Weddingpedia

Definition: Attrition refers to the percentage of hotel rooms in a block that guests actually book and stay in compared to the number of rooms that were initially reserved for your event. When you secure a room block at a hotel, the hotel may set a minimum number of rooms that need to be booked by your guests to avoid penalties or additional fees.

 

Practical Use + Tips:  Now I know managing hotel room blocks can seem like a small detail in the grand scheme of your wedding planning, but it’s something that can save you a lot of stress and money if handled correctly.

My biggest tip? Communicate to your guest and remind them of this option over and over and over! You know your guest best- making sure you plan out who you really think would stay in the room block and who might find a different accommodation is so important when planning for a large out of town guest count! 

 

A few things to consider: 

1. Usually the typical rate is 80-90% of the room blocks must be booked but that rate is negotiable in some circumstances (non-peak or event weekends).
2. Know the hotel cut off date- last thing you want is to end up with all of your out of town guests without a room because they didn’t know when the last date to book was!
3. Find out in advance what last minute add on rates are- no matter how hard you try to plan there is always one person who tries to add in.

Definition:  Black tie refers to a formal dress code typically requiring men to wear a black tuxedo, a formal white shirt, a black bow tie, and often a black formal waistcoat. For women, Black-tie typically means formal evening gowns or elegant cocktail dresses. Think classic tuxedos for the gentlemen and beautiful evening gowns for the ladies. Black-tie means your guests should pull out their finest attire!

Black-Tie optional means guests have a bit more flexibility! This option gives guests a little more flexibility with their options and means that guests can opt for dark suits or cocktail dresses. It really is a balance between formal, comfortable and approachable.  

 

Practical Use + Tips:  Whether you decide to go with Black-tie or Black-tie optional, it is important to make sure it is specified in the wedding invitation. It helps set the tone for the event and the level of formality. After all, you don’t want all of your loved ones texting you the week of trying to find out what they can and can’t wear! 

 

A few other things to consider:

1. Think about how you want your photos to look- that is a great way to help you determine which dress code you are envisioning. 
2. Consider the weather and your venue- will everyone in your photos be hot and sweaty? Is there a good mix of indoor and outdoor  space to keep everyone looking their best. 

Definition: A buffet dinner is all about choice and gives your guests the freedom to decide what they eat. Buffet style is typically set up in one area along one long table and is normally served in chafers and other large serving dishes to keep the food warm. Buffet style creates an atmosphere where everyone can mingle and enjoy the meal at their own pace, relax and have fun. 

 

Practical Use + Tips: I recommend 2-3 entrees and 2-3 sides when doing a buffet. Usually a protein, starch and fresh veggie or salad is a big hit combo!

This style makes it easy for you to not worry about all of your guest dietary needs. You can offer a diverse selection of dishes to accommodate all those dietary preferences giving your vegetarian, vegan, and gluten-free loved ones options while also having a good mix of choices. 

 

A few other things to consider:

1. Designing a good flow for the buffet is crucial! Try thinking about where your guest will stand when waiting for the food and where they will walk through getting to and from the line.
2. Opening up the buffet for guests to grab food from both sides is a great way to keep the flow of people moving for those larger guest counts. 
3. Releasing tables one at a time is recommended to help avoid long lines and waiting guests. 
4. I love doing a plated meal for my couple so they aren’t waiting in the buffet line, bringing over an already plated meal gives you more time to connect during your reception or mingle with your guests. 

Definition: In the context of a wedding, this often relates to situations that could disrupt or cancel the event, such as natural disasters, extreme weather conditions, or other emergencies that prevent them from fulfilling their contractual obligations. 

 

Practical Use + Tips: Many vendors and venues include a force majeure clause in their contracts to outline what happens if such events occur. This was enforced a lot during COVID-19 and I have seen it happen during intense weather conditions like tornadoes and hurricanes! 

