Blog | Page 4 of 9 | Pink Caviar Events

Organise Your Gala Dinner With A Pro

Gala Dinner The Star Sydney Table Centrepiece Silver Willow

We get it, you’re planning a Gala Dinner/Awards night for your company. Whether you love planning events or this task has been given to you to organise, the fact remains that this is a big job. It does not matter if it is only for 100 people or up to 1,000; much work will need to be done from now until the event. On top of your already busy schedule, you will need to organise your gala dinner/awards night. Here are the top 5 reasons you should get a pro to help with your gala dinner.

Organise Your Gala Dinner With The Help From A Pro

1. You’re busy already

Let’s face it you’re busy, you already have a busy schedule at work, and this project can be very time-consuming. You have to manage RSVPs, suppliers, entertainment (such as a photo booth), styling and other elements. Then you will need to visit venues to make sure it is the right fit for your event. While it can sounds fun, it can also take up a lot of time just on site visits.

2. Added stress you just don’t need

Event planning sounds like a lot of fun at first. However, when you are organising the gala dinner, you have to juggle everything relating to the event as well as your regular day job. If you have help from a co-worker, it could be helpful, but even then there are lots of elements to manage, resulting in additional stress.

3. Save money

Professional event planners create and execute events every single day. They know how to do it faster, more efficiently, have a list of reputable suppliers and can pull it all off more cost-effectively. Hiring someone may seem like an additional expense; but you will be surprised how much you will save in the process. In general, the cost of hiring a professional will save you more than their management fee on top of the other benefits of time-saving and reduction of stress.

4. Bring fresh ideas to the table

You may have been to lots of events, whether it’s a gala dinner, networking event, wedding, charity fundraisers, and so on. It is safe to say you have seen a lot of different things and want to implement them into the gala dinner you are planning. That said an event planning professional sees a lot of different things every day relating to events. They can bring ideas you have never even heard and also further enhance your existing ideas for the gala dinner.

5. Piece of mind everything is taken care of

Organising a gala dinner is like a juggling act with many balls. Each aspect of the event is something you will have to juggle until the event is over. You may be a great organiser; however, this may not be something you have organised before or are used to. A lot of people who consider themselves great organisers take this aspect head-on.

However, with organising anything, there needs to be a clear understanding of what is being organised, especially in events. Don’t have an approach that it’s just a task to complete. An event is like a living breathing entity, and one element can impact another. Without understanding why something is set-up a certain way, it may be implemented incorrectly or affect something else in the event.

If you are organising an event for your company/charity, take a look at utilising a professional corporate event planner from Pink Caviar Events to help organise your gala dinner. There are various options for either a complete, partial planner service or just using certain elements such as RSVP management, registration desk, entertainment options such as a photo booth or styling elements.

Why DIY-Organising Your Gala Dinner is Not a Great Idea

Planning a gala dinner is such an exciting endeavour that entails providing attendees with a memorable experience while ensuring to meet the event’s target objectives. However, some individuals or groups are considering taking on the responsibility of planning a gala dinner themselves because they think they will be able to save more money or have greater control over the event. A DIY strategy might work for some occasions but not for a gala dinner.

We have listed below some of the reasons why DIY organising a gala dinner is not a great idea and why you should consider hiring a professional event planner.

Lack of expertise

Gala dinners are intricate events that require thorough planning and meticulous attention to detail. If you are planning to DIY organise your gala dinner, it may be difficult for you to manage the multiple components required, such as venue selection, decor, catering, entertainment, and logistics, especially if you lack prior experience and competence in event management.

Time-Consuming

Weeks or even months must be spent planning and preparing for a gala dinner. Simply put, it takes a long time. It could be challenging for you to devote enough time to preparing a successful gala dinner if you have full-time obligations. As a result, it may result in events that are disorganised overall, hasty decisions, and inadequate planning.

Stress and overwhelm

The great strain and stress of handling all aspects of a gala dinner can soon become overwhelming if you opt to DIY organise a gala dinner. It is inevitable that you may become frustrated and burned out as a result of negotiating with vendors and dealing with last-minute adjustments, which can have a severe impact on their well-being and the event’s overall quality.

Lack of Industry Connections

Professional event organisers have extensive industry connections and relationships, including reliable vendors, suppliers, and entertainment alternatives. These connections can provide access to high-quality services as well as exclusive discounts and advantages that you may be unable to obtain on your own.

Budget Management Challenges

It takes a deep awareness of event costs and meticulous financial preparation to prepare and organise your gala dinner within a set budget. If you don’t have prior event management experience, you may find it difficult to successfully control costs, which might result in cost overruns or a reduction in the calibre of the services offered.

Limited Creativity

Event managers bring creativity and originality to the table, providing original concepts and novel ideas that can make the gala dinner stand out. If you have not had much exposure to imaginative event design, it may lead to a bland and uninteresting event experience.

Risk of disappointment

Attendees may have a negative opinion of a poorly run gala dinner, which may also reflect adversely on the organisation or person hosting it. Ongoing effects on relationships with stakeholders, sponsors, and attendees can be caused by disappointing experiences. So to avoid these occurrences, it is a lot better to opt for a professional event manager to organise your gala dinner.

On-Site Challenges

Unexpected challenges and issues may occur during the event, which requires quick thinking and problem-solving. Professional event organisers are prepared to deal with these circumstances coolly, guaranteeing a seamless event experience. If you don’t have prior event management experience, it may be difficult for you to successfully handle on-site problems, which could cause disruptions during the gala dinner.

4 Tips for Finding the Right Event Manager to Organise Your Gala Dinner

If you’re looking for some helpful tips on how to hire the right event manager to organise your gala dinner, you can check out these four tips we have.

1. Check experience and portfolio

Make sure to find the right event manager with a proven track record of successfully organising gala dinners or any similar events. You can ask for their portfolio during the interview process to check their past work. It can be photos, client reviews and testimonials, or details of the events they handled.

2. Compatibility and Communication

Because you’ll be collaborating closely with your event manager, it’s critical that you choose someone with whom you have strong chemistry and effective communication. Make sure that they comprehend your target objectives, preferences, and vision for the gala dinner.

