The Best-Kept Secrets All Event Planners Should Know About Wedding Venues

The first question a bride should answer, after saying “yes” to her new lifelong partner of course, should be where she wants her wedding to be held.

And let’s just say—that’s not an easy question to answer.

There are  several factors to consider: do they want it outside or inside, want it in their hometown or in the middle of both families, or are they wanting a destination wedding?

And guess what, event planners? Your clients are going to be looking to you to help them make that decision.

So, we’re here to let you in on the best-kept wedding venue secrets we think all event planners should know.

Secret #1: The style of the wedding dictates the venue

Believe it or not, what your clients choose for their wedding style will really narrow down the venues you look for.

Now sure, we’re not saying you can’t throw a 1920s styled wedding in a rustic barn setting, because you certainly can. However, do your clients want an informal or formal event? Will it be at night or during the day?

When you help your clients start thinking about the type of wedding they want, you’ll really help them narrow down the venue selection.

Secret #2: The number of guests

You guessed it, knowing how many guests your clients want to invite is a sure way to help decide on the venue.

Let’s say your clients want a wedding with 350 guests. Well not much to your surprise, when you have a large guest count there’s a small selection of venues you’ll be able to choose from.

So getting an estimated guest count is a good first step in selecting the venue. And when your clients start thinking about who they want to invite, it will also help them decide on the geographical positioning of the venue—like if they want it in in an area near where the majority of their guests live.

Secret #3: The dreaded, unpredictable weather

When you’re helping your client pick the venue, the one thing you should warn them about is the weather.

And you won’t be the only one warning them. The weather plays a huge part in deciding where your clients’ event is going to be held. If they want a July wedding, is outside really the best option? And if they want it in April, are they ready to deal with the chance of rain?

You can never plan for the weather, so it’s always good to plan around it. Always have a backup indoor location on hand if you need to.

Secret #4: Traffic and driving considerations

We mentioned earlier that sometimes when picking a venue it could be important to your clients to find a centralized location.

Maybe one person’s family lives in New York and the other’s in Tennessee—maybe finding something in the middle could work well for their guests who may be traveling.

Now let’s think on a smaller scale, what if your clients want a venue that’s in downtown Charlotte, on a Saturday, during the middle of a city-wide event, what are you going to do?

You don’t want the guests sitting in bumper-to-bumper traffic, or to have to delay the event. Make sure you think about things like this whenever you’re helping choose the venue.

You’ll also want to think about a venue that is too far removed from main roads. Sure, the view might be gorgeous, but is it difficult for the guests to arrive at?

So event planners, there you have it, some of the best-kept secrets when it comes to helping your clients select a venue.

Good luck! We know you’ll be able to help your clients find the location of their dreams in no time.

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5 Things Nobody Tells You About Your Wedding Day

It’s almost your big day, you’ve got everything prepared and ready to go, and people are beginning to tell you that you should enjoy this time as your day will go by so quickly.

But there are five things people just don’t warn you about on your wedding day.

Check them out!

1. You Won’t be Able to Eat

Sure, you’re probably thinking “oh, it’s because I’ll be so nervous.”

Wrong.

You won’t be able to enjoy the delicious food you picked out because you’ll be too busy running around trying to say hello to everyone.

And between pictures, I dos, and meets and greets, food will be the last thing on your mind.

So grab yourself a protein bar and power through.

2. You’ll be Exhausted

Your big day is full of excitement and special moments, which means after the party ends, you’ll probably be, no, you will be exhausted.

From the early morning wake-up call, to the hours of hour and makeup, to the big moment—you’re going to get tired.

3. Prepare to Hate Your Hair and Dress

After the millionth bobby pin is pushed into your updo and your six hundredth button fastened, you’ll be begging for your pajamas and a hair brush.

Although you’ll love your hair and your dress the first couple of hours, be prepared to hate it.

4. Your Face Will Hurt 
 

From pictures, to smiling at all of your guests, prepare to have screaming cheeks.

On your wedding day, you’ll probably smile more than you ever have in your life (well, we hope you will for that matter).

