Crystal Blue Planning Tips :: Why you should hire a coordinator, Part 2

As promised, here are some real life experiences that have happened during weddings–some I was working on and some others as well.  All I can say is thank goodness the coordinators were there as each and every one of these crisis’s were handled without the couple (or guests) even knowing they occurred (or having to worry about them)!

::  Catering staff ALMOST served several meals to individuals who were allergic to the sauce on the meal.  Yes, they had been briefed on who was allergic to what and where they were sitting but it fell through the cracks.  The coordinator caught this before the meals were served and the caterer corrected without anyone knowing!

::  Strong winds came out of no where and knocked down the wedding canopy just before the ceremony was about to start.  The coordinator and her crew rectified this before the bride walked down the aisle!  She never knew it happened!

::  The DJ was stuck in serious traffic as roads had been closed for a parade that day and he was unaware.  So coordinator became the backup DJ until he arrived.

::  The groom (and best man) forgot the rings.  It would have taken someone over an hour to get them and get back so thinking quickly, the coordinator borrowed rings from a close family member and that is what was used in the ceremony. 

::  The restaurant was about to bring out the wrong cake.  Completely wrong.  You should know, the couple had designed their entire day around the cake design with a color palatte of red, black and ivory.  When the coordinator checked on the cake before it came out, it was white with blue and purple flowers.  Thankfully this could be fixed immediately and no one was the wiser.

::  Wedding crashers (yes, they are real and no, it wasn’t Vince Vaughn).  The coordinator saw them coming and kicked them out before they could get in.

These are all real life examples.  With all of that said, can you even imagine not having a coordinator and having to deal with it on your own…would you enjoy your day??  I don’t think so.

Did you hire a coordinator?  If so, why and did you find value from that investment?  If you are planning your wedding do you have a coordinator on your team?  We would love to know and hear your stories!

Crystal Blue Planning Tips :: Five reasons why you need a wedding coordinator.

I know I’m not the first one to write about this, but it’s an important topic and I thought I’d share my experiences and first hand knowledge with you. 

First, a wedding planner is different than a wedding coordinator.  There are many professionals who do both, but there are some who just do one or the other.  Make sure you know who is who and what you are getting. 

Second, there should be no such thing as “day of coordination”.  I can’t imagine anything more disastrous than a complete stranger walking in on the day of your wedding and trying to create the masterpiece you have so carefully planned.  You and your coordinator should be meeting at least one month prior to your big day at which point they should be fully involved in the details, plans and process. 

Third, wedding coordination is more than “being organized”.  If I had a penny for every time I’ve heard “I’m organized so I can do it myself” I would be sitting on a beach in the Cayman Islands right now.  Oh wait, I am…scratch that.  I have coordinated weddings, lots of them, and yes, I’m organized but it is so much more than that.  You need to have extreme amounts of patience, be able to troubleshoot in the most stressful of situations, improvise if it comes to that and so much more–I could go on for days about this.  It is more than a pretty three ring binder with all of your notes.

Fourth, who is going to look after things while you are getting ready?  You?  Your best friend?  Your mom?  Not ideal.  Your family and friends who are guests at your wedding should be just that, guests. 

Fifth, the need for a coordinator extends beyond the set up of the ceremony and reception.  Who is going to cue the musician at the exact time?  Who is going to let the catering manager know that things are running late?  Who is going to stay at the end of the night to ensure the vendors breakdown the event?  This is your wedding and you should be able to ENJOY yourself–not be directing traffic all evening.

Come back later for some first hand examples that will convince you to hire a coordinator!!

Cayman Islands Wedding Planning Tip :: Ceremony Set Up

Most couples who come down to the Cayman Islands for their wedding want to get married on the beach.  Of course, who wouldn’t–it’s spectacular!  Always, when talking about the ceremony they describe the white sand beaches with the beautiful crystal blue water as the backdrop.  Sometimes they want to frame that backdrop with a canopy or two tall arrangements at the top of the aisle to add a little somethin’ to the ceremony decor.

This is all awesome and I love every single bit of it.  I honestly think a Cayman Islands beach wedding is one of the most beautiful spots for a wedding in the world.  Call me biased, but I know I’m right!!  I just have one tiny bit of advice for you…when setting up your ceremony whether it be the canopy, the tall arrangements, chairs or simply just where you stand, do not set up with the sun directly behind you.  

Why you ask?  If you angle your set up slightly away from the sun, your photographer is not then competing with the sun in the background and can take some stellar ceremony shots with the sand and water as your backdrop (remember the dream??).  If you have the sun directly behind you, the photographer is limited to how and where he/she can take the photos.

Also, do you want you and your bridal party squinting in every photo?  I didn’t think so…the angle will help with that A LOT. 

Just my two cents!

Planning tips for your Cayman Islands Wedding :: Back up plan

With rainy season upon us I thought I’d re-run an oldie but a goodie…

ALWAYS, ALWAYS, ALWAYS have a back up plan for your outside wedding.  You are in the Caribbean and you really never know what the weather will bring.  Having a backup plan not only helps you relax but it will save you time during your holiday trying to figure out what to do. 

Of course, I know you didn’t choose to get married in Cayman just to have an indoor wedding.  I get that and I agree with you.  Sometimes, however, Mother Nature is not exactly on board and may try to make things interesting.