3. Networks and relationships

An experienced and well-connected event planner may access a network of trusted and reliable suppliers, providers, and entertainers to guarantee the highest quality services for your gala dinner. So make sure to choose the right and most professional event manager to organise your gala dinner successfully.

4. Flexibility and adaptability

Events can be unpredictable; therefore, being ready to adjust to changes is essential. Make sure your event organiser is adaptable and can handle unexpected situations calmly.

Conclusion

The success and overall experience of your gala dinner can be greatly accomplished by hiring an event manager to plan it. A seasoned event manager has the right skill set and keen attention to detail to handle and organise your gala dinner, making it a memorable event for your guests. By hiring the right event organiser who understands your objectives and preferences, you can sit back, relax, and enjoy the beautiful gala dinner.

Are you organising a gala dinner? How is the planning and organising of the event going? What type of theme or styling are you thinking of having?

Organising a Fundraiser – The Do’s and Don’ts

If you are reading this, then more than likely you have been asked to organise a fundraiser for your organisation. Depending on the company you work for, a lot of the time it’s handed to someones PA or the marketing team as its not often someone traditional task. Unless there is a dedicated team or person in charge of events, it looks like you have to do this on your own. Don’t fret as we will look at many of the do’s and don’ts of organising a fundraiser.

Organising a Fundraiser – The Do’s and Don’ts

This awards night was also a recognition of longest members and a fundraiser for Youth off the Streets

What To Do

Understanding What You Are Trying To Achieve

Believe it or not, many people start planning a fundraiser as an event/party first and the fundraising elements ‘tacked’ on later. The fundraiser and its goals should be the first thing before moving onto any other elements for the event. Once you understand what the event is to achieve, then you can work out who to invite, the theme, budget and all the other elements for the event. If the reverse happens, you may be limiting the focus of what you are trying to achieve. By having the focus from the beginning, everything else will fall into place and not the other way around.

Work Out Budget & Numbers

Raising money/awareness for a good cause goes hand-in-hand with the calibre and amount of people you wish to invite. If your organisation has held a fundraiser beforehand, then you can go off existing expectations. However, if not then you will need to work this out by setting a realistic goal. Once you have worked out how big your target audience is, then you can work out a venue that can suit our needs. By understanding who you are inviting, then you can work out how much you can charge for ticket prices, the type of location and so on.

Give Yourself Time

Organising a fundraiser takes a lot of time, energy and planning. Do not leave an event like a fundraiser to the last minute. You will have a lot to do including coordinating with suppliers, sponsors, the venue and everything else that is related to the event. Depending on the scale of the event, this can take anywhere from 3 months to a year to plan in advance. A great example was the charity fundraiser we had for MTA NSW, six months of planning and working with their team to bring everything together for over 200 guests. Check out the 360 virtual tour of the event below.

Take a tour of the event and experience it for yourself in 360 – 360 Virtual Tour created by Simply 360

What Not To Do

Make Assumptions

Just because you invite people to your event will not mean they will attend. Also, just because you work closely with companies does not mean they will be attending or even be a sponsor. Chasing and following up on guests, sponsor and suppliers will be the key to making sure everything runs smoothly. Many people make assumptions that when you book someone or ask someone to do something that they will follow through. Being an event planner requires excellent organisational and people skills.

Make It About You

You will be surprised how many people will plan an event for their company as though it was a party just for them. Always keep the focus and the people you invite in mind. Many people who plan their first event for someone else often think “I like it and so should they”. The MTA NSW event mentioned above is a great example of this. The target audience were people who work in the automotive industry. Most of these people are over 50 years old and own a car mechanic business. The entertainment, guests speaks, prizes and event styling all reflected this. For example, these guests would not be interested in a cocktail function with a prize of front row tickets to the latest pop band. The guests were treated to a classically styled sit down dinner with music and entertainment that a more traditional and more mature element.

Do It All Yourself

Lastly, while your boss may have handed you the task to organise the fundraiser, remember that this is a big task. Aside from completing your everyday work, you have this task to complete as well. There is no shame in asking for a hand or sharing the responsibilities. In fact, on utilising, a professional event planner like Pink Caviar Event can take a lot of the stress and time required to put everything together. Plus you will find that utilising a professional corporate event planner will also save you time, money and come up with concepts may have never thought of. to make the fundraiser incredible.

Are you organising a fundraiser for your company? What themes or ideas have you come up with? Are you doing it by yourself, part of a team, or looking to use an event planner? Join the discussion down below and leave a comment 🙂

Getting Started With Wedding Planning – Vlog

Congratulations you are Engaged! So now it is time for planning the big day, you must be so excited! Maybe you have been planning your dream wedding since you were a little girl and are ready to dive right in and get started. You might have ideas on colours, flowers, locations, invitations, cakes and of course the all important dress. But where do you start? What do you book first and how much do you spend? It’s time to be getting started with wedding planning!

Getting Started With Wedding Planning

Here at Pink Caviar Events we offer an array of services. These include full and partial planning, styling, on the day coordinating as well as hourly wedding consultation advice?

Our hourly consultation advice can help you get started onto the right track. We can help you with setting up a budget and savings plan. This gives you an orderly list of tasks to complete to ensure you do not miss anything. It helps with ensuring supplier bookings, contracts and payments are completed on time or just help answer questions on any areas that you may be stuck on.

It’s a great alternative to spending hours or days researching online. This is especially when you don’t know what to search for, or maybe you are just not finding what you are looking for.

As professional wedding planners and wedding stylists who do this for a living, our team is here to help you. We have contacts, prices and knowledge at our fingertips. If you are keen on planning your own wedding and don’t want the full blown full wedding planner service, our hourly consults may be the perfect option to help you with the bits and pieces you’re stuck on.

These sessions are available to you at any time throughout the wedding planning process. They can be utilised in our office in person, over the phone or via a Skype video chat at a time most convenient to you.

If you are interested in our hourly consultation advice, feel free to contact us to get started on planning your wedding.

Until next time, Happy Planning!

Have you started planning your wedding? Any tips or ideas that you would like to add? Let us know and join the wedding planning discussion down below 🙂

Wedding Planning Vlog With Stephanie

This is part of a fortnightly vlog (video series) to help couples through their wedding planning journey. Be sure to subscribe to our You Tube channel or FaceBook Page for regular updates and future episodes. Click here for a list of all of the episodes in the Wedding Planning Advice Vlog series.

