Wedding Cake Selection, Tasting, and Decor

In honor of the wedding cake diva's (Sylvia Weinstock) new book on wedding cakes, here are some tips to help you successfully select your wedding cake. Her cakes are often seen standing tall and looking delectable on Platinum Weddings and in Grace Ormonde and gracing the weddings of celebrities and every day people alike. Yours can too, and here is some advice to help!

Wedding cakes are big business and many choices abound for the bride and groom now. You can go with cupcakes, miniature cakes per guest, or the traditional wedding cake. Once you select that, you have to determine the cake design, quantity, flavors, and more.

So, here is what I suggest as you start your journey of looking for a wedding cake.

Look for inspiration for the design of your wedding cake
o magazines and books
o design on keepsakes (i.e. family member’s handkerchiefs, family quilt)
o wedding colors
o wedding gown or bridesmaid dresses
o your hobbies

Identify pastry chefs and bakeries (2-3) and make your appointments by reflecting on weddings and other social gatherings you have attended where you loved the cake; your family's favorite bakery; and if neither of those produce options do research on the bakeries in your area known for great taste. Bakeries differ by specialty (european, producing the wow factor, etc.) and cost ($2/slice and up). If you are in this area, we have several recommendations for bakeries, just ask! In attendance should be you and your fiancee and 1 other person. Usually it gets crowded if there are more than 3 persons tasting. If you need to bring more, contact the bakery and ask what they suggest. You can expect that the appointment will last about 45 minutes to an hour.

Select your flavor(s) by thinking about the type of flavors you might like to eat yourself (bottom layer) and serve to your guests (a note about this: think about your guests when you make this decision. Select what most guests will like as the cake is primarily for them and not just what you like if it is a flavor that may not sit well with too many guests). Look on your bakeries website or ask them for a list of flavors. If you want to select just based on taste, then simply wait for the appointment.

Attend the cake tasting consultation and taste cake (bring your pictures and notes) -
At the consultation you will need to determine the following:
Number of persons to prepare cake for Size (i.e. number of tiers)
Shape (i.e. round, square)
Cake topper – fresh flowers, statue, other
Flavor
Filling
Type of frosting: buttercream, fondant, whipped topping, other
Detail on cake (i.e. ribbon, sugar draping, crystals, etc.)
If you are keeping your cake top

Be prepared with the following information to complete a cake contract.
Location of delivery (address and room)
Earliest and latest time for delivery (the latest time should be an hour PRIOR to your reception)
Contact information for florist if flowers provided by florist
Contact information for wedding coordinator
Also bring a check or credit card number for a deposit (typically 50% of the balance).

You will need to find out the following from the baker:
Description of cake – should be drawn out or picture you provided is attached or referenced
Cost of cake and due dates
Delivery costs
Latest time to provide color or ribbon swatches

After the meeting, determine the décor on cake table (i.e. linen, candles, florals, etc.) after determining the type of design. Do searches on the Internet (google images is a great start) and in magazines/books.

Determine if you will use your own cake cutting utensils (either purchased or given as a gift or borrowed from friends/relatives) or the ones provided by the site.

Determine how cake will be served by discussing with caterer (i.e. served at tables, displayed)

Other things to consider...

If you love the towering cake look, but only need or can afford 1-2 tiers, discuss the option of having faux layers with your bakery. Styrofoam will be shaped to go with your wedding cake and then iced to go along with your cake. Your guests will never know as you only will cut into the bottom layer.

If you have a lot of guests, but want a smaller cake, have sheet cakes prepared to be brought out when the other cake is brought out. This is so simple and again your guests will never know the difference. Upon cutting your cake, it will be swept into the kitchen to be sliced and put on plates. Sheet cakes can have the same flavors as your main cake so there will be no difference.

Cakes are typically make in abundance. If you have 200 guests, have cake prepared for 180 persons. Not everyone will eat cake. As a wedding planner, we always have a ton of cake that has to be thrown out or somehow transported by the couple or their family members. If you are serving dessert in addition to the cake this is even more the case.

That's all. Best wishes!

