Wedding Planner’s Role As A Facilitator

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A wedding planner’s job doesn’t necessarily have to be on the day/s of the event. A wedding planner has to coordinate all aspects of a wedding, which includes helping the bride with her wedding trousseau as well . Wedding planning  begins well in advance especially when the bride lands here the week before the wedding. Right from her trousseau shopping to jewelry designing and blouse designing it is an excited frenzy of activities.

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Indian weddings involve a lot of dress changes for a bride and any bride would want the best in terms of design and color combinations. It becomes difficult when the bride lands up at the last minute and has to take the help of the wedding planners to organise everything.

The wedding planner has to hire the services of fine professionals to get the designing / tailoring done to the full satisfaction of the client. Perfect coordination and great detailing is required to get right execution
We work with the BEST & amazingly talented professionals who make our job a cake walk.

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They communicate weeks  ahead of the wedding with the client and understand their preferences and see to it that all their criteria is met with. Constant updates through mail or whatsapp is done for follow up. The wedding planner should ensure that the final completion of the dresses  or blouses is carried out as soon as the bride lands for the wedding . There is no place for any mistakes and excellent coordination is required from the side of the wedding planner in suggesting options for last minute glitches.WhatsApp Image 2018-07-08 at 6.17.30 PM (6)

Invitations: An Important Aspect of Event Planning

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Any event calls for an invite as a means of communicating the details of the event. Although mostly associated with weddings the word Invitation is by far a very common term with regards to any event – big or small, corporate or religious, birthdays or anniversaries.

Event planning begins with the fixing of the venue and designing of invites. Nowadays more than the conventional or traditional types off beat content finds more takers.
Innovative designs and informal manner of content writing is favored by clients. Even small events like a Mehndi or Sangeet is planned with attractive and creative invites.

Same with anniversaries and birthdays. Depending on the occasion the event planner has a job on hand to design an appropriate  card . You can see some of the cards displayed here.
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Wedding Planning & Wedding Invitations – 3

Wedding planners and event managers have a social responsibility in giving their best in keeping the weddings and events they manage as clean and pollution free as possible. Avoiding wastage of food is also a moral responsibility of every event planner. It is not just about sticking to a budget and proper planning. Other aspects like going in for eco friendly products and options too fall into a wedding planner’s purview.
Complete cooperation from the client is also mandatory to implement waste management. For example the concept of saving paper is a much talked about idea. E – invites are a great idea. But not many want to do away with the printed format since e invites may not be practically accessible by all.
Looking at what best can be done in minimising the wastage of paper led to the manufacture of seed paper and printing of invites on these seed paper. Wedding planners need to take the initiative in popularising this concept.
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The invitations printed on seed paper can be dissolved in water and planted in a pot to blossom into a plant post the evetrees then such options have to be nt . The idea behind this concept is so beautiful that every client should be encouraged to use this format.
Otherwise lakhs of invitations get printed every year and go into the bin post the event. Although there are certain constraints with the seed paper in terms of color, design and grandeur aspect the wonderful concept underlying it makes it very attractive at the end. If we are to save paper and in turn save on cutting down on trees then such options has to be popularised by wedding planners amongst clients.

Innovation : Key word for Wedding Planners

One reason why we as wedding planners enjoy this profession is the creativity it offers in the scenario of Indian tradition and culture. Indian weddings are by themselves amazingly varied in terms of different traditions and rituals spread across different states, languages and communities. As such each wedding is unique. Top make it singularly memorable and beautiful is the challenging job of every wedding planner and event manager.
Innovation not the for the sake of it. As wedding planners we look to work within the budget given to us by the client. Although it is easy for us to operate with a no – holds barred budget, it is not necessarily so with every wedding. We need to respect the financial viability of the client and look to innovate within that.
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Wedding Catering
With our own wedding catering unit, we double up as marriage caterers too. Food is a great platform to innovate as far as Indian cuisine is concerned. The variety that we have in terms of dishes and spices is mind blowing. So as wedding planners look forward to a free hand from the client where the menu is concerned and we try to fix it bringing in long forgotten regional specialities in to the gourmet spread at every opportunity.
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Wedding Menu
We believe that a sensibly planned wedding menu is more effective than an elaborate spread that leads to wastage of food. It is ensured that quality is never compromised for the sake of innovation or to make it cost effective. To us the guest should leave with a wholesome dining experience, relishing every meal with no damage done to health. This policy has stood us in good stead identifying us as one of the best wedding planners and wedding caterers in Chennai.
Wedding Decor