For every wedding I’ve ever helped plan, I always have a Plan B.   I work with my vendors to figure out when we have to make the decision and once it’s made, everyone knows exactly what to do.  Luckily, I have had very few instances when I have actually had to use Plan B!!  Just knowing a plan is in place takes the stress off of you, your guests and makes the day run smoothly–rain or shine!

Now, I know this post and even the best Plan B will not keep you from checking the weather every day for three months leading up to your wedding.  One website that I’ve found the most accurate is Wind Guru.  You can select specific locations on the island and it breaks the weather down into 3 hour increments.  This is key for a couple of  reasons…

1.  In the Cayman Islands it could be absolutely gorgeous blue skies where you are and downpouring a mile down the road.

2.  During rainy season it does not rain all day every day.  Typically IF it rains it’s for 45 minutes to an hour and that’s it.  Wind Guru will tell you around when that hour is each day and what part of the island will get the rain.

So, I implore you…save yourself the stress, create your Plan B and leave the rest to Mother Nature!

What is your Plan B?

Crystal Blue Planning Tips :: Wedding Tree

I love family trees.  When I was in college I hand painted my sorority’s family tree on a big old sheet.  As a gift to my Mom I had a quilt embroidered with my family’s family tree.   When I saw this, I know I had to share it with you–I just loved it so!!

Instead of a traditional guest book, how about a guest “family” tree!  This is perfect for framing, can be color coordinated to your wedding and just makes a unique (because as we all know, everyone’s thumb print is different!!) keepsake from your day!

You can find this creative gem here.

photo credit ::  Rebecca Davidson Photography

Cayman Islands Wedding Planning Tips :: Cruise Ship weddings

Almost every day thousands of visitors arrive by cruise ship to explore our lovely island.  Many couples take the opportunity to exchange vows on the gorgeous beaches of Cayman before heading off to their next port.  There are a few tips I’ll be giving for Cruise Ship passengers who want to wed in Cayman, but today is about timing. 

When deciding on the time for your ceremony be aware…your boat time may be different from Cayman local time.  Boat time remains on the same time zone throughout your trip, regardless of the time zone you are in.  So, for example, you embark in Miami, your boat time will be on the Eastern time zone throughout.  The Cayman Islands do not practice daylight savings, so for part of the year, we are one hour behind Miami time and therefore, your boat time.   Make sense??

Be sure when speaking with your providers you are all talking the same language and just to be sure, clarify with your cruise ship the time zone they consider “boat time”. 

Any tips you’d like to see or any help you need in your planning?  Comment here and I’ll post it in future Thursday Tips!

Crystal Blue Planning tips :: Choosing your wedding providers

Last week I was asked to write a guest blog post for Wedded Luxe.  I was honored to be asked not only because Deniesha is a colleague but she is also a loyal reader of Crystal Blue Weddings (and you all know, I’ll do just about anything for my readers!!). 

The topic of the blog post was about choosing your wedding providers when you’re planning a destination wedding.   Luckily, for those of you planning your wedding in any of the three Cayman Islands, you can start here by finding only the best wedding providers on our lovely islands (she says with a wink and a smile!) but I also thought you might be interested in reading the post and picking up a few pointers.  You can find it here.

As many of you already know, you are always welcome to email/facebook/tweet/call me with any questions you have.  The team here at Crystal Blue Weddings is here to help guide you in the right direction to help make your Cayman Islands wedding an overwhelming success!!

Enjoy!  Happy Planning!

Cayman Islands Ceremony Venue :: West Bay Beach

Today is the last day in the series of Ceremony Venues.  The past few weeks we have shared with you some public venues that are ideal for ceremonies big and small.  Don’t forget, though, to check out our listing of venue providers for private, exquisite venues for your Cayman Islands Wedding!!

Today’s venue is the West Bay Beach.  Fully “equipped” with a gorgeous beach, a lovely dock, trees and a rustic cabana, this beach has all of the accoutrements not only for a ceremony but for a great photo shoot (and trash the dress if you so choose!!). 

photo credit ::  Rebecca Davidson Photography

Cayman Islands Ceremony Venue :: Governor’s Beach

Welcome to the third in our series of Ceremony Venue locations!  Today we’re talking about Governor’s Beach–a gorgeous, public beach, on a beautiful stretch of the famous Seven Mile!  As the name implies, this piece of white pristine loveliness is located just in front of and next to the Governor’s house. 

While this beach is public and prone to more uninvited guests than a private venue, it is long and large enough to find your own space for your ceremony.  There is no charge for the use of this beach but we do ask that you clean up after yourselves to keep it looking as pristine as you found it!!

photo credit ::  Aaron Rebarchek Photography

Crystal Blue Planning Tips :: Cayman Islands Ceremony Locations

Last week we told you about the lovely intimate Smith’s Cove location and this week we are just headed down the road a tick to the Dart Park. 

This gorgeous park is a public location with a number of different nooks for your ceremony as well as some fantastic spots for your photographs!  A waterfront location, this park has a beautiful lawn as well as a section with theater style seating for larger wedding parties (and for something completely different!).   

Even if you don’t have your ceremony here, stop by for some photos.  There is a really cool table and chairs carved out of a huge tree trunk (think, Alice in Wonderland) as well as a lovely courtyard for a few creative shots!

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