Saving Money on Your Wedding in this Economy

We are all bombarded with news about the country's growing deficit. It's not looking to good with talks of hundreds of billions of dollars being added. What can you do to still plan a beautiful wedding and keep some cash in your pocket?


Develop a budget and update it with each major purchase - Yes, this is the first step. You need to map out a plan for how you plan to spend your money and since most go over budget add a 10% cushion to the bottom line. As you spend money in each category make adjustments. If you decided to email a save the date instead of mailing it, move the postage and printing costs you saved to flowers or another category where you may need more money.


Do not accept quoted fees from vendors. Vendors want your business and are feeling the pinch as well. Don't insult them or prevent them from making a profit (it is there livelihood), but ask how the price can drop or scan their services for things that are not important to you. For example, do you need all those designs on your cake? Will anyone miss a champagne toast or
can everyone just toast with the drink they have at the time? Do you need a stretch SUV or would a traditional stretch do just fine? Do you need a second photographer or can everything be shot well by one? Identify areas for negotiation and ask for what you want!


Take advantage of gently used wedding items. Hit the internet to look for items that you need for your wedding. Rent items instead of purchasing them. Scour EBay, Craigs List, and wedding boards for vases, candles, and anything else. Our boutique offers several items for rent
as well.


Here are some other ideas to save more cash!

Wedding gown - Do not get your dress altered where you purchased it. Seek out a tailor/seamstress in your area with experience altering wedding gowns and you could save a lot!

Find a gently used gown at a website like Once Wed where you can find fabulous, previously worn wedding dresses at low prices.

Or go to a high end bridal salon and browse through their samples. You can save hundreds of dollars this way.

Dessert - Does your catering package include dessert? Remove this from the package if you are offering wedding cake as well and you will likely get back $1 to $2/person. After hors d'oeuvres and dinner, most guests are satisfied and I find that dessert and cake goes to waste. Offer just the cake and save money. Additionally, tell your baker that your count is 10-20 persons less than it is. There is always more cake left over than what is needed because not everyone eats cake. If your count is 150, request cake for 130. At $4/slice, this will save almost $100.

Wedding Shoes - Forego the $200 pair of shoes, especially if your gown goes to the floor because most of the shoe will not even be seen, and look for beautiful and affordable shoes at places like My Glass Slipper for around $60 and save a bundle.

Photographer - Do you have your eyes set on one of the top photographers in the area, but cannot afford the fee? Photography costs are mostly made up of time on the wedding day and their post-wedding time cleaning up your photos and putting your album together. Why not hire a photographer and pay for their time and the creation of a high resolution CD, versus purchasing an album. You can create your album on your own with one of the popular websites like My Publisher and Shutterfly, to name a few. That will save hundreds of dollars. Or if you do not have the desire to create your own album, obtain the high-res CD and then ask the photographer for a great lab where you can have your album created at a future time with some of your wedding gift cash...If you still want the professional album, see if you can drop the hours that your wedding is covered by the photographer...this may save you a little as well.

Wedding site - Look for places where you can have both your ceremony and reception in one location. This may save you on transportation costs as you will not have to rent a limo or car unless you absolutely want to.

Transportation - If you do have a limousine, instead of having it sit and wait for you, try doing a one-way transfer. This is when you rent a limo to transfer you from one location to another. You will have to do some work and compare pricing, but often times this works out to be cheaper. Another option is to go for the classic stretch limo versus an SUV. You still arrive in style and save money at the same time.

Favors - It is nice to let your guests know that you are thankful that they attended your wedding. This does not have to be costly or cost anything at all. A personalized note inside their escort card or seating card expressing why they were invited and how delighted you are that they came will mean far more than candy or other item that you provide.

The bottom line is in this economy, your dream wedding does not have to be a dream deferred. Just think outside the box and you can have a beautiful wedding and save hundreds to thousands of dollars in the process.

Wedding Coordination Contest for Couples Getting Married in Baltimore/DC area

We are excited to announce a contest for couples getting married in 2009.