In India we are blessed with a brilliant variety of textiles and flowers to choose from and incorporate into the decor ideas at a wedding. Using eco friendly materials and natural fibres is something that is close to our heart and we firmly believe in it as a policy. Instead of replicating any design suggested by the client we try to add value by incorporating design changes keeping in mind the occasion and the venue details. Open air venues do pose restrictions in the use of certain ideas but the real challenge for us as wedding planners lies in overcoming the same imaginatively.
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Budget constraints also force us to innovate sensibly cutting down on cost of wedding decor by re utilising the same arrangements in a different manner to suit the next event thus creating a new look by not wasting the  props used once.
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As a wedding planner it is also best to remember that anything in the name of innovation should never interfere or be a hindrance to the performance of our age old traditions. Safety should be kept in mind at all times in any structural innovations. And aesthetics maintained at all times.

Time Sheet: Important Task of a Wedding Planner

Wedding planning is not just about putting together a list of services and coordinating them on the day of the event. As wedding planners we have a lot of responsibility in terms of the money spent by the client and to maximise the utilisation of resources without wastage.

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As event planners every detail has to  be nailed in place. Indian weddings are very time consuming and elaborate filled with varied customs and rituals. Every small detail has to be looked into to get the perfect execution. Any untoward delay or last minute hitches has to be taken into account by the wedding planner. Forethought and listing out alternate  options is of  paramount importance.

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Time is an important factor in Indian weddings due to the long schedule of rituals. As an event manager we have the responsibility of getting the client ready for the events well ahead of time so that no delays come up. This is more so in case where the clients arrive only a few days ahead of the event from far off destinations.

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A well drafted Timeline sheet will effectively prepare them mentally on what to expect in terms of the length of the event. Therefore a minute by minute programming keeps everyone in readiness and any exigencies in timelines can be sorted out later without any misunderstanding . Smooth flow of events always lead up to a positive feeling all around and makes a wedding planners job easy .

 

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Timeline has to be coordinated by the wedding planner not only with the client but also with the photographers. They need to be ready on time for shoot and they can function well only given ample time to shoot.

Similarly good understanding between the catering team and the wedding planner is a must for all meals to begin and end on time. Right from the entry time to the exit time of all service providers everything needs to be checked by the event managers.

Wedding Planning & Wedding Invitations – 2

Wedding planners and event managers are professionals who’s tag line has to be creativity. As far as wedding invites are concerned there is no dearth for ideas that can be either created or duplicated at the client’s behest. But one has to be critically aware of the practical aspects of handling invites created specially.
Given below  is a wedding invite that is to be viewed by a photo viewer

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Designs should be user friendly keeping in mind the use in Indian Conditions. Specially designed invites for weddings are far more easier to handle abroad where the invitees list is limited and  personal invites being the norm mostly.

This is an invite for a wedding to take place amidst trees in the woods

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Indian Weddings are known for the huge guest list with invites being sent far and wide and abroad too at times. Hence bulky or extraordinarily shaped invites will make it difficult to expend with them.

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Wedding invites have been made of different materials – fabric, silk, wood, metal, plastic, fibre. It is amazing that how much imagination can go into creating wedding invites.

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Wedding planners can work towards putting their stamp of originality right from the wedding invites . Invitations can be designed according to the theme that the couple want to go with.

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With the advancement of technology the actual printed invites are more of a stamp of the couple’s or the family’s ideas rather than a means of just communicating the details of the events.

 

Wedding Planning & Wedding Invitations – 1

 

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As wedding planners the first job on hand after booking the wedding venue is to  source for the right type of invitations going by the client’s requirements. In olden days when weddings took place within the village or between people living in different villages invites were merely by word of mouth or of the personal  kind.