Wedding Styles and Colours – Vlog

Wedding Style and Colours Vlog Series by Stephanie Cassimatis

Are you stuck on what wedding styles and colours to choose for your big day? Check out some tips from a pro below and why not book in for a Styling & Colour Consultation:

Wedding Styles And Colours

Today we are going to look at how to choose your wedding styles and colours for your special day.

This topic would have to be one of the top 5 most frequently asked questions we get. We have couples contacting us to help them with their colour selection, advice on what goes with what and how to pull it all together.

As the head stylist and lead planner, I personally work with all our clients. As a result, I will help to identify their vision, likes and dislikes and also check on the venue they have chosen or looking to choose.

There’s no use spending weeks or months, saving Pinterest photos and pages from magazines on all the styled shoots you found and liked if the style does not suit your space. In addition to bridesmaid dress colours, you need to look at invitations, florals, furniture and the existing colours in the space that you are looking to decorate. All these elements need to come together to complement each other.

Think of it like re-decorating your house. First of all, you don’t want to go out and buy that new lounge suite without planning where it will go in the room or if it matches the existing wall colour and curtains. With larger spaces, you also want to make sure that the other furniture items like your dining table and bookshelves coordinate well. That being said we do have soma amazing white wedding thrones!

Styling & Colour Consultation

We encourage clients to come into the office (either in the city or in the hills district) for a Styling & Colour Consultation. You have the opportunity to meet us and go through your wedding style and colour selections. We will help to ensure that your selections match. Finally, the team can also offer ideas to suit.

Even if you have not decided on a particular style, don’t worry. We can help and put one together for you. Once you we have the style and colours sorted, we can start working on invitations, linens, flowers, backdrops and your final layout.

Hence if you would like our help with creating and finalising your wedding styles and colours, be sure to contact us on the details below and book in for a Styling & Colour Consultation.

Until next time, Happy Planning!

What are you wedding colours / style? How did you come up with your colours / style? Join the discussion and and let us know down below 🙂

Wedding Planning Vlog With Stephanie

Stress Free Wedding Planning

When most brides talk about wedding planning, many will say that it is a very stressful. Many brides and grooms feel that is is one of the biggest projects of their life. This is because of the time, money, intricate detail required and oversupply of possibility and choices available. Not to mention the inter family and friend politics amongst other issues. Throw that all together and you have one giant project on your hands. Lets see how you can have stress free wedding planning.

How To Have Stress Free Wedding Planning

The wedding party in a beautiful spectrum of colours / colour pallet

Realise Time Is On Your Side

I am about to say something crazy but… you control the day you get married. So why have a tiny time frame if you need more time to save? When people first get engaged they choose their wedding date. A true example is a friend of mine was engaged in the beginning on the year. He said they were looking at getting married on 08/08/18 as they were of Chinese background and it was considered an auspicious day.

I very politely told him that to have the wedding on that day 2 things are against him. Firstly its in the first month of wedding season so it will be busy. Secondly that date is very popular with Chinese couples that many would have booked that date months or years in advance. Not to mention having 8 months to plan everything plus suppliers already booked out months beforehand will make it hard. Set a time that will be comfortable to plan and organise everything at a pace you can manage around your life.

You Control Your Budget

Have you ever heard the saying “this wedding is over budget”. That is a choice as you control the budget. While this is obvious many brides will look at the average budget of brides in Australia and try to often bring it down to half that ($18,000) without understanding why it costs that much. They then keep to this number in their heads throughout the process. There are 2 things that can be done.

Firstly if you have started wedding planning take a look to see what you would like on your day. This will give you a more realistic budget. Understand the prices (know what’s a good / bad deal) and adjust accordingly. In some cases its just a matter of planning to have your wedding 2-3 months later to save up a little more.

Secondly accept what you are willing to spend and cut back on with the prices given. Be willing to slash in areas you originally and be ok with that.

Both options will give you more time, reduce your budget and give you a clearer mental focus on the budget and how it all works.

Its Your Wedding

You can do whatever you like. Here at Pink Caviar Events we personally feel that its the couples day and no one else. Unless you are following a specific set of customs / rituals / beliefs you can do whatever you like. Who cares if your mother-in-law liked the colour blue, its your wedding colours. Your friends and family have their opinions and that’s great, take it on board. That being said you are the captain of your wedding, you control the journey and the final destination.

Take this article back in November 2017. This bride kicked out her bridesmaid because she was pregnant. Now you may agree with her or think she was too harsh but we believe that its the couples decision for their day. Harsh as we think it is its entirely their choice.

Wedding Resources

Everyone has advice but not all advice is created equal. As we tell all our brides, you need to look for the following when it comes to wedding advice:

Make sure its Australian (different countries will have many subtle differences). Also we use dollars but also the USA amongst other countries. Many brides come to us quoting prices from the USA but it doesn’t work that way.
Get advice from a professional person in the wedding industry (even if its just a blog). Many blog sites use people who have never planned a wedding or if they did they planned their own and their advice doesn’t fit your criteria.
Check out our Vlog Series Wedding Planning Advice With Stephanie Cassimatis. Where we give professional and practical advice for your wedding day that is relevant to any Australian bride.
Speak to your Priest, Rabbi and so on. Get their advice of what is required spiritually.

Your Partner Has Your Back

When a person is planning their wedding they think they are going it alone. One person will be in charge of the wedding planning (typically the bride) and they assume all the responsibility onto themselves. The simple fact is that you are not going it alone. You partner is genuinely happy to help. It is just a matter of tapping into their skills the right way. A good example is this blog post we wrote about planning with your man or men and colours. It shows how men and women are different and to use this different to help you plan your wedding. In essence if you can get your partner to help its on of the best ways to help head towards stress free wedding planning.

Hire A professional Wedding Planner / Coordinator

Sometimes its too much, sure you can do a lot yourself but we live in a busy world. For some, planning is not their strength while for others they are too busy. Wedding planing after hours and on weekends takes up a lot of time. Using the services of a professional wedding planner or coordinator can save you lots of time, money and massively reduce wedding stress.

