Wednesday, October 23, 2013

Of stress and trucks... :)

While trucks are big and suppliers seem to be heroes who can troubleshoot through every sticky situation, couples can do their part to lessen on-the-day stress by having detailed, final contracts -- no matter how trivial it sounds, couples should inform suppliers concerned about their details and changes. (After all, what if it just sounds trivial but it is actually major? You will never know until you see on the day that there's a problem caused by the seemingly trivial matter, right? Why wait till the day then? Why not resolve it prior to the big day?)

CATERER: 
a) The truck of your caterer usually does not carry extra tables and chairs, floral arrangements and linen. So be prudent. Inform your caterer of the real number of people who responded during your confirmation period.

If for instance, you reserved for 150 and you got 160 responses, the more prudent response would be to  inform your caterer of the added heads. That way, if you have guests who bring in companions, their companions will not need to wait too long at the registration area for seats.

Picture this: 150 guests + 10 buffer seats = 160 seats

*You think, it's ok then, it matches.

*But what if, what if on the off chance you get more than the 160 on the day? Where will they sit?

*Moreover, what if, what if your guests like to take more than what they can finish -- what will the last table eat?

*While some are no-shows on the day, it's still a lot less stressful to have a few extra seats. The no-shows do not usually belong to one table anyway, usually, they are one or two seats of certain tables.

Decided to use this picture taken at a K by Cunanan reception to illustrate
the point that a table has so many elements; thus, it's really more prudent to inform
the caterer of added heads and the need for an additional table set-up. 

SOUND SYSTEM
b) The truck of your sound system provider will carry the equipment you booked. It will not magically turn up equipment you didn't book.

What do you do then?

*Give your sound system supplier the list of equipment needed by your musicians. That way, your sound system supplier can let you know if the package you booked with them matches the needs of your musicians.

*If the sound system supplier quotes you a different package after seeing you have a full band set-up, please do not think your sound system supplier is being greedy. Even if you and I are "laymen" in terms of technical sound details, we must consider the difference between the instruments of a quartet and a band. The difference in the way they sound alone should already tell us that there is indeed a major difference in the equipment the sound system provider should bring.

*Yup, that is also the reason why some venue packages give you the following inclusions "basic sound system" + "a quartet". No venue will give you the following: "basic sound system + a full band" as an inclusion.

*In the same vein, the lead musician who chooses to give the bride/groom an upgrade, i.e. more instrumentalists, should first inform the couple about it since it does entail extra costs. If the couple disagrees with your upgrade, then so be it -- take away the upgrade, stick to the package, everyone happy.

STYLIST
c) The truck of your stylist is not limitless in space. Make sure you have a detailed contract stating what you agreed on so that there would be no stress on the day.

*If in case you added to the VIPs, inform the stylist as well so that the length of the new VIP table would be taken into consideration when planning the styling of the table. Moreover, the place cards would have to be prepared as well.

*If you added to the number of guests, inform the stylist, too. An additional table means an additional centerpiece. While yes, they can thin down the number of flowers per centerpiece to give the added table the needed flowers, what about the vase/s?

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