Wedding Ideas and Planning Tips from Industry Professionals here at Ybarra Events

Wedding planners are more than just event planners. We're designers, problem-solvers, coordinators, budgeteers, part-time therapists, and friends to the couples and families who are entrusting us to help them with their events. Since we're on friendly terms now, here are some tips and tricks to the trade of navigating wedding planning! 

Ceremony:

• Set up programs and other ceremony items i.e. sand ceremony, unity candles, decorations, kiddush cup, wine, fans, parasols, welcome beverages, etc.
• Ensure that ushers arrive on time and are ready to pass out programs
• Ensure that personal flowers i.e. flower girl bouquet and groomsmen boutonnières have arrived at ceremony location
• Alert ushers as to when to begin escorting guests to their seats
• Ensure that ceremony musicians have arrived, have needed items such as power/chairs, and direct them as to where to set up
• Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music
• Determine what hand signals will be used to cue musicians/DJ
• Act as a liaison with the ceremony officiant and decide what cue will be used to signal the start of the ceremony
• Communicate with wedding couple and wedding party so that they know how much time remains before the start of the ceremony
• Handle any emergencies that may arise
• Invite wedding guests to sit and enjoy the ceremony
• Line up the wedding party for their entrances down the aisle
• Cue ceremony musicians/DJ when wedding party is ready to begin processional
• Gather family and friends for after ceremony photos

Prior to Reception:

(if in the same location as the ceremony, this would take place before the guest arrival)

• Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer
• Arrange escort cards
• Make sure reception flowers/décor is set up according to flower order
• Ensure that tent and lighting are set up properly and troubleshoot as needed
• Meet with catering staff to confirm food timeline and details
• Set up guest book and pen, champagne flutes, cake cutting utensils, signage, etc.
• Set up table numbers/names and menu cards
• Double check number of seats at each table and placement of details
• Set up amenities baskets, hand towels, candles etc. in bathrooms

Reception:

• Ensure proper flow of cocktail hour food
• Look over dining tables and make sure they are set up properly
• Along with catering staff, encourage guests to join wedding couple for dinner at the end of cocktail hour
• Organize Receiving line as needed
• Help guests locate their escort cards and dining tables
• Locate wedding couple and instruct them to stay to the side of main dining room until they receive cue for their grand entrance/introduction (and possibly go right into first dance)
• Cue band/DJ when the majority of guests have found their tables and wedding party are ready to be introduced
• Cue band/DJ, photographer, and videographer when important events take place at reception i.e. grand entrance, first dance, cake cutting, toasts, and parent dances, etc.
• Cue best man/maid of honor, father of the bride(s)/groom(s), etc. when they are about to be announced for toasts
• Alert catering staff to pour champagne just before the toasts
• Be aware of timing of catering service and make sure people are served promptly
• Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled at this time)
• Prevent & fix any problems that may arise during your event
• Remain easily accessible through the entire event in case there are any details you would like attended to
• Set up favor table
• Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night
• Coordinate reception departure transportation
• Ensure cleanup of Ceremony, Cocktail Hour, and Reception Areas

Whether you choose to hire a professional wedding planner or not, keep in mind, these tasks will fall to someone on your wedding day. Our advice, just try to make sure the people you want to enjoy your wedding get to. Commonly, without a planner, the planning tasks will fall upon the mother of the bride, the maid of honor, or even the wedding couple themselves. Some of the tasks may be handled by the other event professionals, like the caterer, photographer, or deejay, but remember they are there for a hired job. Their quality of work may be lessened if they are handling a wedding related emergency, instead of capturing photos for example. If it is simply not in the budget, we understand! Just make sure you have a plan. The more pre-planning and prepartations you have done, the more likely things will run smoothly. 

As previously stated, these are just examples. It is best to discuss the package you have booked with your planner to see what they include with their planning packages. If you have any questions as to what might be included in each of our Planning Packages feel free to contact us today!

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About the Author: 

Tara Ybarra, Co-Owner and Event Planner for Ybarra Events, has been in the Wedding Industry for over 20 years. From Photographer, to Wedding Cake Artist, to Florist, to Officiant, and now Wedding Planner, her accumilated experience, paired with her College Courses in Event Planning, have given her the experience she has today. Blogging gives her an opportunity to share that knowledge with her readers. 

Ybarra Events is located in California’s spectacular Napa Valley. Ybarra Events are the pièce de résistance of wedding planners. Run by the dynamic duo of Tara and James Ybarra, they help couples organize, design, and plan their nuptials at some of the most fabulous and luxurious wedding venues in Napa, Sonoma, San Francisco, and Beyond. Chat with them today to start planning the wine-country wedding of your dreams.