With all the bad news about the economy, I am inspired to do something special for an engaged couple in these trying times who needs a coordinator, but cannot
afford one or who could you use that money for another part of their wedding?

I am offering one couple getting married in the Baltimore or Washington, D.C.
metropolitan area a free wedding coordination package, valued at over $1,000.

To be eligible for this contest, visit the Wedding Planning Boutique and provide
a 1 minute elevator pitch (don't be nervous, just verbally explain why you are
deserving) and provide a 250 word or less statement on why you and your
fiancee are deserving to be a winner of this contest.

PRIZE
Contest winners will receive the following final planning and coordination services:
* Introductory Meeting and Site Visit (2 hours): We will review your vendor contracts and afterwards you will walk us through your vision for the wedding at the ceremony and reception site. We will bring up special considerations and any potential pitfalls that we see and begin discussing the flow of the wedding day so we can develop a draft of your timeline.
* Final Walk-Thru of your wedding site (1 hour): We visit your reception site for a final time with the site coordinator, caterer, floral designer and any other vendor needed and review the timeline.
* We will serve as liaison to all of your vendors to address issues and trouble shoot (final two weeks before wedding)
* We will provide phone consultation to assist with any issues that you need help with and unlimited email consultation
* Provision of our final planning toolbox containing: a detailed final checklist for wedding day success, templates for final guest list, programs, layout, photography checklist, etc.
* Development of your personalized wedding day schedule, in-depth wedding day timeline, and vendor wedding day contact list
* Confirmation of vendor services: We contact all vendors, review their services, arrival and break down plans by phone and then follow-up by e-mail/in writing with all vendors.
* Provision of vendor-specific timelines for the caterer, reception band/DJ, and photographer
* Delivery of welcome bags/baskets to hotels to help welcome your guests
* Wedding rehearsal direction (1 hour)
* Wedding day set-up, coordination, direction (8 hours)

RULES (please read carefully before entering):
*Entrants may not already have a wedding coordinator booked for their wedding day.

*Entries must be received by Wednesday, October 22, 2008 at the Wedding Planning Boutique - so that I may meet you. No purchase is necessary. See www.weddingplanningboutique.com for address and hours of operation and to make an appointment if visiting on a Monday or Wednesday. Winners will be notified by October 31, 2008.

*Entries must be typed and be 250 words or less. Include your names, the wedding date, location, and any details about your wedding that you think make your case for winning.

*The selected winner must have all vendors booked 2 months prior to your wedding date. We offer free vendor recommendations and discounts for anyone in need of a vendor.

*Couples not living in the Baltimore/DC metro area are encouraged to apply as long as their wedding takes place in the geographical boundries below.

*The couple's wedding must be taking place in the Baltimore metro area, Annapolis metro area (within 1 mile of the Bay Bridge on Eastern Shore), or Washington, D.C. metro area (MD suburbs and Washington, D.C.)

*The couple's wedding must take place in 2009 and is subject to our availability.

*Limit one entry per couple.

*The winning couple must sign a contract for our services, which will indicate no fee.

Email with questions to info@weddingplanningboutique.com.

Best Wishes!

Getting Married this Fall? Don't Forget to Confirm Your Vendors

So you are getting married this fall. Congratulations! You have planned down to the detail, booked all your vendors, and are just waiting for the day to come. Have you confirmed your vendors...basically, making sure that they do everything that their contract says that they will? Why is that necessary you may be thinking? They have your money and have signed the contract, isn't that enough? Sadly, no! Imagine that many vendors have dozens and dozens of clients and are focused on the weddings that are occuring right now. It would be nice if they were sitting around waiting for your wedding to occur, but most are not.

So what happens if you do not confirm your vendors? You may have late arriving vendors, vendors going to the incorrect location, vendors who confuse your Sunday wedding for a Saturday one, or another scenario I have not listed may occur. Avoid being upset or confused on your wedding day by preparing now to confirm your vendors. If you have a wedding planner or day-of-coordinator, they should be providing this service for you. If you are planning solo, read on to find out how to confirm the details of the services that you have contracted a vendor for on your wedding day.

