Average Wedding Day for Wedding Planners
Today on the blog we wanted to address what the average wedding day looks like for our team. This is the time of year when we get tons of inquiries from interested brides and grooms. We know there are skeptics out there that wonder what they are paying for with a month-of coordinator, and if our services are worthwhile. We believe that knowledge is power, and that you should know as much about our process as you can before deciding if you want to work with us! Bearing that in mind, we wanted to present…
Our Average Wedding Day Schedule!
Depending on the type of service you select with our team, we’ll have a lot or a moderate amount of contact before your wedding day. Regardless of the service, in the 6-8 weeks leading up to the wedding day, we spend a lot of time with you and your vendors. We do a thorough venue walkthrough and we meet with you to finalize all of your details, timings, floor plans and seating chart. We also attend your rehearsal and coach your bridal party through their entrances. We teach them how best to walk down the aisle so the photographer can capture happy smiles and happy tears. There are lots of good times and lots of laughs, and we aim to keep you nice and relaxed straight through to the wedding day.
Start Time on the Average Wedding Day
On the average wedding day, we are up and caffeinated by 6:00am. We begin by confirming that our bride and groom are awake and ready to tackle the first line item on their schedule. As we sip our warm bevvies, we send quick messages or make calls to your vendors to confirm that they’re on schedule. After slamming back some breakfast and hauling on pantyhose, we pack up our car(s) with your wedding favours, table numbers, schedules, copies of your speeches and entrance music, give lots of hugs and kisses as we split up and head to your ceremony and reception sites.
Okay, I lied. We stop for another cup of coffee and then head to your ceremony and reception sites.
Once we arrive on site, we ensure that your ceremony decor is set up. The requirements and time commitment here vary by type of wedding ceremony. Either way, we check in with the officiant or religious official, ensure the ceremony decor is set up correctly, and check in with the bridal party. On the average wedding day, we build in extra time for hair and makeup and transportation to the ceremony site. In our experience these areas are the number one causes for late starts to the day. Still, we like to make a quick call to the group to find out if we’re on schedule. Average wedding day.
At the Ceremony site – 10:00am – 3:00pm or so
At this point your ceremony space is set up beautifully, we’ve checked in with your vendors and one of a few things may be happening. Some of our couples opt to do a first look, and this usually happens before the ceremony. We help facilitate this to make sure that the photographers get the most genuine reaction. We’ll then assist with pinning on boutonnieres, jujjing dresses [you know – fluffing them up?] and doing a entrance quick run-through with the bridal party. We remind everyone to walk slow and smile, and check in with any children in the bridal party. We make sure our bride and groom are hydrated and have eaten. If not, into the emergency kit we go and give them a little snack. Once guests begin to arrive we instruct the bridal party to take their places.
We then help with the entrances by manning the doors. Once the bridal party is down the aisle, we’ll fix the bride’s veil, train and bouquet, give her a quick hug and remind her to take it slowly down the aisle and for Dad or other loved one to lift her veil before handing her off to the groom.
At the Reception site – 12:00pm – 5:00pm
While the ceremony action is going on, we’ll also have another member of our team overseeing the set up of the reception space and setting up seating arrangements, cardboxes, guest favours, centerpieces and DIY decor. This will generally keep our lead or assistant busy right through to the start of the reception. We’ve coordinated weddings with guest lists over 500. That means 500 individual name cards and guest favours to place onto each setting.
Photo Sesh – 3:00pm – 6:00pm
During photo time, we assist with herding the bridal party around and getting cooperation for the photography team. While we do love you and your bridal party to pieces, on the wedding day it’s not always easy to wrangle the group together to take photos. Yes, we all love a great selfie, but you’ve paid a professional photographer a great deal of money to capture high quality photos. We’ve realized that there is value to having an extra set of hands available to assist the photographer. And also to fluff the dresses a few more times. And maybe reapply your lipstick.
