Essence of Events, LLC

In an ever changing world, many are seeking out ways to move forward with hope and make plans for their future. We have quickly begun seeing just how difficult it has been to go from the typical highs and lows that are usually involved in planning events, to the devastation of COVID-19, protests and now wildfires. In a world where these tragedies have quickly created more anxiety, tension and fears, we want to do all we can to ease your mind.

To help you work through this time of unknowns when planning your event, we have come up with some suggestions and predictions that we feel may help you move forward. We know you are doing your best to keep going and we want you to know that we are here and ready to offer recommendations to navigate the planning and possible postponement of your wedding or event.

PLANNING DURING COVID19

• Stay informed
• Do your best to educate yourself and not be afraid to reach out to any vendors that you have hired, this will give you the best overall picture of what to expect when it comes to the planning or postponement of your wedding.
• Be sure to check regularly on the local laws according to your events location and watch for new phases as they are allowed, as these vary from country to country, state to state and city to city.
• See CDC for updates on event precautions during COVID19
• CDC recommendations for planning and event during COVID19
• Plan on it becoming increasingly popular to do no contact payments to vendors - going all digital with paypal, square or quick pay on phones and a majority of decor items purchased through online stores

• Limited number of guests, possibly down to just 30% of what the venue maximum capacity states.
• Guest invite lists A, then moving to B as RSVP's come in decline.
• Limited travel for some guests or guests who just don't want to risk traveling.
• Virtual videography so those who can't make it can watch with high quality sound and video. Check with your Videographer to see if they can provide live feed for guests who aren't able to attend. You can also consider having family or friends use social media such as Facebook Live Feed to stream live video of your wedding or event.
• Check-ins before entering with 6ft distancing apart for check-in. (Temperature checks and possible turning away of guests)
• Seat guests 6ft apart, as they arrive and according to households.
• Masks and gloves required inside with 6ft social distancing maintained for quite some time. (Predicting the rest of 2020)

VENUE

• Schedule a call with your venue asap and be sure to check on their postponement, cancellation and refund policies to consider if these are better options than holding your wedding or event in 2020 or early 2021.
• See if they have any options of setting tentative dates for postponement just in case state and county requirements are too restricted around the time of your original date. (This could apply to all vendors)
• Plan on making your final decision for staying with your date and guest count about 3 months prior to your event date. Based on all factors listed and the safety of you and your guests.
• Ask if your Venue can provide a COVID19 response plan in place. Be sure to have them send you a copy for planning purposes and to share on your wedding or event website to ease your guests minds and for them to plan accordingly.
• Ensure your venue is practicing state safety measures including:
• All staff temp checks before working
• Staff Wearing and offering PPE to guests
• Sanitizer and hand washing stations available and check if these will be at an additional cost.
• No contact virtual tours and meetings to make sure there's less traffic in and out of the venue.Get a seating plan or two from your venue that shows suggestions of how they will be able to maintain 6ft of distancing of guests/households and the amount of space that will be taken up and left for other necessary tables, etc.

FOOD AND BEVERAGE

• Food and drink may not be allowed. Be sure to check with your local county and venue. 
• Buffets may not be allowed and you may want to go for plated or boxed meals to ensure everyone's safety anyways. 
• If buffets are allowed, see if servers are included or if there will be an additional fee. (Includes food trucks)
• Additional service and bartending staff needed to clean, serve, trash disposal, take money, etc.
• No traditional seating at rounds or banquets, more of cocktail style with tall cocktail tables.

DJ | ENTERTAINMENT

• No dancing or limited to dancing per household or 6ft apart. (Hard to enforce)
• Think about hiring performers or a band for entertainment purposes to keep guests engaged.

INVITES

• Have a website with all information, inform those invited as of now and update regularly.
• Include all pertinent information and links to CDC guidelines for precautions and list the precautions that will be taken for the safety of your guests.
• Include inserts in invites 3 months before the wedding that include the precautions being taken such as temp checks, servers, hand washing stations, 6ft distancing.
• Encouraging hand washing and any requirements such as no entry without face mask and temp check at the door.

