It’s the last thing you really want to think about when planning your dream event, but considering what could potentially go wrong is a vital component, according to Julie Orrell.
The seasoned wedding planner said that – very often – it’s having a ‘Plan B’ that can make the difference between a perfect and a not-so-perfect event.
With 18 years’ project planning experience – the last five specifically organising weddings and other events – she’s seen, firsthand, what pitfalls can arise. She shared some of the most common ones she witnesses, and her advice for avoiding them.
#1 Not having a budget in mind
“I advise people I work with to decide what their budget is and allow a 10 per cent contingency fund on top,” said Julie.
“To arrive at their budget, they need to consider their financial situation, obviously, but also what other spending priorities they have for the future. If they’re a couple getting married, for example, do they need a deposit to buy a home, or are they planning a family and need to save for that?
“Do they want them or their families to get into debt to fund the event, or is it more important to them to cut a few luxuries out and have peace of mind about the cost before, during and after?”
There are some important practical benefits to having that starting point in mind, too.
“Once you’ve decided on your top line figure, it then pays to break that down into smaller components, like venue or marquee hire, and catering, and attach a maximum amount to each of those.
“This helps when it comes to negotiating with individual suppliers over the various elements, because you know what your limit is. And if you do decide to splash out a bit more on something you really want, you can see in black and white that you need to claw the excess back from elsewhere.”
She added: “The most vital components of any wedding are the venue, the catering and the photography, as they make it possible, create its ambience and record it for posterity. For these reasons, my advice is always to prioritise those. Everything else is a nice to have and once you’ve got the essentials sorted, you can start to think about the other ingredients you want to include, for example your entertainment, your flowers, your furniture and decorations, and whether you hire a stylist or DIY it.
#2 Trying to please everyone
“There are lots of people involved in a wedding and too often I see couples trying to please everyone,” continued Julie.
“This is usually things like inviting children to the event when they really want it to be adults-only, so as not to offend their friends. However, in my view, if someone is a true friend, they will respect your wishes. It’s so important for you to do what you want, as it’s your memories you are creating… whether your vision involves a wedding abroad, a registry office or a big church ceremony.
“When couples come to me and they are getting stressed about managing their event preparations, with all the conflicting demands that brings, I always urge them to sit down, take a breath and remember why they are getting married. Ultimately, they are doing this because they love each other and want to spend the rest of their lives together, and that’s what matters at the end of the day, not meeting other people’s expectations or creating an extravagant look that you maybe can’t really afford.”
#3 Getting carried away
“Some couples start with an idea about the kind of wedding they want and then quickly get out of their depth when they start to research the myriad of options they see on the internet and in magazines… or they succumb to peer pressure.
“Some rush in and start buying things like decorations straightaway and, before they know it, they have a dining room full of stuff. Which is great, but taking a little time to eliminate certain elements and consider things a little more carefully can help keep things real.
“For example, if they concentrate their budget on the most important elements, they might find that their venue or stylist will provide some things free of charge. They might even be able to create some aspects themselves, to save a bit of cash. For example, collecting attractive glass jars to display their outdoor candles in, and recycling instead of shelling out to buy new things.”
#4 Not having a Plan B
“For every wedding or other event I run, I always have a contingency plan, and I can’t recommend this highly enough. It’s so important to think about everything that could potentially go wrong, and have a plan for what you’re going to do about it if it does.
“It’s not about being negative, but it could avoid unplanned, negative occurrences from spoiling your day.”
Here are Julie’s top contingency considerations for every event:
#5 People getting carried away at your post-wedding party
…and drunken shenanigans ensuing: To avoid this, I recommend assigning roles to trusted friends and relatives, to keep an eye on what your guests are up to and help restore order if needs be. You could also ask your bar provider to stop serving anyone they believe is the worse for wear, and start giving them water instead.
#6 Starting your day too early
Remember that weddings are long, tiring occasions. If you don’t want your guests to run out of steam and head off home by 10pm, it’s important to start at an optimum time and then make sure that you avoid dead time and give them things to do at each key point of the day, for example offering them canapes and a bit of musical entertainment while you’re having your photos done. Personally, I believe the optimum time to get married is between 1pm and 2.30pm, so that there’s not too much waiting around between the key milestones of your day and your guests have the energy they need to keep going until the early hours if needs be.