Confirmations should take place via phone or in person with the vendor ALONG WITH a follow-up email or letter/fax. ALL VENDORS SHOULD BE CONFIRMED! You will want to confirm details 3-4 weeks before your wedding. If you start before this time, some information may change and you may have to follow-up with the vendor again and if you start to close to the wedding, you may not have time to address any issues that arise. Below is information for how to confirm a vendor:

Prepare for the phone call (3-4 weeks before your wedding day):

Pull out your contract and review it paying particular attention to any items that are missing (wedding date, location, delivery times, set up times, and other important information). A lot of times information is left TBD (to be determined) on a contract because the couple may not know the information when the contract is drawn up.

Also compile emails or other correspondence that may contain important agreements not listed in the contract.

Have before you any payment details (cancelled checks, last credit card payments for example) and determine your balance due before/on the wedding day.

Find out from your wedding site coordinator any important information that you should know for vendors. For example, when deliveries may be made (time range), where (at the loading dock or through the front entrance), and any other details that pertain to the specific vendor.

Call the vendor (have documents listed below in front of you):

Introduce yourself (vendors often have dozens of clients) and give your wedding date: For example, "Hi, My name is Sarah, my fiancee and I contracted with you/your company for DJ services on October 15, 2008."

Indicate the purpose of your call; that you are calling to confirm services. Sometimes businesses are set up to confirm details not with the DJ in the example above, but an assistant whose responsibility it is to obtain specific instructions, directions, and other details.

Confirm the details: For example, "According to my agreement, the cake will be delivered at 4 p.m. Our reception begins at 6:00 p.m. Can you anticipate any problems with this?" If there are potential issues anticipated, work to solve them on the phone or put the vendor in contact with your site coordinator, or do research yourself to obtain the information. Do not delay in doing this as it may take a week or so to obtain information. Indicate to the vendor that you will follow-up to find out how things were settled. Confirm your balance (money owed). If there is a dispute about the amount owed, indicate how you derived the amount in your records. If necessary, send copies of cancelled checks or other details.

Indicate that you will provide directions in your confirmation letter/email. Find out where the vendor is coming from so that you can be specific. Even if the vendor says they have been to the location before, still provide directions. Many a vendor has gotten lost on the wedding day!

For some vendors, you may be providing meals therefore you will need to ask how many persons will be on site at your wedding during the time that the meal is served. This applies to your DJ/band, wedding coordinator, photographer, videographer, other vendor who will be on site throughout the duration of your reception (e.g. photobooth attendant). This is a kind gesture...as a fed vendor makes a happy vendor!

Obtain the vendor's contact information: name if not known - and ask for their wedding day contact information (e.g. cell phone number and email address) so that you may speak to the person directly. This is extremely important to ensuring that their specific questions are addressed and your wedding information is confirmed with the person. Wedding day contact information is needed as the office or shop may be closed on your wedding day. Insist that this information is given to you.

For limo and rental companies, ask to have the driver's name and telephone number emailed to you when it becomes available. This is important in the event that the limo or delivery truck is late or does not show up. Also ask for after hours dispatch numbers.

Ask if there is any other information that is needed? Typically, the vendor will take the lead in asking questions to obtain needed information.

Tell the person that you will be sending a follow-up email or letter and ask to whom this should be addressed and for the person's email or fax number.

Follow-up the Phone Call with an E-mail/Letter/Fax (day of the call):

In the e-mail you will want to restate important details like...arrival/set-up times, where the vendor can load in, how long of an extension cord is needed for musicians, directions to the wedding site, description of the cake, layout of the ceremony/reception site to show where the musicians will set up or where the cake will be set out, the number of guest tables, are all important details.

Request that the vendor respond to the email indicating that they received it and ask them to confirm that all of the details have been stated correctly. This is important in the event of a future dispute; you will need a paper trail.

An example confirmation letter to a limo company is below:

Dear Limo Company:

Thank you for taking the time to speak with me today. I am writing you to confirm the arrangements for my wedding (Adams-Smith wedding), which is to take place on Saturday, September 20, 2008.

