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Casa Interview: Destination Wedding Planner Alison Hotchkiss

CasaSugar — Fri, 17 Apr 2009 08:00:00 -0700

Alison Hotchkiss, the creative director of Alison Events and the author of Destination Wedding Planner, took some time out of her busy wedding planning schedule to offer CasaSugar readers some words of advice on planning their weddings. If you, or a couple you know, are planning a destination wedding, I highly recommend Alison's new book to help lend a guiding hand in your planning process.

CasaSugar: Congratulations on the book! I love the tone and the fun look of this planner.

Alison Hotchkiss: Oh thank you! I thought that the imagery and the lighthearted tone would encourage people to enjoy planning their weddings.

CasaSugar: What was your experience with working with Chronicle Books [the publisher of Alison’s book]?

Alison Hotchkiss: It was fun to work with Chronicle. They were really open to all of my suggestions and it felt like a very collaborative project. It felt really good, and they treated me like family. Chronicle is very supportive. They’re very cool people over there. I feel very happy to have them as my publishing company.

CasaSugar: How did you get started as a destination wedding planner?

Alison Hotchkiss: I’ve been an avid traveler since childhood, and my initial goal was to be a meeting planner, since my understanding was that they could travel all over the world. So a couple years after doing that I fell into the right situation helping with someone doing day-of event wedding planning. I realized there was a need for destination wedding planners; there were only a small number of us. The cover of my book shows the first wedding I planned. The bride on the cover is Emily Nathan, who got married in Kauai. I gave that wedding 150 percent of my energy, and I realized how much I loved it. That was seven years ago. So now, I’ll travel pretty much anywhere, but my specialty is tropical locations or mountainous locations. I love going somewhere new and learning about the place, the culture, and making new friends. It’s a blast.

To hear about some things a couple should consider when planning a destination wedding, read more.

CasaSugar: What would you say are some of the most important points of advice for a bride who’s starting to make decisions about her destination wedding?

Alison Hotchkiss: I think it’s important to narrow it down to one specific area if possible. Often couples will come in and say, “Somewhere in the tropics.” We try to help couples to determine what they really want for their destination wedding, whether they want their weddings to be activity-based, culture-based, etc. We ask couples to sit down and make a list of what the most important things in the wedding are, and then offer help in narrowing it down even further. Oftentimes weather is a consideration; the time of year will narrow the choice by determining what month is best for the location.

If people are on a budget, that cusping month (such as in May/June in Mexico), can save hundreds of dollars on your room rates in June, and the likelihood of a tropical hurricane is much less, though the weather may be sweltering hot. You have to just be flexible.

CasaSugar: What are some of the most fun weddings you’ve planned? What would you say the elements are that are universal?

Alison Hotchkiss: I think the idea of a destination is making it about a long weekend or a holiday for people and less about it being one day. We often find that we turn it into a four-day weekend starting with a fun cocktail reception, and then plan activities for the next day. Instead of rehearsal dinners we’ve had rehearsal barbecues down on the beach, and we’ve done the wedding brunch the morning of the wedding instead of the day after the wedding.

You don’t want to overwhelm your guests and feel as if they have to do everything, but it’s great to have options and have lots of fun things to do and experience and the culture and the local community.

I would say Costa Rica was one of my favorite weddings, and we also did a wedding in Sundance, UT, and those were both really fun. One was centered around surfing, the beach, and the tropics . . . it was a really laid-back group. The other wedding, in Sundance, consisted of people skiing, drinking hot toddies after skiing, and sitting around the fire.

People also have to consider, “Who are your guests?” Be mindful of who your guests are. Are they elderly? Are there kids coming? Do you have teenagers? Have babysitters services available if you need to, and if there are teenagers, find cool teenager things to do, have a movie night. If there are elderly guests, make sure there’s always a chair for them, and have a waiter dedicated to making sure they’re comfortable. I think that people get a little caught up in the planning and forget about all of the people who are attending. You have to remember your audience.

Alison has a lot more advice for brides, so make sure to check back on Monday for the second half of this interview!

