The Basics
Start by buying a gift bag -I like to take a visit to the dollar store for these- and a note to your guests. This can be as simple as a “thank you for coming”, to a full pamphlet with local attractions, transportation information and details about the wedding day (think trolley schedules or hotel shuttle info).

Your Favorite Things
Treat your guests to your favorites, since, after all, this day is all about you isn’t it? Fill the bags with your favorite beverage, candy, chips, granola bars, gum, etc or add in some of some of your favorite things to do. You could put in playing cards, golf tees, a book, your favorite gossip magazine, or something uniquely you. One of my favorite things is to put mini coffee cakes from The Coffeecake Connection Company in hotel bags with specialty coffee packets for your guests to enjoy when they wake up on your wedding day. What a great way to start the day!

A Bit of Local Flavor
Chicago is home to many wonderful things… Garrett’s Popcorn, Fannie May Candy, Blommer’s Chocolates, Frango Mints, Mrs. Field’s Cookies… so treat your guests to a true Chicago delicacy. You could also give your guests some Chicago flavor with sports themed items like Cubs or Sox baseballs, beach balls or Frisbees that could all be enjoyed at many of our beautiful city’s ample parks and recreation areas.

Since your guests have gone the “extra mile” to get to the Magnificent Mile to be with you for your nuptials, let them know you care. Things like maps –and directions to the nearest Portillos- will also be a great illustration of your gratitude.

With love,
P

1. Park/Garden: If the great outdoors is appealing to you, a park may be the landscape of choice for your big day. Check with the park district or city office to get any permits or permission needed. Also, consult your Farmers Almanac for a weather forecast before you set your date! One of the most picturesque locations in Chicago is The North Rose Garden at Buckingham Fountain, but with a city this size, you have a multitude of options. And don’t forget perhaps the best garden space in all Chicago, the Chicago Botanic Garden.

2. Your Reception Venue: Chicagoland is home to a myriad of reception halls and banquet facilities that also allow you to have your ceremony on premise. The bonus to having your ceremony and reception in the same place is that you’ll have a larger turnout of guests attending your ceremony and they’ll enjoy the easy flow of the day with no “down time.” Most reception spaces available across Chicagoland offer on-site wedding ceremonies. One of my favorites is the oudoor ceremony space at the Lakeside Pavillion, Westin Chicago Northwest in Itasca.

3. Conservatory: Chicago has many beautiful garden settings. From rose gardens to rock gardens to tree gardens, your options are open. If you love the idea of a garden, but not the risk of an outdoor ceremony, consider one of the many local conservatories which offer the benefits of outdoor event space without the risk. Spaces like the Garfield Park Conservatory offer your guests the luscious feel of the tropics without the necessity of the destination wedding… or the sunscreen.

4. Cultural Center/Museum: Take advantage of living in a Mecca like Chicago and tie the knot at a cultural center or museum. Many of these locations have a private area they shut down to the public while you are hosting your ceremony. You have a plethora of options at your fingers tips… think the Field Museum, or for the Chicago sports lover (and we know there are many of you) the Grand Piazza at The National Italian America Sports Hall of Fame and Museum.

5. Sporting Arena: If a sports museum isn’t enough, avid sports fans can have the wedding of a lifetime at one of Chicago’s many sports fields. With a built in theme you can personalize your day in true sportsmanlike style! Do I really need to list these? U.S. Cellular Field and the Stadium Club at Wrigley Field are popular amongst Chicago’s sports nuts.

6. Art Gallery/Studio: These ceremony spaces provide a truly unique setting, artsy ambiance, and open viewing for your guests. From traditional to modern, you can find an artistic backdrop that is reflective of you! One of the more striking places I visited, Architectural Artifacts in Ravenswood, is a visually stimulating and enthralling space. Another space I love is the Zhou B Art Center.

8. Boat/Yatch: “I’m on a boat…” If you’ve heard that song you’re laughing right now, and if you don’t like cussing, don’t click that link. Living on the shoreline of Lake Michigan is something to be taken full advantage of when it comes to picking your ceremony location. With options like Odyssey Cruises and Spirit Cruises leaving from Navy Pier your guests will be treated to a double-whammy of Chicago splendor.