As people settled far and wide the habit of inviting through letters became the norm. This developed further into formal invitation cards that has developed into a full fledged industry with amazing innovations and creativity coming into the wedding invites.
While the traditional ‘Manjal Pathrikkai’ still has its place sealed in the traditional hindu weddings in Tamilnadu, the invitation card has gone through amazing innovations – 3 D cards, Musical Cards, Gold and silver plated cards, E – invites, CD invites and so on. The wedding invitation is at times indicative of the opulence and grandeur of what is to follow in the wedding itself.
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The element of color and design has surpassed everyone’s imagination and there are multi card invites where each event has a card with separate details to it. Wordings in the invites too has seen a sea change over the years. While some prefer the traditional content  of parents’ inviting the guests, some couples prefer have cards printed on their behalf with a lot of humor and poetry mixed into the content.
As wedding planners and event managers we are often requested by the clients to come up with innovative ideas but within a budget. We do keep the profession of the couple in mind while creating the wedding invites.
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As Wedding planners we do need to have an eye for detail since some weddings are based on themes and right from the wedding invitation to the decor to the thank you cards we coordinate everything to bring in a touch of unique creativity.
As event managers a very important aspect that we need to pay attention to is how the invitations are going to be sent. Size, weight and shape of the invitations have a bearing on the postage or couriering of the same. So the wedding invite has to be practical to handle and easy to reach the guests.
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Creating something unique for the sake of it is fine. But to make it practically viable and financially affordable is also the responsibility of every wedding planner and event manager.

EVENT MANAGEMENT SERVICES FOR NRI s

Non resident Indians who wish to organise weddings or events back home find event management services a real boon that solves a lot of their practical issues. The success of any event depends on good planning. With the presence of internet every service or product is available online to be inspected and purchased. However when it comes to organizing an event several factors come into play.
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Certain services and products need personal inter action and attention to choose the best. Being away from the scene of action hampers many activities for people living abroad. It is here that the role of Event Managers takes great importance. It is for this  season that many NRI s prefer to contract the services of event managers and wedding planners . It not only saves them time and money but gives them the satisfaction of getting exactly what they have in mind with minimal effort.
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The only difficult thing here is perhaps in finding a good or top event management company in Chennai with a good reputation and organisational skills. At Haritham we can proudly say that we are amongst the most sought after event management companies for the simple reason of our honesty, perfection at work and straight forward dealings with our client.
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While major elements like decor, catering and invitations can be coordinated with online images, Skype Calls and other communication facilities there are several small elements that need a lot of care and personal attention that need to be carried out on behalf of the client. For example it makes a lot of sense for us to courier the invites to the guests from here locally.
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But at Haritham Events we go a step further and call up the guests to check if they received the invite and leave a personal message on behalf of the client ensuring that they definitely attend the function. Small gestures like these are those that make a huge impact. To us it is not just about being an event manager or wedding planner of that particular  client. We look at every wedding or event as our own and work with a lot of passion towards making it a success.
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Its not that Indians living abroad do not have relatives or friends back in India to help them out. Our clients either feel uncomfortable in disturbing them or have relatives who are too aged to help out. Hence they prefer to give the full responsibility to a professional who will be a single source of contact to question on the progress and run around on their behalf.
In their busy schedule people generally may not have the time to explain about the latest trends or may not be actually aware of whats in . Hence appointing a professional event manager or wedding planner greatly helps in knowing the present scenario.
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 As wedding planners we are well versed with all sampradhayas and hence the client does not need to worry about any of the things required for the conduct of the wedding rituals. Otherwise imagine the amount of time and energy spent on sourcing even the tiniest of things and getting it ready for the event.
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When people visit India for an event it is generally on a very short holiday and hence they look to optimum use of time and energy, to spend with their loved ones. When the huge responsibility of conducting an event is taken off their shoulders they are far more relaxed and enjoy the event a hundred times more due to our presence.

New Concepts : A Must In Event Management

 

Event Management is a profession where one needs to look for constant innovation and new ideas. Every client wants his / her event to be unique and different. The guests should long remember the event and appreciate the host for making it a wonderful experience. As event planners the onus of responsibility falls on us to not only execute the client’s ideas ut to also come up with new concepts and create a flutter.