In Conclusion

While the above tips may be simple and obvious to some, the truth is that it’s a starting point. We hope the above advice was helpful and will leave you with some stress-free wedding planning.

Do you have any advice for stress-free wedding planning? What was your favourite suggestion? Join the discussion and let us know in the comments below 🙂

When To Start Wedding Planning

Getting Started With Wedding Planning - meeting

We recently exhibited at a wedding expo earlier this year. Firstly congratulations to all the newly engaged couples. Secondly many of these newly engaged couples had one question which they commonly asked us. The question was “When should we start wedding planning?”. The answer is “whenever your like”. The real question should have been “How much time do we need to plan our wedding properly?”.

These factors are based on 3 factors which are time, money and management skills. At the end of the day wedding planning is a rather large project. A project which most people will only do once in their lives and one that you want everything to run 110% perfectly.

When Do You Start Wedding Planning

Time: Make It Your Friend

When people get engaged they have it in their heads that they must get married within the next 10-12 months. There is no rule that says this. Sure you may not want a long engagement but there is no harm in stretching it if required. Most couples we work with plan to get married 12-18 months (sometimes more) after their engagement. We see couples stress out about doing it within one year after engagement and cram every last dollar into the wedding. When the wedding is over they feel this huge weight lifted off their shoulder. It should not have been like that in the first place. Wedding planning is a process and can be an enjoyable experience if manged correctly.

As I often say to clients “If you can not afford the wedding of your dreams now or need more time there is no harm in waiting another 3-6 months or more… unless you already sent out the invitations”. You work out a realistic budget, work out how long it will take you to get to that goal and technically that’s the basics done. As much as I have oversimplified it, its as simple as that to work out a MINIMUM time to work everything out.

There are some exceptions where the couple are highly busy and genuinely do not have the time even if they stretch it out. Good examples are people who have their own business or career professionals who spend a lot of time at work. These individuals are time poor and time is definitely not their friend. That’s where we come in.

Money: Makes The World Go Round

This may surprise some people but money plays a big part of the wedding (yes we know you knew). The fact is that weddings are expensive and that the more money you spend the more you can add to your day. It goes without saying that budgeting especially early on can ease stress and help with saving up for the wedding. You will be surprised how often couples near their wedding date have everything planned but not saved-up or paid off.

It all links back with time as I mentioned in the time part of working out a budget then splitting it over the required amount of time you can save up for it. The two work together. If you realise your realistic budget isn’t big enough you can either add more time or more money. This is to save up for the wedding you WANT rather the wedding you limited yourself to.

Management: The Key In Putting It All Together

With time and money cleared up the only thing left is Management. It does not matter how much money or time you have, unless you can pull together all the elements an coordinate everything together. This will depend on you and your partners ability to coordinate and manage everything. Going to venue site visits, arranging and delegating the bridal party, attending fittings, tastings, book-keeping, inter-family politics and much more.

You will need to spend countless hours working everything out. For some this aspect comes easy but for others it can be quite overwhelming. Then there are other things to consider, like work, family, children, pets, sports and other life commitments. You will need to work out a system that works best for you. This is so you do not go crazy in the process. If you are currently at this stage, you may wish to consider help from a wedding planner and/or coordinator. They can lighten your load so you can continue with your life.

Wedding Planning: The Final Word

For many people the whole process of wedding planning is overwhelming. For many of our clients, they come to us as they are time poor and don’t want to add planing to their already overflowing schedule. Some need help with the management side (or a combination time and management). Some come to us to make the wedding more cost effective. They either utilise as a wedding planner or utilising our hourly wedding planner service. Whatever your reason contact Pink Caviar Events to see how we can help.

Have you started the wedding planning process? What are your thoughts? Join the discussion and comment down below 🙂

Wedding Day Coordinators – Yes or No? Unlock the Secret to Stress-Free Planning!

Wedding day coordinators are an integral part of ensuring a smooth and stress-free wedding day. It’s a personal decision that requires careful consideration, as the bride and groom need to feel confident that their chosen coordinator is the best fit for their specific needs and style.

At Pink Caviar Events, we understand the importance of selecting the perfect on-the-day coordinator. That’s why we have some of the best wedding day coordinators in Sydney who are dedicated to providing exceptional and friendly service.

Our team of coordinators is passionate about making your dream wedding a reality. From the initial consultation to the final moments of your big day, we work closely with you to ensure that every detail is executed flawlessly.

We understand that every couple is unique and that your wedding day should reflect your personal style and preferences. Our coordinators are skilled at tailoring their approach to match your vision, so you can trust that your day will be executed just as you imagined.

Wedding Day Coordinators – Yes or No? Unlock the Secret to Stress-Free Planning!

Wedding Day Coordinators Do What Again?

For the bride, the wedding day should be a memorable, beautiful and very personal experience. The details of coordinating a meaningful ceremony, throwing a huge party and making sure that the guests are having the best time possible should not be the job of the bride on the day. An On-the-Day Coordinator will ensure all of the vendors appear at the right place and time.

Our wedding coordinators work diligently to ensure that every aspect of the wedding is carefully planned and executed. From the ceremony to the reception, we take care of every detail, so the bride and groom can enjoy their special day without any worries.

We believe that every couple has a unique vision for their wedding, and we work closely with them to make that vision a reality. Our wedding day coordinators are highly skilled and experienced, and they have a keen eye for detail. They understand that even the smallest details can make a big difference, and they take great care in making sure everything is just right.

In addition to handling the details, our wedding day coordinators also work to keep the wedding day running smoothly. They are adept at handling any unexpected issues that may arise, and they work tirelessly to ensure that everything stays on track. They are the go-to person for any questions or concerns that arise, and they are always there to offer support and guidance.

We believe that a wedding should be a beautiful and stress-free event, and that is exactly what our wedding day coordinators strive to deliver. They work tirelessly to ensure that every aspect of the wedding is handled with care and precision, so the bride and groom can relax and enjoy their special day.

How to Choose an On-the-Day Coordinator

When it comes to planning your wedding day, choosing the right wedding day coordinators is crucial. At Pink Caviar Events, we understand the importance of selecting the perfect coordinator, and we have years of experience in making wedding dreams come true.