 

A few things to consider:

1. Really, really make sure you understand the cancellation and rescheduling policies outlined in all vendor contracts. Look for clauses related to force majeure events.
2. I know it isn’t ideal, but have a back up plan!! Consider potential alternative dates or locations with your vendors in advance. Having a flexible plan allows for quicker decision-making if it comes to that!

Definition:  GOBO Lighting is a custom stencil or template that is projected onto a surface, usually the floor or walls, using a light. The term “GOBO” stands for “goes before optics”, meaning it’s placed before the light source to create the design.

 

Practical Use + Tips: GOBO lighting is one of those little touches that can make a big impact on your wedding ambiance. It’s a really nice way to elevate the room and personalize things to your special day.  Commonly we see initials and wedding dates, I’ve also seen specialized monograms and all of them look great shining on a wall or even the floor!

 

A few things to consider:  

1. Pay attention to the location of the projection, will it be visible to most of the guests? Is it in a WOW location? 
2. Fun places for GOBO Lighting are by the cake table or even by the sweetheart table. The cake table is a fun way to elevate that area and make the cake moment even more special.
3. Think about if you want the lighting during dinner or maybe just during dancing. It is great both times but depending on the design and feel you are going for can really impact when you get those lights on! 

Definition: Picture this: the sun is setting, casting a warm, golden glow over everything, and creating the perfect backdrop… stunning!! The golden hour is that perfect time just before sunset when the light is soft and makes everyone look incredible.  It’s the perfect time for photos with you and your partner. Plus, it adds a touch of romance to the atmosphere, making everything feel even more magical. 

 

Practical Use + Tips: Plan with your photographer to sneak away and get some beautiful pictures! This is also a great moment for you both to sneak away and have a quick moment apart from everyone before all the dancing and fun really begins!

 

A few other items to consider:

1. When making your timeline, make sure you double check what time the sunsets to make sure you plan the right time for those photos!
2. Natural areas are a great backdrop to your photos during golden hour, it makes those natural colors look beautiful with that glow and leaves you and your partner as the perfect focal point.

Definition: When working with a wedding venue, Guarantee refers to the minimum number of guests that you are committing to hosting and paying for, regardless of whether all those guests show up. 

 

Practical Use + Tips: This is one of the most critical elements in wedding planning because it helps determine your final wedding budget. It’s important to estimate your guest count carefully and understand the policies around increasing or decreasing your guarantee.  The guarantee is essentially a way for the venue to ensure that they can meet your needs and that you’re financially committed to a certain number of attendees.

 

A few things to consider: 

1. We do our best to estimate and get you as close to your guest count as possible in the beginning but if you end up with fewer guests than the guarantee, you’ll still need to pay for that original number. 
2. Final guest count numbers are normally due a week or two before the wedding. Even if those numbers change all the way until the day of, you are still responsible for the guarantee amount.
3. Normally when booking your venue there is a clause in the contract stating what your guarantee number is.

Definition: Think of the head table as the VIP spot of your wedding reception! This is where you, your partner, and your wedding party sit together, enjoying the celebration while being front and center. The head table is often beautifully decorated, making it a focal point of the room, and it’s a great way to show appreciation for your wedding party’s support. 

 

Practical Use + Tips: You don’t have to do a traditional straight line head table! There are lots of options out there- consider a round or U-shaped table layout as some alternatives.  These other ideas tend to encourage more conversation among your wedding party and put more focus on everyone connecting and having a great time with each other. 

 

A few other things to consider:

1. The head table is a great place to add personal touches and even incorporate personal elements like photographs, notes or small mementos, that reflect your relationship with the special people at that table.
2. The head table can easily be used as a focal point for the room. You can focus on evaluating the decoration at this table and it can really bring the room together.
3. Consider the type of dinner service you are having when choosing the centerpieces for this table- remember, if it’s family style you’ll want to make sure there is enough room for those platters. 

Definition: Hors d’oeuvres are small, tasty foods served before a meal, often at cocktail parties or receptions. The term comes from the French phrase hors d’œuvre, which literally translates to “outside of work”. I don’t know about you, but I always struggle spelling this word (and I even took French in High School – embarrassing)! 