 Written by: Michelle Culp

Immediatly after hearing about the shocking closure of the all-inclusive venue, Monte Cristo Ballroom, Essence of Events, LLC jumped into action. Working tirelessly over the next few weeks to pull together multiple qualified vendors in the area willing to participate in an event to offer discounts and raffle items for several couples left without a venue, officiant, baker, catering and more.

The outpour of vendors with a willingness to support and offer discounts to these couples, was inspiring. As we combed through so many vendor applications, vetting each according to business license, reviews and portfolios, we found some of the best of the best to showcase at the event held just one month ago on November 8th, 2019. 

With success and much gratitude we offer the most sincere thank you to all who stepped forward in an act of kindness, because of your generousity we were able to help couples who lost more than money, they had lost hope and now are renewed with a sense of faith and hope that their weddings will go on successfully.

It's events in life like this that happen and it becomes undeniable that there are still those who practice good and believe in the spirit of giving. So much appreciation and thankfulness to all the vendors who stepped forward and especially to those who participated and contributed greatly to this event. Congratulations to our raffle winners who won items from free DJ to Floral and more!

PARTICIPATING VENDORS

EVENT PRODUCTION | ESSENCE OF EVENTS, LLC

VENUES | BLUE BOY WEST GOLF COURSE AND EVENT CENTER ( Featured Venue Sponsor)

                | SHAWN O'DONNELL'S EVENTS AND CATERING

                | NAVI'S CATERING KITCHEN

                | TACOMA'S LANDMARK CONVENTION CENTER

CATERING | SHAWN O'DONNELL'S EVENTS AND CATERING (Featured Caterer + Raffle Sponsor)

                   | NAVI'S CATERING KITCHEN (Featured Caterer + Raffle Sponsor)

PHOTOGRAPHY | LAUREN RYAN PHOTOGRAPHY (Featured Photo + Raffle Sponsor)

                             | JLVERIITAS PHOTOGRAPHY (Raffle Sponsor)

                             | ESSENCE OF EVENTS, LLC (Featured Photo Sponsor)

DJ | MURTA SERVICES (Featured DJ + Raffle Sponsor)

     | VIVA-PRODUCTIONS (Featured DJ Sponsor)

     | ESSENCE OF EVENTS, LLC

     | EMERALD CITY ENTERTAINMENT

MAKEUP | CONCEPTS IN MAKEUP LLC (Featured Makeup + Raffle Sponsor)

OFFICIANT | EMERALD CITY ENTERTAINMENT (Raffle Sponsor)

RENTALS | AMERICAN PARTY PLACE (Sponsor)

                 | ESSENCE OF EVENTS, LLC 

FLORAL | FERN HOLLOW FLORAL DESIGNS (Featured Floral + Raffle Sponsor)

               | ESSENCE OF EVENTS, LLC

DECOR DESIGN | ESSENCE OF EVENTS, LLC 

We get asked often which of all the service we offer, is our absolute favorite? Although we love the fact that we offer so many services under one roof, there is a service that make our hearts leap for joy when we have the opportunity to work with a Client for it specifically. Sure, Wedding and Event Planning is always going to be the staple of what built this company and is the strong foundation we rely on, but it's unanimous Decor Concepts and Design is by far what makes us reach for those swatches and gets our wheel turning.

From the moment we meet with a client for a free initial consultation and we hear the words, "we need help with decor idea", we are boasting with excitement. After getting more information on the basics such as guest count, location, colors and overall feeling the client wants to project to their guests, we buckle down and get started. Using a questionnaire created exclusively by Essence of Events, LLC, we ask our Clients several questions to get to know them better on a personal level. From this we gain insight as to what the decor in their home may look like, what they like to do as a couple and if there was anything they collected as a child and so on. 

Reviewing all this information and a few more details on what they invision, we go to work making them a private Pinterest Board with all kinds of ideas that they can comment on as we move forward. As we sift through the ideas and photos, a stunning vision starts to appear. Once solidified with the Client, we can then began searching for the best prices in rentals, items and so on. Seeing the Decor Concepts and Design come to life the day of the wedding or event is like watching an artist finish a work of art. All the life that is brought into the event is a showcase of each an every Client and Couple. As you look around the room and see all the laughter and enjoyment of that special event, there is nothing that compares to seeing the smiles that were created because of paying close attention to the details and all the happiness that we were able to be a part of.