Our team of wedding day coordinators are experts in their field, and they understand that every wedding is unique. From the moment you engage our services, we work closely with you to understand your vision, style, and preferences. Our wedding day coordinators pride themselves on their organisational skills, attention to detail, and punctuality, ensuring that every aspect of your day runs smoothly.

One of the advantages of choosing an on-the-day coordinator is that they don’t need to be involved in every detail of the planning process leading up to your wedding day. We have clients who have done the planning themselves and just hand over the reins so they can relax and enjoy their day. That’s why we’re here – to ensure that everything runs smoothly and seamlessly.

When selecting an on-the-day coordinator, be sure to ask questions about their experience, and see if they understand your day. A good coordinator will take the time to get to know you and your vision, and will work with you to ensure that your day is everything you imagined it would be. They should be able to execute your schedule flawlessly, even if they have to attend to another matter off-site during your wedding.

At Pink Caviar Events, we take pride in providing exceptional service, and our wedding day coordinators are no exception. They are trained to remain calm and composed, even in the most challenging situations, ensuring that any issues are resolved quickly and without fuss.

We are committed to making your wedding day as memorable as possible, and our wedding day coordinators are an integral part of that commitment.

Working with an On-The-Day Coordinator / Wedding Day Coordinator

When it comes to your wedding day, it’s crucial to have someone you can trust to handle all the details. This is where the on-the-day coordinator or wedding day coordinator comes in.

To start, we schedule a meeting with the couple and attend a site visit or rehearsal, all included in our package. This allows us to get a sense of your vision and develop a detailed wedding run sheet. We also contact all your suppliers, so they know to direct any inquiries to us on the day. This way, you won’t be bothered by any last-minute questions or issues from vendors.

In addition to planning and coordinating, we are also problem solvers. Our team carries emergency kits for any last-minute issues that may arise. We’re prepared to handle any unexpected situation that could throw off your wedding day plans. Our goal is to ensure your day is stress-free, allowing you to focus on what matters most – enjoying your wedding day.

At Pink Caviar Events, we pride ourselves on offering a comprehensive range of services to our clients. Our coordinators are also great planners and stylists, so we can handle every aspect of your wedding day. From the flowers to the decor, we’ll make sure everything looks perfect.

Finally, we also offer a unique add-on service: our wedding day bridal breakfast hampers. Imagine starting your big day with a delicious, beautifully presented breakfast to enjoy while you and your bridal party get ready. It’s the perfect way to relax and prepare for the day ahead.

Are you considering using a wedding coordinator/on-the-day coordinator? Join the discussion and let us know in the comments below 🙂

Wedding Planner and OTD Coordinator: Making Your Wedding Successful

Wedding Planner and OTD Coordinator - hourly wedding planner consultation

A wedding planner and OTD coordinator are two critical roles in the wedding industry. The industry encompasses various titles, including wedding facility coordinator, wedding event coordinator, bridal consultant, and wedding consultant.

However, it’s crucial to understand the difference between a wedding planner and OTD coordinator, especially if you’re not familiar with these roles. Many individuals are not aware of this distinction when first meeting with professionals in the field.

While wedding planners typically handle the entire planning process, from start to finish, on-the-day coordinators are responsible for managing the logistics and executing the couple’s vision on the wedding day. Understanding these roles and their differences can help couples make informed decisions when seeking professional assistance for their special day.

Wedding Planner and OTD Coordinator: Making Your Wedding Successful

When it comes to organizing a wedding, two of the most important roles are the wedding planner and OTD coordinator. While they may share some responsibilities, these positions are distinct from each other. However, there can be confusion as to what separates them.

Therefore, let’s set the record straight and make sense of the differences between a wedding planner and OTD coordinator. Understanding the unique roles of a wedding planner and OTD coordinator is crucial to ensure a seamless and stress-free wedding experience.

What Does A Wedding Planner Do

A Wedding Planner is the most important person you will work with to organise your wedding. Our Pink Caviar Events wedding planners are professionals that work to give you the best on your wedding day. You can either choose to work with us or let us do all the work for you. The services we offer include:

Event budgeting
Venue inspection
Suggesting and hiring wedding vendors
Verifying vendor agreements, negotiating deals and creating your payment schedule
Event styling and design
Assistance with preparation of guest list, save the dates, invitations, registries and tracking of RSVP’s
Organising your wedding day schedule and attending a rehearsal
Assisting with other marriage-related activities such as post-wedding brunch, rehearsal dinner, honeymoon and more.
Organising and booking accommodations for the guests and wedding party (for destination weddings)
Acquisition of wedding items such as favours and other gifts
Event layout, seating charts and floor plans.
Being present on the day and keeping tabs on all suppliers, timings and event progress
Post-event assistance service – packing up at the end of the night, thank you cards and assistance with change of name, moving house and more.

Best Time To Book A Wedding Planner

It is ideal to look for a wedding planner at the beginning of your wedding planning process. It is so you can use their wedding planning wisdom, vendor connections and wealth of knowledge throughout the process. That said there is a partial wedding planning option.

We are the perfect choice for couples that are too busy to dedicate a large amount of time to organise a wedding. Also for couples who don’t know where to start. Did you know that up to 250 hours of planning, many appointments and site visits go into planning a wedding?

Most couples have many other commitments like work, social and personal. They are unable to commit the amount of time needed to plan a wedding. As a result, this is where things can become stressful for the happy couple.

With our expertise and guidance, we can help you navigate the entire process while ensuring that every detail is taken care of on the day of your wedding. The cost of our wedding planning services in Sydney can vary based on the duration of our contract and the responsibilities that we will be managing. However, you can rest assured that as professionals, we always deliver value for money and provide peace of mind to our clients.

When you choose us as your wedding planner, you can expect personalised attention and customised solutions to fit your unique needs and preferences. We believe that every couple deserves to have their dream wedding, and we are committed to making that a reality with our professional and dedicated services.

