ORCHESTRATING THE BIG DAY

With everyone leading busy lives, the planning and orchestrating of a wedding is often outsourced to wedding planners.

Marriages, they say are made in heaven and as wedding planners it is important to orchestrate the events of this special day to perfection. So not only is the day enjoyable but at the same time, every little detail is factored in to make it memorable.

Wedding planners need to put some systems into place. We have learnt through experience that no detail is insignificant and anything is possible. Maintaining checklists is a wonderful way to track the jobs on hand. It helps the planners and it helps the client. A few days prior to the wedding running through a list of arrangements helps ensure that the list is a comprehensive one.

Living in Chennai, one has to keep in mind the race for venues! So we commence with:

• Keeping as many alternative dates as is possible within the fixed time span.
• Figuring out which price range suits best fits the budget.
• Decide the number of functions.
• Confirm the venues for all these functions.

Once this is done, every other detail can be worked out with ease.

INVITATION DESIGN

The next big step is the design of the invitation. Of course this is unnecessary if the option is a readily available card from the market. Often, specially designed invitations are created according to client’s specific tastes, with color schemes, design elements, fonts and spacing, information to be incorporated and the printing of the card. This is a time consuming process, and it is wise to get it out of the way at the earliest. Simultaneously, it is good to work on the guest lists since it will facilitate the next important step in planning, catering.

CATERING COMPRISES OF:

• Fixing a good caterer in the case of a wedding held outside of a hotel.
• Deciding the number of guests per function.
• Working out the menus for each function, with a per plate rate.

Or AT A HOTEL

Working out the number of guests per function.

Planning the banquet and service arrangements.

FIXING PRIESTS, MINISTERS DECORATIONS:

The first step is to fix the budget for each function.

The decor can be then be based, drawing inspiration from either the invitation itself or based or a colour, period or idea. As planners we make detailed drawings of the sets and props that we will provide in order to create a specific ambiance, price these individual elements (this gives our clients some flexibility in terms of budgeting). Next we decide what flowers to use ad how and where to use them.

GIFTS AND PACKAGING:

Gifts have to be budget specific and categorized according to each function.

For the muhurthams or receptions, most South Indians are happy with a thamboolam bag, filled with the traditional coconuts, manjal and kumkum, etc.

Packaging of gifts and presentations are given during the wedding ceremonies.

Silk, wood and cane trays can be created for fruits and trousseau items that blend with the theme, colour schemes and ambiance of the venues.

MEHENDI AND SANGEET FUNCTIONS

Should it be a very ethnic style of decor or a contemporary one? This depends upon the individual’s ideas. Mehendi ladies, a D J and music set up, entertainment, a choreographer to teach the family how to dance and sometimes even an audio visual presentation of memorable moments can be planned.

MUSIC AND ENTERTAINMENT

• Nadaswaram for South Indian Weddings.
• Organizing a baraath with a mobile band.
• Music and Dance concerts for receptions.

PHOTOGRAPHY

Apart from the photography and videography, photos can be organized into stylishly designed coffee table books.

HOSTESSES

• Valet parking
• Travel and hotel coordination for out of town guests.
• Coordination of jobs for the bridal couple.

Planning the bride’s wardrobe, coordinating with her dressmaker, organizing a trial sessions for her make-up and hairstyles, planning jewelery,accessories, planning the actual coordination with the beautician for each event all these should be put on the itinerary.

Alternatively, helping coordinate the groom’s wardrobe and accessories is also important. In the case of NRIs, as wedding planners we have to help coordinate the wardrobe and accessories of guests.

The onus of responsibility for the entire set of events rests with the wedding planners. There are no margins for error. There are no excuses even if the client has forgotten to mention something important, it is the planner’s job to elicit all possible information.

When the wedding is done, our reward is the sight of the spectacular decorations; the happy faces of the family and a hug from an ecstatic bride who truly believes that we made her every dream come true!!

Taken from a daily news paper.