Jan's Journal

Tips to make your dream wedding a reality!

Do people really get Event or Wedding Insurance?

Hello Friends,

Welcome back to Perfect Event’s by Jan. Again, we are talking about budgets. Let’s face it events and weddings cost a lot of money.  When you hire a Professional Project Manager like Jan you get a business mind and focus.  The pillars of Project Management are Time,Budget and Scope!

Your wedding or event can be the biggest expense for the year.  What does a planner or coordinator really do?  Minimize Risk!  Your event is critically important otherwise you wouldn’t put so much time, energy and thought into it.  It is a complete reflection on you and you want it to be perfect!  

Unless you are a professional event planner, you are probably surprised by the expenses for a perfect event.  One expense which is often overlooked is event or wedding insurance.  Travel insurance is often dismissed without real consideration.  People think, it is just an extra way for the insurance company to make money and why spend even more money just in case something might go wrong?

Of course, no one wants to think about the possibility of something going wrong, but it happens so why not protect yourself upfront and give yourself a little peace of mind.  

So, what could go wrong?  This list is endless!  Of course, a planner is your first line of defense and is there to confirm and confirm again expectations with each vendor and business partner.    For a wedding, the 1st thing booked is often the church.  Does a church ever get double booked?  Yes, it does!  A planner will ensure that every vendor has a backup plan.  For example,if the makeup person is sick on the wedding day, who is the back-up?  There should be a back-up for the wedding planner too!  The list of potential problems goes on and on.  Your planner should be on top of everything!  What if there is a weather event?  There is a tornado in Illinois, a cold snap in Texas for an outdoor wedding, a hurricane on the beach for the honeymoon or destination wedding, the list goes on and on.  If something doesn’t work out, insurance can provide some relief.

Some of the more common events is that someone is sick, or the event is called off or postponed, the venue cancels, a vendor does not show up,emergencies or someone is hurt in a crash, etc. Most professionals recommend insurance no matter the situation.  Better safe than sorry as the old saying goes.  Perfect Events by Jan always recommends an insurance review, the question is how much coverage to have.  Are you willing to risk the entire cost, without any protection?

So, how much does wedding insurance cost? Only the insurance company can provide a quote.  If you already have home, auto or business insurance starting with your local agent is a good idea because you already have a good relationship and trust your representative. There are other providers such as Wedsure, Wedsafe and Travelers.  Obviously full coverage will cost the most,but you get what you pay for.  

Consider coverage for host liquor liability, medical payments, cancellation or postponement, gifts, jewelry, photographs, attire etc.  Some things that may not be covered are change of heart or rented party supplies.  

Bottom line is it is worth looking at the cost vs. risk.  Travel insurance often provides replacement or cash back.  For example, the honeymoon cruise is cancelled due to an unexpected event do you want a different cruise or a refund?

I am a Certified Project Management Professional, have a Master’s in Business Administration and 20+ years of professional experience.   Perfect Events by Jan offers professional planning and execution for events and weddings filled with happiness and joy. 

XOXO

Happiness and joy, 
Jan 



Let's talk about your perfect event.

Contact us: 630-689-8749

E: jan@perfecteventsbyjan.com

W: www.perfecteventsbyjan.com
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No business or association is too small for an Event Planner or Coordinator!

Hello Business Leaders,

Welcome to Perfect Event’s by Jan where the help you need with the annual conference, award ceremony, leadership retreat, golf outing or association event can be found.  

You are saying to yourself, “Jan you just don’t understand, I don’t have any budget, I don’t have event planners on my staff like the big companies do, I just have to make it work with the people I have.”

Often everyone in the association is doing their own job but now they are scrambling around to take on the additional work for an event.  It is a very hectic and stressful time for everyone.  Many companies say, “I just need a little help” for a few days or a week. That is where Perfect Events by Jan steps in and provide some relief for the team.  

Annual Conference:

Staff might be able to handle 80 - 90% of the planning but the week of the event it is all hands-on deck, maybe compiling materials, stuffing binders,creating name tags, manning the registration desk etc.

Golf Outing:

Often the biggest fund raiser of the year and there is so much work to be done!  Organizing golfers, registration desk, give always, fund raising, promotional materials, breakfast, lunch and dinner, hole sponsors, entertainment and awards.

Small Business Association Event:

All small business associations have a limited staff and many just need a little help with setting up a booth, signage, organizing the team, logistics and greeting vendors at arrival etc.

When members arrive at the association event and your entire staff is working the event, your staff is not able to engage with the members.  The primary goal of most events is to actively engage with everyone and build relationships.