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Casa Interview: Destination Wedding Planner Alison Hotchkiss (Part 2)

CasaSugar — Mon, 20 Apr 2009 09:00:47 -0700

Alison Hotchkiss, the creative director of Alison Events and the author of Destination Wedding Planner, has plenty of smart advice on planning destination weddings. If you, or a couple you know, are planning a destination wedding, I highly recommend Alison's new book to lend a guiding hand in your planning process. You can read the first half of the interview here. Alison has more great advice in the second half of this interview.

CasaSugar: When you plan a destination wedding, do you try to use local artisans, caterers, and other services?

Alison Hotchkiss: I definitely try to use as much local support as possible. It’s cost-effective, puts money back into the community, and is a positive way to support the area. I will sometimes hire a local planner to serve as my eyes and ears locally, and then I have someone to help us when we’re there. Especially in smaller beach communities, a lot of negotiations and contracts are over a handshake, not a formal agreement, so it’s important to respect the way that the local community does business.

To see Alison's advice on everything from wedding favors to organizing activities, read more.

CasaSugar: What’s your take on wedding favors? Have there been any that have stood out? Have there been any alternatives that were creative or impressive?

Alison Hotchkiss: One of my favorite favors was from my Costa Rica wedding. All of the guests were given Holga cameras preloaded with film, so everyone was able to take photos throughout the ceremony. There was a big beautiful glass bin where everyone could drop their film and they could reload throughout the evening. At the end of the evening the bride took all of the film, processed it, and put it on the Pictage website, so everyone could see all of the photos that were taken.

Another trend I’ve been seeing is people paying it forward by offsetting people’s carbon footprint for travel. This is often seen on the bottom of the menu or program. Other couples have donated to schools or children’s community shelters. I’ve seen a lot more of that than people purchasing favors. I think it’s a waste of money to do a favor these days when there are so many other things you can put your money towards.

CasaSugar: How do you deal with gifts at a destination wedding?

Alison Hotchkiss: I rarely see gifts at a destination wedding. Most people know to not bring gifts and to ship them in advance. If somebody were to get gifts they’d have to pack them and bring them back. You’d have to arrange for shipping, and oftentimes if you’re staying at a hotel that’s something they can execute for you.

One other great story is that some of my clients, in lieu of wedding gifts, the client included a notecard in the invitation asking everyone in lieu of gifts to “pay it forward” and do something for someone else, be it a family or an organization in their name, and then to write it on the notecard. Then, when people got to the wedding, the guests had the same card that had their name and their table numbers on it, so they replaced the name cards with the pay it forward card, and we had this really awesome display of what people had done to pay it forward. They ranged from deep, meaningful stories to really silly stories, such as “Oh, I paid for the person’s toll behind you,” and someone else said, “I rescued a bird off the side of the road.” That was a really cute idea and a great way to say, Let’s not focus so much on material gifts, and focus more on giving back to the world.

CasaSugar: Once guests get to the destination, have you found a fun way to organize activities? Do you let guests know a schedule beforehand, or spring it on them as a fun surprise? How would you say is the best way to organize this?

Alison Hotchkiss: I’d say the majority of people these days are creating their own wedding websites, which is the best way to communicate all of the information that can happen. It can have directions, wedding activities, local things to do and see, all of that. Or, rather than asking people to sign up beforehand on the web-site you can have people, during the rehearsal dinner, sign up for the following day’s tours. We have used a chalkboard so it was more fun than writing it on a 8.5x11 piece of paper. Different activities we have done are a snorkeling adventure, massage, or horseback riding. It’s nice to not have to determine things so far in advance.

CasaSugar: Given the economic climate right now, if you were going to recommend one area where guests can squeeze their budget, what can be downsized?

Alison Hotchkiss: I’d say music. We always tell people to go with a DJ vs. band, it’s thousands and thousands of dollars for a band. A band can run from $2,000 to $10,000. That’s one area. Another is limiting favors. You can also choose beer and wine instead of an open bar, or limiting the time of the open bar. Pick your battles and consider what’s most important.

Another area is the flowers. Instead of doing flowers, consider using a combination of herbs, flowers, succulents, and fruits. We did a wedding recently in the tropics and cut bougainvillea petals from the local branches and made a carpeted aisle for the ceremony. It was so vibrant and so colorful, and it was free. Use what you have locally.

