Q & A With Planner, Jennifer Warwick-Lewis

Average # of Guests
Q. Dear Jennifer,
What is a normal or average number of guests for a destination wedding in the Destin area when all of the guests will be coming from 600 miles or more? I am really hoping for an “on the beach” wedding with a reception somewhere nearby, maybe a tent.
Laura Nicholes
Moline, Illinois

A. Dear Laura,
That’s a tricky question, but one that I hear a lot! There’s a “formula” for determining the number of guests that will attend a wedding – at home; but that “formula” is not quite as effective when your guests are traveling to a destination wedding.

Many of my clients were surprised this past spring when their guest count actually went up! With the current state of the economy, they were concerned that not as many guests would travel. Ironically, MORE guests are traveling to these destination weddings. We’re attributing it to the idea that families may not be traveling as much – but they sometimes just need a good REASON for a trip!!

Something that I recommend to my clients who are really concerned about the numbers is to send out an informal RSVP of some kind along with the Save The Date. Word the response cards in a way that is not definite, but tentative. For example:

______ Yes, please save us a spot on the beach!!
______ We’re going to have to give up our beach chairs, but wish you all the best!

That way – you’ll at least know the ones who CANNOT attend!!
All the best!
XOXO,
Jennifer Warwick-Lewis

Booking Accommodations
Q. Dear Jennifer,
How early should I begin booking accommodations for my wedding to take place in October of 2010? Can I expect (or should I ask for) a room discount for my guests who will be paying for their own rooms but probably take up as many as 20 rooms for three or four nights? If so, how much of a discount should I ask for? If I hire a planner will they help with this part also?
Stacey Howell
Clinton, Mississippi

A. Dear Stacey,
Booking accommodations is a little different when you’re having your wedding in a tourist destination, because there are dozens of options along every beach.

If your venue is connected to a hotel or condos, you may receive an automatic block of rooms available to your guests at a discounted rate – just for hosting your reception there. Typically, a certain number of rooms will be reserved for your guests until your wedding date gets closer (sometimes 60 days out, sometimes less). At that point, the rooms are released. If your guests try to book after the release date, they are not guaranteed a room or the discounted rate.

Be aware that even if a hotel offers your guests a discounted rate – they can’t always compete with the travel websites, “points” and “sky miles”. Companies like Expedia will purchase the rooms from the hotels and may offer them at further reduced rates than your hotel can offer. Then, you may start receiving calls and emails from your guests - and you become a travel agent!! (And I’m certain you have enough to do!)

My best suggestion is to recommend some great places to stay in a variety of price ranges, and let your guests do their own research and booking.
All The Best!
XOXO,
Jennifer Warwick-Lewis

Best Season
Q. Dear Jennifer,
What is the best season or time of year to have my outdoor beach wedding in Destin? I have been there but only in the mid-summer months when it was extremely hot. Help, please!
Kimberly Mays,
Huntsville, Alabama

A. Dear Kimberly,
There are so many factors to consider when choosing the time of year for your outdoor beach wedding.

Heat & Humidity: The heat and humidity really start to rise at the beginning of June (sometimes even the end of May).
Spring Break: Accommodations and travel prices are typically higher during the Spring Break Season – which ranges from year to year and from resort to resort.
Weather: This one is up to Mother Nature, but it rains more in the months of July and August than in any other month. The driest months are May, October, and November.
Best Prices: If you are looking to negotiate and get the best possible prices, you may want to consider a wedding in an off-month or on a weekday. This also opens the doors to negotiating prices with your favorite wedding professionals!!

My busiest months tend to be March-May and September- November. We are always excited to have weddings in the summer and winter months. They get our undivided attention!!!
Best Wishes!
XOXO,
Jennifer Warwick-Lewis

Choosing a Photographer
Q. Dear Jennifer,
How do I go about choosing one photographer over another for my wedding day? I searched online for photographers in and around Destin and Panama City, but it is hard to tell from a photographer’s own website how good she or he really is. As with many people I have learned to be skeptical of anything I read or see online. If I use a planner will I get assistance with this as well??
Mary Lynn Davidson
Annapolis, Maryland

A. Dear Mary Lynn,
Hiring a wedding planner is the best way to ensure that you hire the best wedding professionals for YOUR wedding. Every bride wants to hire THE BEST OF THE BEST for every aspect of their wedding. The reality is that we have to choose which professionals best fit each clients budget, style, and needs. This holds true for photographers as well. Because every photographer’s style and personality are different, I typically choose two to three photographers for each client to meet. As the bride, you HAVE to be comfortable with the photographer! After all, you’ll spend a lot of time with him or her on your wedding day!