When you bring me in a week before the event, I can take the overload off your team, so your staff can remain calm, not feel overwhelmed, do their actual jobs and interact with members at the event.

With my team Perfect Events by Jan can handle everything from set up to clean up.  We can provide additional hands-on help before the events with compiling materials, creating name tags, sign-in sheets, transporting materials and simply being extra hands on site.    

How do we accomplish all of this?  

The core values of Perfect Events by Jan are those values which form the foundation on which we perform work and conduct ourselves.  The values underlie our work ethic and how we interact with all.

1.    Get it done! Promises made are promises kept. We do whatever it takes to make events perfectly wonderful.

2.    High Standards for all!  The highest standard is perfect – as defined by you, our client.

3.    Team Players! We pitch in and pitch hit.  No job is above or below us.  We look at events holistically – even details we’re not responsible for.

4.    Listen and lead with our hearts.  All ideas are welcome.  Decisions are always made in your best interest – even in stressful and critical moments.

5.    Have a lot of fun, with a side of humor.  We love to laugh and have fun!  High energy is our jam.

6.    Create possibilities and solutions.  We celebrate what-if moments.  We make opportunities in the challenges.  

7.    Honor elegance!  Elegance in attitude,conversation, style, actions, kindness, respect and effectiveness.

A perfect event does not just magically happen but we will make it look effortless. No event is too big or too small for Perfect Events by Jan.   

Happiness and joy, 
Jan 


Let's talk about your perfect event.

Contact us: 630-689-8749

E: jan@perfecteventsbyjan.com

W: www.perfecteventsbyjan.com
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Budgeting for a Coordinator: Is it worth THAT much money?

Hello Friends,

Welcome back to Perfect Event’s by Jan. Today we are talking about budgets. Let’s face it weddings cost a lot of money.  The coordinator is the Event Director who is going to bring everyone together to ensure perfect execution!   The wedding party will enjoy the day and trust the coordinator will handle everything.  

Traditionally there are at least 3 separate events for most weddings.  

1.    Rehearsal with rehearsal dinner

2.    Ceremony

3.    Reception

Multicultural weddings can be even more complicated, with added layers of challenges as there is often more than one ceremony and one celebration.

Even if all of these events happen at the same venue each one requires planning, budgeting, scheduling, set-up and clean up.  The church and venue coordinators have a very narrow scope.  The church coordinator will ensure the church protocols are followed and the venue coordinator will ensure the facility is managed but it is your wedding coordinator who is going to pull it all together.

You want a professional and experienced coordinator who will handle all difficult situations, both personal and professional. As your coordinator I will be the calm voice of reason who ensures everyone is comfortable.

Some of the vendors or people working your wedding:  

1.    Officiant (church coordinator, servers, musicians, vocalist).

2.    Food and drinks (catering manager, servers, bar tenders,baker, barista, valet).

3.    Design and décor of all locations, florist (bouquets, boutonnieres,center pieces, pew bows, etc.).

4.    Set up and take down of all special notification(seating charts, memory table, signs and directions)

5.    Rental companies (tents, furniture, linens, tuxedo)

6.    Music (band, DJ, orchestra, musicians)

7.    Beauty and grooming for men and woman (hair, makeup,spa services, barber)

8.    Photographer

9.    Videographer

10.  Venue Coordinator (facility, kitchen, coat check, valet etc.)

11.  Hotel welcome

12.  Stationary(program, menu, seating card)

13.  Safety and Security

14.  Transportation(airport, between venues, hotel)

  

At Perfect Events by Jan we are all Team Players!  We pitch in and pitch hit.  No job is above or below us.  We look at events holistically – even details we are not responsible for.

It is everyone’s job to get it done. No job is above or below us.  Our purpose is to ensure everyone supports and collaborates with each other.  The bridal party will be celebrating and supporting the bride emotionally and sharing the joy of the day.  We will be taking care of the logistics such as making sure the facility is decorated, lunch is being picked up, everyone is present at the right time for the photographer, etc.

A qualified planner and coordinator know what can go wrong and has the knowledge and experience to predict and prevent problems.  A professional Coordinator is absolutely essential and Perfect Events by Jan will earn every dollar.

 

 

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What can you expect from Perfect Events by Jan for Day of Coordination?

Hello Friends,

Welcome back to Perfect Event’s by Jan where everyone can breathe easy and absolutely enjoy the day knowing that Perfect Events by Jan will handle everything.  It is so much more than helping hands.  