For more information on our Decor Concept and Design services https://www.essenceofevents.com/contact" target="_blank">Contact Us for a FREE Initial Consultation

https://www.essenceofevents.com/custom-decor-photos" target="_blank">CUSTOM DECOR PORTFOLIO

Wedding Party + Family Duties and Responsibilities

With it being wedding season and weddings being in full swing, there have  been several of our couples in search of an easy way to keep track of who is in charge of what among their wedding party and family. To make things easier on them, we have come up with a list of items we often see are super helpful in the planning process, on the wedding day and other events surrounding the wedding. We recommend picking and choosing which ones fit what your specific wedding needs are and providing a list to each member. Having it all in one place, makes it way easier on you wedding party and family so there isn't any confusion as who's responsible for what and will give you peace of mind knowing you will have their full support on your wedding day!

MAID OF HONOR

• Support & be there in times of crisis during the planning process
• Helps Bride select attire, invitations, envelopes, addressing envelopes, making favors and any shopping excursions
• Pays for own wedding attire
• Helps organize the bridesmaids with appointments & fittings for dresses & shoes
• Helps to coordinate gowns, shoes, makeup, jewelry & flowers
• Keeps Bridesmaids informed of all parties, functions, & rehearsals they need to attend
• Hosts Bridal shower for the Bride
• Plans Bacholorette party for the Bride, either alone or with the Bridesmaids
• Attend Rehearsal & Rehearsal dinner
• Arrive at the location of ceremony and reception to assist with setup
• Arrives at the agreed location for getting ready and to assist the Bride in getting dressed
• Keeps Bride on schedule
• Arranges Bride’s Veil and train throughout the day
• Makes sure on wedding day the Bride gets something to eat & drink
• Oversee Bridesmaids on the wedding day
• Distribute corsages & boutonnières before ceremony
• Arrives dressed at agreed location for photographs
• Helps Bride arrange her train and veil at the alter
• Holds the Bride’s bouquet and Groom’s ring during the ceremony, if no Ring Bearer or Best Man not doing
• Witnesses the signing of the marriage license & signs the certificate as a legal witness
• Is a member of the wedding party entrance & typically seated near the Bride & Groom
• Dances with the Best man during the Wedding party dance
• Makes a toast in honor of the Bride & Groom
• Helps Bride change into her going away clothes
• Takes care of Bridal gown after the wedding
• Takes Wedding gown in for preservation

BRIDESMAIDS

• Be supportive of the Bride & her decisions
• Assist Bride with errands, tasks, addressing invitations, envelopes, & preparing favors
• Pay for own wedding attire
• Assist Maid of honor in planning the Bacholorette and bridal shower
• Keep in contact with the Maid of honor for fittings, parties, etc.
• Participate in all pre-wedding parties, functions etc.
• Be available to assist Bride’s mother or host with any details
• Help keep a gift record at the shower
• Attend the rehearsal and Rehearsal dinner
• Arrive at the location of ceremony and reception to assist with setup
• Arrive at location agreed upon for getting ready
• Assist the Bride in getting dressed along with the Maid of honor
• Take direction from the Maid of honor in the day of the wedding
• Arrive at selected location, dressed for photos
• Walk down aisle with groomsmen, selected by Bride and Groom or single file
• Participate in the wedding party entrance
• Sit next to the Groomsmen at the head table
• Dance with the Groomsmen and other important Guests
• Introduce guests to one another
• Encourage single women to participate in the bouquet tossing ceremony
• Help straighten up & clean after the reception

