Kimberly Vaughan, International Wedding Festival Executive Producer, has produced hundreds of wedding expos & trade shows in Northern California. Kimberly caught the "wedding bug" nearly 20 years ago when she began her wedding career helping couples marry in Yosemite National Park
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How to Plan a Wedding at a Wedding Expo, Festival, or Fair
Kimberly Vaughan • September 18, 2021
How to Plan a Wedding at a Wedding Expo, Festival, or Fair
How to Plan a Wedding at a Wedding Expo, Festival, or Fair
Wedding Festivals, wedding shows, and wedding expos are all great places to gain ideas, have the ability to comparison shop, and plan the perfect day in one day as you peruse and sample what local wedding professionals have to offer.
Planning for your presence:
Often, we are asked who should attend a wedding fair. The answer is, you, your fiancé, your mom, sister, bridesmaids, BFF, wedding planner, and/or anyone else who is helping with the planning process, will be in your wedding, or just wants to have fun with you.
This is a very special time for you and your families, so make it super fun! Make it a day! You could either get dressed up, or dress up as a team and head to brunch, grab a few mimosas and then head to the event, or go to the event and then head out for a late lunch, early dinner to have fun afterwards and talk about the design elements and your next planning steps.
Below, are a few tips to make your experience most effective:
Ticket Price
I hate to say it, but the old story rings true... you get what you pay for. When a producer offers a free show, you can bet that not only will there be couples seeking services for their event just like you, but there will also be folks just looking for free goodies, taking up the time that you really need with exhibitors in the hopes that they will win a prize. If you can, head to shows that have a small fee. It weeds through the "prize seekers." Wedding fair entry fees range from $5 - $100 per person but are well worth the cost, especially when you consider your time and gas money driving all over town to compare cost and meet one-on-one with wedding professionals.
If you are going to attend the latest trend of planning events, "wedding planning seminars" or "VIC (very important couple) & VIB (very important bride) Lounges" you can anticipate an entry fee of $50 - $150 per person. Normally they include a appetizers, toasts, and/or a full meal (a champagne brunch, or dinner), seminar speakers on DIY wedding planning, a fashion show, and/or some provide live entertainment. It is typically a more intimate setting, and you gain much more how-to and infinitely more one on one time with providers.
Fashion Shows & Strolling Fashions
Check the producer's website to determine if the producer has planned a fashion show, or is hosting the newest pandemic trend... strolling fashions. If the producer is hosting a fashion show, you will want to get the fashion show schedule, whether you are looking for attire or not. I say this because if you are NOT looking for attire it is the perfect time to gain more dedicated time with providers. Couples flock to the stage during the fashion show creating a perfect opportunity for those who already have their attire to get special attention from providers and ask pertinent questions.
If the producer has planned strolling fashions, get ready for a real treat. Models will surely be walking throughout the room, wearing the latest fashions of the season. Many bridal salon owners head to bridal fashion week in Chicago and return with their favorite designers ready to showcase at wedding expos, fairs and festivals. These bridal show fashion warriors will adorn their favorite models with the newest wedding gown, bridal dress, bridesmaid, mother of the bride dresses and suit styles, fresh off the runway. When strolling fashions are at a show, you get to see the styles up close and personal, take photos with the models and get to know each designer.
Shopping List
Make a list (either yourself, or with the help of your wedding consultant) of the products and services to add to your shopping list. Be sure to write the budgetary allowance for each line item, so that you are prepared to stay within your budget. Having a discussion about budget BEFORE you head to planning events is a good idea, but just keep in mind, once you establish your budget you can always pull money emphasis away from one area to accentuate another area should you find that your vision is changing during the planning process. The savings at these events can be deep, so it is easy to commit to products and services. Having a list will keep you focused and on track.
This is a great time to negotiate. You can ask if they have any "show specials" this is the perfect buzz phrase for can you offer us a better price. It cannot hurt to ask, right? The worst that can happen is they say no, we do not have show specials and then you determine if at the quoted price if it fits your budget or if you need to go back to the drawing board.
Things you should bring to the event:
● A notebook to write answers to questions you ask, get quotes for services, write ideas for thematic decor, etc.
● Your wedding planner or consultant. He/she can assist you in asking the right questions regarding event planning, negotiating packages and terms, and may be able to steer you to the right booths based on their experience to the most reputable providers in the industry.
● Your wedding timeline so that you can check off things that you were able to accomplish at the festival, show or expo.
● Your Cell phone. If your camera has a photo feature, you can snap a few shots of the fashion shows, centerpieces, linens, thematic decor, logos of providers you love, rings, dishes, cakes, lighting, limos, etc... Take pictures of everything you love. You can always narrow things down by comparing pictures and deleting the ones that don't make the cut. Additionally, take photos of any contracts you have signed so you have an immediate copy if they do not have duplicates readily available.
● Pictures of ideas you have found in magazines, Pinterest, or planning sites. You can show providers what you are interested in and gain their opinion and ideas. You might for example show a photo of a floral arrangement to a florist who asks when your wedding date is and points out that a particular flower in the arrangement is an exotic during that time of year and to be prepared for that in cost or recommend an alternate flower that is similar that will keep you in budget. This is what these events are all about... getting answers to questions and finding the perfect provider for your vision.
● Your calendar to schedule consultations to meet after the event. Many times you will gain savings for having met them first at the event. You won't sign a contract for a venue without first visiting it.
● A list of questions to ask each type of provider. Check our website for How to Select particular providers, or questions to ask during the selection process.
● Self addressed labels with your contact information and wedding date will save you A LOT OF TIME at any show. They are handy and a brilliant way to breeze through the tedious task of writing the same information 100 times in a day! Your labels should include your name, address, email address, phone number, and wedding date.
● Bring your check book in case you would like to secure services with a deposit on site.
● Comfortable shoes. If the show is a large event (60 or more vendors) you will want to plan on spending 3 hours visiting with vendors.
● Water! Just in case.
● A friend or attendant. These things are so much more fun with friends. Check with the producer to see if they have a VIP Lounge, VIC Lounge, or VIB Lounge. Many have fun contests for you to enter with your wedding party, such as an I Do Crew, or Wedding Warriors contest. It’s so much fun to make a day out of it.
After the Show
Take your fiancé out for a nice lunch or dinner and talk about what you saw, reflect on providers and discuss your wedding plans. Run through your shopping list and your wedding plans and tally up where you are at and what your next plan is. Revisit your timeline and prioritize your spending and planning efforts based on what you have just seen. Talk about the thematic vision now that you have seen some of the latest trends.
When following up with providers, remind them that you saw them at the event. They have just seen hundreds of couples in a short span of time. They want to give you personal attention and may be having defunct wedding expo memory... give them an opportunity to shine for you by jogging their memory a bit.
Last bit of advice... Just enjoy this process. While you want to be responsible in your spending, this is the most wonderful time of your life together and it should be filled with fun, happy, loving memories. Focus on the love. The rest is just fluff. The cake will be amazing, the flowers will be exceptional, the food devine, but your love for one another is a lifetime experience. Stay true to that and know that your wedding is a reflection of your LOVE for one another, not a measurement of your value or worth so make it wonderful and enjoy it as only you two can. Congratulations! We are so excited that you are here and allowing us to be a part of your planning.
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Looking for quotes from wedding professionals? You can get quotes by completing a Quote Form on our website!
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