It takes hundreds of hours to plan and execute a major event. If you’re adding the responsibility on top of your regular job, it can be overwhelming. Often times, people who come to us aren’t entirely aware of what we do. Though there are so many details involved in planning an event, such as budgeting, contract review and troubleshooting we’ve narrowed it down to 3 main benefits of hiring an event planner.
Quickly source vendors, items and venues.
Working with an event planner service means that you will be presented the best options based on the things that are important to you. Your ultimately going to choose what is right for you based on those factors. You can still focus on the fun stuff, the brainstorming, the discussions and the creative without being responsible for the admin work.
While you’re working, we’re working for you
Doing the legwork on client’s behalf is our thing. Hiring the service means we keep your “to-do” list short and become accountable for your event. When your done your regular job, your done because we are on top of the event.
1 Point Person
Planning any important event often means bringing in many independent people to work together for a common purpose. Many times, these people are unfamiliar with your needs and each other. Hiring an event planner service means that you explain your needs to 1 person, instead of several parties. From there, the event planner will help all people involved become familiar with your needs as well as with the requirements of the job.
There are important items that need to be taken into consideration. Other than capacity, parking and accommodations, you’ll want to ask these 3 questions BEFORE booking your event venue.
Your venue is typically your largest expense. With that known, before you pull the trigger, it’s a good idea to find out answers to the following questions. With a better idea of the ins and outs of your potential venue, you will feel more comfortable about booking that large expense:
Pricing: Is there a flat room rental fee? Do you bill by the hour or by the day? Are there discounts for certain dates or times? If I’m ordering food and beverage, is the room rental fee waived?
How many events are taking place at the same time as mine? Perhaps you want to be the only event on the scene that day. If there is a second event, additional signage may need to be accounted for to avoid confusion for your guests.
Will I be working with the same person throughout my event planning? If not, when can I meet the person I will be working with and will it be the same person on the day of my event? In some venues, if the turnover of staff is high, there’s a reason for it so be mindful of this.
Once you pull the trigger on booking your event venue, there will be LOTS of details to work out. Typically, communication will cease for a bit until your event nears. That being said, for your planning purposes, it’s important to find out the answers to the questions below right after you book:
What are my setup and tear-down times? Can I come in the day before to set up or sound check? Do I have to have everything removed that day or can I come back the next day?
Can I be introduced to the individual who will be present at the venue on the day of my event?
Can you send me sample floor plans of how previous clients set up the rooms?
Is there anything else I should know about the space? For example, if there is a large section of the space with floor-to-ceiling windows, where does the sun rise and set? Will that affect my event and/or my photos?
Events and weddings are so much fun and we absolutely LOVE what we do! Monday to Friday we go on site visits, find new venues and experience new spaces on behalf of our clients. If it’s a venue you’re interested in, likely we’ve planned an event there and we have the inside scoop! Have a question, Contact Us to ask.
We’re so happy to share some insider information about planning with you but for those of you who need some professional assistance, let us know!
The venue above is Sarcoa in Hamilton. You can learn more about them here!
Over at JPE, we LOVE engagement photos and these engagement photos taken in Oakville definitely pull on our heart strings. Partly because we’ve know the couple for so long and partly because they remind us of a Royal Couple. Honestly, when I first saw these photos, I immediately thought these two looked like celebrities. It doesn’t get much better looking 😉
Photographer Steph Martyniuk from White Spruce Photographytagged along as these two took their adorable pup for a stroll through Bronte Park in Oakville. We’re big fans of the images for two reasons: 1. the environment and natural surroundings are stunning and 2. the simplicity of the backgrounds allow these two and their adorable interactions take center stage.
Congrats to Renee and Matt! Thanks for letting us share. We simply CANNOT WAIT for May 27 at The Burroughes!! Oh man
Honestly … Cannot handle what went down last night. Ringing in the New Year with this couple, these guests and at this party was truly amazing. Sarah and Mark – you guys threw an EPIC NYE bash and you looked stunning. It was obvious by the love and genuine happiness that filled that room, you two are meant to be. Thank you for letting us be a part of this new chapter in your lives. It was truly a privilege.