BEST MAN

• Pays and/or rents all attire necessary for the wedding
• Helps organize the fittings of the Groom, Groomsmen & Ushers
• Makes sure the Groom, Groomsmen and Ushers know when fittings and all functions or parties are
• Makes all the Bride & Grooms Honeymoon travel arrangements
• Help Maid of honor plan & Coordinate a Wedding shower if having co-ed wedding shower for both the Bride & Groom
• Organizes a Bachelor party for the Groom
• Makes sure the Groom has everything on his “things to bring list” tickets, itinerary, birth certificates, etc.
• Attends Rehearsal & rehearsal dinner.
• Arrive at the location of ceremony and reception to assist with setup
• Offers support at the Groom’s side during the entire day, at ceremony, reception, etc.
• Keeps Groom, Groomsmen & Ushers on schedule the day of the wedding
• Arrives dressed at the agreed location for photographs
• Drives Groom to the ceremony site and sees that he is properly dressed before arriving
• Holds the bride’s ring for the groom, if there is no Ring Bearer, during the ceremony
• Brings marriage license to the ceremony
• Witnesses the signing of the marriage license & signs as a legal witness
• Drives newlyweds to the reception if there is no hired driver or transportation
• Sits at the head table with the Groom and in the wedding party grand entrance
• Dances with the Maid of honor during the Bridal party dance
• Offers the first toast at the reception to Bride & Groom, usually right before dinner
• Pays the clergyman/officiator, musicians, photographer, and any other service providers the day of the wedding for the Bride & Groom
• See that the suitcases are loaded in the get-away/honeymoon car
• May drive Bride & Groom to the airport or honeymoon suite
• Oversees the return of the tuxedo rentals for the Groom, Groomsmen & Ushers

GROOMSMEN

• Rent or Pay for own wedding attire
• Keep in contact with the Best man for fittings, parties, etc.
• Be available to assist the Bride’s mother or host with any details
• Participate in pre-wedding parties, functions, etc.
• Arrange transportation to and from ceremony & reception for the Bridesmaids and Groomsmen, if not done by the Bride & Groom
• Help Best man with the Bachelor party
• Attend the rehearsal and Rehearsal dinner
• Arrive at the location of ceremony and reception to assist with setup
• Arrive at location selected dressed and ready for photos
• Escort the Bridesmaids for the processional and recessional
• Transport any gifts from the ceremony to the reception
• Escort and stand next to Bridesmaids in the wedding party entrance
• Sit next to the Bridesmaids at the head table at the reception
• Introduce guests to one another
• Dance with the Bridesmaids and other important guests
• Encourage single men to participate in garter throw
• Help decorate Bride & Grooms get-away car
• Help straighten up & clean after the reception
• Oversee transfer of the gifts to a secure location after the reception
• Take direction from the Best man on the day of the wedding

USHERS

• Rent or pay for own wedding attire.
• Arrive dressed at location suggested for the wedding photos
• Be available to assist the Bride’s mother or host with any details
• Help with the finishing touches, such as: lighting candles, putting petals on table, etc.
• If pew ribbons are used, two ushers may loosen them one row at a time after the ceremony.
• Introduce guests to each other
• Direct guests placement of gifts.
• Distribute wedding programs and maps to the reception as guests arrive
• Seat Guests at the ceremony as follows:
• If female, offer the right arm.
• If male, walk along his left side.
• If couple, offer right arm to female: male follows a step or two behind.
• Seat Brides guests in left pews.
• Seat Groom’s guests in right pews.
• Maintain equal number of guests in left and right pews, if possible.
• Should a group of guests arrive at the same time, seat the eldest women first.
• Just prior to the processional, escort the Groom’s mother to her seat: then escort the Bride’s mother to her seat.
• Two roll out the carpet down the aisle after both mothers are seated.
• When ceremony is over escort the guests out by aisles first, by the first aisle.
• Direct guests to the reception site.
• Help with the transfer of the flowers and gifts to the reception site.
• Help with the transfer of the flowers and gifts to a secure location after the reception.
• Dance with important guests at the reception.
• Help decorate Bride & Groom’s get-away car.
• Help straighten up & clean up after the ceremony and the reception.

