A wedding planner wears many hats, one of which is sometimes being a firefighter.

We recently experienced a series of weddings that had to be relocated.     The two weddings scheduled for September and October were at a hotel which is losing one its ballrooms as it is going to be turned into a nightclub.

The second two weddings are scheduled for April and May (yes……literally only a month or two away!) were at a private estate that the couples had booked on their own before hiring us which is being closed down for events due to numerous complaints by the community.

Let us first say, that this is not a common occurence, this is our 7th year in business and this is the first time we’ve had to deal with this type of situation and hope it is the last for a long time to come.       Each time we are informed by the venue, we literally have to stop everything to start thinking of contingency plans and ways to put out the fire that is fueled by emotions.

The last two events were 90% done and now due to unforeseen circumstances, we’ll be devoting another 40-50 hours to make all of the necessary changes, communicating changes with vendors, revising floor plans, updating timelines, etc. while at the same time reassuring our couples.

Considering the issues beyond their control, this extra time to resolve all issues, including finding a new venue, becomes “donated” time as we want to help resolve the situation as quickly as possible (ie: putting out the fire) while reassuring our couples that they will still have a beautiful Hawaii wedding.

The extra time put into these relocated events has pushed out schedule back about a week on our May events, but when explaining the situation to our other couples they were understanding and we truly appreciate their patience while we get things back on track.

How would you handle this situation?

One of the most common questions that we receive for off-premise events is “how much will my rentals cost?”

Unfortunately it is not a simple answer, as there are so many variables such as:

• White tent, clear top tent or canopies?
• White resin chairs, chiavari chairs or chameleon chairs?
• Basic white linen and white polyester napkins or fine linen and satin napkins?
• Chair covers?
• Lounge furniture?
• Banquet tables or wood tables?
• Japanese lanterns, cafe lighting or chandeliers?
• Glass beaded chargers or white square dinner plate used as show plate?

These are just a few of the many factors that will affect your rental cost.

The cost of the canopy, table, linens, flowers, chair covers, china, glassware and flatware, etc. as shown for 27 guests was $5893 which equates to $218.25 per person.

For this particular wedding, their overall wedding budget for ceremony and reception (excluding wedding dress, travel expenses, wedding bands, etc.) was $35,000.

There is no magic wedding calculator that figures out the percentage you should spend in each category as that is going to be based on your own priorities and there are too many variables.

When you’re working on your wedding budget, it is important to understand the difference between fixed costs and variable costs so that you plan accordingly.

What are some examples of a fixed rate cost?

• Your wedding dress
• Photographer cost will be the same whether you have 20 guests or 100.    The exceptions would be if you have to add on more time due to having large family or large event as it takes that much longer to shoot and move 250 people from one location to another than it does for 50.
• Offiicant cost will be the same irregardless of your guest count.
• Videographer cost is the same unless you need to add on time or 3rd camera in order to capture everything.
• Site venue fees:    Most site venue fees are a set cost, but there are a few that have a sliding scale based on your guest count.
• Coordination package:     We can’t speak for other planners, but our base fee is the same, the additions would be due to two locations and higher guest counts

What are variable costs?      Everything that is related to your guest count.

• The number of meals
• Number of chairs
• Number of linens and napkins
• The size of your tent
• Number of favors
• Number of centerpieces
• Amount of alcohol
• Size of your wedding cake
• Printed materials

Those are just some of the items which are all going to be adjusted based on your guest count.   For our couples that are on a tight budget, we wait to see where their guest count lands before we add on the “wanna have” list which may be chiavari chairs, lounge furniture, special linens, etc.

“We’re lucky we found you!!”   As prep work commences for next weekend’s wedding, our destination wedding couple is really starting to appreciate all of the “little” things that are being handled on their behalf while they are wrapping up things at work and packing.

These are just but a few of the things we’ve been working on that has saved them stress, time and also money.

One of the favors will be mason jars filled with Honolulu Cookie Company Cookies.     The couple was able to order mason jars on line and ship them directly to us via Amazon without shipping costs (be sure to read the fine print, not all vendors do it).

We went to Honolulu Cookie Company in person and bulk ordered their cookies which saves them another 10-15% as there is no shipping fee.   We also found the ribbon to match their color scheme and will be placing it on the mason jars for the client, as well as filling them with cookies (another trip to the cookie shop to pick up their order) and placing a personalized favor tag we had custom made for them (another trip to our vendor to pick up tags) and of course bringing them to their wedding venue and setting up for the wedding day.

The vases that are shown are a result of alot of on-line shopping (which did not achieve results) and Hawaii Weddings and Events looking at 9 different stores for a vase similar to the style our couple wanted.     Cost of each vase was $16, but it will be come part of our rental inventory after the event (as we know we’re able to use this in the future), so our couple will save $8 each.

The mercury glass dessert stands are another rental item which would have been purchased for their dessert bar display at $20 each plus shipping, but our couple will be renting from us for $7.50 each.

These are just a “few” of the elements which will be used for their wedding day and we look forward to sharing pictures of the actual set-up.

Who is handling these details for you?

Pantone’s Color of the Year 2013 is Emerald Green “Lively. Radiant. Lush… A color of elegance and beauty that enhances our sense of well-being, balance and harmony.”

How much does the annual “color of the year” influence wedding designs?    It really depends on what the color is and the environment(s) that you work in, and how much planning you have already done.

The 2012 color of the year was tangerine, but we actually had more weddings that incorporated various shades of purple than the orange shades.

Although green is one of my favorite colors, I personally don’t think there will be a strong usage of the color as we do many outdoor events and the green would get lost in the green grass and lush foliage environment.