9. Zoo: Yep, you read that right. You can indeed get married at the zoo. For some of you, the people on your guest list may feel right at home in this setting. Lincoln Park Zoo has some spectacular options for both ceremony and reception space that will give your guests a once-in-a-lifetime wedding experience.

10. Observatory: Because of the magnificence of this city that can only be experienced from up high, observatory space is my final entry on this list. Imagine saying your “I Do’s” from over 1,000 feet above the hustle-bustle of the city. Spaces like the John Hancock Observatory and the Skydeck at the Willis Tower are must see options.

We may love our church, but with so many breathtaking possibilities, I don’t think you’ll be hearing any objections from the Heavens.

With Love,
P

All photography has been provided by Hilda Burke of Angel Eyes Photography

Save-the-Dates are something that I truly feel are not just the industry’s way of making more money off of you. They genuinely serve a purpose.

Etiquette tells you to send out your wedding invitations six to eight weeks before the big day. While that is a respectable amount of advance warning, there are certainly advantages to sending a Save-the-Date six to eight months prior to your wedding day.

Lauren and Dan's Save-the-Date Magnet

1) It gives your guests a chance to make travel arrangements. If you have guests traveling from out of town it’s helpful for them to be able book flights or make travel arrangements earlier than the invitation time frame would allow. This is especially important if your wedding falls during a high travel time, like the holidays.

2) Your guests can make vacation requests at their jobs. We live in an amazing city and this can be a great opportunity for your guests to have the Chicago experience. They may wish to spend more than just your wedding day here and need to make requests at work for vacation time well in advance.

3) Holidays and popular wedding weekends may be in demand for your guests. With a few offers on the table, you give your guests the advance opportunity to weight their options, upping your chances that they will be able to celebrate with you on your wedding day.

4) With times being tight, advance warning gives your guests a chance to save some cash. Weddings are expensive all around, for you, your wedding party and your guests. Between travel, giving a gift… and perhaps getting that new outfit… having time to budget for wedding related expenses is easier on the pocketbook.

You’re guests appreciate the thoughtfulness of the Save-the-Date, and being kept in the loop. Putting your wedding website on your STD is also a great way to communicate with your guests throughout your planning process. So, start practicing the art of communication and let your wedding guests know to save-the-date for your big day!

With love,
P

Julie and Peter's Wedding at the Metropolitan Club at the Willis Tower

#1 What is your first impression?

It’s true, you only get one chance to make a first impression! As you arrive at your prospective venues employ your senses. What do you see as you drive up? Are the lawns and gardens well maintained? How is the lighting? Are there sidewalks (think about your guests in formal attire and high heels)? Once you are inside of the space what feeling is provoked? Do the curtains look like they came from Grandma’s house… or worse, does it smell like a locker room and stale cigarettes. Is there a lot of ambient noise? Take in all of these things, what you see… and smell and hear… is what you get on your wedding day, from the parking lot to the bathrooms.

#2 How does the color scheme work with your wedding colors?

When you tour reception venues, you are likely to see the blank canvas. An empty hall can leave much to your imagination and envisioning can be a struggle for many brides and grooms. How will your things look in this room all set up? Look at what you can absolutely bet on… like wall color and carpet… do the color schemes enhance the colors you have selected for your day? Will your exquisite emerald green bridesmaid dresses look pleasing against pepto pink colored walls? And yes, that pink hall does exist; I’ve been there before!

#3 What is the natural environment?

We’ve already taken into consideration what the lawns and gardens look like, and hopefully they are up to par. Now take a look at what you see from the room. Are there windows? If yes, what do these windows overlook? Do you have access to usable outdoor space? When will it get dark? Video montages and dancing are most popular when done after the sun goes down… with lots of windows on a sunny summer day that could be well into your party.

#4 How many events run at once?

This is YOUR once in a lifetime day, consider who you want to spend it with. That vision probably doesn’t include another bride. Many venues can run multiple events at once. If your potential venue runs more than one wedding, that doesn’t mean it has to be ruled out and it may not even matter to you. However, if it is a concern, consider how close the event rooms are to each other and if all event guests will be entering from the same area and be using the same common space.

#5 Is the space large enough AND small enough?

Most couples are concerned if the space will be large enough to accommodate their guests. As an event planner my concern is not only if the space will be comfortable for the guests and meal service logistics, but will it also be small enough to make the party look full and robust? You don’t want sardines, but you don’t want peas rolling around in a tin can either.