Dreamy Dahlia Package:  Perfect Execution Day of Coordinating

This package is for the client who has made all the arrangements,confirmed every vendor and detail and created their own plan for all parts of the event but needs someone to pull all the logistics together to ensure perfect execution for the event.

Pre-meeting:

Three months before the event we will meet to discuss all of the details of the event.  This includes but is not limited to decor, vendors, timelines and logistics.

Collaboration:

Review and collaboration on your timeline for the rehearsal, ceremony and reception.

Vendor Management:

Contact of all vendors one week before the event to confirm all of the details and expectations for the event.  This includes exchanging of contact information so every vendor knows we are the point of contact for any of their questions or issues. Our goal is to ensure you can have a wonderful stress-free day knowing we are there to handle all of the details.

Walk through:

Attendance at final walk through at the venue.

Rehearsal:

Attend the rehearsal.  Connect one on one with everyone at the rehearsal.

Day of Logistics

Oversee all of the details of the day. Assure all venues are completely prepared prior to the event.  Work hand in hand with the florist,photographer and all vendors to ensure smooth transitions throughout the day.  Distribution of vendor payments and assist with cleanup.

How does Perfect Events by Jan accomplish all of this?  

The core values of Perfect Events by Jan are those values which form the foundation on which we perform work and conduct ourselves.  The values underlie our work ethic and how we interact with all.

1.    Get it done! Promises made are promises kept. We do whatever it takes to make events perfectly wonderful.

2.    High Standards for all!  The highest standard is perfect – as defined by you, our client.

3.    Team Players! We pitch in and pitch hit.  No job is above or below us.  We look at events holistically – even details we’re not responsible for.

4.    Listen and lead with our hearts.  All ideas are welcome.  Decisions are always made in your best interest – even in stressful and critical moments.

5.    Have a lot of fun, with a side of humor.  We love to laugh and have fun!  High energy is our jam.

6.    Create possibilities and solutions.  We celebrate what-if moments.  We make opportunities in the challenges.  

7.    Honor elegance!  Elegance in attitude,conversation, style, actions, kindness, respect and effectiveness.

A perfect event does not just magically happen but we will make it look effortless.  If you have questions or need extra help, we are always here to help you plan and coordinate the perfect event, wedding and adventure of your dreams.  Dreamy Dahlia day of coordination package starts at $700.  There is always a 10%discount for public safety professionals. Perfect Events by Jan offers professional planning and execution for weddings filled with happiness and joy. 

XOXO

Happiness and joy, 
Jan 



Let's talk about your perfect event.

Contact us: 630-689-8749

E: jan@perfecteventsbyjan.com

W: www.perfecteventsbyjan.com
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Paradise Weddings in Turks and Caicos

Hello Friends,

Welcome back to Perfect Event’s by Jan where couples can breathe easy and absolutely enjoy one of the most important days of their lives knowing that Perfect Events by Jan will handle everything.  In today’s blog I am going to focus on Turks and Caicos AKA heaven on earth.

What is Turks and Caicos like?

If you are looking for swaying trees, relaxed breezes, transparent water,endless beaches and romantic resorts for a destination weddings you might find yourself flying to Turks and Caicos.  Grace Bay Beach in Provo (Providenciales) is a wonderful white sand beach, with warm and calm waters.  This coastal and marine national park includes a barrier reef and two small cays.  If you love the beach like I do, you will be in heaven at Grace Bay.  Words cannot describe the feelings of peace, happiness and joy I felt every day at Grace Bay. The powder white sand at Grace Bay is perfect for long, romantic moonlit walks.  

What you will love about Turks and Caicos is that there is something for everybody.  If elegance, luxury, peace and serenity fill your soul with happiness Turks and Caicos is the right destination for you.  If you love water activities you can dive, snorkel, kayak, sail and para~sail.

I couldn’t agree more with the Tourism Board, “World class Turks and Caicos luxury hotels, spas and restaurants await, as do our famous stretches of uncrowded beaches and vibrant coral reefs. On land or below the water, you will relax in the unique serenity,hospitality and beauty of our islands.”

Where is it?

Turks and Caicos is more than 40 islands and cays is a British Overseas Territory located in the Atlantic Ocean and considered part of the Caribbean region.  The islands are just 575 miles southeast of Miami and there are direct flights from Chicago.  

Is it safe?

Everyone speaks English.  When I visited Turks and Caicos in November of 2019, I felt very safe on and off the resorts, walking the beach and in the shops at any time of day or night.  These islands boast one of the lowest crime rates in the Caribbean.  For me it was an easy, comfortable and safe destination.