My understanding of the arrangements is as follows:
Ø A 10 passenger limo will pick up Lisa (bride) and family members at Lisa’s parents’ home, 123 Main Street, Baltimore, MD, 21202 at 1:15 p.m. and transport them directly to the wedding ceremony location, Cathedral of Mary Our Queen, 5200 N. Charles Street, Baltimore Maryland (410-464-4000). For your information, the wedding begins at 2:00 p.m. Michael Jackson will be the driver.
Ø After the ceremony, approximately 2:45 p.m., a 1938 Sedan will transport Lisa and Joe (bride and groom) to take photos at the top of Federal Hill. After photographs, the sedan will transport Lisa and Joe to the wedding reception location, The George Peabody Library, 17 E. Mount Vernon Place, Baltimore, MD 21202 (410-659-8197). Rick Jones will be the driver. For your information, the cocktail hour begins at 4:00 p.m.
Ø A 10 passenger limo will pick up Lisa’s family members at the wedding reception location, 17 E. Mount Vernon Place, Baltimore, MD 21202 (410-659-8197) at 9:15 p.m. and will transport them to Lisa’s parents’ home, 123 Main Street, Baltimore, MD, 21202. For your information, the wedding reception ends at 9:00 p.m.
Ø A 1938 sedan will pick up Lisa and Joe at the wedding reception location, 17 E. Mount Vernon Place, Baltimore, MD 21202 (410-659-8197) at 9:15 p.m. and will transport them to take additional photos in the Baltimore Harbor area. After photos, the sedan will drop them off at the Peabody Court Hotel, 612 Cathedral Street, Baltimore, MD, 410-727-7101. Rick Jones will be the driver.

Our balance is $500, to be charged the week of the wedding to the credit card on file ending in 1345.

Please confirm your receipt of this letter via email. Feel free to contact me if the need arises or if any part of this letter is not correct. You may contact me at (410) 404-1234 or by email at email@address.com. I have included directions to all pick-up and drop-off locations. I look forward to working with you and I know that we will be delighted with your transportation services.

Sincerely,

Lisa Adams

Enc.: Directions to 123 Main Street, Photo Location(s), Cathedral of Mary Our Queen, The George Peabody Library, and the Peabody Court Hotel.

If you need guidance for confirming a specific vendor that this blog post has not addressed, feel free to email me at info@weddingplanningboutique.com for more help! Best wishes on your wedding day.

Not too late to register to vote!

I will not even begin to state my political preferences so as not to offend anyone, but I want to encourage everyone to vote. If you have not registered, you have heard all of the reasons before...

• people have died, gone to jail, and suffered in other ways to obtain the right to vote!
• your voice will not be heard, if you do not vote!

Here are some new ones:

• it's fun to vote!
• it's easy to vote!
• it takes about 5 minutes...during non-busy times (first thing in the morning, after the morning rush, b4 the evening rush - not during the lunch hour)
• have a happy hour voting party! any excuse for getting a drink in to celebrate
• if you think that voting is useless (understandable!), vote for others who cannot vote

Below is the link to the official schedule of deadlines sorted by state, so you have no excuse! Register to vote today! Too much is riding on this election.

Voter Registration Deadlines:
http://www.rockthevote.com/voting-is-easy/important-dates/

Wedding Contract 411

The old adage, ‘get it in writing’ does not apply more in wedding planning, than when you book a vendor. Every agreement that is made and every product purchased must be put in writing, otherwise it does not exist. Some vendors will insist that they never have had to do a contract, but you should insist that you will be the exception. If the vendor resists creating a contract or signing one that you create with their input, then they simply are not the vendor for you. If you have a friend/family member providing a service insist that even a simple contract/agreement be put in writing so that there are no hurt feelings on the wedding day.

