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.