Destination Weddings:What You Need to Know

Note: The following is reprinted with permission. Contact information for the author, Lynda Barness, is at the end of the article.


A destination wedding… whether it is in the mountains, on the beach, or just anywhere that is a bit far from home… can be both exciting and challenging. Here are ten tips to make a destination wedding stress-free:

1. Put everything in writing. You will want to make sure that everyone is literally on the same page, and documenting what you are expecting is one way to make sure this happens. This is particularly important if you are dealing with a venue that is in a place where English is not the only language. You want to be sure that your messages have been conveyed and understood. And, if possible, know some rudimentary words if you are in a place with a foreign language. (This really helps!)

2. Check all room reservations and their locations. Does a child have to have a room near a parent’s? Are there adjoining rooms? Will the hotel deliver welcome bags to guests, and is there a charge for this service?

3. Know your guests’ limitations. What about access for those with physical disabilities? Remember that foreign countries may not have the same requirements for ramps and other means of assistance that you may find in the US. Let the venue know of your guests’ needs, in room assignments, transportation, and any other situation.

4. Know exactly where to find a doctor, where the doctor’s office is located, what the hours are, and what the costs and means of payment may be. You do not want to wait until there is a mishap to figure this out. Investigate ahead of time!

5. Carry as much as possible with you if you are traveling by air. You will not want to pay mailing or import costs, for example, on gift bags for hotel guests. Check with the airline ahead of time if you have questions. And this includes traveling with a wedding gown.
6. Don’t be afraid to ask for what you want. If you need a golf cart to help you get around at a resort or need help from the hotel staff to assist in decorating tables, just ask. You may be surprised at the willingness of others to assist.

7. Make sure you have a back-up plan for rain. And for everything else! Think about “what if.”

8. Take a moment to think about climate conditions. If you are going to a warm climate, remember that you may also be in (very cold) air conditioning, and plan accordingly. Think about sun screen, bottled water, and a sweater. And if you are going to a cold climate, think about layers. Conditions vary, and you want to be prepared without overloading suitcases.

9. Carry an emergency kit. Have your hotel/resort’s phone number on your speed dial or at least in your address book. Hire a wedding coordinator at home and, if possible, bring that coordinator to the wedding. If possible, bring your own team of wedding consultants, photographers, and videographers. All of these may be available at your hotel/resort, but you will find that the coordination will be smoother if you have your own team in place.

10. Do whatever you can to have a non-stop flight or at least one where you don’t have to change planes, gates, or terminals. It is not fun to miss a connection due to weather (think about the groom’s children ending up in Detroit instead of Cancun) or the airlines (think about sitting on the tarmac in Atlanta because there is no gate available to de-plane, and thus missing the connecting flight home).

And… enjoy!

Lynda Barness
I DO Wedding Consulting
PO Box 22450
Philadelphia, PA 19110
215-262-8188
www.idoplan.com
lynda@idoplan.com

Bridal Consultants Conference

This week, I’ve been in Orlando, representing The 4EVER Group in the annual conference of the Association of Bridal Consultants. This is the third time that I’ve been a part of the conference, and the first time since 2003. With about 400 consultants attending, it’s a great show.

I was included in much of the agenda, along with having a booth at their trade show. They do feed the attendees quite well, I’ll give them that. The conference was also held at the Wyndham Orlando Resort, which is where we’re holding our own conference in January. That made it a great opportunity to see what the hotel was like, in action.

Because I’ve been involved with the ABC for so long, I knew quite a few attendees. The 4EVER Group had a couple of different DVD’s to share with the consultants, aimed at promoting professional videography. A couple of hundred DVD’s got distributed during the show. I also made new contacts, which will help move the relationship, and our two trades, forward.

Like most conferences, this was a whirlwind affair. I left home about 5am on Sunday, because the trade show started at 1pm that day. After the show wrapped for the day, it was time to grab a quick dinner off property, before calling it a night. The trade show ran from 9:30am to 5pm on Monday, with an official breakfast and lunch included. I then had a dinner meeting with a sponsor for our conference, before getting back to email.

Yesterday, I caught the official breakfast before heading off to two other meetings. I got back just as lunch was being served (perfect timing, right?), which led to the roundtable discussion that I hosted. The conference wrapped up with an off-premises dinner event.

So I’m off to two more meetings today, over in the Tampa area. I fly home tonight, shoot a corporate video in NYC tomorrow, and then head off to Iowa on Saturday for a weekend presentation. It’s another full, well-rounded week.

One Wedding, Two Firsts

After nearly 24 years in the video production business, it’s rare that I have the opportunity for one new thing in a day, let alone two. That’s exactly what happened on June 23, with a wedding at the Ritz-Carlton in Philadelphia.

This particular wedding was referred to me by Sheila Corbett, who is a full-service consultant (http://www.elegant-events.net/). Although this was the first wedding where we worked together, I wasn’t counting that fact. This was the first Persian wedding we’d ever recorded, and it was also our first event recorded in High Definition (HD) video.

The photographer (http://www.alwaysandforeverphotography.com/) promised to supply a couple of pictures, and they’ll be posted as soon as I receive them. (UPDATE: They're posted!) It really was a visually interesting wedding, as the bride and groom sat on chairs placed on a riser, with a spread of various items in front of them. Some were clearly non-religious, like the two stuffed animals, and the honey was part of a ritual, where each dipped their little finger in the honey, to share with the other. And with much of the wedding ceremony in Farsi, well, I just hope there was nothing said that we need to bleep out.

Overall, they had a beautiful day. The weather was perfect, so all of their outdoor photography/videography will look great. It turned out that their Persian ceremony was not also a civil wedding, so they scheduled the civil ceremony for earlier that same day. So I guess they were married before they were married.

Oh, yeah, that HD thing. We were using Canon A1 cameras, on loan as part of the Iron Videographer competition. We ran three cameras during the ceremony: manned camera on a tripod at the back, my camera was hand-held at the front of the room, and an unmanned camera facing the bride and groom. As usual, we ran two hand-held cameras during the reception. With only about 60 guests, it was a remarkably fun party. I’ll post a short clip on our main web site (http://www.videoccasion.net/) after we’ve edited the full wedding.

The cameras were fairly easy to use, especially given how thick the manual was. The few adjustments we needed to make (setting the input for external microphones was an important adjustment) were simple changes found in the menu. Both of us had used the camera before, which certainly helped. Still, the cameras offer something like a zillion things that can be adjusted, tweaked, or refined, and it’s easy to make a mistake if you're not careful.

Cheers to Ghazaleh and Jahan, who had a wonderful wedding day.

Wedding Industry Interviews

For some time now, I’ve been the host of podcast interviews that are found at The 4EVER Group web site, www.4EVERGroup.org. Generally, the content has been directed to professional videographers, as we spotlight the personalities is, and tools used by, our industry.

Because of the ridiculous new book about weddings (no plug for her!), we’ve started to branch out with our interviews, and include other wedding industry professional. When I was recently in California, we had the opportunity to do our first non-videographer interview, and that was also our first Vidcast.

I interviewed a wedding planner named Jeannie Savage, and her company is Details Details (www.aboutdetailsdetails.com). She’s a big proponent of professional video, maybe in part because she didn’t have a video at her own wedding. In the interview, she explains about two really crucial moments that happened (an extemporaneous toast from her father was one) that she just can’t remember fully, as her wedding was five years ago. In addition, she realized what a valuable memento the video would have been for her own children.

Anyway, if you want to take a look, please follow this link:
http://www.elysiumproductions.com/jkh/4egvidcast1selfcontained.html