#7 Not videoing your ceremony
Nothing captures an event better than moving footage but a lot of couples forget to capture their big day on film, so that they can actually see their ceremony for themselves afterwards. After all, they’re in it and therefore don’t get the same view of events as their guests! A lot of couples are put off by the potential cost of having a professional videographer, but even having a guest video their ceremony on their mobile phone can be just as effective – just something they can look back on and also show to their children down the line, as the day when Mummy and Daddy got married
#8 Not taking time out during your wedding day to simply enjoy it
You need to watch your friends and family enjoying what you’ve created. It’s so easy for couples to get so embroiled in ‘delivering’ the day, that they forget to make the most of it. However, it’s such a shame if that happens and I would always urge them to make that time to just soak it up and lodge those important memories in their minds forever
#9 Worrying for no reason
Worrying really is pointless. Instead of doing that, put your energy into anticipating what could go wrong and taking steps to avoid it.
#10 Not prioritising your caterers
Your food is such a central element of your event and can make or break its atmosphere, so choosing the right kind – whether that's a hog roast, a formal sit-down meal, or a great big sharing paella – is vital. It’s really important to choose both the content of your main and evening meals, and the caterer that will serve it in the right way. Also, don’t forget to check the practical points, such as whether or not they have a high enough hygiene rating
#11 Not preparing a seating plan
I’ve overseen a couple of weddings where couples have decided to keep things informal and let their guests sit where they want to, but in reality this doesn’t really work. If you have a couple of guests sit down at a table for 10 and no-one else is prepared to join them, this can create no end of issues for your caterers and the general flow of the event. You might not think people would decide to be difficult on an important day like your wedding but, believe me, it does happen. The best way to avoid it, is to consider beforehand who will get on best with who, and then place them where you would like them to sit.
Julie Orrell has run her own event planning business, Weddings by Julie (soon to be renamed WBJ Events) for the past five years. Prior to that, she was a management consultant, overseeing major projects for some of the biggest names in financial services. She decided to set up her own event planning company in order to balance working life with bringing up her young family. Her heavyweight corporate experience helps ensure that every event she touches runs like clockwork, though.
At Village Farm Marquees, we can organise as much or as little of your day as you want us to, involving trusted suppliers like Julie to make sure all aspects are covered.
If you’d like to discuss your vision and how we can help, why not get in touch at firstname.lastname@example.org , or by calling (01262) 468160.
Christmas offers a very special opportunity for families to enjoy time together and create wonderful memories, so when Tong Garden Centre asked if we could bring to life their ‘Christmas Cabin’ concept, we were more than happy to help.
Tong Garden Centre is one of the largest independent garden centres in Yorkshire, located on a 17-acre site on the edge of Bradford in West Yorkshire. It has an outdoor plant area and shopping departments filled with garden furniture, gifts, home accessories and leading brands spread across 110,000 square feet of retail space. Also on-site is a coffee shop, restaurant, children’s outdoor playground and a newly refurbished food hall.
We talked to Tong’s marketing manager Jo Dales about how the business is catering for the increasingly important annual festive season.
There are all sorts of things to get excited about when it comes to winter weddings – the chillier months open up a new realm of possibilities for your special day that simply wouldn’t seem right in spring or summer. Think roaring log fires, mulled wine, festive decorations and candlelit receptions. What’s more, many of the associated price tags are usually lower than they are during the prime British summertime wedding season.
Expert wedding planner Helen Davies, who works in partnership with us at Village Farm Events, is passionate about winter nuptials. Here she gives her view on why this can make for an especially magical time of year to tie the knot.
’Tis the season to be merry
Winter used to be the off-season for getting married but the quieter November to February period is growing in popularity with couples who spot the romantic opportunities it can offer.
The chance of snow is one attraction as a sprinkling of the white stuff can result in stunning photographs and inject a sense of fun to proceedings for guests of all ages.
Let’s be honest though, while crisp air, searing sunshine and cobalt blue skies would create a wonderful backdrop, it’s possible you might actually end up with dull grey clouds and a bitter blast of wind and rain. But it’s worth remembering that this could happen at any time of year in the UK with our unpredictable weather and the key is to be prepared!
Helen said: “Weather is always at the forefront of our concerns when it comes to wedding planning and in some ways it’s easier to prepare for it in winter, when you’re already expecting colder air temperatures and anything else the elements might throw at you.
