We checked out their little black books, and peeked inside their files, and now we have them—the best-kept secrets of some of the region’s top event planners. Whether your next event is a wedding, social occasion, or corporate milestone, here’s how to make it successful, stress-free, memorable, and fun.

Details, Details
“My number one rule of advice is to always create a complete itinerary of the event itself,” says Melanie Bibbo of Blissful Beginnings® Wedding & Event Design in Portsmouth, New Hampshire. “When you travel, you follow an itinerary that details your departures, hotel, activities, and so forth, and an event should be no different. Everyone involved needs to know what to do when. They also need to know the overall plan for the day so they see the big picture and how they fit into it.

“For example, caterers need to know when their equipment is being delivered,” she continues. “Florists need to know when the tables are arriving. Everyone is connected to everyone else.”

Bibbo stressed that even the best-laid plans can change, especially when planning an event that’s six months to a year out. She notes that she had an event planned in the Boston area a year ahead and was suddenly derailed by the surging Red Sox. “The Red Sox were heading for the play-offs and our event was scheduled for right in the middle of the series,” she laughs. “We knew no one would attend if we kept the original date so we quickly regrouped. It’s wise to book vendors early, but you need to stay in touch because you never know when something might come up.”

Even if the dates remain okay, times may need to be adjusted before the event arrives. According to Bibbo, even the shift of one hour in an event’s time can cause a problem with caterers, so everyone needs to be plugged into even the slightest changes. “A time shift can affect vendors who are coming from another event to yours,” she says. “On the weekends, everyone is booked pretty tightly so there may not be much wiggle room. Similarly, shifting an event from later in the evening to earlier can impact a caterer’s prep time, especially if he’s been working other events all day.”

Scott Marshall of Seacoast Events in Newburyport, Massachusetts, notes that the lead time for booking events depends on the time of year and size of the event. Events scheduled for May and June and the November/December holiday season need to be scheduled a year ahead; other times of year may only require six months’ lead time. He also points out that popular venues may be booked three years in advance, so if you have your heart set on a particular venue, schedule early.

With weddings, Amy O. Piper of Signature Events in Wolfeboro, New Hampshire, recommends planning a year out if possible. “Brides should give themselves plenty of time to plan their big day,” she says. “If you book vendors right away, you’ll have some downtime to relax. Also make sure you work with the right vendors. Whether you hire a wedding planner or book the vendors yourself, align yourself with creative, talented, and reliable people. They should become your team, dedicated to making sure everything goes right for you on the big day.”

Piper is big on details and asks her clients to fill out a seven-page questionnaire that leaves no query unanswered and no surprises come wedding day. She asks such things as whether there will be a receiving line. If so, who will be in it? When does the couple want the candles lit? No matter what the detail, everyone is on the same page from day one.

Piper also emphasizes having a backup plan. “If a couple wants an outdoor wedding, they need to realize that a tent will be required as backup,” she explains. “The way the area is laid out will change if the weather goes bad. Things that might be outside will come in under the tent. For that reason, I plan everything two ways, and rehearse everything two ways. Then, no matter what happens, everyone knows what to do.”

Kate Parker of Kate Parker Weddings in Somersworth, New Hampshire, urges couples to trust their planners. “Make sure you find one that you have faith in so you trust their recommendations. Your planners should be bringing you years of experience, plus a team of vendors that are proven to deliver. When choosing a planner, don’t go simply by the questions found on theknot.com; look at the planner’s portfolio; look at their press. You don’t get good press and good recommendations if you’re not doing something right.”

Parker agrees that events should follow a schedule, but also advises that “events need to breathe. If something doesn’t happen right at 7:15 but things are still flowing in their planned order, that’s okay,” she says. “Your planner can gauge when it’s okay to let things take a little longer, like the cocktail hour, and when we need to keep things moving. We make sure the day goes as it should and nothing gets forgotten or rushed.”

For Marshall, budget is important. “Having a budget in mind helps us prepare the best proposal for you,” he says. “There’s no sense in us overwhelming you with ideas you can’t afford. By the same token, if you have a good budget but don’t share that with us, we may not suggest things that could work really well for you.”
 
Absolute No-Nos
“If you are having your wedding outdoors, at a private residence, or under a tent, never trust that you have enough electricity, no matter what the venue provider says,” Parker emphasizes. “Always have your power supply verified by a professional electrician, and better yet, have a backup generator on standby. It’s worth the extra cost. There is nothing worse than tripping breakers all day every time the band plays, the lights come on, or someone tries to cook.”

Parker also stresses that couples must never skimp on two things: A good deejay or band, and bathroom accommodations for outdoor events. “Guests won’t remember if they had filet mignon or another cut of meat, but they will remember if the music was bad and if they had to use porta potties,” she says. “Spend the money for good entertainment, and definitely hire a bathroom trailer.”

For Marshall the number one taboo is never use paper napkins with china and silverware. “Nothing looks tackier than using cheap napkins with good dishes and silverware. Linen is a must.” Marshall also warns that you should never assume that your vendors know that you want to do certain things. “Always ask lots of questions and put things in writing so everyone is clear.”