#6 Is there a logical place for everything you need?

Once you have the venue picked out you have a number of things to fill the space with. While walking through a potential venue try to envision where you think each piece of the day will go – place card table, gift table, DJ or band set-up, dance-floor, guest tables, head table, cake table, buffet tables, late night snack table, sweets table, photo booth… whatever your personal needs are. Not only is there enough space, but also, is the space conducive to the logical flow of a party?

Kim and Justin's Wedding at the Byron Colby Barn

#7 What staff will be on hand on your wedding day?

Food and beverage will take up the bulk of your budget, so spend wisely. The staff at your venue will be the point of contact for your guests. You want a beautiful venue, but also a top-notch service staff. Questions you’ll want to ask are how many tables does each server attend to? (1-2 is a good number) Is there a banquet captain? How many bartenders will be on staff? (1 per 75-100 guests is standard) How many valet staff will be available? Is there staff for a coat check?

#8 Is this venue in your budget?

As we established, food and beverage is the bulk of what you will spend your money on. Be realistic in the consideration of what you can afford. There is much more to factor into your bottom line price than what is presented on the menu. Start by thinking about what you want to serve… chicken is obviously less expensive than surf-and-turf. Have an idea of your meal selection BEFORE you sign a contract, or I can pretty much guarantee you will blow your budget.

Make your preliminary selections, consider any upgrades and add-ons (extra hour of bar or bar upgrade, chocolate fountain, late-night buffet…), factor in ALL of these things. Once that is done multiple that by your number of expected guest, then multiple that by your service charge (estimated 18-23%) and your sales tax. Yes, they tax the service charge. That is your true bottom line cost, don’t get shell shocked in the end when you are handed a bill that is over 30% higher than what you expected.

#9 How is the Food?

This one is a bit tougher to tell because you won’t do a tasting until after you have signed the contract. You’ll have to depend on reviews (most wedding websites have them) and word of mouth. Going with a chain venue is usually a safe bet because there are certain quality control standards you can rely on. If you are going to a stand-alone venue or using a newer catering company, make sure you do thorough investigation prior to signing a contract!

#10 Is this venue convenient for your guests?

Your guests will likely travel from far and wide. In extremes, I’ve planned a wedding that had representation from 31 countries; consider them in your decision. Is the event space convenient for them? Is it easy to find? Is it clearly marked? Is there a hotel close by that will give you a good group rate? Does that hotel have shuttle service? Since your guests are happy to give their time and travels to celebrating your big day with you, give them equal consideration!

That is quite a list to consider, but you will be happy you did! Remember to bring your camera to take pictures of the venues that meet your standards for review later on. If a potential venue meets all your specifics, take a moment to consider your emotions, can you imagine yourself celebrating your wedding day in this space? If the answer is yes, congratulations, you’ve found your venue!

With love,
P

Package Pricing

For venues in Chicago pricing most often comes as a package deal that is outlined in the sales packet and menus you receive. Pay close attention to what is comprised in that price. Your soup, salad and entrée will likely be included, but what about hors d’ouevres, your bar package and the wedding cake? Also, take into consideration what will be an upgrade or extra charge. For example, did you plan to serve a late night snack, need chairs set-up for the ceremony or coat check service? Those are all add on services with an additional price tag.

Space Rental

Chicago has an abundance of unique ceremony and reception spaces for rent like museums, hotels, parks, zoos and art galleries. Some venues include the space rental fee in the package price, meaning the cost of being on premise is included in your per person food and beverage price. For others it may be billed as an additional expense. Be aware of how the space is billed.

Rental Minimums

Reception venue rental comes with a minimum dollar amount you must bring in to be able to use the space for your wedding. Those minimums can vary greatly from a few thousand dollars to as much as your parents probably paid for their first house! That established minimum is based off food and beverage items alone. Things such as your sales tax, service charge, upgraded linens and rental items will not be included toward that amount.

Service Charge / Sales Tax

The bulk of your wedding budget will be spent on your reception food and beverage. After you consider your package price and upgrades, you must also factor in the mandatory service charge (average of 21-24% in Chicago) and the sales tax (we’ll use 11.5% in this example). Your package price can go up as much as 35% per person with these items tacked on. You may be able to afford the $150 per plate of a downtown venue, but can you afford the $207 it will really cost after you add in your the service charge and tax? If you host 150 guests that’s an additional $8,550.

