The Guest’s Experience

As the summer comes to a close I am reflecting back on the many wonderful weddings we had the privilege of working on this season. Because I am usually in attendance at the wedding, I am able to gain the perspective of some very important people: the guests. Believe it or not, the guests are often forgotten about on the big day and as a wedding planner it is my job to ensure that the bride and groom are not the only people enjoying the party. There are many little details that can make or break a wedding when it comes to the guests overall experience:



Timing



Have you ever been to a wedding that started late? Most weddings run a few minutes behind as last minute guests trickle in but if your ceremony is running 20 – 30 minutes late, that is going to start a snowball effect on everything else following the ceremony. Photos will probably now take longer than anticipated which means that the food service will be running late which of course means your guests will be waiting to eat. We all know that a well fed guest is a happy guest so do your best to keep everything running on schedule.



Event Flow



A rule of thumb in event planning is to have something happen every 30 minutes to keep your guests entertained. This does not have to mean a grand event every half hour but something should happen to keep everyone on their toes and excited to see what’s coming next.



• Courses of the meal

• A speech or toast

• Cake Cutting

• Garter Toss

• Bouquet Toss



These are all traditional elements of a wedding but if you time them well they can have a much greater impact. You might want to consider mixing the courses of the meal with speeches instead of stacking all of the speeches one after another. Guests will appreciate hearing 1 or 2 speeches at time rather than listen to 7 or 8 in a row. Additionally, remember to keep those slideshows short and sweet. Ten minutes is perfect but anything longer than that might make for some antsy guests. You might also want to consider cutting the cake during the meal when you have everyone’s attention instead of waiting until the end when the guests likely want to go to the washroom or stretch their legs.



Guests Comfort



This might seem like a simple detail but the guests overall comfort is sometimes overlooked. Outdoor ceremonies are beautiful but they certainly come with added considerations. Rain, extreme heat, bugs, easily accessible washrooms and parking are all aspects to consider when planning your ceremony. As a wedding planner it is my job to consider these points and come up with solutions which are sometimes as simple as bringing in heaters, generators or providing water for the guests. An outdoor reception can be an idyllic setting but your friends and family might not be the only guests wanting to enjoy the meal! Keeping bugs away from the meal and your guests is very important.



Sound Systems

This may also seem like a no-brainer but having a proper sound system is essential. There is nothing worse than sitting through a ceremony and straining to hear the “I do’s”. You assume the bride said yes because they kissed at the end but you never actually heard a single word they said! I always make certain to have the proper equipment including lapel microphones, amps, speakers and extra extension chords so the guests can actually hear the main event.



As the summer wedding season comes to a close, I couldn’t be more pleased with the couples I’ve had the privilege of working with. Together we planned one of the most important days of their lives and created cherished memories not only for them but also the friends and family in attendance. The ultimate compliment for a bride and groom is when the guests tell them that their wedding was the best they have ever been to, and nothing pleases me more than to hear that.

Move over Cupcakes …Cake Pops are IN!

The newest phenomenon to hit the wedding favours market is CAKE POPS. These tasty treats are highly customizable to fit any décor theme or flavour. Shaped like a lollipop with the charm of a cupcake, they are sure to have your guests raving.

These treats are perfect as wedding favours for your guests. You can put your monogram on the cake pops… or your initials… or your wedding date… or anything else you come up with. If you can dream it up, it can be whipped up.

And just think of all the possible ways to display them! Use them as table arrangements, wedding favours, or order them as boxed arrangements for thank you gifts. They can be individually wrapped and ready to go or uniquely displayed as part of your wedding décor. Or you can take it one step farther, by having a cake ball cake!



A cake ball cake is easily served and omits that messy cake cutting. They are bite sized so they can easily be shared between bride & groom. As well the WOW factor of tiers of cake balls will have your guests raving even before they have had a taste.

So if you are looking for a unique treat as well as décor element for you and your guests consider cake pops on your special day!

It’s a GIRL!

Besides the fact that my career is planning events, hosting a baby shower for a friend or family member is one of my favourite things! Long go the days of baby shower themes involving storks & giant pink safety pins. Today, showers are all about beautiful & modern ideas from invitations to decor, delicious menus & adorable details. Anything that will make the mother to be feel incredibly special!