Cocktails, Canapés and Catered Delights – 6:00pm – 7:15pm
Once you photo session is nearing completion, we touch base with our team to ensure that the reception site is good to go, and that cocktail hour is going well. Our team back at your reception site are managing the logistics of your cocktail hour and ensuring that canapés and drinks are flowing smoothly.
At this point we’re in constant contact to make sure that your reception entrance, however we’ve planned it, is about to go down smoothly. Some couples prefer not to be seen until their grand entrance into the reception hall, and others choose to arrive during cocktail hour to mix and mingle a bit. Either way, one of our favourite moments is watching the look on your face when you see the surpassing gorgeousness of the décor for the first time. There’s nothing like it.
Also – we do our best to make sure there is a snack waiting for you and the bridal party in the bridal suite. Being gorgeous all day and taking fun pictures really is tiring, and we want you to be at your best before you start the main party!
We are now tasked with assisting your DJ/MC and family members gracefully move your guests from the cocktail hour space into the banquet hall. This is no small feat, since on our average wedding day; we end up with 400+ guests to artfully guide into the banquet hall. Most guests want to keep hanging out in the cocktail hour space and continue mixing and mingling. However, the Whimlets pride ourselves on keeping our weddings on time! We make friends with your guests throughout the day, that way when we have to deliver the ‘end of cocktail hour’ news; the devastation is at a minimum. Usually knowing that a sumptuous dinner waits is enough to get everyone hustling to their seats.
Dinner, Speeches and Happy Tears – 7:15pm – 9:30pm
After your parents and bridal party dance their way into the hall, as queued by the MC, it’s your turn! We do a quick fluff of the wedding gown, give lots of hugs and well wishes, and open the doors at the perfect moment and send you in to the deafening cheers of your guests! Once you’re seated, we slip into the hall and begin liaising with the catering manager on when to start service. Average wedding day
Timing is everything with the dinner courses – the last thing we want is for the service team to be clearing plates while your mom is giving her speech that she’s waited to give your entire life! We are constantly watching throughout the dinner festivities to ensure that our schedule and the kitchen’s schedule are perfectly synced. Lots goes on during the wedding day and it’s easy for the itinerary to be thrown off – our main goal during dinner is to make sure that the people you’ve elected to speak have the opportunity to do so with as little disruption as possible. There is a strong chance that we’re sipping coffee #10 by this point. Just kidding – it’s probably only #4 or #5.
Also, I should mention – we love speeches. You see, I spend many months, sometimes years, working closely with my couples. I get to know you – your idiosyncrasies, your likes and dislikes, and the beautiful love story that you share with your intended. I love the speeches because I get to see you in the light that your closest friends and families see you, and the stories are always funny, sweet and endearing. I loathe having to step out of the hall during speeches. Average wedding day
Party, Cake, More Yumminess and Lots of Dancing – 9:30pm – 12:00am
At this point it’s time to get the party started! You may have opted to do your first dance earlier or maybe you’ve decided to do it now. Either way, at this point the guests have are full of wine, dinner and desert and are ready to party!
While you and your guests are partying it up, our team is setting up sweet tables, late night food stations and preparing the cake to be cut. We’ll pull you aside to remind you about throwing the bouquet and the garter toss, and late night photos if you’ve opted to have a session. We’re touching base with the photographer and videographer about milestones that they’ll want to capture for you.
We’re also keeping an eye out to make sure you’ve eaten enough, and that your parents/family members are enjoying themselves. We also check in with the DJ and MC and make sure that they have enough water and a snack, too. Average wedding day
End Time on the Average Wedding Day
The Grand Finale, Smiles and (Some) Tears – 12:00am-1:30am
All too soon, the bar is doing last call and we’re getting calls from your décor company to see if it’s time to come pack up. We get teary eyed knowing that our wedding journey with you is almost at an end. It seems funny that we started off as strangers meeting at our office and now we’re dear friends. We will let your family know where all your personal décor items are and do a quick survey of the room to make sure that your rentals are still where they ought to be. We chat with the catering manager and make sure the leftovers from your wedding cake is packed up properly, and we put aside a takeaway container of food for you to eat at your after party or hotel. We don’t want you to have to hunt for late night fast food!