Parking / Valet

With many of your guests coming from all around the Chicagoland area or traveling from afar, one of the hidden costs of your wedding day will be the parking or valet charges. You may be required to use your venue’s valet service or opt to provide it as a courtesy to your guests. Most services will charge you on a per car basis, and don’t forget the tip.

Gratuity / Tipping

When booking your wedding vendors look beyond the base price of your package options. Some vendors, like your limo driver, may write in a standard gratuity to the contracted price. Other vendors will be tipped at your discretion, but those amounts can still add up to big money!

With love,
P

1. Opt for Off Peak: The busiest season for the wedding market in Chicagoland is between April and October. By getting married in the winter months you may be able to take advantage of lower space rental minimums or receive discounted package prices. If you can’t imagine a winter wedding, but you still want to save a few bucks, go for any day other than Saturday. Friday and Sunday can have an easier effect on your wallet.

2. DIY: If you are the slightest bit crafty, or have crafty bridesmaids, you can take on SOME Do-It-Yourself projects to save cash (note the SOME, certain things are best left to the professionals). Invitations, programs, place cards, and other wedding stationery can all be part of a fun girls night. And all you have to pay for is the wine!

3. Shop Online: Shopping online is sometimes shunned by bridal vendors, but the world wide web gives you access to many reputable vendors that can save you big bucks! From dresses to toasting flutes! Sites like Etsy can also give you many options outside of the norm for those of you who want something a bit more original.

4. Hire a Planner: You’re probably wondering how you save money by hiring yet another vendor. Let me count the ways… wedding planners have connections and vendors they work with regularly that may offer their clients price breaks or incentives. Not only will a good planner save you money, but they will save you time and a hefty bit of your sanity!

5. Cut Your Guest List: Between you, your fiancé and both sets of parents the guest list tends to grow out of control. Adding one more person can lead to one more entire branch of the family… Consider who is on that list and cut all that aren’t essential and important to you!

6. Book a Package Deal: When you start to book your vendors consider all they have to offer. For instance, if a DJ also offers special event lighting and a photo booth and you’re in the market for all those items, book a combination package. A package price will usually merit a discount and hiring one company to provide your wedding services over three will definitely be more cost efficient.

7. Use In Season Flowers: You may have dreams of exotic lilies or curtains of orchids, but consider the season. Ask your florist what flowers are most affordable at the time of year your wedding falls in and use those blooms. Keep the unusual or exotic flowers to the bride’s bouquet only.

8. Forgo the Traditional Centerpiece: Flowers are most common for centerpieces but don’t limit yourself to just that option. Candles can be every bit as impactful at a fraction of the price. Another option would be to use your favors as centerpieces or perhaps mini ice sculptures.

9. Recycle, Reduce, Reuse: Give a new twist to the old adage ‘something old, something new, something borrowed, something blue’. Chances are you are not the only person you know getting married. Did your girlfriend have a veil you loved? Did your sister have a great card box?

10. Dance to a DJ: When it comes to picking your reception entertainment, some options come with a heftier price tag than others. Hire a DJ to dance the night away instead of a full band. A full band will not only cost more to hire, but also consider the price of vendor meals and gratuities for one verses many.

HOWEVER
There are a few places TO spend your money.

1. Photography: Those pictures will hang on your walls for years to come. Spend a few extra dollars to get the quality and style you want. Your wedding album will be key to holding precious memories, choose your photographer wisely!

2. Entertainment: Most brides and grooms will say it’s a priority to have a fun party that goes all night. Your brother’s friend in the corner with his I-Pod and some flashlights isn’t a good formula for fun. Splurge on a knowledgeable and experienced wedding entertainer that can read the crowd and keep the party hoping. If your guests leave early because the music is bad, you’ve wasted a lot of money on food and beverage.

3. Videography: Many couples debate on if they should hire a videographer. When budget gets tight it’s usually one of the first things to go. But, think about this, in 40 years wouldn’t it be great to sit down with your kids and relive the sights and sounds of your wedding day.

4. Linens: Picture this, your wedding reception with tables of white, cotton linens. Now, picture this, your wedding reception with tables of luscious satin linens in the beautiful tones of your wedding day. Enough said.