 

Practical Use & Tips: I recommend a minimum of 3 passed Hors d’oeuvres at cocktail hour. Typically this means one piece per guest (so a total of 3 pieces per guest). 

 

I personally think you get more bang-for-your-buck with passed Hors d’oeuvres as opposed to stationed appetizers for one simple reason. When your guests are standing, the gaze of their eyes is toward the person they are talking to. They aren’t going to see a table of food 30” off the ground unless they are milling about looking for it. Don’t spend money on a table display of food that no one is going to see! 

 

A few other things to consider: 

1. There is a reason they are small! Think about size when making your selection. One-bite is ideal, or if two-to-three bites, make sure it’s not messy when you take multiple bites. 
2. Select a range of options to cover gluten free and vegetarian guests. 
3. I usually recommend one vegetarian option + a mix of proteins (beef, chicken, fish / shrimp).
4. Think about the season. If it’s hot outside, people want lighter options. In the winter, feel free to go heavier.

Definition: When we talk about “in-house” for your wedding, we’re referring to services or amenities provided directly by your venue or planner! Having in-house options simplifies planning and ensures that everything is perfectly coordinated. It’s like having a built-in team of experts who know the venue inside and out, making your big day run seamlessly. Plus, it can often save you time and stress, allowing you to focus on all the fun stuff! 

 

Practical Use + Tips: In-House varies from place to place.  Be sure to ask about what is included in the package—such as tables, chairs, linens, and audio-visual equipment—and any additional costs for items you might need to rent from outside sources. One of the best things about having everything in-house is that the venue staff are typically VERY familiar with the space and have lots of tips and tricks for maximizing the venue’s features.

 

A few other things to consider:

1. You’ll want to make sure you understand the venue’s policies regarding outside vendors. Some venues may require you to only use their preferred vendors, while others may allow more flexibility, it really depends on the venue and can vary drastically. 
2. Look into what services are included, such as catering, bar services, décor, and coordination. This can simplify planning and reduce the need for multiple vendors and really help make the day run even smoother!

Definition: This is the last opportunity for your guests to order alcoholic beverages before the bar service closes. This is typically announced by the DJ/Band about 30 minutes before the bar shuts down. It helps signal to your guests that the open bar or drink service is coming to an end, allowing them time to enjoy one last drink or wrap up their orders.

Practical Use + Tips: Last Call is required at most venues. It’s a great way to make sure that the guest can transition smoothly into the next part of the event, whether that’s the grand exit, a final dance, or an after-party. 

While I know it’s sad to announce the last few minutes of the party, it really helps ensure that the night ends on a high note-without anyone feeling like they’ve been cut off too early or without a chance to grab that one last drink they had been wanting to try! 

A few things to consider: 

1. Last call can vary depending on your venue- some venues require the last call to be announced earlier than the typical 30 minutes. 
2. I always suggest having a drink available for the end of the event- when no more drinks are coming from the bar, it’s nice to have water bottles ready for your guest to grab and take with them!
3. They mean it when they say it- Last Call! Bars are required to stop serving by a specific time and will make no exceptions regardless of who is asking. Have an after party location ready and the bar can help direct them to the rest of the party!

Definition: On-Consumption refers to a type of bar billing structure where you’re charged based on the actual drinks consumed by your guests, rather than a flat fee or a per-person cost. In other words, you pay for what your guests order. 

 

Practical Use + Tips: This type of bar package means you’ll be charged based on the drinks your guests order. Whoever is handling the bar will track the drinks served during your event and charge you for the total amount consumed. This means you won’t be locked into paying for a certain number of drinks or guests, and you’ll only pay for what’s actually poured. Plus, it takes the headache of figuring out how much alcohol you might need. One less thing off your plate!!