“It’s likely you’ll be spending most of the celebration indoors but consider transport needs if there’s any walking involved between locations. A nice touch would be to provide blankets or pashminas should guests wish to warm up, and also umbrellas if rain is on the cards.”
In fact, warmth should be the top priority according to Helen: “It’s so important to ensure everyone feels toasty. Most guests will probably arrive wearing coats so you’ll need a cloakroom nearby for them to hang them up. Venues with real fires will be a huge bonus for a winter wedding, although a marquee is still an option as modern heating systems are brilliant and you can still create a really cosy atmosphere.”
When was the last time you hired a band? Unless you've been responsible for booking live entertainment before, it's likely that you wouldn't have a clue where to start! Here at Village Farm Events we have a secret weapon in our armoury in the form of York agency Electrifying Promotions, which provides quality party bands suitable for an array of events including weddings, parties, corporate gatherings or basically any do where live music is required.
Electrifying Promotions will work directly with you to ensure you choose the most appropriate accompaniment for your event. Gill Mallon, who runs the agency, has years of experience in the business and can help make sure you hit all the right notes with your musical choices and don't end up with an empty dance floor.
Here Gill gives us some sound suggestions to keep the party atmosphere flowing, whatever the occasion.
A helping hand
"Planning a major event such as a wedding can be overwhelming, and it's understandable you'd want all the help you can get. Booking a DJ or a live band can be daunting, it's not easy to know the right questions to ask or where you stand with negotiating the price when it comes to music," said Gill.
"Agents like Electrifying Promotions can offer a cost-effective and convenient way to take some of the pressure off your shoulders. We can save you hours of research by listening to your needs and narrowing down your options based on your preferences and budget, without you having to spend ages looking through pages of information. We will deal with the musicians on your behalf and handle the payment so you're not digging around for cash at the end of your special day."
Get the party started
"Here at Electrifying Promotions we currently have 30 bands on our books, covering a broad range of styles from rock and funk, pop and disco, soul and Motown, to opera and swing. Whatever your tastes, you can pretty much guarantee we'll have something to suit you!
"Choosing a musical style is usually the main priority, and you may need to think about your guests or audience too, not just your personal taste, but there are also practicalities to consider relating to the venue - how big is the area where the band will be? Is it large enough to accommodate a five-piece band with drum kit and amps or would you be better off looking at an acoustic duo? Does the venue have any noise restrictions such as a sound limiter?"
A sound limiter is a devious bit of kit that will cut off the power supply to the band if they get louder than the maximum decibels, which is a major party pooper, and is one of the first questions Gill will be asking.
She continued: "With weddings, it's a good idea to think about not just your evening reception where most couples like to see all their friends and loved ones having a good knees up, but also other parts of the day where you might enjoy musical accompaniment, perhaps an operatic aria in church or some gentle guitar strumming at the wedding breakfast."
Bands on Electrifying Promotion's books tend to do two 45-minute sets, but something else to consider is the 'inbetween' times - options include having a DJ to cover this, or loading up an iPod with background played over the band's amp. Some bands might be able to cover these periods themselves with more low-key sounds.
Gill also recommends looking after the band members: "The musicians need time to set up and pack away so they are often there from 6pm to gone midnight. They do work hard and really appreciate being fed and watered."
Can I pick the playlist?
Gill explained: "Most bands prefer that you select the songs from their playlist which you definitely do and don't want, then leave them to structure your choices into a workable order. People sometimes make the mistake of thinking they need to work out exactly which songs they want, but really you just need to establish the style of music you want and the sort of atmosphere you'd like to create, the band will do the rest.
"It's important to choose the right act for your music choices, there's no point expecting an act to play a song that's totally removed from their musical style.
"The band will need to consider a number of variables in order to ensure their sets flow well and they will know which songs within their repertoire are dance floor fillers. Feel free to make an input but let the band bring their experience to bear when finalising the actual playlist."
A final word of advice from Gill: "Plan ahead! Please don't leave your booking too late, sometimes we can pull things together in three weeks but it's much safer to book up to a year in advance."
We're thrilled to be working with Electrifying Promotions and really value Gill's immense experience and personal touch. If you'Sd like to a free, no obligation chat about your musical entertainment needs, contact Village Farm Events on email@example.com or (01262) 468160.
For quite a few years now, many couples have ventured overseas to warmer climes to fulfil their nuptials, often accepting they'll have a very limited number of guests present due to the additional expense incurred with flights and accommodation.
