How to reserve your wedding block

May 8, 2015 / no comments

What is a room block? A room block is when you reserve and set aside a number of rooms at a hotel for your out of town guests. We recommend setting aside a block rooms if at least 20% of your guests are coming from out of town. This is a huge help to your guests especially if you book the rooms at the hotel that you are having the wedding at or something near the wedding venue (ideally walking distance).

Why will your guests thank you? 

– It will ease of all the transportation issues

-Some of your guests may not know the area well and will appreciate you looking into hotels for them

-You will be able to have all your guests in one location, this will give them the opportunity to meet and become acquainted with other wedding guests

Le Chateau Laurier wedding

Things to keep in mind when choosing a hotel for your guests:

– Location is major factor to consider when booking your hotel. As we mentioned above, try to book something near your wedding location or within walking distance. Also choose something near attractions and restaurants to give your guests something to do. Ottawa is known for its many attractions, check out this link with the top 10 things to do in Ottawa!

-Price is definitely the next thing to consider. Book rooms with different room types to give your guests a variety. Family or friends sharing rooms will mostly likely want rooms with double beds or pull out couches.  Make sure the price point ranges in categories in order to give more options.

-Room types- As we just mentioned, ensure you get different room types to suit all your guests needs. You can get single rooms, rooms with double beds, suites, handicap accessible rooms, adjoining rooms. Please remember that a hotel will not always guarantee this but will try to accommodate this as much as possible.

Ottawa Hotels

Extra services and Freebies:

Most hotels may provide extra services if you block rooms with them. Make sure to ask your hotel. 

  • SHUTTLE SERVICE- Make sure its complimentary 
  • FREE ROOMS- Bridal suites are usually provided to the bride and groom, especially if the wedding is at the hotel itself. If not, most hotels will provide free rooms for every 10 rooms or 20 rooms booked. Find out and use this to your advantage. 
  • BREAKFAST AND PARKING- Find out if your hotel offers complimentary breakfast and free parking for your guests. This is a bonus if they do. 
  • BRIDAL SUITE- Some hotels may offer a bridal suite for the bride and the bridesmaids to get ready in. Find out if this is available to you, and how early you can check in.

Bridal suite

Photo credit: Acorn to Oak Photography

Time to book that block

If you are in a large city with lots of hotels around the area you normally would not rush to book the space. We recommend booking your room as soon as you have booked your venue. If your wedding venue or event is located at the hotel, they would normally book the rooms at the same time as you booked your wedding venue.

A city that is as busy as Ottawa, we definitely recommend booking in advance to secure your spot.

Contracts 

– Read through the contracts carefully. Some hotels may require your guests to call in to book the rooms themselves under the block. If a room is not picked up, they will release this at no extra charge. Others will have you be responsible for any rooms that were not picked up. A majority of the hotels will hold the spot up to 30 days prior to the wedding and release the rest. In this case you would not be responsible for rooms that were not picked up. READ THE CONTRACT.

Questions to ask before booking

  • How many rooms can your facility accommodate- for those with large numbers
  • What is the wedding group rate including taxes and fees?
  • Is parking included? If not how much is it? -you need to let your guests know
  • What time is check-in?  What are your policies about early check-in? (Remember this is never guaranteed)
  • What time is check-out?- For those that may want a late check out.
  • Do you offer a courtesy block? What is the maximum number of rooms?
  • If we need additional rooms, can we add to the block? What are the fees associated with this? Can I get it at the same rate?
  • What would the cut-off be for adding rooms?
  • What sort of amenities come standard (shuttles, breakfast, internet, gym etc?
  • Is there a bar and restaurant onsite? What are the hours of operation
  • Is there a minimum stay requirement?
  • Do you have facilities to host pre- or post-wedding events onsite?

Welcome baskets for the guests

Wedding party

What to include in the bags:

 A list of things for the guests to do while in town

-Some snacks, especially after a long flight

-A nice souvenir for the couples to remember the city by

-A nice beverage (Does not need to be an alcoholic beverage)

-A thank you note  

Hope you enjoyed all the information

Cheers!
RSVP Events | Ottawa Corporate & Event Planners
c: (613) 219-3552

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DESTINATION WEDDING IN OTTAWA

5 Alternative to a Candy or Dessert Bar

May 6, 2015 / no comments

The most popular wedding trends are still the candy or dessert tables. They are a perfect way to add the extra needed decor to your wedding reception and they also double as guest gift favours. Depending on how well they are styled and presented, they act as a focal point as well as an entertainment factor to your wedding guests. Candy and desserts stations are not the only options available for your guests. Here are a few of our favourite alternative options.