What Does An On-the-Day Coordinator Do

An On-the-Day Coordinator takes on the role as your wedding day manager. Our on-the-day wedding coordinators will work hard to ensure that your day goes on without any hitches. The services we offer include:

Organising your wedding day timeline
Making sure all the key planning details have been booked in/ taken care of
Verifying logistics and re-confirming details with your suppliers
Ensuring vendors have all the essential details for the wedding day such as parking info, directions venue rules, and timeline
Become your main point of contact so that your phone is not constantly ringing. Easing the stress off the bride
Keeping tabs on everything that happens on the day (including set up and any movements)

Wedding planner and OTD coordinator

In conclusion, hiring a wedding planner and OTD coordinator is essential for a perfect wedding day. A wedding planner provides the couple with their extensive knowledge and experience in the wedding industry. They can also help the couple with vendor connections, timeline creation, and overall wedding planning.

On the other hand, an on-the-day coordinator ensures that everything runs smoothly on the wedding day, allowing the couple to relax and enjoy their special day. It is important to note that the primary difference between a wedding planner and OTD coordinator is the extent of their involvement in the planning process.

The wedding planner takes charge of every aspect of the wedding planning process, while the on-the-day coordinator works to make sure the wedding planner’s plans come to fruition on the big day. Understanding this difference is crucial when communicating with vendors, family members, and friends.

At Sydney Wedding Planner, we offer the services of a wedding planner and OTD coordinator. We also provide an hourly wedding planner service, ideal for couples who need occasional assistance with their wedding planning.

Our team of professionals will ensure that your wedding day is perfect and stress-free. Contact us early in your planning process, and we will ensure that everything is in place and everyone knows where they need to be on your wedding day. Trust us to make your dream wedding a reality.

If you hire us, all you have to think about is getting married and having a good time. Leave the stress of planning to a wedding planner and OTD coordinator. Contact us today.

On-the-Day Coordinators – Make Your Wedding Successful With Pink Caviar!

Selecting a partner to coordinate your wedding day is a very personal and important hire. The bride and groom have to feel comfortable that their on-the-day coordinator is the best in Sydney. Also, the best there is for their particular needs. The Pink Caviar on-the-day coordinators are the best in the business. The services that our team provides will surely leave your guests satisfied.

On-the-Day Coordinators – Make Your Wedding Successful With Pink Caviar!

On-the-Day Coordinators Do What, Again?

If you are a bride-to-be, then you know that your wedding day should be one of the most memorable and beautiful days of your life. However, planning a wedding can be a daunting task, especially when it comes to coordinating vendors, ensuring a well-planned ceremony, and making sure your guests have an awesome time. Luckily, there are on-the-day coordinators to make your day stress-free and magical!

On-the-day coordinators are professionals who ensure that everything runs smoothly and according to plan on your big day. They make sure that all the vendors show up at the right place and time, and execute your dream wedding flawlessly. They handle all the details and arrangements professionally, so you don’t have to worry about any last-minute hiccups that can occur when friends and family try to do it themselves. With an on-the-day coordinator by your side, you can relax and enjoy your special day knowing that everything is taken care of.

At the heart of an on-the-day coordinator’s job is their commitment to keeping the stress level low and the sophistication level high. They work tirelessly to ensure that your wedding is a seamless and stress-free experience so that you can focus on what really matters – celebrating your love with your partner and your loved ones. So, if you’re looking to have a magical and memorable wedding day without any of the stress, consider hiring an on-the-day coordinator and make your dreams come true!

How to Choose an On-the-Day Coordinator

When interviewing for an on-the-day coordinator, Sydney brides know that the best place to start is with Pink Caviar. For your wedding day, the professionals are the only people to trust, such as our on-the-day coordinators. There’s supposed to be only one of these days after all. It should be as special and memorable as possible. The on-the-day coordinator should be involved with every detail of the planning process. This also includes leading up to the rehearsal dinner and wedding day. They should be organised, punctual, and detail-oriented, and should have solid communication skills. A wedding planner may be creative and imaginative. Without the skills of the on-the-day coordinator, the wedding itself is being left to chance.

Pink Caviar On-the-Day Coordinators

The detail-driven Pink Caviar on-the-day coordinators will handle the creation of the day’s agenda. They will make sure that all the involved parties are up to speed on when and where to be. This process of accurate scheduling extends to the vendors who are supporting the wedding.

Ensuring that the professionals do their jobs in the right way and helping to solve any unexpected last-minute problems is the primary main job of the on-the-day coordinator. When the maid of honour can’t find her earrings or the groom goes missing for fifteen minutes before the ceremony, our team is here to help.

There are great coordinators, and there are great planners, and our team is the best at both. Besides bringing highly professional services to meet each bride’s vision, Pink Caviar Events have the most helpful people. That makes a big difference on a wedding day!

Our Pink Caviar on-the-day coordinators are ready to help make your day run smoothly. Contact us today and relax on your wedding day by letting us do all the running around for you.

If you are looking for more wedding planning advice, check out our Wedding Planning Vlog on our YouTube channel. You will find helpful tips and advice from our head wedding planner Stephanie.

Are you using an on-the-day coordinator for your wedding? Join the discussion and comment down below.

Why Consider a Wedding Planner or Coordinator

“Why consider a wedding planner coordinator?” have you ever heard yourself asking this question? Well, we consider a Wedding Planner and/or Wedding Day Coordinator as an essential part of the event planning process. When starting out on your planning journey, the mystical world of events can be first seen as a mind-boggling place. It can make absolutely no sense to the untrained eye. We get asked the “why” question all the time. We have even had brides come back to us when they realise they need the extra help.

Why Consider a Wedding Planner or Coordinator

No matter how well things are planned and confirmed, something will go wonky on your wedding day. An experienced professional will handle any hiccups in such a way that you and your guests will never know anything unexpected happened. You only have to deal with one person, which will eliminate confusion and frustration. We do this for a living and thoroughly enjoy it!

Ask yourself the following questions if you are considering using a wedding planner:

Do you want to deal with professional suppliers for excellent service?
Would you prefer to deal with only one person for everything to minimise confusion?
Do you want someone to help you save money?
Want someone to look after the biggest day of your life and make sure it all runs smoothly so you have peace of mind and can enjoy yourself?

If you answered yes to any of the above? You should consider looking into using a Wedding Planner or even a Wedding Day coordinator.

Why consider a wedding planner?

A good wedding/event planner will help you to save money that would actually pay for themselves and then some. A professional (who does this for a living) looks after all the bits and pieces for you and then pulls it all together. You are not stressed, and your future husband thinks you are super amazing!