CasaSugar: What would you have at your destination wedding?

Alison Hotchkiss: All I know is I want it to be somewhere tropical (with good surf), laid back, and I would be totally happy with fish tacos, a DJ, and local beer, Oh and I think I am going to wear a short dress and lose the shoes!

CasaSugar: That sounds excellent.

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Home Away From Home: Wedding Hotel Tips

CasaSugar — Wed, 23 Apr 2008 14:00:57 -0700

For destination weddings, or if you have guests coming from out of town, reserve group blocks at a hotel nearby, and make sure to ask for a discounted wedding rate, which is routine.
Tell your guests to look online for lower hotel rates as well, if a hotel has a lot of vacant rooms (typical during off-season), they may be offering discounts via web reservations.
Reserve blocks at more than one hotel in town, to accommodate different price ranges, from budget to luxury, and families with children, etc. This will also allow you to keep the old folks and youngins away from the up-till-dawn crowd, by simply sending out different hotel details with your invites.
Steer clear of reserving blocks at hotels with "attrition policies," which may charge you for rooms that are not booked.
Under no circumstances should you feel obligated to pay for your guests' accommodations.
Reserve your rooms as soon as possible, as soon as your location and date have been decided. Especially during "wedding season" in popular locales, hotels book up quickly; you wouldn't want your guests to bail simply because there were no hotels to stay in.
If the hotel(s) is far from the reception, and guests will be drinking, rent a shuttle to get your guests home safely when the night is over.
Make out-of-town guests feel at home by putting a welcome basket full of goodies in each hotel room. Check with the hotel to see what toiletries (toothpaste, lotion, etc.) they may not provide, so your guests will have everything they need during their stay.

For more tips, just read more.

If any of your guests are less than cordial with each other, suggest separate hotels for each party to make sure things go smoothly.
Got kids? Hire a professional sitter to hang at the hotel, in case any of the kids lose interest in the reception and need to leave. That way, their parents can enjoy the party.
Book one room in the hotel to be the after-party venue. That way guests can come and go as they please, without getting in the car.
When reserving your hotel, especially in a small town, ask how often they've hosted wedding parties, and make sure they're equipped and staffed for a heavy load.
Having a wedding overseas? Make sure your hotel is furnished with safes for valuables like passports, etc.
Don't get reeled in by wedding packages. You may be able to get a better deal with your hotel than they normally offer, depending on your needs, the time frame, etc. Make sure you read the fine print.
Test out the directions to your hotel before you print them (and include a map); the smallest mistake can cause your whole wedding party to arrive late.
Check out the rooms if you're suggesting rooms at a hotel you've never used before — even budget hotels should be clean and offer the basics.
Book a room in a different hotel than the one your guests will stay in on your wedding night; you'll want your privacy!
Don't freak out too much about the hotel details, your guests will ultimately take care of themselves!

And as always, for all of our wedding coverage, check out IDoSugar.
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What to Bring to an Engagement Party

TresSugar — Mon, 20 Apr 2009 15:30:00 -0700

xlarger" height="400" width="266">So you got invited to an engagement party. Fun! But what should you bring?

First things first: you are almost never required to bring a present to an engagement party. In fact, bringing something too extravagant could be considered poor taste. The couple will get plenty of gifts at the wedding, so you don't want to overdo it at the more informal gathering.

But, if you're like me, you probably want to share your excitement for the couple by offering them a thoughtful gift. Here are some things to keep in mind:

Lighten up: Depending on the couple's sense of humor they may get a chuckle out of a book like Honeymooners Forever: Twelve Step Marriage Survival Guide.
DIY: You could team up with friends to make a photo memory book of good times shared among the couple and your group of friends. Or you could put together a book of well-wishes from the guests and present it to the couple.
Keep it simple: a nice bottle of wine or a fancy box of chocolates shows that you're in the mood to celebrate.
Stick with the planning theme: Planning a Wedding to Remember: The Perfect Wedding Planner would be thoughtful and useful.
Be sincere: A heartfelt card might make the best gift of all.