1. Ice cream or Frozen Yogurt Bar- Perfect for a really hot summer wedding!

ice-cream-bar

2. Cookie Bar – Love this vintage, garden themed cookie bar!

Cookie bar

3. The popcorn bar- Have separate jars with different flavours for guests to help themselves too.

Popcorn Bar

4. Coffee/Tea station- Are you a coffee lover? Serve some of your favourite coffees or teas at your wedding! Perfect for winter weddings!

Coffee station

5. The Champagne bar

The Champagne bar

Source: Icecream- Via Eat Drink chic/ Cookie Bar via- Katelyn James Photography/ Popcorn station-Blog Lovin/ Coffee station- Via Wedding Wire / Champagne bar-Via Wedding chic

The options are endless. Just ensure you stick to your wedding theme! What will you be serving your guests this wedding season?

Cheers!
RSVP Events | Ottawa Corporate & Event Planners
c: (613) 219-3552

Wedding App made easy

April 21, 2015 / no comments

Our number one app for the wedding season this year is “Appy Couple“! Are you thinking of having a website for your wedding to keep your guests informed? Appy Couple is the perfect app for any couple. It’s an app and website all in one and it is easy to use.

This app is great for informing your guests about wedding details such as your gift registry. You can also gather all your RSVPs in one place; you get notifications sent to your iPhone as soon as someone RSVPs. Cool? You can also make your playlist and share all your fun stories about the wedding party.

You can customize it all to fit your style. Some of our favourite looks below:

Appy Couple

 

APPY COUPLE 6

appy 2

Share your wedding details, organize your guest list and share photos all in one App. Creating the website on Appy couple is extremely simple. It can be accessed on the go on your phone and tablets and definitely on a computer.

Go ahead and give it a try today! Leave a comment below to tell us how you liked it.

Cheers!
RSVP Events | Ottawa Corporate & Event Planners
c: (613) 219-3552

GIVING YOUR TABLE SETTING THE WOW FACTOR

July 29, 2014 / no comments

CORPORATE MONDAYS: GIVING YOUR TABLE SETTING THE WOW FACTOR

Planning a wedding, fundraiser or a corporate event? We believe having a table setting that stands out is just as important as the the dishes that are served at your event.  Personalizing your table setting to reflect something about the event theme you are having or the season makes it all the more unique.

Wedding in a box

In the last few years, tablescapes have become very popular among those planning events. Not only does the table decor helps to determine a theme, it creates great experience for your guests depending on what your theme is. A well decorated table helps to capture the ambiance you are trying to set for the event.

Where do the majority of the guests spend their time during an event? The table. It is then safe to believe that this is the most important places in an event. It takes a lot more to setting any table than knowing where to place a knife and fork. It requires great imagination and a creative touch to turn a simple table into a place that will serve that elegant meal. The size and shape of a table also plays an important role in making sure your guests are comfortable. Rectangular tables are known to encourage conversations on a table where as round tables makes you talk to only those sitting beside you.

TABLESCAPE 6

How to have a great table setting:

– Determine the type of event you are having

-Determine the event theme

-Collect items and pieces that are directly related to the theme to create and determine the decor. These items could be the type of linens you would like to use, items to create a centrepiece or to make an arrangement.

-The items do not need to match but they must be able to complement and enhance the look and theme that you picked.

PS using bold patterns and prints are known to create powerful statement.

A great tablescapes  should be functional enough but must also help enhance the overall look of your event decor. Avoid clutter, but keep it layered. Adding different heights to the setting will give it that unique look. Different shaped centrepieces with varying heights, a mix of linens (bold, patterned, textured), to making it fun and unique are the some of the different ways you can add layers.

Source: Mitch Lenet WeddingsMichelle Barbeau Photography

Contact us today to plan your next event!

Cheers!
RSVP Events | Ottawa Corporate Event Planners
c: (613) 807-7787

READ: BACK UP PLAN FOR ANY EVENT

Back up plan for your event

July 19, 2014 / no comments

Corporate Mondays: Have a back plan for your event

Ottawa Corporate Planners

Chances are that something might go wrong at your event. Are you prepared for this? Do you have a back up plan? At RSVP, we are all about looking ahead and planning in advance. The first step is to meet with the client and come up with the most solid plan for the event. We then sit down with our team and come up with a secondary plan in case something does go wrong with the first plan. A few things that might go wrong at any event: Hosting an out door event- it starts to rain, an entertainer cancelling last minute, transportation not showing up and even a power outage!

