I’m going to start off by saying that I am not a wedding planner, but as a wedding photographer who has been covering weddings and events for over 23 years I have a unique perspective on planning weddings… what works and what doesn’t. I’m also going to say that a wedding planner is almost always worth the investment even if you can only afford the “day of coordination” services. I always remember the story about a mother of the bride that came up to me after the event. I told her it was an amazing day and she had done such a good job setting everything up and coordinating with all of the vendors and then she looked at me with tears in her eyes and said “I feel like I missed my daughter’s wedding because all I was doing was taking care of everything so that she could have a perfect day!” After that day I started looking at wedding planners as more of a necessity than a luxury, especially if you want your friends and family to enjoy the event instead of spending all their time working.
We still do work with tons of couples who decide to do it all them selves whether that’s because they don’t have a budget for a coordinator or because they really, really enjoy the planning aspects of party planning. Sometimes it’s because the venue or the caterer also offers some sort of set-up and/or breakdown service for the event. And when this happens we often run into no concrete plan on how things for the day are going to go and I find myself helping the couple come up with a timeline that not only makes sure there’s enough time planned for all the special events, but also enough time to get all those posed photos that they want too! Because of this background I thought I would share some helpful tips for planning your wedding timeline especially if you are going to host an event in Colorado. Because of our beautiful scenery a lot of Colorado weddings are held outdoors (at least for a portion of the event). Outdoors can bring a whole extra set of challenges that you need to consider such as time of year, weather, location and guests’ comfort. I’ve seen it all – Winter weddings held outside with a snowy landscape to Church weddings on one side of town and a reception over an hour away. All of these things can effect a timeline. So here are some things to consider when you start planning out your timeline.
1.) Are you hosting the ceremony and reception at the same location?
If your ceremony and reception are being held at completely different locations then you have to remember to include drive time between the two venues in your timing. Make sure to leave in extra time for things like traffic problems and construction. If you are having a shuttle bus take guests between the two locations or from accommodations to the venues make sure you find out if they need multiple trips or if a large bus can be used to take all the guests who would be using it. Again make sure you have extra time planned in the timeline for things that come up.
2.) What time of the year are you getting married?
Sure there are savings to be had for couple willing to brave hosting a wedding in the middle of Winter, but it’s also not without risk. Colorado ski towns are notorious for getting blocked in with snow that close down roads in the Wintertime. If you are having a mountain wedding in November-March you should prepare for all scenarios with the worst being yourself, guests and vendors unable to make it to your venue. I highly suggest that you plan an extra day for arrivals prior to the wedding to ensure that yourself, vendors and others can at least be able to get to town prior to the wedding date. We covered a wedding in Silverthorne in 2019 where the bride mentioned frequent tunnel closures and ski traffic in her invitations. She suggested that guests give themselves an extra hour to get to the venue and because of that all of her guests were able to make it just before the ceremony started because the Eisenhower Tunnel had a closure. It’s a good idea to see if there are any festivals, planned road closures, or other travel issues in the area during your planned wedding date and take all of that into consideration when planning a timeline. And offer up alternate routes than what the map on your phone will give or suggestions for time management.
Next, the time of year can most definitely effect when you should plan an outdoor ceremony. The sun starts to go down earlier in the Fall and because of the mountains you may loose light for photos even sooner than other locations. If you are planning a sunset ceremony than you should plan to do the bulk of your formal portraits prior to the ceremony because once it’s dark out a photographer can use flash, but no amount of flash will bring those beautiful backgrounds back into the light and all that money you spent on a venue with views is wasted for your photos.
3.) Start your timeline early… from when you are planning on getting ready.
When you choose hair and make-up artists tell them the time that every person in your wedding party must be done for photos starting plus half an hour to an hour. The artists should know how long it takes for themselves and/or a team of stylists to complete the job and they will tell you what time you need to start getting ready. I’ve been to many weddings where someone from a stylist’s team doesn’t show which puts everyone behind or one of the bridesmaids hates their hair and they have to start over. Having that extra wiggle room for time will either be needed or it will give you some time to just relax.
If you are planning on doing any of the decorating yourself utilizing family and wedding party members then I highly suggest doing all of this either the day before your event (if at all possible) or plan on it being completed by the time you need to get ready as you can’t do both at the same time. Couples often forget that a lot of the wedding portraits can be done before the wedding as well and if you are too busy setting up instead of taking photos then you are just paying your photographer to stand around until you are ready. Also you probably don’t need the photographer there for all of the 3-4 hours of the wedding party is getting ready. One to two hours before the ceremony should be sufficient to capture the last minute touch ups and getting dressed. The photographer and videographer’s start time will depend on whether or not you are doing a “First Look” and how many portraits you plan on doing before the ceremony.