Booking quality entertainment is also high on Marshall’s list. “People tend to think about the venue and the food, and think of the entertainment last, but the entertainment is the heart of the event and should get more attention,” he says. “I recommend putting a decent amount of your budget toward entertainment because you get what you pay for. A good entertainer can make an event successful, while a bad one can definitely dampen the festivities.”

For Bibbo, party throwers should avoid items that will make guests uncomfortable. “The key to a successful event is not just having what you like, but having what everyone will like so friends and family all have a good time. Many young people today are more cosmopolitan than their parents; they’ve traveled more and perhaps lived in the city, so they have different tastes. But why have a sushi bar if most of your friends and family won’t eat it? Why show off your sophistication if it’s not going to be enjoyed by most guests? Instead, have a sampling, then offer other more mainstream menu choices. Similarly, I’d skip the rock ’n’ roll wedding theme if most guests are senior citizens. Pick themes that everyone can relate to. Most guests want to be fed well, have a nice drink (even nonalcoholic), and be entertained.”

Making Memories
With any event, the theme is key to making it memorable. “The word ‘theme’ scares some people because they immediately have visions of Mickey Mouse or inflatable palm trees,” laughs Bibbo. “But the theme is the underlying feel of the event, the vibe. It’s not just the decor; it’s the food, the atmosphere you want to convey. I say to people, how do you like to entertain? What are some favorite things that you like to do? Incorporate those elements into your event.”

Bibbo had a family celebrating a birthday party in the Lake Winnepesaukee area. Many guests were coming from out of state and had never visited the region before. As a result, for the party they went with lake-themed activities and a menu with lots of fresh fish and local vegetables. Since the birthday girl loved going for ice cream down by the lake, they set up an ice-cream bar near the water. The event perfectly captured things that the honoree and her family loved doing, and charmed the guests.

Piper advises her clients to think about ways they can personalize the event, whether it’s bringing in family or religious traditions (if a wedding), or having certain family members involved. “With a wedding, maybe you’d like to have a certain family member do a reading, or maybe you’d rather have your father be the one to announce you as Mr. and Mrs. instead of the deejay,” she notes. “These are small details, but they can have meaning.”

She also reminds brides that they can break the mold and skip having the classic wedding cake if cake is not their favorite dessert. “I had one couple whose favorite dessert was crème brûlée, so they had a crème brûlée tower and instead of cutting the cake, torched the brûlée!”

Carrying a design or color theme all the way through an event can make a huge impact, according to Parker. “As a wedding planner, I see to all the details, from the linens through to the decor, flowers, everything,” she says. “So if a bride wants a certain theme, I can reinforce that theme in many ways. Say it’s a linear look, I can create square invitations, use square plates on square tables set with square vases. Even the way the tables are laid out can be linear. When you attend to every detail like that the visual effect is astounding. Or if your theme revolves around color, we can custom blend invitation ink colors to match your wedding colors. Sometimes it’s the little things that give the event that extra dimension.”

Going the extra mile for guests also helps create that unforgettable event. Parker advises taking care of booking accommodations for out-of-town guests, and having welcome baskets available in their rooms. “I also set up a shuttle service from the hotel to the rehearsal dinner, church, and reception,” she says. “This way guests aren’t driving at night over unfamiliar roads. And if there’s an open bar, with my clients, it’s mandatory that transportation be provided.”

Marshall says it’s the little extras that can make an event memorable. “For a graduation, birthday, wedding, or anniversary, even for a retirement party, have a nice photo of the honoree made and matted and have guests sign it,” he suggests. “It’s a nice keepsake and a beautiful addition to the guest book.” Carrying finishing touches all the way through also makes a difference. “For a casino night, we had casino-themed chocolates at the game tables, like hazelnut dice wrapped in foil, chocolate casino chips, fun elements like that. For a clambake, we had chocolate lobsters that were red in color at each place setting. It’s a different way to add to the decor and spice things up.”

And finally . . . “If you work with a planner, please be open and communicative,” says Parker. “If you don’t like an idea, please tell us. We’re here to create your vision. It’s no secret that we want you to have the most beautiful, memorable day possible.”

Crystal Ward Kent is Contributing Editor to Taste magazine and has written for Taste since its inception. She is a frequent contributor to numerous regional magazines, including Yankee, Accent, and New Hampshire Home.

Sources
Melanie Bibbo, Blissful Beginnings Wedding and Event Design
93 High Street
Portsmouth, NH
(603) 436-6222 or (603) 463-5974
www.blissfulbeginnings.com

Amy O. Piper, Signature Events
509 South Main Street
Wolfeboro, NH
(603) 569-4786
www.signatureeventsnh.com

Scott Marshall, Seacoast Events
5 California Street
Newburyport, MA
(978) 462-6877
www.seacoastevents.net

Kate Parker, Kate Parker Weddings
58 Milo Lane
Somersworth, NH 
(603) 742-0166
www.kateparkerweddings.com