Photos of brides paddling barefoot in the crystal clear sea with white dresses floating on the sultry breeze are a familiar sight but how often have you attended or admired photos of an outdoor wedding here in the UK? Well if you're currently drawing a blank, this will probably change sometime in the near future as outdoor weddings in good old Blighty are becoming increasingly popular!
Couples can be forgiven for not knowing where to start with planning one, given very few venues have licences for outdoor weddings. The inclement climate in our green and pleasant land might seem like another barrier, but here wedding planner extraordinaire Helen Davies explains how holding your dream wedding in the great British outdoors might yet become a reality.
Let's go outside
The British Isles are much admired for their beauty, from golden sands, to lush hills and valleys, peaceful forests and fabulous manicured grounds. There is literally an abundance of scenery and wildlife across the entire land, even your average back garden can be a wonderful haven of tranquillity.
"There are all sorts of reasons more and more couples want to get married outdoors," said Helen. "Some might feel a deep connection with nature, some might just not want any kind of religious aspect to their marriage, some might not like the formality associated with a traditional wedding in a conventional building and want a more relaxed, laid-back atmosphere.
"The idea of exchanging vows in a beautiful or favourite outdoor location, even in your own garden, is becoming increasingly appealing. I think it also allows you to truly express yourself in a very creative way as there isn't a set way of doing things, you have so many options.
"It's the things that people do to personalise their wedding that make it so memorable for them and their guests, and holding it outdoors is a sure-fire way to ensure it's unforgettable."
But what about the legalities?
It's true, there is only a small selection of outdoor wedding venues where you can legally marry in this country - weddings in the UK have to be in a licensed building which must meet certain criteria.
But don't let this put you off, there are ways and means to deal with this challenge! "The simplest solution is to cover the requirements separately by visiting the registrar to obtain your marriage certificate. This is very low cost and you only need two witnesses present, and they don't even need to be people you know. This could be done at any time before your actual wedding," explained Helen.
"You can then hold your celebration at your chosen location, with your guests in attendance. You will need a ceremony conductor and can get help with writing and designing your ceremony, it can be completely personalised to your wishes, including the words you exchange as you commit to each other," she added.
Helen can help take the pressure off the bride-to-be by dealing with the additional factors that come into play when looking for an outdoor wedding venue. She can assist with choosing an outdoor location, assess its suitability, and seek permission to use it. "The couple might know exactly where they'd like to hold the wedding or they might just have a loose idea around it being in a woodland, or a garden or close to water, even on a beach. I can help them scout for locations that would work," said Helen.
But what about the weather?!
As with any outdoor event, there are a number of potential pitfalls to plan for, not least the predictably unpredictable British weather!
"It's probably best to plan an outdoor wedding in our warmer, drier months. Nobody wants to see guests shivering in a sleety November and it's unlikely the bride wants to be slipping around a wet, muddy field in February," said Helen. "That said, it's still possible to encounter an unexpectedly cool breeze or shower in the middle of August, so it's about being prepared - do you need to provide rain ponchos, or even wellies? Or maybe pop some cosy blankets on the seating that people can snuggle into?"
Alternatively, if we are struck by a sudden heatwave, you might want to supply guests with insect repellent, sunscreen and bottles of water.
Helen added: "Other considerations to take into account include parking, toilets, access for suppliers such as caterers and entertainers, and hiring electricity generators. Think about the decor and lighting too, which can create a stunning effect in an outdoor setting. Also, can you offer overnight accommodation for guests? Upmarket glamping or even old-fashioned camping might be a possibility.
"I believe an outdoor wedding is the ultimate way to express yourself and create the most personalised experience possible, I really do love helping couples plan these very special days."
In terms of the reception following the ceremony, a marquee usually goes hand in hand with an outdoor wedding. Village Farm Marquees has a multitude of options that would complement an outdoor ceremony, whatever the theme.
What a lovely day we had in Leeds showcasing our stunning marquees at The UK Wedding Event ! We were absolutely overwhelmed by all the lovely couples we met.
It was such a treat to work with so many passionate suppliers to create such an amazing wedding atmosphere.
The UK Wedding Event is a family owned business operating from Leeds,
specialising in events, website design and videography.