4.) Utilize the experts in the industry.
Talk to the owner or coordinator of the venue and ask them what timelines work the best for the time of year you are getting married. Chat with the caterer to find out what order for service works the best for them because if they have a way that they normally do things sometimes if you change anything up it can also affect the level of service they can provide you. Take into consideration time for things like “room flipping” which is when the same room the ceremony is held in is switched during the cocktail hour to a reception set-up. If you have to do this at the venue you have chosen then plan a little bit extra time for your cocktail hour in case things take longer to do. Of course talk to your photographer and videographer about the important things you want to make sure are covered from your day so that you can utilize their coverage time the best.
5.) Distribute your written timeline widely.
You should have a nicely typed out timeline that is given out to all of your vendors, as well as anyone in the bridal party and important family members. This way everyone knows where they are supposed to be and when. Having to look for a missing groomsmen or waiting on a family member to arrive can not always be prevented, but it’s a lot less likely to happen when everyone knows when and and where they are supposed to be. It can also take some of the stress off of everyone involved. Make sure your venue and/or a trusted wedding party member has a copy of it so they can help keep you on track if you are not using a wedding planner.
In honor of pride month I thought I would post this beautiful elopement of two ladies from out of state. Covid wasn’t going to stop them from their union and neither was a pandemic! When they reached out to me they originally were looking at exchanging vows at park in Boulder, but then Boulder had just stopped issuing permits for everything due to the pandemic. I suggested this location and the rest fell into place. We met the morning of Halloween on a mountain top near Denver. The couple exchanged vows and spent a couple hours taking photos. It was a great day to see love prevail!
I would call 2020 the year of the elopement… so many couples that wanted to have a big wedding, but couldn’t due to the pandemic decided to get married anyways because love doesn’t’ stop even for a virus. Bob & Donna were one such couple when we chatted about their wedding plans they told me how they couldn’t host a large event in their home state so they had decided on eloping at a vineyard in California. Then due to the horrible wildfires in California they decided to move their location to Colorado. At the time we were looking at going more up into the mountains here to give them that quintessential Colorado mountain look, but then the wildfires here took off as well! Ugh! I worked with them to find a spot close to their hotel in Boulder that wasn’t in any fire danger and the rest we say is history. The couple brought their motorcycle out here with them so that they could also do some amazing day trips up in the mountains while they enjoyed their honeymoon.
Getting ready at the historic Hotel Bolderado makes for some amazing photos… and guess what? They got an upgrade form the hotel to the bridal suite when they told them they were here for an elopement plus some extra help with planning from the hotel’s concierge service. Amazing! I love it when companies go above and beyond for their clients. We took some awesome photos in this grand hotel and with their motorcycle out in front of the hotel before I shuttled them up to Chautauqua Park and then on to Lost Gulch to share their vows to each other on a mountain top!
I loved getting to spend the afternoon with such a great couple that just wanted to make it official in an amazing location! Elopements are something that we offer special rates for when booked 1-2 months out and on a date we still have open on our calendar. Typically, they are just the couple and/or just a very limited number of guests like 10-20. If you are wanting to tie the knot without all the fuss give us a call and I can even give some suggestions on places that work well for this scenario!
Hotel Accommodations & Meal After the Ceremony : Hotel Bolderado
Baker: Das Meyer
Photo Sites: Chautauqua Park & Lost Gulch
Photography: Crystaline Photography & Video
I’ve been a bit behind on my blog posts again due to a crazy end of Summer and Fall wedding season. A lot of couples from the 2020 early season had to push their events back to this time period this year due to Covid… so busy, busy, busy and now finally getting caught up on the little things like blog posting. Charlotte & Drew planned their whole event from out of state so they booked me just from a few emails and a couple phone conversations. Covering a wedding at Copper Leaf Event Center after having it been numerous years since I’ve been here was a real treat. I started out my career taking photos at this venue over 20 years ago and to see how much it has changed under new ownership was awesome. A lot of work has gone into making this venue a great little venue in a city location with amazing food. The owners who also own The Gourmet Kitchen Catering for many years prior to purchasing this venue have done a lot of work to update the getting ready rooms, the gardens and more! So not only are you getting a beautiful and affordable venue to host your event, but you are also getting their award winning food and service as well! I can’t say enough great things about this place!