So practice!

5. You Will Feel Different

Most people say you won’t feel any difference between dating and getting married. Well prepared to be shocked.

On your big day, you will definitely feel different.

Although you've probably been with your partner for several years, the moment you get married it will finally feel official.

So enjoy the feeling!

We hope you enjoy your big day, and are pleasantly surprised by all the special moments that occur.

If you’re recently married, share with us in the comment section below or on our Facebook page the unexpected moments that happened on your big day!  

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The Shocking Truth Behind Wedding Favors

Let’s honestly ask ourselves, are wedding favors necessary? Do we really have to set aside money out of the wedding budget to buy some? Tricky questions, followed by even trickier answers.

These little goody bags, sweet treats, and keepsakes make for a great way to thank your guests for being a part of your big day. And though it might be an old tradition, couples are becoming more creative with their wedding favors. Shockingly, you might have some questions when it comes to wedding favors. So let’s dive right in, shall we?

Why are favors even necessary?

Now you’re free to form your own opinions, thoughts, stances, and platforms when it comes to this issue—but hear me out! Wedding favors are the last memory guests will have of your wedding. So you’ll want to leave them with something they can hold onto and think back to how much fun they had celebrating your big day with you.

But favors don’t have to mean expensive. When you choose to give your guests wedding favors, you can keep them as simple as you’d like—only thing that matters is the thought. Remember, it’s always the thought that counts. Personalized favors, whether it’s a carton of bubbles or a packet of forget-me-not flower seeds, go a long way in thanking your guests.

So, how much do I really have to spend?

Like all aspects of your wedding, the price really depends on you and your significant other’s budget. Now, you don’t want to spend a significant portion of your budget on wedding favors—so sit down and plan out what you can spend. But remember, the key is creativity and thoughtfulness. And keep in mind that you’ll want to keep extra favors on hand just in case a guest (or two) wants to take extra.

Should I give children wedding favors?

Another great question, and another one you’ll have to decide for yourself. You can certainly give children the same favor as you give an adult, or you can make something special for them. You could always give children a bag full of candy or cookies with a sweet message written on the outside. Or wrap up some bubblegum and bubbles to give them a special little thanks for attending your big day.

OK, I want wedding favors, but how do I give them out?

One of the best parts about wedding favors is seeing the appreciation for them on your guests’ faces. But you’re probably wondering, what’s the best way to give them out? A simple way to make sure that every guest has the opportunity to pick up a favor is by designating a table for them. You can decorate the table to match the overall theme of the wedding, and then set the favors on there. Or, if you’re wanting to make sure everyone gets one favor, you can place them at people’s seats so they can have them during the reception.

What’s the main takeaway from this shocking wedding favor truth?

The main point you should take away from this blog is that wedding favors don’t have to be extravagant. Each can be unique and special to the couple and their big day. Find something that speaks about your relationship, creativity, and thoughtfulness—and truly thank your guests for being apart of your day. 

How do you feel about wedding favors? What type of wedding favors are your favorite? Let us know in the comment section below or share with us on our Facebook page. We’d love to hear what you have to say!

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Avoiding Food Allergies at Your Event

Remember when Aunt Voula from My Big Fat Greek Wedding discovered that Ian was a vegetarian?  “What do you mean he don’t eat no meat? Oh, that’s okay. I make lamb.” Well no offense Aunt Voula, but that just isn’t going to cut it in the event planning industry. When it comes to food allergies and aversions, you need to have a game plan to accommodate your guests and their safety.

No worries though! We’re here to help you avoid food contaminations, as well as give you some tips on how to accommodate your guests —without breaking the bank, of course!

Most Common Food Allergies

According to recent studies, the most common type of food allergies are:

• Eggs
• Fish
• Dairy
• Nuts
• Shellfish
• Soya
• Wheat

Common Cross Contamination Mistakes

One of the biggest concerns that you need to address at your event is the possibility of food contamination. Guests with certain food allergies are at risk of anaphylactic shock or other reactions if exposed. But making sure to avoid food allergies are not the only issues you need to watch out for. You also have to think about cross contamination. Yep, it’s a thing and can be just as harmful!