In celebration of my beautiful baby daughter, Lucia Tait, born this past February, I have been fortunate enough to be on the other side of the baby shower, as the honoured guest, instead of the event planner. How I LOVE a good party! Friends & family from different circles, all coming together to celebrate a new life!

1. Create a Theme – A baby shower theme can be as simple as picking a favourite color and expanding from there.

2. Send out personalized Invitations – A custom invitation that is specific to the theme of your party will ‘wow’ your guests and start your planning in the right direction.

3. Enhance the space with Decor– Once chosen on a color theme, the decor can show up in a variety of ways to enhance the space you’re in. Work with the space to get the most out of every corner. From linen to flowers and candles to even creatively use the new babies name in a decorative way.

4. Choose a Menu – Foods that are rich and full of life as well as easy to prepare and serve make for the perfect shower menu. That way you’ll spend the most time with your guests instead of in the kitchen. Don’t forget a refreshing cocktail/mocktail to enhance the celebration!

5. Hand out creative Favours – Traditionally a favour is given to each guest to thank them for attending. These can range from edible chocolates, candy or fruit to decorative items such as soaps, candles, or flowers; or even a memorable keepsake such as a photo of the new baby. Favours are not only thoughtful, but can be creatively displayed to provide extra decor for the party.

By following these simple steps your next baby shower will be a beautiful, detailed & fun event that won’t soon be forgotten.



Kimberly Evans
Partner & Director of Special Events

Spring Sprint 2011

When I look at this picture it tells me two things…..one that this little boy has had one very tough year. The other thing it tells me is that Kolbjorn Friggstad at 8 years young is a fighter! I had the great pleasure of working on a very special event called Spring Sprint. Spring Sprint is an event through the Brain Tumour foundation of Canada. The money that is raised from this event is used for Brain Tumour research. I myself am an event planner with RSVP Event Design. Coordinating this event for the past 4 years has meant so much to me. Each year I am  overwhelmed by the generosity, courage and hope that each of the participants and survivors bring to this event. We as a company have coordinated this event for the past 6 years now and are thrilled to see how much the event has grown! Kol Friggstad was chosen as the spokesperson for this event. Here is Little Kol’s Big Story!.......




The middle child of Kirk and Kristen Friggstad, Kolbjorn (Kol) is eight-years old and is the only boy in the family of five children. Busy with piano, voice lessons, and home schooling, this Outlook, Saskatchewan family was unprepared for sudden change to their life when Kol was diagnosed with a brain tumour. Now, one year later, the entire Friggstad family is gearing up for the Saskatoon Spring Sprint to raise funds and awareness for Brain Tumour Foundation of Canada.

In April 2010 Kol was suffering from regular headaches and nausea. Initially Kirk and Kristen thought it could have been food sensitivities, so they began changing diet and looking for patterns. Concerned about the headaches, Kristen took Kol to the doctor but because Kol also had ear and throat infections, that was determined to be the issue. Then on May 25, 2010 the headaches became much worse and just wouldn’t go away.

Then Kirk and Kristen became concerned about dehydration because Kol wasn’t keeping anything in his system. So on the night of Thursday, May 27, 2010, they took him to their local Emergency Room. The doctor sent Kol to Saskatoon right away; they were concerned it was meningitis. Most of that night was spent trying different medications, even morphine at one point, for Kol’s pain and nausea.

A CT scan was scheduled for 8:30 AM and later that morning, the Friggstads learned there was some form of mass in Kol’s brain which was blocking the natural drainage of the ventricles. It was pressure from the build-up of spinal fluid that had been causing the headaches. An MRI followed that afternoon and Kol was immediately scheduled for surgery. It was 36 hours between seeing the doctor at the ER in Outlook and surgery in Saskatoon. The surgery was Saturday morning, May 29. It was the same day of the Saskatoon Spring Sprint in 2010.

A week later, Kirk and Kristen learned the term, Supratentorial Primitive Neuroectodermal Tumour (sPNET). “We were completely shocked when we learned that it was a grade four tumour of a very aggressive form of cancer,” recalls Kristen.