And what to say about this amazing day! This couple was what I’m calling the quintessential millennium couple! They were low fuss, simple and just wanted to have fun with friends and family. They incorporated their quirky favorite music, had a lovely personalized ceremony Because of their good nature and ability to just go with the flow they had a wonderful heart felt event that incorporated some of the most important people in their lives. You could just feel the love oozing out of everyone for this event which is just easy to capture in photographs!
Again, thank you for having me document your special day! I highly recommend this venue for the food, service and beautiful surroundings! What a special day!
Vendors who made this day possible:
Venue: Copper Leaf Event Center
Caterer: The Gourmet Kitchen
Photographer: Crystaline Photography & Video
When your parents’ yard is just as pretty or even prettier than a lot of wedding venues you just have to host your wedding at their home! Blake & Katie were also extremely lucky to have made all of their plans for an outdoor event at a private residence during the time of Corona as well because it worked out marvelously for their dreamy wedding. Everywhere we looked their was a photographic opportunity! From the beautifully decorated home to the amazingly manicured yard and even the classic cars the Blake and his dad owned just made this wedding picture perfect! We covered video and photo for this event while my husband provided the music and MC services. It ended up being an amazing day! Some of my favorite photos are below. It was so hard to choose!
Vendors who made this day possible:
Venue – Private Residence
Disc Jockey: Digital DJ
Caterer: Garden of the Gods Catering
Photography & Video: Crystaline Photography and Video
Florist : Skyway Creations
Table, Chair, Linen Rental: Colorado Party Rentals
Bakery/Cake: Sugarplum Cake Shoppe
Hair & Make-Up: Fuse Salon / Katherine Sikich
This couple wanted to have a wedding that was not like anything anyone else they knew had done! So they planned a destination wedding in the mountains of Colorado from their home in Tennessee. Friends and family that were willing to make the journey were treated to a beautiful morning event complete with brunch after their short outdoor ceremony. The plan was to make it a wonderful ski weekend! So as soon as the ceremony was over they headed for the slopes in Keystone for evening skiing. Destination weddings are becoming a huge draw here in Colorado for those looking for amazing views and something different. It takes a lot of trust on the part of the couple to book vendors strictly off their websites and skype meetings! Luckily, Colorado has a lot of amazing vendors willing to put their best effort forward to satisfy their clients.
Planning a Winter event is also not without it’s difficulties…. we booked a room for the night before the event in Silverthorne because Winter conditions can often shut down the roads in and out of these ski mountain towns. It’s highly recommended that couples do a back-up plan for a Winter event or for all of their guests to arrive early by even a day or two to alleviate any of these headaches. This day was also one of the coldest days so far this Winter! I was worried about my camera not working under such conditions and so was Mike, my husband and DJ for their event. He was worried about his gear seizing up due to the temperatures. Luckily, the ceremony was short that we didn’t run into many difficulties. Our batteries drained quicker, but luckily we come prepared with a lot of extra back-ups!
This truly was a beautiful wedding with unique touches from the couple! My favorite part was their “Grand Exit” They opted to change into their retro looking ski gear and run through smoke bombs! While it made for really cool photos, hindsight I think we should’ve spread out the guests more on a path or in a field rather than on the bridge. Guests were a little too close and the smoke so thick that it was not only hard to see the couple through it, but also a bit hard for guests to breathe. Since this was a first for me… it will just be something to consider when planning more smoke bomb photos!
Vendors who made this day possible:
Venue: Silverthorne Pavilion
Hair & Make-Up: Rollers & Rouge
Caterer: A Perfect Bite
Donuts: LaMAr’s Donuts
Disc Jockey: Digital DJ
Photography: Crystaline Photography & Video
Destination weddings in Colorado have become big business in the wedding industry. Couples from all over the world are imagining themselves saying their nuptials with majestic peaks in the background. Maybe the couples has previously vacationed here and fallen in love with the state or perhaps like one of the couples I photographed a couple years ago the bride had never seen snow before and had always wanted to get married on a snow covered mountain top! Whatever your reason for getting married in Colorado it’s now easier than ever to do! The internet has given everyone the key to searching out thousands of venues and vendors. Couples can check out photos and videos of properties, search by price point and even view reviews from others who have used the vendors in the past. Tools like email, FaceTime and Skype make is easier to do virtual meetings to discuss your needs and concerns that some couples choose to book some or even all their wedding vendors without ever meeting in person! If this is something you plan on doing here is some tips to help you navigate choosing the best vendors!