5. Day of Coordinator: You’ve spent an average of 250 hours planning your wedding, it’s time to let go and celebrate! By hiring a day of coordinator (or having a wedding planner) you will be able to live in every blissful moment of your wedding day, focused on your fiancé and the fun, while somebody else runs the behind the scenes. With all the money you’ve spent, make sure you give yourself the opportunity to enjoy it!

With love,
P

STEP 1: TALK DOLLARS WITH SENSE

Your first step to determining the budget is to have a serious discussion with all the contributing parties covering the expenses of this extravaganza. In most situations this will be the bride and groom, as well as their parents. Discuss the amounts that will be given, when it can be expected, and any stipulations that may come with these donations.

Determine the exact dollar amounts that you know you can afford. I highly recommend you do not take a loan, depend on your credit cards, bet on money that you don’t absolutely know will be delivered by promising parties, or overextend yourself in the areas of your life that are not negotiable (rent/mortgage must be paid, car payments must be made, you get the picture). Work only with guaranteed funds!

STEP 2: ALLOCATE YOUR FUNDS

There are certain people that you absolutely need to hire to have a party on this scale. Once you have established whom you will need to hire, like a caterer and photographer, weigh their importance to you on a personal level. To some people the food will be the most important, to others it may be having a Band or DJ that keeps the dance floor full all night long. What is it that gets you most excited about your day? Knowing what is most pivitol to you will help you to determine where you may want to put a little extra cushion for spending.

STEP 3: STICK TO IT

This will prove to be the hard part. Once you get into your wedding planning you’ll want to have it all. You have determined what you have to spend in each category, so do your very best to stick as close to that dollar amount as possible! Don’t be afraid to ask to negotiate on price if something is more than you can spend. The worst a potential vendor will do is tell you no. But most of all, don’t tease yourself by visiting vendors or venues that you know are out of budget.

STEP 4: SIGN, SEAL, DELIVER

When you make your final decision and ask for a contract, read the fine print before you sign on the dotted line. Verify that the services you are receiving are clearly outlined and you are getting what you think you are entitled to. There must also be an agreed upon price written on that contract. Ask for any overtime prices to be given in writing so you know what you are in for should you need it. Another thing to factor in to bottom line pricing is the service charge and gratuity. (Service charges are on average anywhere from 18-23%. Ask your venue for their tax rate, and yes, your service charge is taxed as well. Does THAT fit into your budget?)

AND WHEN THE I DO’S ARE DONE…

Remember, after your wedding day is all but a memory, you still have normal life to live. You’ll eventually want to buy a home, get a new car, have babies, retire… don’t let this one day leave you entering marital euphoria with financial burden. The point of this day is to celebrate with family and friends, not to be stressed out about paying the bills. Keep the focus where it deserves to be, on your brand new husband or wife, not on showing off a billion dollar blowout!

With Love,
P

Before anything else, you need to share the happy news with your family and friends!  Take a few minutes to do nothing but celebrate and enjoy your new quasi-celebrity status.

After the champagne bubbles have settled it’s time to get down to the business of planning.  Resist the urge to run out, buy your dress and start visiting venues, because there are three things you need to do first.

Step 1:  Talk to all parties that will be contributing to the wedding and establish your wedding budget.  Before you spend any money you need to know what you are working with so you can have guidelines as to what you can spend for each type of vendor you need to hire (i.e. photography, flowers, venue, etc.).  If you don’t take a moment to do this step, I guarantee you will end up blowing budget and spending much more than you want to.

Step 2:  Make your guest list.  Since food and beverage will eat up around half of your budget, it’ll be important to know how many people you have to feed on the budget you are working with.  Once you know your budget and you have an estimate of the number of people you will be providing food and beverage for you can start designing your day and searching for your venue!

Step 3:  Contact With Love to set up a “Getting Started” session.   We’ll walk through an overview of what your planning process will be like.  You’ll walk away with a planning binder, or as I like to call it, your bible and armed with information, checklists, vendor interview forms and organization forms to keep your planning on track.  This is the best first investment you can make as an almost married couple!

It’s tempting to jump right in to the glamorous portions of planning, but by sticking to this little bit of business first you’ll save yourself money, stress, and I’m sure an argument or two over the next many months of your life!

With Love,
P