Romantic and Luxurious Destination:

If planned properly, Turks and Caicos will absolutely exceed your expectations.  When planning a destination there are so many decisions, where to go, where to stay, how much money to budget and so on.  I can definitely help you pick the right resort for your trip to Turks and Caicos.The secret is to find the resort that matches your expectations and delivers on service.   There are so many options with all-inclusive, hotels and resorts, villas and private islands.  Yes ~ I said private islands with celebrity level luxury.

With exceptional planning, Perfect Events by Jan destination wedding planning you can just show up and everything will magically come together. If you have questions or need extra help, I'm always here to help you plan and coordinate the perfect wedding and honeymoon.

XOXO

Happiness and joy, 
Jan 

Perfect Events by Jan offers professional planning and execution for weddings filled with happiness and joy. 


Let's talk about your perfect wedding.

Contact us: 630-689-8749

jan@perfecteventsbyjan.com

https://www.perfecteventsbyjan.com/

 

~~

http://turksandcaicostourism.com/

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Time to Travel: Unpacking your urge to fly away!

Welcome back to Perfect Event’s by Jan where we can make your travel dreams come true.  Weather it is the solomoon, honeymoon, anniversary or any reason you would like to escape I can make sure to find the perfect adventure for you!    

 

Because it is snowing today in Chicago and not for the first time this year, I am thinking about the migration of song birds.  In song birds the urge to leave is a cocktail of hormones and environmental cues.  This migratory restlessness happens in people too.  For most this happens in the fall when the sun turns traitor cold and all the trees are shivering.  Others feel it in the spring when they are pulled outdoors and the land is wet from winter.  Birds have been migrating for millennia,inheriting the urge and ability to cover thousands of miles over mountains and oceans with baffling precision.  

 

Most of us need some help navigating our way to the find the perfect vacation spot.  Are you dreaming of Asia, a Caribbean beach,the Swiss Alps, a European River Cruise, a Tanzania Safari?  Wherever you want to go, I can get you there.

 

One of my best tips is to book early.  So often clients wait too long and then are hoping for a last-minute deal.  In reality they may find a bargain resort,but the flight to get there involves layovers and wasted travel days.  Everyone wants a direct flight Saturday to Saturday and those go fast. You know you will want to get away after the holidays, the time to book is now.

 

Many people think a Travel Agent costs a lot of money and the truth is it typically costs you nothing to use a Travel Agent.  We do all the work to find you lodging and transportation and it costs you absolutely nothing.  Every resort pays for our time, the cost is the same for you.  Just spend about 10 – 15 minutes telling me what you want and I will give you options which meet your criteria and then you decide which destination is right for you.

With Perfect Events by Jan travel planning and coordination is easy and stress free.  If you have questions or need extra help, I'm always here to help you plan the perfect adventure.

XOXO

Happiness and joy, 
Jan 

Perfect Events by Jan offers professional planning and execution for travel filled with happiness and joy. 

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Romance and Weddings in St. Lucia

Hello Friends,

Welcome back to Perfect Event’s by Jan where couples can breathe easy and enjoy one of the most important days of their lives.  In today’s blog I am going to focus on St. Lucia.

Nestled in the heart of the Caribbean and renowned for its resplendent natural beauty, St. Lucia is an idyllic locations couples in first flush of love, honeymooners or seasoned life partners.  

 

Wedding Bliss Anywhere You Wish:

Many fabulous wedding venues outside of hotels.  You could get married on a yacht, in a lighthouse, a botanical garden, a private villa, a plantation estate or in a church.  So many great choices with the beautiful island locations of hotels, beaches, waterfalls,historical parks, mountain tops

 

Activities and Adventures:

For adventurous couples a sunset catamaran, diving in crystal clear warm waters, flying across the forest canopy by zip line or helicopter over a rain forest is the perfect precursor to a candlelit dinner overlooking the magical Piton Mountains.

 

World’s Leading Honeymoon Destination:

Lauded by World Travel Awards as the World’s Leading Honeymoon Destination, eight times.  St. Lucia boasts some of the finest wedding and honeymoon settings imaginable.

 

Wedding License:

Fast track wedding license, there is no residency period and you can get married on the day you arrive.

No matter the romantic occasion, with it is unsurpassed tranquility and simply breath-taking views,Saint Lucia provides a stunning backdrop for special photos that will give you a lifetime of cherished memories.