As wedding planners this becomes even more challenging because any new ideas that you bring in is considered ‘NEW” only as long as your event. The concept is immediately copied and reproduced by others in the next wedding. So one has to really be quick to innovate and implement ideas and make a mark in this event management industry.

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The latest concept to catch every one’s fancy is the Cold Pyro Crackers. These give the effect of crackers – as in like electric sparklers or the Flower Pots that we generally ignite during festive seasons. They emit less smoke and can be used indoors as well as outdoors. They can be used in any quantity and give a beautiful effect when aglow.

As event managers we are often asked to used them in weddings to give a special entry to the bride or groom or both sometimes like in wedding receptions. Expert technicians are called to handle the same. These pyro crackers are usually placed on either side of the aisle as the couple walk down or on the stage.

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On the stage these can be placed in front of the stage or above as the requirement dictates. An idea of how it works can be seen in the video posted above. As wedding planners we take all necessary precautions and educate our clients on what it involves.

As responsible event planners we do a thorough study of the premises and suggest suitable areas where these can be used. The final output is something that every client loves and gives a beautiful start to the event.

In corporate events we do this on a large scale in a much more grand fashion.

 

Event Planning : SANGEET

As Event Managers we are sought after more for planning and executing pre wedding events than the main event itself – The Wedding. This is because most clients know that in terms of a wedding they have to go by the traditional format with no scope for innovation or creativity. They need to conform to set traditions and rituals and any attempts to veer away only leads to misunderstandings with elders.
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As wedding planners we are asked to put together a unique event as part of the pre wedding celebrations that is to be more on the informal lines with a lot of participation from the audience.

Celebrating pre wedding events like Mehndi and Sangeet on a large and grand scale has  become a fashion currently. These events are more  an ice breaker types where relatives and friends from both sides meet, interact and get to know each other.

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Pre- wedding Sangeet involves a great deal of music, dance and lot of fun in general. It is more as an occasion to celebrate the upcoming wedding by both families pitching in to create an atmosphere of joy and celebration.

The atmosphere is light and jovial. The spirit of the occasion catches every one’s mood and there is fun and frolic all around. It is an occasion to destress from all the tension of running around and getting all things set for the wedding. Also in some cases relatives arrive a day or two earlier and the hosts prefer to keep them all entertained at a single venue.

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Candid wedding photographers  never had it so good in terms of facing amazing challenges as far as these pre wedding events are concerned. For one youngsters these days expect a lot and the couple want their event to be extremely unique and not run of the mill types. So they keep looking for means to make it different be it in terms of themes,venue or even food. As event management service providers we ensue we give them innovative ideas after understanding their requirement and taste.
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If the couple are a fun loving type with a huge gang of friends then they normally opt for a dance floor and a DJ to take things forward. We also arrange for dances to be choreographed for the relatives and friends who want to throw surprises for the couple.

If the Sangeeth is more of family with a shy couple to boot then a lively MC who can draw people out of their shells and create an atmosphere of ease and comfort is our connecting point

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When everyone involved is the fun loving types we have specially created photo booths with a lot of attractive props that really give way for hilarious moments. Everyone wants to be photographed in the most weird manner and there is non stop riot of laughter around.
Pre wedding events like Sangeet are enjoyed in a relaxed manner and hence help us in creating a rapport with the family. They are happy to see the start to the wedding celebrations taking off on a nice note and feel confident about our arrangements.
Venue and decor are suggested keeping in mind the clients budget and the estimated crowd. As event planners we also realize the importance of  food and look to give the perfect menu that everyone enjoys.
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With a lot of events to follow, we as wedding planners also need to keep a watch on the type of food to be served since it should not be too spicy and harsh on the stomach. Every one’s health is of prime importance to  us.
At every stage we as event managers have detailed discussion with the clients and take their approval.
If traditional food is going to be the main attraction at the wedding we plan for light snack and chaat varieties that is h generally liked by most people.
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 Entertainment and music are the highlights at the Sangeet and Mehndi parties. The success of these events sets the tone for a perfect wedding and generally what follows is a highly successful event with a very satisfied client thanking us for a job well done.