BRIDE’S MOTHER

• Help prepare guest list for the Bride & her family, address invitations & envelopes.
• Helps the Bride select her Bridal gown, Attendant’s attire & accessories
• Selects her attire, with her daughter’s input, according to the formality and the color of the wedding
• Purchases her own dress, after getting the Bride’s opinion, she has the first choice as to what color she will wear, then the Groom’s mother can choose.
• Keep father of the Bride informed of wedding plans & expenses, if hosting the wedding
• Makes accommodations for the out of town guests.
• Helps to keep track of the gifts the Bride & Groom have received
• Arrives at the ceremony site about 1 hour before the wedding.
• Assist in ceremony & reception details
• Attends the showers & parties given in her daughter’s honor.
• Attends the rehearsal & rehearsal dinner.
• She is the first to greet guests as they arrive.
• Is seated in the left front pew to the left of the Bride’s father during the ceremony.
• Is the last person to be seated right before the processional begins.
• May stand up to signal the start of the processional.
• Can witness the signing of the marriage license.
• She is the Official hostess of the reception.
• She & her husband are seated at a place of honor near the Bride & Groom at the parent’s table during the reception.
• Dances with the Groom after the first dance.

BRIDE’S FATHER

• Helps to prepare the guest list for the Bride & her family
• Selects attire that complements the Groom’s attire & other attendants.
• Pays for own attire
• After giving the Bride away, he sits in the left front pew to the right of the Bride’s mother. (If divorced, he sits in the second or third row, unless it is he who is financing the wedding.)
• Rides to the ceremony with the Bride
• Escort’s the Bride down the aisle to Groom
• When Officiator asks, “Who gives this Bride away?” He answers, “ Her mother and I do” or something similar.
• He can witness the signing of the marriage license
• Mingle with the guests as the host of the reception.
• He dances with the Bride after the first dance, for the father daughter dance
• Take care of any final payments of venders and generally is the last to leave the reception.

GROOM’S MOTHER

• Help to prepare the guest list for the Groom & his family
• Makes accommodation for the Groom’s out of town guests
• Selects attire that complements the mother of the Bride’s attire
• Send a note to the Bride & her parents welcoming them to the family
• With the Groom’s father, plans the rehearsal dinner
• Is the host for the rehearsal dinner along with the Groom’s father
• Arrives dressed 1 hour before the wedding
• Mingles and greets guests
• May stand up to signal the start of the processional
• Can witness the signing of the marriage license

GROOM’S FATHER

• Helps to prepare the guest list for the Groom & his family
• Selects attire that complements the Groom’s attire
• With the Groom’s mother, he plans the rehearsal dinner
• Is the host at the rehearsal dinner along with the Groom’s mother
• Assist the Groom’s mother in writing a note to welcome the Bride & her parents to the family
• Arrives dressed 1 hour before the wedding
• Mingles and greets guests
• May stand up to signal the start of the processional
• Offers a toast to the Bride at the rehearsal dinner

FLOWER GIRL

• Usually between the ages of 4 & 8
• Wears the appropriate dress according to the formality
• Her parents usually purchase the attire
• She attends the rehearsal to practice her role but is not required to attend pre-wedding parties
• If very young, may sit with her parents during the ceremony
• Is included with the bridesmaids in transportation & photography arrangements
• She arrives dressed before the wedding for photos
• Walks alone or with another flower girl or ring bearer just before the Bride.
• She carries a basket filled with loose petals to scatter preceding the Bride’s path during the processional, if allowed by the ceremony site 

RING BEARER

• Is usually between the ages of 4 & 8.
• Wears the appropriate clothes according to the formality
• His parents usually purchase the attire
• Attends the rehearsal to practice his role but is not required to attend pre-wedding parties
• Is included with the Grooms men in any arrangements for transportation & photography
• Arrives dressed before the wedding for photos
• Walks alone or with a flower girl just before the bride
• Carries a pillow or ring box with the rings attached
• If younger than 7 years, may carry artificial rings
• If very young, may sit with his parents during the ceremony

FRIENDS & RELATIVES

• Oversee the production of the wedding program
• Assist in the setup and/or clean up of the ceremony and/or reception
• Help decorate the ceremony & reception
• Handing out ceremony or reception programs
• Help in circulate the guest book for the guests to sign
• If musically talented, play a selection at the ceremony or reception
• Oversee the gifts, card box and guest book
• Read a scripture, poem, or serve as candle lighters

Written by Michelle Culp Copyright