay Area Entertainment. Bay Area Entertainment has been providing Wedding Planning, Day of Coordination and professional DJ and Live Entertainment in the San Francisco Bay Area and Napa Valley Wine Country since 1993.

Let’s get right down to business here. Your Dj can make a big difference on your wedding day.

These days especially, the Dj is all too often chosen simply based on price. It is very important to make sure the Dj you pick matches your expectations. This topic deserves so much more time than I am able to dedicate to it at the moment. Here are a few tips for you to consider no matter who you choose as your Dj:

1. Meet with your Dj in person in advance of your wedding day at least once if not more.
2. Make sure everything you expect from your Dj is in writing. Do not ever rely on verbal commitments.
3. Give your Dj a clear itinerary of events to follow for your wedding day. If you have a professional coordinator they should do that for you.
4. Give your Dj clear direction on the music. Not to say you should have to direct your Dj, but make sure to set clear perameters. A simple way to do this is providing your Dj with 3 lists. Must play, must not play, and general requests.
5. Prepare your own cd and give it to someone you trust to bring it to the wedding with the songs that are most important to you. I just attended a wedding where the Dj played the wrong song for the first dance and in the end did not have the correct first dance song.
6. Preparation is the key. Make sure your Dj understands any announcements or introductions you expect them to announce for you. For introductions your Dj should have all the correct names with correct spelling and know the order of introductions. The same wedding I just attended the Dj asked all the names of the bridal party just before he introduced them. That is not the time to get the information. A good coordinator will also help to ensure the Dj knows who he is introducing in advance.
7. If you are having a buffet how are the tables being released? The Dj I just saw did what we call the “Cattle Call” from behind his console, calling out the name of each table for the buffet over the microphone. The Dj, coordinator, or usually catering staff should walk to each table personally inviting them to the buffet keeping a tight cap on the number of guests in line.
8. Ask the Dj how he will dress, what time he will be there, what he needs (table, linen, power, shade, etc) and make sure these things are all in writing.

As I stated, this is a big topic and there is so much more we could go over here. If you have other questions feel free to post them in the comments and I will do my best to answer them for you quickly.

For most brides and grooms the Dj is very important. These tips can really help improve your wedding Dj experience. Simply put, if the Dj is very important to you for your wedding then don’t just go out and find the cheapest Dj you can get.

Jason Diavatis is a Certified Wedding Consultant at Bay Area Entertainment. Bay Area Entertainment has been providing Wedding Planning, Day of Coordination and professional DJ and Live Entertainment in the San Francisco Bay Area and Napa Valley Wine Country since 1993.