Did you know that planning a wedding can take on average 250+ hours? Not to mention countless weekends looking for suppliers The weeks of research on what to do, when and how. You don’t need that added stress to end up like this:

We understand that you too have a busy life, with family, work and social commitments. This is where we can step in and help take a load of the planning under our belt. You will not only have a dedicated planner but a true unbiased problem solver on your beck and call. Have you ever considered that Wedding planners can actually help you SAVE time and money?

Fees for wedding planners vary. In general, expect to pay somewhere between 10 and 20 per cent of your total wedding cost.

Why consider a wedding coordinator?

The Wedding Day Coordinator (also known as On-the-Day Coordinator) can be a lifesaver for couples who don’t have the budget for a full-service planner. Couples who thought they could do it all alone then realise, close to the wedding, that they could use the help. Then there are couples who actually manage to plan it all with their family, but then wisely realise that they shouldn’t leave the day-of nitty-gritty in the hands of their mothers or maid of honour per personal reasons.

Some couples choose to forgo an on-the-day coordinator because their reception venue includes a coordinator. Although this may sound similar, beware: it is not exactly the same. You must identify what your needs will be on the wedding day and know exactly what your venue coordinator is going to do. Remember that they are there to look after the venue, ensure food goes to the right tables and ensure no damages occur to their site.

A Wedding Day Coordinator (like us) is there for the couple. We will ensure items are set up the way you want, your suitcases are ready in the getaway car and the DJ plays your favourite song at the right time. We’re there working with all the suppliers on the night to ensure that you are having the best night of your life.

We can call the limo driver who is running late, move items from your ceremony to the reception as well as work with the photographer to locate key people for photos. Our team can also assist at the end of the night. We can help to pack your items, so your family and friends don’t have to worry about it.

The amount of resources budgeted toward a wedding can be substantial. With less than 5 per cent of the total cost going to coordination for the day, you can ensure that the countless hours of planning time will be made easier and that you won’t have to worry on the big day.

5 Benefits of Hiring a Wedding Planner or Coordinator

A wedding’s planning is a massive task that entails many decisions, details, and logistics. Many couples find themselves feeling overwhelmed since there is so much to think about. An experienced wedding planner or organiser can help in this situation. Their skills can turn the difficult process of organising a wedding into a fun and joyful experience. Five important advantages of hiring a wedding planner or coordinator for your big day are listed below:

Expert Guidance and Advice

Wedding planners and coordinators are seasoned experts with in-depth knowledge of the wedding industry. They may offer helpful guidance on everything from choosing the best vendors, picking appropriate venues, and developing a cohesive theme to setting up the ideal timeframe and handling unforeseen difficulties. Their advice can help you make well-informed decisions that are in line with your goal while saving you time and effort.

Reduce Stress

Wedding planning requires managing various responsibilities, timelines, and last-minute modifications. The sheer volume of details that require attention might easily overwhelm A wedding planner or coordinator relieves you of the burden of handling logistics, vendor coordination, and timeframes. With a professional handling these details, you can concentrate on enjoying the journey to your special day without stress or worry.

Vendor Network and Negotiation

Over time, an experienced wedding planner or coordinator will have developed a network of reliable vendors. They are aware of which florists, photographers, caterers, and other professionals can provide the quality and style you seek. Furthermore, they have negotiating abilities that can assist you in securing better bargains and packages, thus saving you money on your wedding expenses.

Personalised Planning

Every couple hopes that their wedding will be a representation of their special love story and personalities. The goal of a wedding planner or organiser is to fully comprehend your tastes, style, and priorities. They then put together a customised plan that includes these components, making sure that your wedding day is a true reflection of who you two are as a couple.

Smooth Execution on the Big Day

You should put less emphasis on planning and more on enjoying your wedding day with your loved ones. The entire event is planned and coordinated by a wedding planner or coordinator, who also supervises the entire ceremony and reception. This makes sure everything goes smoothly and enables you to unwind and appreciate each moment.

Factors to Consider Before Hiring a Wedding Planner

Budget

Your budget is one of the first factors to take into account when hiring a wedding planner. Tell prospective wedding planners up front how much you’re willing to spend on your nuptials. An accomplished wedding planner will be able to stick to your budget while still producing a special occasion. They can aid with budget allocation so that no expense is skipped when planning your wedding.

Style and Vision

It’s critical to pick a wedding planner whose style complements your idea. Examine their portfolio and prior work to see whether their aesthetic matches what you’re looking for. A planner who shares your preferences can better understand your demands and assist you in bringing your ideas to life.

Experience and References

Experience is important when selecting a wedding coordinator. Look for wedding planners who have a track record of organising successful weddings. Inquire about the planner’s references, and get in touch with former customers to see how satisfied they were with the planner’s services. Ask the planner about their contacts in the wedding business as well, as these relationships may be very helpful for securing vendors and negotiating contracts.

Communication and Chemistry

The secret to a successful wedding planning process is effective communication. Since you’ll be collaborating closely with your wedding planner for a while, it’s critical to develop open lines of communication and a welcoming working environment early on. During your initial encounters, pay attention to how responsive and attentive the planner is. Trust your gut, and it could be advisable to look at alternative choices if you don’t feel a connection or like your thoughts are being acknowledged.

Why Use Pink Caviar Events as your Wedding Planner or Wedding Coordinator?

Think about this, in addition to being the centre of attention; you are also the host of this celebration. If a problem crops up, having us on board allows you to be charming, gracious hosts, rather than frazzled, last-minute problem solvers.

The most significant benefit is having peace of mind that all the details will come together as you envisioned.

Your wedding day is a special moment in time that you should truly enjoy

Are you considering having a wedding planner or coordinator? How far are you into the wedding planning process, are you? If you are partway through the process, would you consider using a wedding planner or coordinator?

Greg & Sabrina’s Wedding: Beach Wedding

Greg & Sabrina on their wedding day - beach wedding outdoor clear blue skies

Back in February 2015 Greg & Sabrina tied the knot, a couple who originally met while Greg was travelling through Europe. They decided to have an outdoor beach wedding ceremony coupled located at beautiful Palm Beach. In this case it was a beach wedding to die for.