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Unemployed Ex-Bachelorette's Budget Wedding Planning Tips

SavvySugar — Wed, 15 Apr 2009 06:30:42 -0700

We got to know Jen Schefft back in 2003 when she became engaged to Andrew Firestone as winner of The Bachelor's third season. After they broke up and she appeared on The Bachelorette with another unsuccessful love story, Jen met her soon-to-be husband but was laid-off from her sales job a month after he proposed. Us Weekly got the scoop from the unemployed lady-in-love about how she's planning a low-cost wedding. Here are the highlights.

The details: Instead of renting chairs and linens and ordering a cake from an outside source, they're "going with everything that comes with the venue [an Italian restaurant]," saved money by booking a DJ instead of a band, and isn't worrying about matching ribbons on the programs and invitations. She said, "Even saving $200 is saving $200."

To see more of Jen's tips for keeping costs down, read more.

The head-count: They're keeping the guest list to close friends and family and will end up with about 100 guests.
Saving on attire: Jen said, "You can save a lot on shoes - no one really even sees them . . . The bracelet I'll buy, but it won't be, you know, real pearls." She's also mindful of how much she's spending on the dress and explained, "I'm not going to wear a $20,000, or even a $10,000 dress. I just don't think it's worth it for one day."
Hair and makeup: She's doing her own makeup, and as for hair, she's having the girl who normally cuts her hair style it for the wedding day.

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Richard and Judy's Summer Read 2009

PopSugarUK — Fri, 01 May 2009 05:00:00 -0700

The book list for Richard and Judy's Summer Read has been revealed, with eight titles chosen for the list's sixth selection. Starting on Weds. 13 May, the couple and their celebrity guests will rate and review one book a week on their TV show on Watch. Find out all about the eight titles, and then let me know which you're most excited to read!

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Coming Up With a Wedding Budget, Part III

SavvySugar — Fri, 17 Apr 2009 13:30:17 -0700

Wedding planning might seem like a part-time job, and there's one tool that you might despise using at work but will be your best friend on the road to your big day. Spreadsheets can be a tedious annoyance when used for work purposes, but they're the best way to keep all of your wedding details organized.

Use one for your preliminary guest list and create another one for your budgeting needs. Enter all of the spending categories you can think of and then get to work. To see some tips on what to consider while creating your budget, read more.

The venue, food, and drinks are typically the categories where couples spend the most. However, because everyone has different priorities and the cost of weddings varies geographically, there's no standard percentages to use as guides. Determine if there are certain compromises you're unwilling to make and go from there. For example, if you're set on having a live band rather than a DJ, you may have to cut costs in other areas to stay on budget.

Use online resources and talk to friends who have been there and done that to get a feel for how much certain things will cost. Once you have an idea about the cost of the biggest-ticket items, you can begin allocating your funds as accurately as possible. Continue updating your spreadsheet as you book vendors so there's always a clear picture of your budget.

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You Asked: Am I Being Bridezilla?

DearSugar — Fri, 25 Jul 2008 06:00:00 -0700

Dear Sugar,

I recently got engaged, and my fiancé and I are planning a small destination wedding. We both come from fairly large families and them alone is already 50 guests, which leaves very little room for friends.

I am curious to see what the general opinion is about having a small destination wedding (50 or so) and then having another party, say in my hometown, where all of our family, friends, and extended family could attend. I know a destination wedding might be too pricey for some of our guests so I want to be able to accommodate everyone. I know etiquette dictates that if you invite someone to an engagement party or shower you should also invite them to the wedding, but is asking certain guests to attend one wedding and not the other in poor taste? And is asking other guests to attend both selfish? I don't want to be looked at as a Bridezilla! - Planning My Wedding Miranda

To see DearSugar's answer, read more.

Dear Planning My Wedding Miranda,

There are millions of etiquette books out there that dictate all sorts of rules about weddings, but when it comes down to it, your wedding day is all about how you and your fiancé want to celebrate your love. If you wish to have a destination wedding (perhaps it'd be best if you only invited immediate family) and then have a larger party for those guests that couldn't travel with you, by all means do it! If you have some overlapping guests, be mindful that they might not be able to commit to both celebrations. If that's the case, don't take the decision of those who decline personally.