Kol has since had 29 radiation treatments, which began July 7, 2010. Chemotherapy maintenance started in September with 28 day cycles times six, which just finished at the end of February. When asked what he remembers, Kol simple says, “My head really hurt. It’s pretty much all I remember.” He has returned to being an active eight year old where “Reading is my favourite and playing video games,” says Kol. “My life has changed. I’m having a lot more new foods and being careful about what I eat.”

While the ordeal was difficult on the entire family, “There was a lot of support from everybody. My parents cashed in their trip insurance and came home Sunday night,” recalls Kirk who cautions other families in a similar situation to “Not panic. Don’t be afraid to ask for help or accept help from those who offer it, and be willing to learn and do your own research. It’s been quite a learning curve.” One way the family has coped with the journey is by sharing it via their blog: http://kolupdate.blogspot.com/.

While the Friggstads are grateful to friends and family for their support, including with their four girls, Julianna, Mari, Birgitte, and Annika, they are also grateful for the support they received from Brain Tumour Foundation of Canada. “For us it’s really been the handbook and the Saskatoon support group that have been most helpful, and are so important for those dealing with a brain tumour either themselves or with someone in their family. It would be much harder without the types of services Brain Tumour Foundation provides,” explains Kirk. “By the end of the first support group meeting we felt that these were our people and they could identify with what we were facing.”



It was an honour to Celebrate with Kol and the Friggstad family on June 5th at 2011 at the Spring Sprint. With 300 people watching this brave boy gave a wonderful speech filled with laughter, love and courage. Here it is for those of you who would like to have a look! http://youtu.be/aOR6fqK8-K0



See you all next year at Spring Sprint 2012!



Karen Linsley

Event Specialist

Etiquette in the 21st Century

One of my favourite resource books on the shelf in my office is the Emily Post Etiquette book, which I refer to occasionally to ensure I am suggesting the appropriate wording on event invitations and offering insight for appropriate plans for clients on their up-coming events. It is an interesting resource book with very current information on how to communicate and behave appropriately with guests, friends, family and the general public, but it sounds so formal. So it makes me wonder if there is a place in the 21st Century for Emily Post Etiquette Guide.

YOU BET!

The book is cleverly named Etiquette, The Definitive Guide to Manners, which actually makes me giggle when I pick it up to refer my clients to the content, as it seems to be somewhat a book of common sense. But as I look more closely, open the cover and review the content, this book covers topics not only from Everyday Etiquette, Dining, and Celebrations but to Relationships, Being Thoughtful, Communication and Protocol, Teenagers, and You and Your Job. It is a book of helpful hints for us to hone our Emotional Intelligence – how to relate and deal with people appropriately, which I think, is one of the most valuable skills to have.

This book, although commonly used as a resource to assist our clients in wording invitations so to ask for no gifts at their wedding or anniversary, is actually a resource guide on how to behave. How beneficial is a resource book like this when you find yourself in life’s situations? ~ What to do when you forget a person’s name at a dinner party or social function? How to treat the elderly when they get on the bus? How do you talk on your cell phone while respecting those around you and their space? ~

In 2008, I attended an international Event Planners Conference in Atlanta, Georgia, and one of the guest speakers at the conference was Sarah Post, Emily Post’s Granddaughter, who is now part of this Etiquette Empire. During her presentation, it was stunning to hear the questions from the crowd in regards to etiquette around cell phone usage, inter-office emailing, properly wording invitations, creating guest lists for events and parties, communicating negative messages, wearing shoes in the office, etc, etc, etc. Common Sense? You might think so, but these were industry professionals obviously wondering about experiences that had affected them, curious to find the answer from an etiquette guru!

Listening to the eloquence of Sarah’s responses still reminds me that we have to continually work on our personal and professional etiquette. Appropriate social behaviour, or the lack thereof, should be carefully studied and practiced. What a better way to understand one another, show empathy, respect and create caring environments in our workplace, at our events and in our everyday lives.

Etiquette in the 21st Century?? You Bet!!

"Manners are a sensitive awareness of the feelings of others. If you have that awareness, you have good manners, no matter what fork you use."