 

A few things to consider: 

1. It’s important to consider what time your wedding is occurring, if it’s during the day, you will likely have less drinking. If it’s a late-night-party feel, you will want to plan for more drinks. 
2. Check that contract!  Some bars have a minimum amount of consumption required, and I have also seen some that tack on extra fees if the tab goes over a certain limit. It really just depends on the venue/bar service. 
3. One of the ways I recommend helping control cost is by offering a limited selection of drinks, you don’t need a full bar for your guests to have a great time!

Definition: This is a type of bar service at your wedding reception where all drinks are free for your guests to enjoy, without having to pay for them individually. Essentially, your guests can order cocktails, wine, beer, and non-alcoholic beverages, and the costs for these drinks are covered by you, the couple, or through your wedding budget.

 

Practical Use + Tips: An open bar means that your guests can enjoy drinks without being charged during the celebration. Having an open bar adds to the fun atmosphere of your wedding celebration! 

There are two types of “Open Bar” that we see at weddings.

• Full Open Bar: This includes all types of alcoholic beverages—wine, beer, spirits, and cocktails, plus non-alcoholic options like soda, juices, and water.
• Limited Open Bar: This option might only offer beer, wine, and a selection of signature cocktails, rather than a full range of spirits and mixed drinks.

 

A few things to consider: 

1. You’re covering the cost of the alcohol and drinks for your guests, which means they don’t need to worry about paying for their drinks at all and this option is one of the most popular choices for wedding receptions. 
2. What drinks do you and your guests typically enjoy? There is no need to go all out if your group is a beer and wine kind of crowd!
3. Consider how many hours of drinking there will be and how much your group tends to imbibe. Do you only want beer and wine during cocktail hour? Or consider just doing a signature drink or two during that time instead!

Definition: Pipe and drape is a type of decor that is made up of pipes/poles and drapery fabric. Hence, Pipe and Drape!  This setup is often used to create partitions, backdrops, or can be used to just enhance the overall space.

 

Practical Use + Tips: Pipe and Drape is SO versatile and is a great way to transform a space into what you need.  There are tons of colors, textures and types of drapery and it can be arranged in almost any way to work with your vision. 

 

A few things to consider: 

1. One pipe and drape option is ceiling draping- adding this in a large space can help add warmth or just hide that icky light fixture!
2. Use spotlights! Adding spot lights under or behind the drapes is a great touch and creates such a fun-glowing effect. 
3. Once it’s up, it’s up! There is no moving it after it’s been set up so we want to make sure it works in the space all night. 

 

Definition:  A place card is a personalized card that indicates where each guest should sit. Little touches like this not only help keep the seating organized and keep your guests at the tables they need to go to but also add a little charm to the table. 

 

Practical Use + Tips:  Place cards with plated meals help indicate which meal your guest has chosen.You can get creative with designs that match your wedding theme too —think elegant calligraphy, fun colors, or even playful shapes! There are a ton of ways you can make this small item special and add a personal touch.

Definition: This style of dinner brings a personal and formal feel to the dining experience. Typically this style of dinner is done in courses including a starter, entree and dessert course. Each guest receives a beautiful plate of pre-selected food and the flow is smooth and seamless.  This style is perfect if you are envisioning a more traditional style reception!

 

Practical Use + Tips:  I recommend giving your guest the option of two entrees that they can pre-select when they send in their RSVP’s. 

 

A few other things to consider:

1. Choose a menu that reflects your style while also thinking about dietary needs of your guest, most menus are able to be customized to help make meals Gluten-free and Dairy-free with almost no difference. 
2. Place cards are a great way to let the catering team know what meal option each guest has chosen. Putting those cards on each place setting with your guest name makes the dinner service run smoothly.
3. Sticking to the timeline is important with a plated meal to ensure the meals are as hot and fresh as possible from the kitchen!
4. There is not much wiggle room for last minute meal changes or swaps as the food is all ready.

