Event planning is in my blood. I have always liked throwing parties and getting people together to have a good time. I am the one of my group of friends who typically plans our get-togethers whether they be birthday parties, monthly dinners, the random Saturday at the movies or other things that come along. It has even crossed my mind once or twice (more lately) to start my own event business, but I have been a little apprehensive about the whole thing.
A few weekends ago I had the opportunity to see how I would do at handling a wedding. The sister of one of my best friends got married on Sunday July 3, 2011. Her mom asked me if I would be the wedding coordinator for the day since the venue required that they have a person to supervise the activities including making sure the tables were set up right, directing the florist and band where to set things, working with the catering staff, helping out the photographer, answering questions for guests, and generally making sure that things went according to the timeline as smoothly as possible. Despite the fact that I had no experience in this I gladly accepted the challenge.
The day of the wedding came and I met the bride and her mom at a hotel in LA. I got the run down on what I was supposed to take care of, directions to places where I needed to pick up things, and then I loaded the car with all of the stuff that needed to be taken to the venue including: candles, kippots, toiletries for the bathroom, and various ceremonial items.
The first stop on the list was to go to a bakery to pick up the challah, which if you are unfamiliar with the jewish religion is this AMAZING bread that pretty much everyone absolutely loves. So I drove out to the bakery, and as is normal in LA, hit a good deal of traffic – what should have taken me about 20 mins took me about 45. So I got to Stoneground Bakery and picked up the bread. Little did I know I was supposed to pick up TWO breads! (Lesson Number One: get specifics on what exactly you are supposed to pick up, a general idea is not gonna cut it).
mmmmm ... challah!
Then I drove back the venue, the beautiful Skirball CulturalCenter. I wish I had had more time to walk the grounds and see the museum because it was gorgeous, but alas there was work to be done. I made the first trip upstairs with just a couple things in my hand so that I was not roaming around trying to find the right building carrying 70lbs worth of wedding stuff. I found the place quickly and entered through a side door. A very helpful young lady sat there polishing the silverware for the evening. She was very helpful in letting me know how to access everything and pointing me in the right direction. I made a few more trips to and from the car and finally got everything upstairs.
As I was just about to start rummaging through the boxes I got a phone call about the second challah. I dropped everything and made a mad dash to my car. I flew onto the 405 where I came to a dead stop trying to get onto 101 … the traffic lasted the entire way back to the bakery. Luckily, I made up some time on the return trip. When I finally got back up to the room, everything was thankfully as I left it. I hurriedly got to work.
First I arranged the toiletries baskets for the restrooms, and used some blue ribbon to make the plain baskets look a little more finished. Then I gathered the items for the sign-in/gift table and arranged that in the entry way. I set up all of the placecards on the front tables (thank go they were already alphabetically arranged!). Before I knew it the photographers were there, the band was setting up and the florist had arrived. Everything was in full swing and was coming together nicely.
Finally the bridal party and the bride arrived downstairs and there was a small mixup with the flowers for the mother and grandmother of the groom. After a couple of times running back and forth between the florist, the grooms mom was pleased with the small bouquet she had requested, and the grandmother had a perfectly fitting wrist corsage as opposed to the disliked pin corsage. (Lesson Number Two: be like the florist and have extras of things on hand so you can convert pin corsages to wrist corasages etc.)
Next, the Rabbi, also cousin of the bride, needed my help with locating and arranging the ceremonial items, making sure the wine was chilled and finding a corkscrew, and tying the rings onto the pillow for the ringbearer. Unfortunately during these frenzied moments I was in the middle of getting ready myself. I had just started my makeup. I got part of the eye shadow on and he asked me about the license, then I got the other eye shadowed and he handed me the rings. I got eyeliner on one eye and needed to find a corkscrew, then I finally got eyeliner on the other eye. Before I could apply mascara asked about the favors for the guests and having them put on the tables. It was a madhouse! (Lesson Number Three: get ready before everyone arrives because there will always be more questions and more interruptions when there are more people.)
But eventually, I got my makeup fully on and all of the little requests fulfilled. The Rabbi had everything he needed, the photographer was taking pictures of the bride, and the wait staff even said they would arrange the party favors as long as I told them where they should be placed. The calm before the storm … (Lesson Number Four: enjoy the calm.)
sister of the bride, mother of the bride, bride ... beautiful!
Before I knew it, it was time for the wedding to being. I, with the help of one of the bride’s aunt got everyone lined up in order, and directed them on where to stand or sit once they walked up the aisle. The music started playing and the first couple walked out. Each couple fell into place on my command. The music stopped, changed, and the bride was ready to be walked down the aisle by her mom. Then the official ceremony was underway.
During the actual ceremony there were a number of people who came in late, who I directed to some open seats. Apparently there was a big accident on the 405 freeway and the Skirball exit was closed so they had to take some detour around to get to the site. But I believe everyone (or almost everyone) made it. When the ceremony was over, I helped the photographer keep the grandparents seated and brought them some appetizers while they waited. Then, sensing that the families were starving while waiting to have their pictures taken I requested several plates be brought out just for them… this was a hit! It kept everyone calm while giving the photographers the time they needed to do their jobs. (Lesson Number Five: food keeps people happy and distracted, so make sure that everyone is well fed.)
When the photos were done the families headed to the cocktail reception and then eventually everyone went into the dining room. The biggest part of my job was over, and now it was just small details as to when to do the blessings, when to serve things, when to have speeches etc. I communicated mostly with the band lead who was MCing the event. Everything went off without a hitch! (Lesson Number Six: if you are the bride and groom, don't be afraid to change the schedule a bit, move things around, add things, or remove things because this is your day.)
Although it was a little hectic being both a coordinator and a guest at the wedding, I had a ton of fun and learned A LOT. I loved seeing all the behind the scenes stuff and lending a hand on such an important and special day. I am very much looking forward to coordinating another wedding or similar event.
Enjoying the wedding!
It takes gumption to be the wedding coordinator (or coordinator of any large scale event for that matter)!
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