The most common question that we receive is “when should we book our Hawaii vendors.?     The answer to that will vary depending on your wedding date,  your ability to make decisions, the time of year and the trust level you have with your planner.

At this time of year, we are encouraging our new 2013 brides to secure their key vendors in November/December as in many cases they are able to lock in 2012 pricing and many are offering specials as they want to get business on the books for 2013.

Yes, it is true, there will be a local Bridal Expo in January which will also have some specials, but those discounts will be based off of 2013 pricing so the overall cost savings will be less, but it would be a good option for couples that are newly engaged over the holiday

If you are planning a destination wedding and are able to book a weekday (Monday through Thursday), this will give you more time to book your vendors than those that are on a “prime” wedding date such as 10-10-10, 11-11-11 and 12-12-12 or a Saturday which is always busy.

If you trust your wedding planner with defining some vendors (such as florist that can create the style you are looking for, and of course budget), then we can easily get them secured for your day and follow-up after to get your floral quotes which is going to have to be costed out due to the varying flower costs, availability, shipping, etc.

If it is difficult for you to make decisions, or you want to weigh all options before commiting, then it will take you longer to confirm your vendors as you potentially will lose vendors during the process.  Many couples assume that if they request a contract (thus allowing more time to review their options) that the vendor is holding the date for them.  The truth is, that dates are not confirmed until a signed contract and retainer fee is received and your vendor reserves the right to confirm your date/time to another couple who is ready to commit.

Have you ever heard the phrase “Happy Wife,  Happy Life?    There is another one…….. “Happy Bride, Happy Groom.”

Wondering what to get your fi·an·cée for Christmas?       Give her the gift of a wedding planner!       A wedding planner becomes her trusted adviser, the “go to person” to help bring down anxiety and stress levels that often comes with the instant overwhelming sensation brides get when thinking about all of the things that need to be done, and often ends up on their shoulders.

A wedding planner allows you both to enjoy the engagement and takes the big wedding pie of things to do and breaks it down into bite size and manageable pieces.    A wedding planner is your “voice of reason” when you’re making decisions as you juggle your wedding budget.

Consider this…….a wedding planner is the only vendor that is going to take steps to help maximize your budget, knows lesser known vendors that do a great job but have better price points and knows the “inside secrets” of saving you costs in other areas, which basically offsets their planning fee.      The question shouldn’t be “can I afford one?”, the question should be “can we afford not to have a wedding planner?

Each year, everyone takes a moment to be thankful for their blessings on Thanksgiving Day.

We have found that living a life of gratitude honors each and every day has given us an inner peace that words just can’t describe.  This daily process allows us to keep a positive perspective even during our most challenging times (yes, we do encounter difficulties at times).

We encourage you to take a moment each and every day to say “thank you” for your blessings.    There were many people that were inconvenienced due to the recent Tsunami warnings here in Hawaii (including evacuating our wedding), but after seeing the damage caused by Hurricane Sandy, we’re so very grateful that we were spared and started a Hurricane Sandy Relief Donation promotion http://www.weddingwire.com/wedding-deals/hurricane-sandy-recovery-donation-made-if-book-by-12-31-12-honolulu/7f2298c252fc37f5 which sends donations to the American Red Cross disaster relief fund http://www.redcross.org/charitable-donations to help those desparately in need of life’s basic necessities.

TRUST is by far the most important piece of putting together all of the pieces to successfully complete your wedding day puzzle.

We understand that you are planning one of THE most important days in your life.

We understand that it isn’t easy to let go (especially for our self-proclaimed control freak brides) and allow someone thousands of miles away to take care of things on your behalf.

We understand that deciding on which vendors or linen colors are best for you is difficult.

We understand that for most of you, this is the first time you’ve planned a celebration of this magnitude and you want everything to be perfect.

With over 1200 weddings and special events of experience, this is what we know and would like to share:

1.   Trust is the most critical element to the planning process.  If you are not going to be able to let go and entrust us then we are not going to be the right wedding planning company for you.

2.  We are not a “no problem” event planning firm.   We are providing feedback based on our experiences on what works (and what doesn’t) which is our professional obligation.      We will always listen to what you are trying to accomplish, give you some alternative options and also be your voice of reason.

3.  The wedding planning process is just the first step to your journey to marriage which is going to have many compromises along the way.      As much as we love event design and the “pretty stuff”, we also don’t want you to lose sight of what is the most important part of the day…..the two of you coming together surrounded by the love of your family and friends who are there to support you.

We are known for Amazing, Fun and Stress-Free celebrations not only for the bride and groom, but also for family and friends that are in attendance as we look at ways to engage them into the day.

We thank you for your continued support of Hawaii Weddings and Events………it has been an amazing year!

As we gear up for 2013, we wanted to share some updates on our Hawaii Weddings and Events team.  Our Special Events Manager, Wai Phungpradet, will be leaving for a 3 month trip to Thailand and then is relocating to Maui in January so she will no longer be a member of our event team.

2013 is booking fast, so we are developing additional team members to ensure that our valued clients continue to receive great service and Amazing, Fun and Stress-Free celebrations that are reflected in our reviewshttp://www.weddingwire.com/reviews/hawaii-weddings-and-events-honolulu/20e45160b6edc0ab.html .

Our Special Events Coordinator, Ramona Char, and Director of Special Events, Dianna Shitanishi, will continue to be the lead coordinators, but are excited to have Michelle, Courtni, East, Kara and Tracey for our on-site support/logistics team.     All of these ladies have been working “behind the scenes” on events throughout 2012 and we’re excited to get them more involved in 2013.