Ottawa event Planners

Dealing with the problems at hand fast and efficiently tells you a lot about how prepared you were in case of an emergency. Having back up equipment is a good plan in case that microphone, laptop or projector stops working. What if that photographer does not show up? Having an extensive vendors data base, as well as  great vendor relationships is  huge  when you pick up that phone to ask for the favour. A site tour with the venue is always a must. Ask the venue about solutions and steps they have taken in the past to solve problems as they arise.

Event planning Ottawa

Do you have a back plan for your event?

At RSVP we always prepare a risk management plan in advance to ensure that your event runs smoothly.  If you would like to learn more about us, our planning process, and how we might assist you to make your next event a hit,contact us today

Contact us today to plan your next event!

Photo source: Love & Laughter Photography

Cheers!
RSVP Events | Ottawa Corporate Event Planners
c: (613) 807-7787

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Can you afford to hire an RSVP Event Specialist

July 4, 2014 / no comments

Can you afford to hire an RSVP Event Specialist

Ottawa Wedding planner

Source: Black Lamb photography 

 It is often believed that only brides with massive budgets and a huge guest list can afford wedding planners. Yes weddings are expensive and yes as wedding planners, we need to make a living. RSVP prides itself in charging market related prices and being transparent about all the costs involved in planning an event. As certified event specialists with WPIC and ABC, we do not pay or charge commission from suppliers, or even mark up other suppliers’ invoices. We work by charging a set of fees for our services. Our clients always know what our fees are from the very beginning. We have no hidden costs.

As a bride, this is your first time planning a large event so how can you possibly know the prices involved in planning events? A realistic budget is a key to successful wedding. We usually ask our brides what budgets they are working with.  Some of our bride have an idea of what they would like to spend and others have no clue.  What to expect when you come in for a consultation with an RSVP Event specialist:

  • We will start by going over all costs involved in planning a wedding, so you will have an idea with what to expect
  • We will make recommendations and provide you with a budget that works for you.
  • We know a few good ways which will help your budget go further. As planners, we have the knowledge and connections with the best suppliers in Ottawa.
  •  It is in our best interest to make YOUR budget work, provided it is a budget that is based on current pricing structures and that is reasonable.So many factors play a major role one what your budget could be
  • We understand that every couple is different and the budget for one might not work for the next one
  • RSVP event specialists work hard at researching and matching up couples with the best suppliers who can accommodate your budget

At RSVP we are known to be creative in finding ways to make your wedding memorable, unique and special for each of our individual clients. We have a great selection of resources at our disposal to make your wedding stand out.  One of the many awesome examples, is our remarkable decor stock which adds value to all our clients packages; on a budget and for those who are can afford to splurge. We are big believers of the fact that every bride needs to be educated on all the costs involved in planning a wedding from the beginning stage to avoid unnecessary surprises down the line. No matter the budget, the client should always pay market related prices.

RSVP has designed different wedding packages to accommodate the needs of our brides. Coming to us earlier on, you will be able to avoid stressful and often frustrating quotation obtaining stage, as we will do all of that for you.Get a copy of our wedding package here

Do you think you can afford a planner?  Now you can find out. Send us an email or call us and we will make an appointment at our offices to discuss your wedding requirements.

Contact us today to plan your next event!

Cheers!
RSVP Events | Ottawa Wedding Planner
c: (613) 807-7787

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Destination Wedding Ottawa

May 16, 2014 / no comments

Destination Wedding- Ottawa is a great place

Ottawa wedding

If you’re thinking of having a destination wedding, why not get married in Ottawa,  Canada’s nation capital?  With its beautiful heritage buildings, landmarks and friendly people why not turn the whole experience into a great holiday gateway for all your guests? RSVP Events has partnered with countless venues for you to choose from to ensure your wedding day is a memorable event.