A few weeks ago, I introduced you my crazy recently engaged best friend, Carly (click here to be re-introduced). She’s ridiculously excited and has every reason to be. And in true JPE form, we’ve got her vendors locked down. We’ve booked her photographer, videographer, venue, flowers, DJ and more. Bonus: She has a SERIOUS in with Divine Furniture so planning the design of this wedding is going to be too much fun!
Crossing #1 off the list was the venue. When starting the search for their perfect venue, my girl was ALL.OVER.THE.PLACE. Much like every other bride-to-be. While you may have a venue in mind, once the question is popped, it’s real and it’s time to start asking the right questions:
Can the venue hold the number of people we will be inviting?
What is the cost per plate?
What is included in the venue’s packages?
Is there room for negotiation?
Does the venue make sense, logistically, to where I want to get ready and where my guests are coming from?
And so much more. With Carly and John having family on both sides of Toronto, that meant we were either picking a place in the middle, or on one side. When Carly sent me the original short list of venues she wanted to check out, it was all over the place… different styles and looks, various ranges of price points, etc. It was clear to me we needed to narrow her focus. And, knowing Carly’s style, personality and what she was comfortable spending, we did this pretty quickly.
We narrowed the short list down to two top contending venues. Feeling a sense of connection is important to Carly and so choosing a venue that gave her those feelings was something I had to keep in mind.
First up was One King West. I suggested this venue because 1. the grand banking room was large enough to hold their guest list and has a simple-elegance about it I knew Carly would be drawn to and 2. Both Carly and John work in the financial industry, and One King West is an old bank. How adorable!
I’d had a wedding there before so I knew the food was incredible and the service was good as well. I also know they have a kick-ass suite for getting ready with a wrap-around balcony that is to die for! That said, I also know that there are a few other things to think about when looking at this venue: 1. The bathrooms during dinner are not located on the main floor, so guests have to take the stairs or an elevator to get tot them. Not a huge deal, but less than ideal. 2. The ceremony and cocktail hour would be on a different floor than dinner. Guests would be travelling throughout the hotel to get to the spaces and signage is not great. We’d have to have people stationed to guide guests because the worst thing is having guests frustrated with your wedding before it even starts! 3. Guests would be able to stay in the same hotel where the wedding is. So at 1:30 am, instead of hailing a cab they can stumble upstairs to their room. Serious points scored here.
Next up was Rattlesnake Golf & Country Club. Not going to lie, with visions of the Art Gallery of Ontario, The Cotton Factory, and Fermenting Cellar, I was a little surprised this one made top two. Nevertheless I was pumped. Again, I’ve worked at Rattlesnake before so I had the insider scoop. Plus Carly’s parents are members at the Club so they are comfortable with the space, not to mention the staff are familiar with them which is definitely a bonus. Service at this venue is superb, the food is great and the drive in to the clubhouse is breathtaking. A beautifully landscaped, winding road gives guests a sense of anticipation when they turn off the main road. The clubhouse has been renovated so the inside is tasteful, the bar is modern and the patio is legit to die for. As soon as we walked around back to the patio and I turned on the JPE factor, Carly and John were beaming with happiness. Plus Nance (Carly’s mom) was giddy with excitement, which made the feelings that much stronger. With the number of guests they anticipated, the bonus of full coverage, and a short enough aisle for Carly to feel comfortable, the patio would be the perfect spot for their I do’s. This pretty much sealed the deal. The connection for Carly was made, John was excited and we started brainstorming the decor.
So with that in the bag, #floodedwithlove is officially booked to be hitched: Saturday, October 14, 2017 at Rattlesnake Golf & Country Club! I’m actually giddy thinking about the details and decor but will save that for another day.