Are your events inclusive?
How do you know if your events are not inadvertently discriminating anyone?
Planning events is no easy feat which is why a lot of companies now hire an events planner like myself to get the job done.
There’s so much to think about from venue, dates, time, location, transport, invites, RSVP’s, table hire, crockery, cutlery, glasses, table plans, menus, marquee hire, generators, staff, food, drink, dance-floor, band, lighting, insurance.. I could go on but I suspect you get the gist of the extent of time needed to plan all this.
Your brand name is on the line so it’s vital to get it right first time and make sure all your ducks are in a row.
With all of this aside, have you even thought about whether the event you are hosting is inclusive? By inclusive, I mean the following:
Cultural - be sensitive to other peoples cultures, after all, you can never tell from first appearance what culture someone may be from
Languages - if you’re handing out literature, is it accessible in different languages? (even if it’s online after the event)
Ethnicity - Have you thought about whether anything at your event could insult people from different ethnic backgrounds?
Religious - don’t organise something around an important event like Ramadan for example as this could exclude some of your audience
Different Sexes - There’s absolutely no excuse for anyone to feel treated differently, avoid phrases like ‘ladies and gentlemen’ to ensure you are using gender neutral language
Sexual orientation - This ties in with different sexes, you could have non-binary or trans attendees and it could be so easy to exclude people without even realising it
Physical abilities or restrictions - Are you inviting someone to your event who is in a wheelchair but your event has numerous steps to get to the room or bad facilities for less able bodied people
Mental Health - Are you going to be talking about sensitive matters in your speech at the event? Be mindful that every single person could be going through something stressful in their lives at that time and could trigger negative thoughts
Age - Is the content of your event targeted to certain age groups? Bear this in mind if more younger/older guests are attending, they could be made to feel hugely uncomfortable with your choices of entertainment
Food allergies - it’s great that you are offering a 3 course meal but have you thought about the gluten free, vegetarians, vegans, dairy free, religious beliefs, allergies… the list goes on. Don’t make people feel excluded because of their life/religious/dietary requirements.
Neglecting to take notice of the above could contribute to someone feeling left out and a bad vibe against your brand name. Pay attention to our ever changing community and ensure all guests feel welcomed and included.
For more advice or support, why not hire a planner to help ease the stress of worrying about it all…
Contact Hayley
***********************************************************************************
Is it really the perfect venue?
How do you select the ‘right’ venue?
‘So what sort of venue do you envisage for your wedding/event?’ is one of the very first questions I will ask you. It’s one of THE biggest decisions you’ll need to make whether for your wedding or event - you cannot afford to get it wrong (literally).
In my years of experience, decisions are usually quite split with some of you looking for Manor Houses, Barns or Marquee’s. Some of you also know exactly what you’d like and stick with that (decisive, I like it!), others of you completely change your mind once you’ve seen a few venues and realise it’s not what you want (brilliant, means I get to shop around a bit more for you, I love shopping!).
@photosbylanty
Don’t get me wrong, it is extremely easy to fall in love with a venue, I know you’ve stalked them on Facebook, Instagram, Twitter, LinkedIn… you know all there is to know about it and you can actually visualise your wedding or event being held there (this is a GREAT thing by the way).
But… with the biggest chunk of your budget being spent on the venue, what should you look for other than beautiful aesthetics?
Location location! - is it easily accessible for you and your guests? Believe it or not, some guests will decide not to come simply because it is difficult to get to or the taxi would be too expensive. Either way, does it have parking for those guests that wish to drive?
Numbers - What are their minimum and maximum capacity numbers? Some venues have these minimum and maximum numbers so before you fall head over heels, check this out as it could massively affect your budget or shatter your dream when you realise it cannot house the numbers you want
Night before and night of - does the venue have accommodation? You may wish to stay the night before, especially if it’s for your wedding day. Similarly, it’s so much easier to spend the night at the same venue the night of your wedding or event, that way you can all enjoy breakfast together the next morning too!
Exclusivity - does the venue offer exclusivity for your event or is Fred the farmer going to pop in for a pint after his shift and gatecrash at the bar?
Catering - does the venue allow you to use your own caterers / bring your own alcohol or is it all in-house (this can push the cost up), are the kitchens on site or is the food brought in from a different location (yes, this happens and whilst there is nothing wrong with that, it’s something you might want to know about.)
Food tasting - does the venue offer you the opportunity to sample the food from the menu? This hugely ties in with number 3 - if you can’t have your own caterers, you at least need to be able to sample the food beforehand if you wish, even if you have to pay for it
Suppliers - are you able to use your own suppliers? Some venues will only permit you to use their recommended list, again, nothing wrong with this as long as they are reputable but, in my opinion, you should be able to use whomever you wish
Restrictions - what restrictions does the venue have in place (for example, what time can you access the property, do they allow fireworks, do they have music restrictions, can you have your own DJ) there are lot more questions to this part but hopefully this gives you an idea
Theme - if you already have a theme in mind, does the venue suit this? There’s no point booking a traditional manor house if your theme is rustic, it probably won’t look right
Budget - Ironically, none of the above matters if you can’t afford the venue. I like to work backwards, once you know your budget, work out costs for everything else (most people have a good idea which suppliers they want to use) then what is left, is for the venue. If it’s not much you know you have to sacrifice something (sorry!)