Then, at the last moment, when we absolutely have to do it, we’ll take our leave. We give you lots of hugs, kisses and well wishes, get a little emotional, and promise to be in touch soon. We tell you how much we loved working with you, because we absolutely did. We then pack up our stuff and head to our cars. Before hopping in, we’ll high five the team and head off to our respective homes. Average wedding day.
Another beautiful, special wedding complete. It’s bittersweet for us, because we’ve come through, helped coordinate a wonderful wedding day, but we will missssss you. And there you have it. This is what an average wedding day looks like for our team. Full of laughs, great times and some tears. Seriously, I’m teary-eyed just writing this and reminiscing. Average wedding day
It’s a journey and we absolutely want to be there with you for it! Do we seem like the type of team you’d like to work with? If so, contact us today – we want to hear all about your wedding!
- Published in 2016, Wedding Planning, Wedding TIps
Review of 2015 & Our Goals for 2016
We had an amazing 2015. We have stated numerous times that we are so grateful to our family, friends and clients for simply being the best! We managed to get off to a running start and learned a ton along the way! We love sharing our successes and teachable moments with you. In that spirit, we wanted to share our 2015 social media statistics and our goals for 2016!
2015 Social Media Statistics
Michelle created this beautiful graphic that outlines our areas of achievement. For example we had over 13K views on our website – which is awesome! We recently relaunched the site, so we’re very excited to see what these numbers look like next year! We also saw a huge increase in our Pinterest following and activity levels. Are you seeing this?? Almost 250,000 views on our pins! Love!
The coolest item? One of our Instagram posts went viral when the official Christian Louboutin Instagram page liked and commented on it!
We also saw areas where we could improve. For example, we only posted 43 blog posts for 2015. We also want to see more returning visitors to our website. We did a fab coaching session with Krista of KJ&Co and learned a whole lot that helped us improve our website a lot!
Now that we are well into 2016, the Whimlets have brainstormed and come up with goals for 2016. We each considered what we would like to accomplish for the year, and to stay accountable, we wanted to share these goals with you. Without further ado, I present to you our…
Goals for 2016! *Cue the Fanfare!*
As a team, we accomplished a lot in 2015. Sometimes I forget that our journey began only a few short years ago. We looked at 2015 as the year that we made a name for ourselves in the Toronto events industry. I think we hit the mark and forged a ton of great new relationships. I’d like to see more of that in 2016!
One of my personal goals for 2016 is to create a stronger awareness for our company with venues that align with our brand. I will accomplish this in 2016 by conducting 1 (one) site visit at a new venue per month and writing a blog post on the experience.
My personal goal for this year is to create a bigger presence for our Wedding Stationery sub-brand – RSVP by Whim. In order to accomplish this, I will create its own entity within our Whim website as well as build the brand using social media. Across all social media platforms, RSVP by Whim will always link back to the main website.
Lastly.. We have an office!
Yessss we do! This past week we moved into our first ever office! We achieved one of our goals for 2016 really early and we are so excited to invite you all to come visit us! While we aren’t totally finished decorating, we are already meeting new (and existing) clients at our office. We’re located at 8611 Weston Road, unit 28, Vaughan Ontario – the major intersection is Weston and Langstaff. Here’s a sneak peek of part of the space. Want to see more? Come visit :).
We are so thrilled to be able to serve you better, and to have a space that allows us to be productive and creative!
If you made it through this list… thank you!
Whew, it feels good to get that out in the open. We plan to be as open and honest about this journey as we can possibly be. In fact, we’d love it if you called us out on not meeting our goals! We want to be the best version of ourselves so that we can serve our clients better! Here’s to a productive and fulfilling 2016!