Sabrina had some very specific concepts and ideas in mind prior to meeting with us. With the help of Pink Caviar Events, we were able to take ideas and help shape it into their dream wedding.

Origins Of The Beach Wedding & Theme

Firstly to explain a few things, Sabrina was originally from Austria and love’s the fact we have great weather and is now living here away from the cold climate. Also, her favourite colour is orange which is not the most common colour to work with but with Sabrina’s vision and our styling made it worked perfectly on the day.

The reception was held at the nearby Oxford Falls Hotel. The location was very convenient because the guests were able to park at the venue and the couple had arranged group transport to pick up the guests, take them to Avalon Beach then afterwards take them back to Oxford Falls Hotel.

Upon arrival, each chair was laden with an orange fan so that the guests could cool themselves on this hot summer’s day. There were little sayings weaved right through the fans to make it even more meaningful.

The set-up was an open-air white draped bamboo timber archway that added that extra little touch to make everything complete. After the ceremony, guests were treated to a glass of champagne while enjoying the view of Palm Beach.

As the wedding planners, minibuses were arranged for the guests. This was a fantastic idea because no one had to worry about driving. All guests could enjoy a drink – a toast to the newlyweds!

The bouquets and bridal table had orange and white frangipani while the guest’s tables were decorated with a hurricane vase. Keeping to the beach theme, our coordinators filled them with sand, orange hibiscus flowers and some seashells. All this was coordinated with our styling team.

Guests were also treated to custom engraved shot glasses. These shot glasses commemorated the special day and were taken home as a keepsake.

Beach Wedding Themed Cake

The cake was a beautiful beach wedding themed cake with orange accents, a pair of deck chairs and Mr & Mr’s StarFish cake topper’s. The wedding cake also included edible sand in the form of brown sugar crystals.

To top it all off, Greg & Sabrina had a surprise for their guests. They got out of their wedding attire and into traditional Austrian attire. This is so they could surprise everyone and dance to traditional Austrian music. Greg had told me afterwards that they practised quite a bit to make sure it was a flawless and amazing performance.

A year from the day the team at Pink Caviar Events wish Greg & Sabrina all the best and many more years to come, Happy Anniversary 🙂

Would you have/or had a beach wedding? Have you ever attended a beach wedding? Join the discussion and comment down below 🙂

Planning an Engagement Party: What You Need to Know to Make it Awesome

Planning an engagement party can be the start of the wedding season for many couples. Wedding engagements are a time of celebration for friends and family. It is a great ‘kick-off‘ to the wedding planning season. Some see it as a lot of fun, and others see it as a lot of work.

The engagement party tradition has gone through a few different phases. In the past, it was a more formal affair, with a focus on the announcement of the engagement and the introduction of the couple to each other’s families.

Today, engagement parties can be more casual and fun, with themes, decorations, and activities that reflect the couple’s personality and interests. They can be held in a variety of settings, from a backyard barbecue to a rooftop cocktail party, and can range in size from intimate gatherings to large events.

Engagement parties are also a great opportunity for couples to receive congratulations and well wishes from their loved ones, and to start building their wedding guest list. They can also be a chance for the couple to showcase their style and vision for the wedding, giving guests a sneak peek into what’s to come.

Whether you see it as a lot of work or a lot of fun, an engagement party is a special occasion that marks the beginning of a new chapter in your life. With careful planning and attention to detail, it can be a memorable and enjoyable event for everyone involved.

Planning an Engagement Party: What You Need to Know to Make it Awesome

Planning an engagement party can be an exciting yet daunting task. As with any event planning, there are a number of things to consider and decisions to make. One of the first steps in engagement party planning is to determine who will be hosting the party. Will it be the families of the bride and groom, or will it be the couple’s friends? This decision will likely have an impact on other aspects of the party, such as the guest list, venue, and budget.

Another important consideration when planning an engagement party is the theme and decor. Many couples choose to incorporate elements of their relationship or interests into the party, such as a favourite colour scheme, hobby, or travel destination. The theme can also help guide decisions about the menu, music, and activities for the party.

When it comes to the guest list, the engagement party is typically a more intimate affair than the wedding itself. It is a chance for the couple to celebrate with their closest friends and family, as well as to introduce their respective families to each other. As such, the guest list should be carefully considered and balanced to ensure that everyone feels included and comfortable.

Finally, the venue and budget are also important factors to consider. Whether it’s a backyard barbecue or a fancy restaurant, the venue should reflect the couple’s style and personality, while also accommodating the size of the guest list.

The budget will also play a role in determining the overall scope of the party, including the venue, menu, and decorations. With careful planning and attention to detail, an engagement party can be a memorable and enjoyable event for all.

Congratulations on your engagement!

The Sydney Event Planner team at Pink Caviar Events bring their skills, and experience and reassures brides and grooms who don’t know what to expect from a wedding planner relationship. For instance, those couples who are from different traditions may be thinking of having separate engagement parties.

Sometimes one event will be thrown by the friends of the couple while another will be given by the families. This is a decent solution when there are conflicts or considerations involving the relationships inside the groups. All that said it is not necessary to split up the action!

Planning an Engagement Party

An experienced event planner is well-versed in balancing the needs of the couple throughout the wedding planning process. This includes their social circles and those of their families. There are different options that will allow the groups to come together in one event.

All this while still maintaining buffers to keep everyone comfortable. There are also opportunities to schedule the two events in different but adjoining venues to keep the bridal couple in one location. The professionalism of Pink Caviar’s event planners will know the best ways to approach the problem for the couple and the time of the wedding.

The engagement party can sometimes involve gifts but are optional. The engagement party is mainly for well wishes from the couple’s friends, relatives and community. There are plenty of parties and traditional obligations during the lead-up to a wedding.

If the couple does not like large group social functions, then figuring out a way to balance those needs with the traditions in the family will be their Sydney event planner’s job. If the couple is up for a party every night, then putting together the most entertaining and memorable engagement party ideas possible will be where the wedding planner will focus their attention.

Keeping the party stress free, worry-free and as fun as possible happens when you are planning an engagement party with a Sydney Event Planner such as Pink Caviar Events! Feel free to contact us today or check out our social media pages for inspiration.

Are you planning an engagement party? How is the planning process going? Let us know and join the discussion in the comments section below 🙂