Definition: Plus-Plus (++) are the additional charges added on top of the quoted price for services. These costs include taxes, service charges, or gratuities. It’s very commonly used in vendor contracts and invoices, especially with venues, catering, and event services.

 

Practical Use + Tips: 

In short, “plus-plus” means the listed price doesn’t include taxes and service charges, and you’ll need to factor in those additional costs when finalizing your wedding budget! Those extra charges can add up quickly. You want to make sure you ask all your vendors for clarity on what is included and what additional fees you’ll need to plan for when reviewing their contracts.

 

A few things to consider: 

1. When you see a quote that says “per person” or “for services” with a “++” after the price, it means that the quoted amount doesn’t include certain additional fees. 
2. Commonly we see there is a service charge added to the total cost. This is typically a percentage of the total cost and may be listed as something like a gratuity fee or administrative fee.
3. These fees are commonly seen in things like catering, rental equipment, and venue services. 

Definition: The processional is the part of your wedding ceremony where the wedding party and the bride walk down the aisle toward the altar. It is the grand entrance and it marks the beginning of your wedding ceremony!

 

Practical Use + Tips: 

A processional usually starts with the entrance of the officiant and sometimes the groom, and then any important family members, followed by the bridal party which includes bridesmaids, groomsmen, flower girls, and ring bearers.  Then, the big moment everyone is waiting for… when the bride makes her entrance. 

The processional is also about the music, the atmosphere, and the overall flow of the ceremony. It is a guideline of who walks when, and to what music.

 

A few things to consider: 

1. Determining the order of your processional beforehand is very important! We don’t want to scramble to figure out who is going where just minutes before the big moment!
2. Music is a big part of the experience, do you want more traditional music like “Here Comes the Bride” or something more unique to you?

Definition: Your rain plan simply put..outlines what will happen if the skies decide to gift us with a little moisture that day. The rain plan is in place so you, your planner and the vendor team are prepared to pivot and can easily adjust the layout without any last minute panic. 

 

Practical Use + Tips: Think of your rain plan as your trusty backup buddy for the big day! We want to be prepared for anything and with an outdoor venue, you have to be! It’s all about being prepared for those unexpected weather surprises, especially if you’re dreaming of that perfect day! The rain plan can mean moving the ceremony indoors, setting up a tent, or having an alternate location ready to go.

 

A few other things to consider: 

1. Timing out your wedding date and the month and season will be the BIGGEST help minimize weather problems. 
2. When picking a venue consider if they have a proper rain plan in place and if you like the venue rain or shine. 
3. Choose decor that can transition easily between outdoor and indoor settings. Try to avoid items that could be damaged by rain.

Definition: This is the opposite of the processional—it’s the moment at the end of your wedding ceremony when you, your new spouse, and the rest of the wedding party walk back down the aisle as newlyweds, officially concluding the ceremony!

 

Practical Use + Tips:

The recessional is typically accompanied by upbeat, celebratory music to match the mood of the moment.  The recessional begins as the two of you, now as a married couple, exit the ceremony space, followed by your bridal party. This marks the start of the celebration!

 

A few things to consider: 

1. Just like the processional, we want to have a plan with you and your bridal party to exit ahead of time. 
2. The music for the recessional is usually upbeat and fun, what songs/music feels celebratory to you?

Definition: It’s as simple as it sounds- Room Flip is the process of transforming a space between the ceremony and the reception, to create a completely different layout. 

 

Practical Use + Tips: It’s rare to do a room flip unless necessary. Some venues such as Brodie Homestead and The Allan House are limited in square footage, and therefore flips are common. 

 

A few things to consider: 

1. Timing, timing, timing! A room flip is typically a lot of moving parts and making sure there is enough time to flip the space and create the beautiful vision is crucial. We typically like to plan for 30 min-1 hour.
2. Room flips can end up needing more than the typical staff count so that it can get done within the timeframe. That may lead to additional cost added from your vendors.
3. Depending on the venue, a flip can be chaotic or noisy. It’s best to have your guests transition to a separate space and keep them busy with great music and a flowing bar! 