The other (easier) alternative is to hire a planner who will already know the best venues in the area or can do all of the research for you and probably save you money! WINNING!
For some venue inspiration, make sure you check out Country House Weddings who have 6 venues in the South of England, all absolutely stunning ranging from castles to country estates. Also make sure you check out some of the most beautiful venues in the country… Selected Venues - having worked for both groups, I can offer first hand information on how some of these venues run.
Contact Hayley
The not so easy task of choosing a supplier
How do you choose a supplier for your wedding or event?
Whether you are getting married or hosting an event, one of the first questions you will put on social media will be along the lines of ‘can anyone recommend a good photographer/cake maker/band’ etc. Queue the influx of messages with conflicting information and over 50 suggestions of who you should use. Then your best friend messages recommending the amazing photographer she used for her wedding. You double check the pictures and yes, they are out of this world and they come into budget (winning!) so if your best friend likes them and the pictures are wonderful, they must be good, right? No.
Whichever supplier you are using, they come with their own personality, style, vibe and attitude, much like yourself. I cannot stress how important it is for you to see eye to eye with your supplier. You are going to be spending a lot of money with them, and in some cases, time. If you don’t really gel, how do you expect them to have the same visions as you? The same goes in reversal, a good supplier will ensure they get to know you prior to agreeing to taking on any work, after all, they want to provide you with the best possible standard that reflects their style and if they don’t feel they can offer you that, will gladly refer you onto another supplier who they feel can deliver what you envisage.
If you have booked a venue where they provide you with a list of their recommended suppliers (regardless of whether you can ONLY use these suppliers or not) make sure you do your own research. Some suppliers will have paid to be part of the preferred suppliers list and actually the venue does not know much about them, simply that they have attended a number of times there. Of course this is not the same for all venues which is why I say, do your research first.
Using a wedding or events planner means we will have worked with our recommended suppliers over and over and over, we will have tested their integrity, attitude, reliability, standards, feedback, the works! The same as they will have done with us.
One thing I promise at Amae Weddings & Events is that if I recommend a supplier to work with, I would trust them with my own wedding or event. You are in safe hands.
Contact Hayley
You don't NEED a Wedding/Event Planner
but how does a wedding or event planner organise your event?
You are absolutely right, you certainly don’t NEED a planner, thousands of people plan their wedding or event without a hitch, but… what I’m going to talk you about is why you should WANT a planner; your time is precious
I’m going to give you a scenario; when I was younger and I wanted to book a holiday, I’d go into a local Travel Agents and they would do it all for me (or I’d check Teletext holidays!) it was easy, they knew what they were doing, they’d even been to some of the locations I wanted to visit and were able to give first hand information on the location - perfect! They even made sure I got the best price and stuck to my budget. Then in came the DIY holiday packages, now don’t get me wrong, these are amazing, I love sitting there for hours and hours planning my own holiday, researching where to go and what to do, where to avoid and for some reason, I always like to research what the locals wear (don’t ask!)
But… this all comes at a cost, my precious time, my money, my patience, sometimes even my sanity. The worst thing is, I’ve travelled to some places and then discovered when I got home that someone I know had already visited and could have recommended the BEST restaurant on the island (that I ironically did not visit!).
My point is this, anyone with organisational skills can plan a wedding or event but wouldn’t you feel so much more comfortable hiring a professional who has unlimited experience managing weddings and events and can recommend the best ways to run the celebration, minus the stress. After all, we’ve experienced the hiccups, the power cuts, the suppliers not turning up, the family arguments… and luckily for you, we know exactly how to handle them.
“If I cry at my wedding it’s because I’m overjoyed that the planning is finally over”
Planners are extremely useful if you are planning a last minute wedding or event, trying to fit it all in is just too much and actually, not everyone is good at planning or event wants to plan their own event. There are also times when there are family conflicts and the thought of making decisions with fear of backlash is just daunting. Hiring a planner gives you the ability to ‘pass the buck’ - we don’t mind having difficult conversations with family/friends if we know something is important to you.
Bringing a planner in from the very start of your planning process means you get to work closely with them, they will get to know you and they will get to know what you like and don’t like. We are all extremely busy people and it is very difficult setting time aside to plan your wedding or event to perfection, the reality is you won’t understand how much time, effort and money goes into planning an event, especially if this is your first time, that is why I am here to support you. Make sure you check my amazing testimonials!
Regularly working with the best suppliers in the area means I am able to negotiate on costs for you, so if I am able to save you money, I will - this could then be put towards the costs of my services.
Specifically your wedding day should exude peace, love, calm and romance (oh and lots of FUN!), just don’t take the risk of things going wrong, get in touch for a FREE consultation and I can get to know you better and understand your vision and goals, I can’t wait! Let’s get planning!
Contact Hayley