Husband and wife team Rob and Emma host a number of these bumper wedding fayre extravaganzas each year where more than 100 exhibitors showcase their services to visitors travelling from all corners of Yorkshire and beyond as they plan their wedding day. All the events are held at attractive locations and with an even spread of exhibitors to give couples plenty of choice for their big day.
Couples have all options catered for, with top suppliers from a range of leading industry professionals in attendance. The Leeds event was held at The Centenary Pavilion at Elland Road, on the outskirts of the city, and offered easy access from the motorway with free parking to boot.
All the couples received a free goody bag on arrival along with a glass of bubbly to help them kick-off a fun and rewarding event in a positive fashion.
We worked with some fantastic suppliers to create a stunning wedding marquee, so if you are planning a wedding or event check out some of the guys in the list below:
Although we often spend time with a client in the lead up to their event, sensing their anticipation, excitement, and sometimes their nerves, we rarely witness the actual celebration ourselves. So it's always a pleasure to listen to our clients' recollections when we return to pack away the marquee and we get to hear about the joy (and the occasional tears) that accompany these special occasions.
One such client is Nicki Hepworth, from Great Hatfield in East Yorkshire, who hired a Village Farm marquee for a dual purpose back in August this year.
When the wind blows
Nicki was due to celebrate her 50th birthday and knew she wanted to throw a party for her friends and family that they would all remember for years to come. It simply had to be a belter of a knees-up, so a marquee was the first thing on her shopping list.
She said: "I chose Village Farm Marquees for a few reasons - they're local to me, their prices are competitive, and my first impression was they just seemed so professional."
Nicki admits that she did move the goalposts somewhat as the size of her guest list began to expand, finally resting at the 100-mark. She said: "I had a rough idea of the size of marquee I'd need but we had to size up as the guest list grew. Village Farm were brilliant about that, they gave me lots of advice and were really supportive. Changing the marquee to a bigger one wasn't a problem at all."
Something that was worrying Nicki was the weather: "It was a very windy day and the marquee was in quite an exposed place, I wasn't sure if it might take off! It was secured really well though, and thankfully the wind died down by the time the party was due to kick off in the evening."
The marquee was erected, fully lined and carpeted the day before the event to leave plenty of time for Nicki to complete her birthday decorations. She'd also organised catering via a quirky pizza van and music courtesy of a DJ to keep people in the party spirit, all comfortably housed within the marquee.
"I wanted a 1980s theme and my son and I had given the DJ our own playlist of 80s hits," she added. "My favourite memory from the whole party is just seeing so many people filling the dance floor with great big smiles on their faces!"
It's always a pleasure to meet a new client to see how we can help them and this was the case recently when Wyke Sixth Form College in Hull approached us with a fresh challenge!
Here Tony, our co-director at Village Farm Marquees, explains how we worked together to create a bespoke indoor marquee solution that gives the college a cost-effective resource which can be used again and again.
Sports hall transformation
"The college had previously always hired freestanding marquees but decided it would be better value and much more flexible if they could have our own equipment that would enable them to put up a marquee lining and flooring in the sports hall, then pack it away and store it, whenever they wish," said Tony.
"At Village Farm Marquees we pride ourselves on really listening to our clients' needs and providing bespoke solutions rather than off-the-peg packages, and this is what clinched it for Wyke College.
"Wyke had looked at a few different providers, then chose us because we devised a credible solution that suited their needs.
"We designed it using a semi-framed structure, which makes it easier for them to manage the assembly themselves than it would with a full frame system."
Lincoln Christmas Market is one of the biggest events in many independent traders' calendars, which this year will take place from December 7-10, and it's certainly a must-do for one of our long-term clients, Westmorland Sheepskins.
We've had the pleasure of working with Howard Heaton and his family-run enterprise for a number of years now, providing marquees for their attendance at the prestigious Lincoln event plus many other markets and shows across the country.
Howard set up Westmorland Sheepskins over 30 years ago, specialising in genuine sheepskin, wool and leather goods. An offshoot of his grandfather's 130-year-old business, Heatons of Leeds, he has been in the business since the day he was born and knows what he is talking about when it comes to trading in raw skins and materials (he can tell you where a sheep hails from at first glance!). A Yorkshireman through and through, he won't stand for any nonsense when it comes to product quality and neither will he fleece ('scuse the pun) his customers - his prices represent excellent value for guaranteed quality that is, quite honestly, very hard to find these days on the high street.
We spoke to Howard about his approach to business and why quality is so important to him.