Helpful Hints

7. Tips For Successful Event Coordination

When I talk about an event, I am including Weddings, Birthday parties, Bah Mitzvahs, Baby Showers, Bridal Showers, Retirements, Special Occasion parties, etc.. The common factor in all of these gatherings is the need for well-coordinated planning. An event will usually be comprised of a number of different, but inter-connected stages, such as the invitations, searching for and booking a venue, decor and favors, possibly music and flowers, and booking caterers (and your cake decorator!). To ensure all of these stages pull together on the same day, a plan is needed. Hopefully, these tips will help lessen the stress of planning so you may enjoy the day as much as your guests.

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1) Start with one item or idea and grow from there (i.e., If you absolutely must have a specific flower at the event, take color, texture, mood and shape cues from the flower when deciding on your cake, fabrics, table centerpieces, place settings, favors, and even music). Always keep that first inspiration in mind when planning the other aspects of your event. This will ensure that your initial idea flows (even if it's subtle) throughout every facet of the event, and will create a coherent mood that neither you nor your guests will soon forget. I will keep that special item or idea in mind when designing your cake, and work with you to ensure the design is exactly what you envisioned.

2) Determine the number of guests and who will be invited. This decision will aid in determining all other aspects of your event, such as venue, mood, menu, favors, etc. Once this question is answered, make a detailed list of everything you will need for your event, and begin shopping for potential suppliers. Be sure to ask for references and/or testimonials if the situation calls for it.

3) Order as many items as possible EARLY! Schedules fill up quickly, and internet orders may take up to 6-8 weeks if your item is not in stock. This also gives you a chance to review any invitations ordered and make corrections if necessary. Note: I require a minimum 2-month lead time on large cakes, and a 2-week lead time on smaller or dessert cakes, as do many other bakers. If you will be ordering your cake from me, the sooner your order is placed the better your chances are of reserving your date.

4) Communicate with me and your florist, and anyone else (event planners, restaurant managers, ice sculpture artists, lighting experts, etc.) who may have a final say on the "look" of your centerpiece, and make sure we are able to contact each other. This will avoid any last minute set-up confusion, and will allow all to work together ahead of time to make your centerpiece even more special.

5) Be sure you are able to contact all artists and suppliers involved with your event. Keep a list of these parties and their phone numbers, people you spoke with, dates, deposits made, balances due, etc., on one (easily accessible) sheet of paper or computer document. Contact all people involved approximately 1-2 weeks before your event to ensure all are on track.

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