How does cross contamination happen, you might ask? Great question! Cross contamination occurs for a variety of reasons:

• Using the same mixing spoons or pans to prepare food
• Working in the same preparation space with cleaning between
• Chopping food all on one block
• Believing temperature will remove any allergens

Are you guilty of any of these cross contamination mistakes? If you are, it’s simple to fix! You’ll need a couple extra inventory items: extra pans, spoons, cutting boards, etc. When you first arrive at the event space, you’ll want to set up different areas. (You can even label them to know which food allergen you need to avoid at each station.)

How You Can Prepare for Each Food Allergy

Options! One of the best ways to avoid allergies is to provide your guests with plenty of options. Now of course, you certainly can’t break the bank but you can make some minor adjustments to accommodate your guests. And there are plenty of ways to help your caterer prepare:

1. Allergy Form- Wedding websites or even on an RSVP card are great places you can ask your guests to specify the food allergy. This will give you a heads up on which guest you’ll need to prepare for.
2. Plated Meals- To avoid cross contamination, it’s best to ensure that you hand-deliver the food to the guest—separate from other guests’ meals.
3. Buffet- If you’re having a buffet, have your caterer label the ingredients in the food or list the allergies that might be possible in the food.

So for all of your Aunt Voulas out there, no you can’t serve lamb!

Have you dealt with a food allergy before at an event? If so, how did you handle it? Let us know in the comment section below or share with us on our Facebook page.

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You've Probably Made These Wedding Etiquette Mistakes!

Wedding etiquette—a series of rules, formalities, and expectations passed down the wedding industry lineage for centuries. And with all the rules to keep up with and follow, you might be missing a few. So quiz yourself, how many of these wedding etiquette mistakes are you making?

Mistake #1: Leaving off the Date and Location on Save the Date Cards

One of the few purposes of the Save the Date card is to let your guests save the date for your upcoming nuptials. Which means, on your save the date cards you’ll have to include when and where the wedding will be. It’s a common courtesy to give your guests this information sooner, rather than later, so that they can save extra travel days (if necessary).

Mistake #2: Selecting an Inconvenient Date and Location

OK, we’re still on the location and date train here, but it’s a big etiquette no-no to plan your wedding on difficult days and in inconvenient places. Yes, we know you’re the bride, but you have to think about your guests too. Although Friday and Sunday weddings are cheaper than Saturday, they tend to put a bit of a strain on your guests who have to make arrangements at work to attend the event.

Mistake #3: Inviting Some and Not Others

It can be tough to narrow down your guest list, be selective, and make a final decision. But one of the biggest etiquette mistakes that a lot of people make is inviting some family members but not others. We understand that you’re really close to one uncle, and that you’ve never met the other uncle, but in terms of etiquette, all uncles should be invited. In situations like this, it’s best to sit down with your family members and draw up a list of all extended family that will need to be included before moving forward with your other guests.

Mistake #4: Inconsistency with Plus Ones

We’ve all heard/seen/experienced it before. Someone brings a plus one that everyone knows will not be sticking around the relationship for very long. And it seems absolutely depressing that you have to allot $40 for this plus one. However, in the laws of all things etiquette, you can’t be wishy washy on who can bring a plus one and who cannot. You have to remain unbiased in the plus one category. Trust us, being unbiased will help you avoid any potential arguments or fights.  

Mistake #5: Not Having Handwritten Labels on Invitations

Now sure, this seems like an archaic etiquette rule but it’s a mistake that should never be made! Weddings are big events, and your guests need to feel that you are excited and that their presence there is important. Whatever you do, ensure that you handwrite your guests’ names on the envelopes.

Mistake #6: Not Personally Greeting Each Guest

You invited over 200 people to your wedding, and now you’re thinking “there’s no way I can speak to every one of them.” Well my friend, failing to speak to all of your guests personally is a big wedding etiquette mistake. Your guests made the effort to be a part of your big day, so make sure your thank them for making it special. 