Of course no one aims to be a Bridezilla, so just be mindful of your big day: remember that it's about the marriage, not the wedding. Though your wedding will no doubt be one of the most memorable days of your life, if you keep everything in perspective, I'm sure you'll be an even-keeled bride! Good luck to you.

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Tips For the Perfect Engagement Party

partysugar — Wed, 15 Apr 2009 07:50:52 -0700

If you were recently engaged: congratulations! While the weeks after he proposed can be overwhelming, they are also very exciting. First things first: you'll want to properly announce the engagement. One way to do so is by hosting an engagement party. To find out my tips for planning the perfect engagement party, read more.

Host the party soon after you are engaged. The engagement party should always take place before the save the date cards are sent.
Select your guests wisely. Everyone who attends will expect to be invited to the wedding. However, there are circumstances - if your big day is a small destination event - where you may want to host a party for those who won't be attending the wedding.
Be creative! The party should reflect you and your fiancé's style. It can be anything from a private dinner at your favorite restaurant to a backyard barbecue to a salsa dance class followed by a buffet.
Traditionally, the engagement party is hosted by the bride's parents, but it's 2009, and really anyone, from the bride's best friend to the groom's brother, can throw your engagement party.
Whoever ends up hosting the party, thank them afterward with a nice note, tickets to a show or sporting event, or a cool coffee table book.
You don't want to upstage the wedding, so choose a theme and style that is different from the one you envision for the big day.
After a round of toasts, don't forget to thank your friends and family for joining you.
Promote mingling: an engagement party is a time for the two families to come together and get to know each other.
Gifts are not customary at an engagement, but some people may choose to bring them, so set up your registry.

What was your engagement party like? Please share your stories below!

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How to Use the Internet to Manage Your Wedding Registry

GeekSugar — Fri, 10 Apr 2009 13:30:40 -0700

Engaged? Congratulations! You're about to start your life as a married couple, and one of the advantages of getting married is getting to register for fabulous things to feather your nest with. But like many things that sound fun at first, it can also become overwhelming.

The Internet is your best friend in managing your registry. So much can be done online that you (almost) don't even have to set foot in a store to look at china patterns. Of course, you also need to know where to start, which is where I come in.

First step: Deciding where to register.

These days, it seems like most couples are moving away from registering only at stores that have a lot of brick-and-mortar outposts because so many people are comfortable shopping online. It's also good if you don't know which store is convenient for most of your guests - but pretty much everyone has an Internet connection. The best places to register, in my opinion, have both physical stores (so you can see things in person) and online-accessible registries.
Some bigger stores that have both a physical presence and online registries are: Macy's, Crate and Barrel, Bloomingdale's, Pottery Barn, Williams-Sonoma, Bed, Bath and Beyond, Target, and CB2. For each, you can either go to the store and register there, and they'll set up your online registry simultaneously, or you can just set up the registry online.

To see the rest of my online registry tips, as well as linking etiquette and some warnings, just read more.

Want things that are only available online? You can register with Amazon, or alternatively, you can register with the website Wishpot, which lets you add products from any website on the Internet and it puts it into one registry.
If you decide on multiple registries, you can use MyRegistry or Wedding Channel to add gifts from tons of stores.
Don't want home things? You can also register for your honeymoon at HoneyFund or you can request charitable donations with JustGive.org.

Getting the Word Out:

Although etiquette usually dictates that people find out about registries via word of mouth, it is the 21st century, and if you're going to create a wedding website or blog, a discrete (read: not flashing) link to your online registries is OK in my book.
If you didn't create a wedding website or don't feel comfortable linking, rest assured that people can search The Knot for any online registry just using your name.

But Be Careful:

Be aware that if you register at certain stores in person (like Macy's), the prices for sale or promotion items online may be different - that is, not on sale. If you think the full price is unreasonable, then ensure the price matches online.
Exchange and return policies are not always the same for the online registry purchases as they are in store. Some stores even require receipts if you want to return a gift, so make sure that you read all return and exchange policies for the stores you register at.

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