1.) Consider hiring a Wedding Planner – I’m all for do it “yourselfers” that want to save money, but sometimes a planner is a huge help in facilitating the wedding of your dreams; especially if you don’t live or know anyone where you plan on hosting your event. A planner can have more insight on particular venues and vendors and can even in some cases save couples money by helping them find the best value for what they want to spend. If hiring a planner isn’t in your budget, look for venues with amazing on-site coordinators. When booking a site that includes an on-site coordinator make sure you get a list of their duties so you know what you’re getting. Some venues provide a coordinator purely to protect their own interests. The coordinator is just there to turn on and off the lights, show you what you can and can not do and make sure guests don’t destroy the property. Others offer full on planning services as well. They help with decorating, organizing guests and the wedding party and more. Just make sure you are aware of what they will and will not do especially if you are paying extra for them.
2.) Hiring Pros…when to choose someone from home and when to go with someone locally – Hiring some local vendors are much more obvious. Hiring a caterer from home and expecting them to haul out all of their gear etc. can become very cost prohibitive. So looking at local caterers is probably recommended. Others might not be so cut and dry… not to shoot myself in the foot, as I would love your photo and video business, but sometimes you have built a repertoire with a photographer who lives near you and you really want to use them. I completely get that! I myself have covered a number of destination weddings for people who have grown to love my work. I’ve covered weddings in Florida, the Virgin Islands and even Costa Rica! But sometimes choosing a photographer who lives and works in the area you’re getting married in can be very beneficial. They might work at your venue on a regular basis or know some amazing off the beaten path spots to take photographs. Consider the travel costs you might have to cover when bringing a vendor with you. Sometimes these costs can double the cost of the service they provide.
3.) Do your research and set a budget in advance – Talk with all the parties involved to set-up realistic budgets for each service you are looking for prior to meeting with venues and vendors. In your research don’t be afraid to ask the business what their starting prices are and a rough estimate of what their services would cost for what you need. Caterers this might go off of an estimated guest count and food preference. Photographers and videographers might charge for how much time you want them to document your event and whether or not you want more than one cameraman present. Disc Jockeys and musicians usually start with the time-frame they will be playing music and then add-on for things like extra lighting. Once you have found a few vendors in your price range only set-up meetings (whether they are on the phone or in person) with vendors who are in the range of your budget.
4.) Visit your Destination Location – If at all possible schedule a scouting trip to the area you are looking to getting married at during the time of year that you plan on hosting your event. Photos of a property are great, but we all know that photographers have ways to take the photos showing the venue off in it’s best light and can doctor the images using Photoshop! It’s good to see and meet vendor in person whenever possible. Remember that great venues and vendors book up quickly so while I recommend doing your due diligence with all services, if you have a particular date in mind it might be wise to do this sooner than later because for most vendors once they are booked they’re no longer available to take on more work. Don’t be afraid to ask for past client referrals!
5.) Get it in writing! – Make sure the vendors you hire always use a contract and be sure to review the contracts before signing. Bring up any concerns to the vendor before you sign and give them a deposit. If the vendor doesn’t provide it for you, ask them for an itemized list of everything that is included in the quoted price. At a destination wedding, it’s especially important to make sure things like pick up and drop off of items are being handled by the vendor and everyone is on the same page of timing and what’s included. Be sure to think about things that make it easier for guests traveling to your destination like room blocking at hotels and shuttle service to and from ceremony and reception locations.
6.) Go with your Gut – If after meeting with a vendor for any service something feels “off”, but you can’t put your finger on it listen to what your subconscious is trying to tell you. Some red flags to consider: disparaging talk about a current or past clients (unless it’s to explain how they handled a challenging situation without naming the clients), how quickly they return emails and phone calls (sometimes with emails it’s just technology failing, don’t hesitate to pick up a phone and call them), trying to strong arm you into features or add-ons that you might not need or judgemental comments about your budget and an unwillingness to work within it. While vendors all understand budgets please don’t call a vendor that says their prices start at “X” price expecting them to do basically the same service they are advertising for at a 1/3 of the price! There may be a little wiggle room in some vendors prices, but don’t expect over a 5-10% difference.