—Emily Post

Children's Parties

As I begin writing this blog post I am in the midst of prepping for my son’s 7th birthday party. I spent my day off cutting out 75 circles for the custom monogram I created and the number 7 cupcake picks and water bottle keepsakes. Earlier in the day I sat in front of my sewing machine making 30 + soccer ball shaped goody bags, and I realized I was the only one awake at this late hour. I thought to myself, why the heck am I going through all this trouble? Is he even going to remember these details that have started to overtake my every waking thought? This nagging voice creeps into my head…have kids' birthday celebrations gotten too over the top?


Are we putting to much pressure on ourselves to plan, host, and execute the perfect birthday party ?Are there resources out there that can aide us in this inevitable path that today’s parties are leading us poor parents down…YES !

Many people may cringe at the idea of hiring an event planner to aide in the prep for a child’s birthday. These birthday parties that seem too impossible for you to take on or afford are actually a lot closer to being your reality than you think. In a day and age where both parents work outside the home, and kids extracurricular activities have turned into a parent’s 2nd or 3rd job, you have to ask yourself what is your time worth? Wouldn’t it be much more special for you to take part in your child’s celebration then worrying about the clown showing up or where the candles for the cake got placed? These are the simple tasks we as planners take on – from finding the perfect venue to stuffing goody bags and ordering the cake and making sure it makes it to your location with candles included. We take a theme that you have and create those little magical details that make your child’s day special and memorable for them and for you. How many birthday pictures do you have that include everyone BUT you-? As parents we want to do it all but sometimes doing it all means asking or hiring help.

Over the years I found myself planning elaborate parties for my family & friends. As I began my journey into the event planning business, I have had the honour of helping our clients plan and execute grand parties for their children. From turning the Sheratons, Top of the Inn into a 13year olds dream “Dance and Arcade Extravaganza” to bringing the “Cars Speedway” to a four year olds living room. We have helped bring the “Pirates Treasures” to life in honour of a special 3yr old Scallywag, and turn a 6yr olds “Princess Dreams” into a reality. At each of these events many of the parents of the guests say “can we hire you” not realizing that this is exactly what they can do! Many people out there think that event planners are strictly “Wedding Planners” and though we love our weddings, the possibilities are endless to the events we can bring to life.

In our house we made the family rule that the kids either get a present or a party. My daughter, who was turning 4 at the time, chose to have a party. Like her mother she really enjoys a good party and based on the fact that each year she talks about her next birthday party every single day I’m pretty sure that she will make the same choice for the next few years. At two, my 2nd daughter can't yet communicate that decision herself so I make the choice for her. I choose to have a party because I'm quite positive that when she's older she isn't going to remember if I got her a new toy, but she is going to look back at the pictures of her party and see how much love I poured into it. That is my gift to her.

So I hope to see you at your child’s birthday, relaxing and enjoying another year’s milestone. You can sit back with your child, eat cake and watch as they take in the amazement of what has been created for them, by you with a little help from RSVP.

RSVP Event Design Star Awards Winner

Over a week ago, Crystal Anderson, Director of Weddings and myself, Tammy Forrester, Director of Corporate Events headed to Toronto, ON to participate in the Canadian Special Events Conference and Trade Show as an award nominee for a wedding planned by Crystal Anderson in July 2010. It was exciting to think we were in the presence of companies from across Canada all specializing in event planning, design and décor work. As expected, the creative work implemented by so many companies in Canada was inspiring to see.


At the Awards Gala, there were over 30 different categories of event excellence being awarded that night with over 125 firms recognized. Firms from British Columbia to Nova Scotia to the Northwest Territories, all offering a variety of services and décor products to enhance their clients’ event needs. How thrilling – to be seated amongst some of Canada’s top event planning companies and professionals.

The evening was spectacular, the entertainment was wonderful and the night, for us, was unforgettable. After 6+ years in the industry of event planning, design and décor, RSVP Event Design walked away with their first award, ever! The most thrilling part for me was that we were in the presence of other professionals that all understand the heart and soul that we all put into each event we plan, each time. From smaller dinner parties to elaborate corporate events to extravagant weddings, we put ourselves into our clients’ shoes and work on creating events that will truly exceed their expectations. Not always do we hit the mark, but the heart that goes into trying to make each clients’ event truly special is always real!

I love what I do and I love why I do it! As the founder of the company, this magical night reminded me why RSVP Event Design exists and why we continue to help our clients dream beyond their greatest expectations and why we make those dreams reality!