Destination weddings can be overwhelming at times, especially if you have no idea how to get started with the planning. The distance, the time difference and other factors can make it difficult to plan a wedding from afar. Don’t get us wrong, it can also be a very exciting thing, a spontaneous move and a truly romantic experience if you know exactly what you want. Your guests will have the time of their lives with the different events offered around the city. Join us in the summer around July and enjoy a true Canada day celebration downtown with fireworks or have a winter wonderland wedding and take advantage of the moment to skate on the Rideau Canal. Anything goes here. Let the team at RSVP help you plan a wedding of your dreams by adding a true Canadian feel to it.

With our all-inclusive wedding package, “My Wedding in a Box”, you can rest assured that you will be well taken care of. This package is designed to offer all the major elements of planning a high-end wedding at an affordable price with no hassle giving you more time to enjoy your visit in Ottawa and to also entertain your out of town guests.

Whether you are looking at having a rustic wedding in one of our partnered venues, Orchardview wedding & conference centre or prefer to have an amazing evening with the view of the City, Ottawa Marriott offers a 360 degree view of the capital. Whatever way you wish to go “My Wedding in a Box” will make this possible.

The package includes venue and food for your guests, wedding photography for your wedding day,wedding limo for the bridal party, wedding cake, wedding decoration, hair and make up for the bride, wedding DJ, floral and a fully certified wedding planner to take care of all the details.

This is truly a one stop shop approach to all your major wedding needs. We would be happy to set up an in person appointment should you be in town or a Skype session if your are planning from afar.

Your one stop shop approach to all your major wedding needs at a fraction the price without relinquishing the beauty and quality of your dream wedding. 

Contact our Event Specialists today

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VENUE COORDINATOR VS. EVENT/WEDDING COORDINATOR

February 21, 2014 / no comments

Venue coordinator vs. event/wedding coordinator

Ottawa wedding planner

How many times have we heard a bride tell us “we do not need an event coordinator, our venue provides one”? Do they really provide one?

A venue coordinator works for the venue whereas the event coordinator works for YOU and has YOUR best interest at heart. A venue coordinator has the venue’s best interest at heart! A few venues might offer these services which is fine, just get more information on what their duties will be.  You need someone to take you to your cake tasting and to take you to the decorator so you can work on your wedding vision or even go pick up all your decor from your house the night before the wedding. A venue coordinator will not do this.

Both the wedding coordinator and your event coordinator are very important in ensuring your wedding day runs according to plan, but they play very different roles.

A venue coordinator will:

– create a floor plan
– create a menu, and attend the tasting
– set out décor items you brought the night before- Must check to see if they will. Some wont!
– ensure a grand entrance into the reception room
-attend a site visit to show you around the venue
-collect your first deposit, and final deposit
-staff your event accordingly
-will also make sure that your food comes out at the time you requested and provide your final bill

Wedding Coordinator will:
– Gather up all the vendors that will make your wedding run as smoothly as possible
-Ensure the vendors chosen work within your budget
-Attend visits with you to all the vendors as required
-Work on your wedding vision
-assemble a master timeline and ensure it is carried out
– reviews contracts, ensure contracts are carried out
– have contracts on hand and previous emails to back up what vendors have said they will do for you
– ensure vendors/VIPs arrive and know what to do
– direct & assist guests at the ceremony and reception
– ensure that your best man has the rings that the marriage certificate is in place
– work with you to set up your rehearsal, direct if necessary
– create a seamless wedding by being the liaison between family/cake/dj/photographer/other vendors
– line up and cue the bridal party & musicians
– attend to any needs of the bride & bridal party
– set out any personal items (guestbook, flowers, escort cards, etc.) at the reception & ceremony and then collect any personal items
-ensure all the vendors have been paid out

They are a great resource of knowledge, a sounding board for decisions, a mediator, a therapist, and a stress reducer to name a few!

A wedding planner is there to help YOU design your big day and ensure that YOUR big day is everything you dreamed and more!

For more information on our wedding planning & coordination services, CONTACT US!

Happy Planning! Contact us for more details.

Cheers!
Della & Divine | Ottawa Wedding Planner
RSVP Events 
c: (613) 807-7787

5 Reasons to Hire a Professional Vendor for your Wedding

June 14, 2013 / no comments

FRIDAY TIPS: 5 Reasons to Hire a Professional Vendor for your Wedding

Time and time again, we hear couples saying “I have a friend that can DJ for us”, or “I have someone from my workplace that is trying to be a photographer and we have seen what she can do. We will ask her to take photos on the day”. Does this photographer have the proper lighting equipment?  Will they spend hours editing your photos? What if that DJ plays the wrong song while you are walking down the aisle? Too late!