The following are the basic items that have to be included in every contract/agreement in my experience:

• Who, What, When, and Where: Who the contract is for, what services are being provided in detail, when the event is (month, day, year, time) and when the services should be provided, and where the services will be provided. {Note: when you are booking the vendor, your wedding timeline may not yet be established. It is important that when it is (no later than a month before) you follow-up with the vendor so that delivery, arrival, and break down times may be established. Ask for an addendum to be made to your contract after changes have been made}.
• Contact Information: Your mailing and email addresses and telephone numbers should be included so that you are easily accessible. Likewise, the name and number (land and cellular phone) of the vendor contact prior to and on the wedding day should be provided.
• Fees: The total fee for services, schedule for payment, penalty for late payments, and types of payment accepted should be provided. Note: In my opinion only venues, vendors providing food, and florists should require and receive payment prior to the day of the event. Otherwise, you have no assurance that the vendor will show up to provide their service. If you have a strong feeling that you can trust a vendor with paying them ahead of time, go right ahead, but have them send you something in writing indicating that your account is paid in full or outlining which payments have been made. {On a separate note, it is a good idea to make all payments with check or credit card or if in cash, ask for a receipt}.
• Replacement/Substitution: Who will provide the service if your vendor is sick or cannot attend. A clause should be included indicating this information.
• Event Postponement or Cancellation: The agreement should state that the event may be postponed due to acts of God (e.g. weather) or for other reasons with the stated penalty and policies regarding rescheduling the vendor's services. You may not think this will ever be needed, but I have seen many a wedding cancelled or postponed for any number of reasons.
• Exit Clause/Refund Policy: The agreement needs to include a clause that indicates that you at any time can cancel the agreement for any reason (including event cancellation) with the stated penalty. It is also acceptible to have a time period for which the cancellation may occur.
• Initials: If there are any items crossed out or added in anyway, your initials and those of the vendor should be written next to the text.
• Signature: You would be surprised how many contracts I have reviewed of clients of mine that did not have a signature...it is a must and the contract is not official until there are two provided. In our high tech age, many contracts are signed by the client and then faxed/emailed to the vendor and the vendor does not send them back or vice versa. Make sure that copies of your contracts have both parties signatures, preferably original ones.

Always request for addendums and/or contract modifications to be made and for an updated contract to be sent to you with the vendor's initials or signature. Emails are also acceptible forms of communication that can outline changes and/or additions to contracts.

Receipts are a type of agreement and should include the product and services purchased (including item number), description of the product, event date, delivery date/date product will be picked up, and the price of the product.

These tips should help you successfully execute and modify any contract with a vendor.

Stone Country Manor: A Site to Consider for Your Wedding

I am excited to announce that my company has been selected to be one of two who can provide wedding day coordination for brides and grooms to select if they would like additional help in making their wedding day a success at Stone Manor Country Club.

Nestled in the rolling hills just outside Frederick, Maryland (a DC suburb) is a beautiful estate on 100 acres that offers what many couples are looking for in a venue. The site is uniquely positioned as it is about 30 minutes from the D.C. suburb of Rockville, 45 minutes from the Baltimore area, and 20 minutes from Leesburg, VA.

Why is this a great site to consider?

Only one wedding occurs at Stone Manor each day. They believe you should not be rushed in and out of the property to conduct and celebrate your nuptials. There is a defined rental period, but you can be assured that the site will be prepared for your guests and timelines will not be pushed back as the result of another wedding.

The 18th century manor is beautifully decorated with period antiques, fireplaces, and has several suites and rooms that may be reserved for the bride, groom, and family members or friends. The day of the wedding, the house becomes the point of entrance for your guests and a mingling area during the cocktail hour along with the outside terrace. Smaller receptions can also occur inside the manor, which also serves as a bed and breakfast at times, and will soon house a spa for all of your pre-wedding pampering.

The manor is enough to make any couple meander to thoughts of picture taking on the grand staircase and their guests mingling in and out of all of the rooms. Outside there are several outdoor areas to hold a ceremony and in the near distance a large tent that accommodates up to 300 guests.

Well landscaped lawns, a pond offering a beautiful back drop for picture taking, and plenty of areas for your guests to lounge, sip their favorite drink, and be transformed to another place if only for several hours are all of the reasons to consider this site for your wedding.