Some things to consider:
• Number of shooters
• Amount of coverage
• Average number of photos per hour
• Album choices (styles and price)
• Personality
• Style
• Price

One more piece of advice – be sure to see an entire wedding gallery or proof book from a recent wedding. Those photos are typically unedited – and you’ll get to see a wedding in its entirety.
XOXO,
Jennifer Warwick-Lewis

Wedding Coordinator
Q. Dear Jennifer,
I am a medical student in Tallahassee and need someone to help me with the entire planning process for my wedding – from start to finish. The wedding and reception will be held somewhere in Santa Rosa Beach. Should I hire a planner from the Santa Rosa Beach area, or from Tallahassee??
Sincerely,
Sarah (Tallahassee, FL)

A. Dear Sarah,
Congratulations on your engagement! Sounds like you are very, very busy - like so many brides these days. I highly recommend obtaining the services of a planner in the area where the wedding will take place.
A good wedding planner has developed relationships and has experience working with the local vendors. This knowledge will be invaluable throughout the planning process – and even more so on the actual wedding day. Your budget should go further as well. The wedding planner will know who can give you the “best bang for your buck” (so to speak).
Best of Luck.


Band vs. DJ
Q. Dear Jennifer,
My fiancé and I cannot agree on whether we should hire a band or a DJ for our wedding reception. We are inviting all of our college friends and know that they will want to dance – but we also need to think about our grandparents and families who will be attending. What to do??
Sincerely,
Cameron (Raleigh, NC)

A. Dear Cameron,
We encounter this question a lot! There are several things to consider before making that choice.
This decision usually lies within the budget. Typically, a band is going to cost more than a DJ, but for many couples is well worth the additional cost! On the flip side, a DJ will have a much broader variety of music and different genres to choose from, which will appeal to all generations. Whether you choose to go with a band or a DJ - as long as you do your research, everyone will be on the dance floor.
Tip: A talent agent can ensure that you hire the right entertainment for your event!!
All The Best!

Reserved Seating
Q. Dear Jennifer,
I am having a hard time deciding whether we need to assign seating for our guests, or if we should just let everyone choose their own place to sit for dinner.
Confused,
Kaci (Atlanta, GA)

A. Dear Kaci
First of all, I just want to say that I am a huge fan of reserved seating! But it really depends on your menu and your guests. Here are my thoughts on the topic:

Pros:
Seated Dinners – Most caterers will require you to have reserved seating for this style of event. If you are offering more than one entrée, then you will need to have an identifying symbol so that your servers are able to place the appropriate meal for each guest (without having to ask).

Buffets & Stations - In most cases, reserved seating is conducive to conversation amongst strangers. When seats are not assigned, guests tend to choose seats that are the furthest from anyone else sitting at the same table. This will happen throughout the dinner, and therefore your guests are not apt to talk to anyone that they don’t know.

Bottom line: your guests will feel more comfortable sitting with others if they aren’t given a choice. Most will introduce themselves as soon as they take their seats. This makes for a much more intimate party – and hopefully your guests will get to know one another!

Cons:
The time that it takes to organize your guests is a big chore. Once you receive your RSVP’s, you’ll have to focus on the seating diagram so that you can either print escort cards, or create a master list within a short period of time. And – be prepared for a few last-minute changes!!
All The Best!
XOXO

Seating for the Ceremony
Q. Dear Jennifer,
We are planning a small beach ceremony for August of 2009. We are hoping to save some money by eliminating seating for the ceremony. Any advice?
Sincerely,
Melissa (Tampa, FL)

A. Dear Melissa,
I understand your concern about the budget, but always recommend providing chairs for the guests at a wedding. Although the ceremony may only be 20 minutes for you and your fiancé, typically your guests will arrive 15-25 minutes early, and they may want to watch your photos after the ceremony. An hour is too long to ask your guests to stand in the sand, especially in August. This holds especially true if you have anyone elderly who may attend.

Photography is VERY important to most brides (and grooms). Your photographer may have a hard time getting those critical shots if your guests are all standing for the ceremony. Just something to think about!
In my opinion, there are better ways to save money without compromising the comfort of your guests.
All The Best!
XOXO


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