We have several reasons why we recommend hiring a professional for any event. Here are our top reasons:

Ottawa wedding planner

Newly Weds

1. Guarantee: With a professional vendor, you will get the guarantee of not only having the vendor show up for your wedding day, but they would also be delivering great service or products. If your friend suddenly becomes ill or is unable to attend your event due to personal reasons, what will you do? I have seen guests RSVP for a wedding, and suddenly something happens the day before or on the day and they can not make it. Most professionals have back up plans which are normally outlined on your contract. Don’t take a risk!

2. Peace of Mind: You will get the peace of mind knowing that everything will be taken care of on the day. This should give you a chance to relax and just enjoy the day. It will go by so fast, why not enjoy it. Remember why you are getting married in the first place. With the right team of vendors you can rest assured the cake will arrive on time, the right flowers will get delivered and that you will get quality service.

Ottawa wedding cake

Inspiration Cake

3. Knowledgeable:  The right team will know exactly what to do should a crisis arise. If one of your vendors does not show up, a wedding planner will be able to find a replacement because of the large network they have. A professional will also have a detailed time line that will outline the step by step plan of the day. This will ensure a smooth day.

4. Friendship: Say you didn’t like the work your friends produced or the DJ played the wrong song for your first dance. Its now after the wedding and you are not sure how to approach them because you are too upset or just do not want to hurt their feelings. You do not want to make the friendship you hold with your friend seem awkward. Avoid this by hiring a certified professional.

Ottawa wedding planner

Inspiration Flower

5. Enjoy your wedding: Let your friends enjoy your wedding too. The reasons you invite someone to your wedding is to share the special day with them. Relax and enjoy the day with those that you love.

Happy Planning.

5 Common Budget Questions

June 3, 2013 / no comments

5 Common Budget Questions

Save money for your wedding

Source: Photo

Here are a list of 5 common questions most couples tend to ask in regards to their Wedding. 

1. My Parents and future in-laws wish to contribute to the wedding financially. Do they have the rights to say how I spend the money they give me? 

The answer is yes. Most parents will decide not to say anything but others will want to be involved. Here are a few tips to work with  and guide them through the process. This will also reduce any tension during the planning process should you have any disagreement. If your parents are paying for the entire wedding, provide them with a list of your top 2 vendors in each category. Include all the pros and cons of each vendor so they have a better understanding to why you are choosing them (this should include quotes, the style of wedding that you prefer, what is included in each vendor package and which items are not included.) This will make them feel included in the decision making. 

If your parents are providing a set amount, lets say $5000.00, please thank them and ask them where they would like you to spend this money. This will also make them feel as though they were involved in the decision making. 

2. What if my family members do not come through with the finances that we were promised? 

We suggest asking for the money when you are ready to make a purchase. You can also have your parents send the money directly to the vendors if this will make it comfortable for them. You can also let them know that you have started the wedding planning and budgeting process and would like to know when to expect their part of the checks for deposits. Always have a back up plan in case your parents finances change and they are unable to come through. Things do happen. If you were really counting on their help and they are not able to provide, be prepared to change your wedding vision to meet your new budget. 

3. How can I avoid going over budget? 

We highly recommend hiring an event planner as they have great relationships with vendors that can save you a lot of money. Keep track of everything you are spending. This can quickly add up. The number of guests you have at your wedding can affect how much you spend. Look out for hidden fees or fees that you were not aware of, as this may not have been included in your budget (Tips, gratuities, taxes, etc) 

4. Is it okay to negotiate a price or ask vendors for discounts? 

You can always try. Some vendors do run specials in the low season, take advantage of this. Always tell your vendors what your budget is! They may be able to customize a package that works within your budget. Some vendors may not necessarily reduce the price or give a discount, but they may be able to add value. For example, a Photographer may include a $250.00 engagement shoot with a purchase of a full photography package worth $2500.00.  

5. What is the Most expensive time of the year to get married? 

Summer is the most expensive time, with weddings taking place between May and October. Lots of Brides are competing for venues and vendors around this time. Still want to have a summer wedding? Opt to have your wedding on a Thursday, Friday evening or a Sunday. 

Happy Planning! 

Contact us today to plan your next event!

Cheers!
RSVP Events | Ottawa Wedding Planner
c: (613) 807-7787

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