Alright, tally them up! How many etiquette mistakes have you made? Let us know in the comment section below or share with us on our Facebook page.

And remember, Inspherio is here to help. From planning weddings to organizing your staff information, Inspherio can do it all. It’s also free for the first 30 days. So what do you have to lose? Give Inspherio a try, now!

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5 Must-Know Wedding Planning Secrets

Secrets! The wedding industry is full of them, and when you’re a newcomer to it all (or newly engaged) it can be difficult to get the inside scoop and all the know-hows. Well, as we said in our last blog, we don’t see anything wrong with sharing a few secrets. So we’ve rounded up five of our must-know wedding planning secrets to help you get started planning the event of your (or your client’s) dreams. And although these might seem simple, they can save you from potential day-of problems.

Keep reading to find out our top wedding planning secrets!

Secret #1- Think Through Everything

It’s easy to think about the flowers, the flavor of the cake, and the venue, but remember, you have to plan and think about everything. How are guests going to get from the ceremony to the reception area? Who is going to help pass out programs? And the list of questions just goes on! It’s easy to think about the main attributes of the day when you’re planning a wedding, but the secret to minimizing pesky problems is thinking through every little detail.

Secret #2- Always Have Extras

You might have gone over and over the list, had all of your RSVPs returned to you, and the exact number of guests set. But like clockwork (trust us we’ve seen it) someone you weren’t expecting shows up, and they brought someone with them, which is why we always suggest you plan for extras. Set out a few extra chairs (you can keep it to an even number) and increase your catering and program orders. It’s always best to overestimate than underestimate.

Secret #3- Buy Fancy Umbrellas

It doesn’t matter if the weatherman tells you it’s going to be sunny with a high of 100°F, always bring umbrellas with you. We suggest you purchase fancy umbrellas that you (or your client) wouldn’t mind being photographed under, just in case it starts raining. And if it does start raining, think of the umbrella as a cute prop to incorporate into the pictures.

Secret #4- Map it

Before sending out invitations with directions to the venue, ask a friend who isn’t familiar with the location to test them out. Even if you use services like Google Maps, MapQuest, or venue-provided directions, you’ll want to make sure they’re accurate. Trust us, it could save you a headache and a lot of phone calls on the big day.

Secret #5- Know Your Surroundings

Congrats! You’ve found the venue of yours (or your client’s) dreams, and you’re excited to start decorating. But before the big day, take a little drive around the area of your venue to locate the closest ATM, drugstore, liquor store, or any other convenience store. That way, if you have any last-minute items you need to get during the party, you’ll know exactly where to go.

So now you know a few of the industry’s biggest secrets to help make the big day a complete success. And although Inspherio isn’t a secret, be sure to check out our event planning management solution designed specifically to help you stay organized on everything from the guest list to the inventory. We’re here to help you plan your success. Try Inspherio free for 15 days!  

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Infographic:The Pros and Cons of the Top Wedding Venues

Are you or your clients struggling to find that perfect location for your event? What a task! Believe you me, we know how hard it is to find a venue that meets all of your criteria. You know, a place that provides enough space for everyone and everything, is in a good location, has room for decor, etc. Well, we’re here to make things a little easier!

From banquet halls to rustic barns, the event of your dreams at the perfect location can be a reality with the right amount of planning and balancing. For instance, you might love the beach and it’s calming sounds but seagulls around your reception food could cause a problem. Or your clients want to hold their event at a historic home but there’s barely any room for decorations or the dance floor they want.

So to help you solve these dilemmas, we came up with a fun little way to weigh your venue options. We’ve put together a collection of pros and cons for popular venues, such as rustic barns, beaches, banquet halls, gardens, and historic homes—infographic style, of course!

Of course we would never leave you without letting you know about our world-class, US-based support crew! We’re down to party 24/7, with emails that is, and we’re available to help solve any problems Monday through Friday 9 a.m. to 6 p.m. by phone or live online chat. Email us at support@inspherio.com or give us a call at 704-234-6000.

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