Definition: A signature cocktail is a custom drink created specifically for your wedding, often reflecting your personality, tastes, or theme of the celebration. It’s a fun and personal touch that adds something unique to your reception and gives your guests something special to remember!

 

Practical Use + Tips: 

If you’re worried about the cost of an open bar or offering a wide selection of drinks, a signature cocktail can help limit your options while still offering something fun and special. A great combo is one or two signature drinks served alongside beer and wine! 

Signature drinks can help bring a creative element to the bar- one of my favorites is when you can incorporate your last name, dog’s name or honeymoon location into the drink. The “[Last Name] Smash” or the “[Furry Friend] Mojito”.. It’s just another way to personalize this element of your special day! 

 

A few things to consider: 

1. Always another fun element, custom drink stirrers!
2. Passed signature cocktails during cocktail hour is always an enjoyable way to introduce those fun drinks to your guest while also getting most people a cocktail in their hands quickly!
3. It’s a cocktail, the options are ENDLESS!! You can design the cocktail to match your wedding’s theme, colors, or season. I love seeing a refreshing, light drink like a lemon basil martini for a summer wedding, or a warm spiced cider cocktail for a fall wedding. 

Definition: A “sneak peek” typically refers to a preview of your wedding photos quickly after your big day. They are often shared within a few days of the wedding so that you can hold onto those and show your loved ones for the time being until you get the rest of those gorgeous pictures back!

 

Practical Use + Tips: Whether it’s a stunning shot of your first dance or a simple candid moment between you and your partner, these previews capture the essence of your celebration and build the anticipation for the full album. Let’s make sure you get those beautiful sneak peeks that’ll have everyone buzzing about your unforgettable day.

 

A few other things to consider: 

1.  Discuss those specific moments or details you want captured in the sneak peek with your photographer. 
2. Share your must-have shots, like the first look, emotional reactions, or anything unique you want to see first.

Definition: Stationed Dinner is one of the other four common dinner service styles.  A stationed dinner is all about interactive dining, it’s a fun vibe and encourages a lot of mingling. I like to  think of it as an extended and even better cocktail hour! Stationed Dinner style is where beautiful food displays are set up at various places around the venue, offering a variety of foods from a taco bar to oyster station and everything in between. This style takes the decision making off your plate and gives your guest the opportunity to build their own meal.

 

Practical Use + Tips: I usually recommend a minimum of three stations, this way your guest can spread out around the reception space and say “hi” to a friend or dance along the way! If all the stations are too close the lines can get long and they will start to move as one line and practically turn into a buffet.

 

A few other things to consider:

1. Because this is an interactive style meal, keep in mind that your guest will need to be moving around and grabbing food on their own. Keeping the stations in the same room helps with flow and ensures your guests see each station. 
2. This style of service uses a lot of flatware- you will want to plan for extra plates and forks for each station. 
3. Making sure there is clear signage at each station helps with those dietary restrictions. 
4. Stations usually offer some kind of “build your own” component which makes it easier for guests to pick and choose what they want, again helping with those dietary restrictions! 

Definition: A sweetheart table is a special table at your wedding where you and your partner sit together, away from the larger guest tables. It’s an intimate space that allows you to enjoy each other’s company while still being part of the celebration. 

 

Practical Use & Tips: Picture a cozy, romantic setting just for the two of you! It’s a perfect spot to sit together for dinner and enjoy the toasts or just those sweet moments of laughter together. Your sweetheart table is all about YOU and what you both want to make it special- its a charming focal point that reflects you and gives you a moment to be together during all of the fun. 

 

A few things to consider: 

1. Choose a focal point and position your sweetheart table in a place that stands out. My favorites are in front of the dance floor or near a beautiful backdrop.
2. It’s always fun when you can incorporate things that reflect your personality or relationship. Some fun ideas are framed photos, favorite flowers, or unique centerpieces just for your table. This will make the table feel even more special.