- Published in 2016, Wedding Planning, Wedding TIps
Markham Hindu Wedding – #Anilina2015
Markham Hindu Wedding
We have waited with baited breaths for the professional photos from one of our favourite weddings from 2015. A huge thank you to G+H Photography for sharing these snaps with us! Here it is…
Gorgeous Markham Hindu Wedding at the Markham Hilton Hotel
Back in Fall of 2015 we had the pleasure of meeting Anil & Ilina, aka #Anilina2015. We immediately loved this fun, vibrant couple – I mean how could you not? They made a freaking palindrome anagram of their names and turned it into their wedding hashtag! It was true love, right from the start!
Meet Anil & Ilina – Aren’t they adorable?
We worked with a multitude of vendors to bring this wedding to life. Anil & Ilina are one of the most thoughtful couples we’ve worked with so far. Their main concern was that their guests be as comfortable as possible. We love couples who put a focus on guest experience as a key element to their wedding. For example, a variety of flip-flops were provided so the ladies in attendance could ease their aching feet while dancing. Pretty sweet!
The bride and groom created custom favours. These were no ordinary favours – they customized each individual message for each guest in attendance!
The beautiful decor for both the ceremony and reception was crafted by Diya Decor. The look and feel in the Markham Hilton Hotel was very sumptuous, thanks to the elegant decor and lighting. Anil & Ilina’s guests had a wonderful time and enjoyed every bite of the food, catered by The Host. As an aside – we really enjoyed it, too! Markham Hindu Wedding
As you all know, I love weddings. I love every part of a wedding. What I especially love are speeches, and I wanted to take a second to acknowledge the truly wonderful displays of love toward Anil & Ilina by their family and friends. It was beautiful to behold, and I felt like I was in the presence of a great and everlasting (and super fun) love. The groom’s father Terry, who happens to be an international motivational speaker gave the best wedding speech I’ve ever heard! Markham Hindu Wedding
Here are more snaps of the happy couple – and please do check out the full vendor listing at the end of our blog post!
Coordination: Whim Event Coordination and Design
Venue: Markham Hilton Hotel Markham Hindu Wedding
Photography: G+H Photography
Videography: Digital Concepts
Caterer: The Host
Decor: Diya Decor
Baraat: Ponies R Us
Makeup/Hair: Amplified Soul
Snacks: Tiny Tom Donuts & Chipotle
Entertainment: Flipbook Studios
We hope you enjoyed this recap of #Anilina2015! Let us know in the comments if we hit the mark on this blog post. We’d love to chat more with you about your wedding! Contact us today to get started with a no-obligation initial meeting!
- Published in 2015, Real Wedding, Venues, Wedding
Masquerade Party – B2B Bank’s Holiday Gala
First off, we wanted to wish you all a very happy new year! We took a little break for the last part of December to enjoy some family time, but now we’re back at it. We wanted to start the year by highlighting one of our recent events. Without further ado…
Masquerade Party – B2B Bank 2015 Corporate Holiday Gala!
For the past few years the Whimlets have had the pleasure of designing the B2B Bank corporate holiday gala, and boy do we love it! They allow us the creative flexibility to design an elegant themed party, and this year was no different. The concept was a masquerade party. We took that and decided to put a modern twist with elegant satin, rose gold and upscale furniture. The masquerade party was held at the fabulous Liberty Grand in Toronto in the Governor’s Room.
Our team acted in a design capacity for this event. We started by creating a colour scheme to match the venue. We then selected linens, centrepieces, and furniture options. Michelle then matched all of the stationery and created a custom brand that we carried throughout the venue.
The beautiful rentals featured in this blog post were provided by the very talented and friendly Sharon of Enchanting Events Decor. She worked with us to create an upscale, luxe feeling for B2B Bank’s masquerade party. The decor was a huge hit and we couldn’t be happier!
Check out some of our photos below and let us know what you think! These gorgeous photos were provided by Nirvanie Srikishun Photography.
Design: Whim Event Coordination and Design
Venue: Liberty Grand
Featured Photography: Nirvanie Srikishun Photography
DJ: Alley Entertainment
Rentals: Enchanting Events Decor
Did we hit the mark with the design of this party? Let us know by leaving a comment below! Contact us today and let’s get started on designing an event to remember!