With exceptional planning, Perfect Events by Jan destination wedding planning you can just show up and everything will magically come together. If you have questions or need extra help, I'm always here to help you plan and coordinate the perfect wedding and honeymoon.

XOXO

Happiness and joy, 
Jan 

Perfect Events by Jan offers professional planning and execution for weddings filled with happiness and joy. 


Let's talk about your perfect wedding.

Contact us: 630-689-8749

jan@perfecteventsbyjan.com

https://www.perfecteventsbyjan.com/

 

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5 Considerations for Guests

Hello Friends, Welcome back to Perfect Event’s by Jan where couples can breathe easy and enjoy one of the most important days of their lives.  In today’s blog I am going to focus on your guests.  

I am sure you have heard many horror stories of weddings which were a hassle or disappointment to the guests.  Often guests spend a lot of time and money to attend your wedding.  They might have to take off of work, travel,buy new clothes, gifts, pay for hotels, transportation, make arrangements for someone to care for their children or pets. The list is endless, but the important thing is that your guests really want to do whatever it takes to be at your wedding because being there to share the day and support you is extremely important to them.  

You want to make sure when people look back on your wedding, they have nothing but happy memories about the perfect day. What can you do to make sure your guests feel loved and appreciated?

1.   Give guests a plus-one option.

Guests who absolutely deserve a plus-one are married, engaged, living together or in along-term serious relationship, plus every member of the wedding party.

2.   Provide quality food and beverages.

This doesn’t mean you have to have all top shelf, exclusive bar packages but what ever you do provide, make it as nice as possible. If you have a bar-b-que theme, make sure it is the best burger ever. If you are having surf and turf, it should be cooked and served perfectly.  Everything should be absolutely delicious!

3.   For a sit-down dinner,provide a seating chart.

Many couples want a more relaxed vibe and a seating chart can feel too formal for some.  For a formal dinner, it can be nerve-racking for guests and plus-one to find a spot where they feel comfortable.  It can be time consuming to strategize who is sitting where, but your guests will be relaxed and happy during dinner.  Always select round tables to provide for easier conversation.

4.   Provide transportation, if necessary.

If it is a destination wedding and everyone is at a resort where guests will be staying, transportation will not be necessary. If the hotel, ceremony, reception and after party are not within walking distance, it is best to provide transportation for your guests.  

5.   Consider the weather.

Regardless of the season, location, venue, etc. weather is always a variable to consider.  There is an old saying “if it is predictable, it is preventable”.  Be as proactive as possible to consider the potential impact of the weather.  For example, if the wedding is on a farm in the summer, have bug repellent or if rain is likely, have umbrellas on hand.  

And there you go.There are my five tips to ensure your guests look back for years and say this was the best wedding I ever!  

 

With Perfect Events by Jan wedding planning and coordination, everyone can enjoy the day without the stress of managing the event.  If you have questions or need extra help, I'm always here to help you plan the perfect wedding.

XOXO

Happiness and joy, 
Jan 

Perfect Events by Jan offers professional planning and execution for weddings filled with happiness and joy. 


Let's talk about your perfect wedding.

Contact us: 630-689-8749

https://www.perfecteventsbyjan.com/

 

 

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2 Tips to start planning

Happiness and Joy, Jan

Hello Friends,You just got engaged and don’t want to wait an entire year to get married? Large or small, it can be done without stress when you have a clear vision and bring the best team together.

1. Create your vision.
This is one of the most important days of your life and you get to decide everything! It doesn’t mean you have to do all of the work but you definitely get to choose. Spend a weekend writing down what your perfect wedding looks and feels like for you. Truly focus on what will fill your heart with happiness and joy (not what will fill the hearts of everybody else:).

Start with the basics. Decide who, what, where and when.  As you develop your vision, ask yourself “why.”  Why get married in the mountains? Why wear an elegant white dress? Why have 500 people on the guest list and so on. If you like the reason for your why, then make it part of your vision. If you don't, leave it off.

Prior to starting Perfect Events by Jan, I spent many years leading large-scale projects. One thing I learned is that setting down your vision gets you halfway there. When it comes to your wedding, many of the answers are inside you. Writing them down just brings them out.

2. Hire a wedding planner.  
A professional project manager will manage the scope, schedule, budget and reduce the risks and stress of an emotional day. On average there will be 15-20 business partners or people involved in making your wedding day perfect. The obvious ones might be a DJ, photographer, florist, or religious coordinator. There are others, however, who are less obvious: a photo booth company, makeup artist or even a speaker coach.

There are many horror stories of wedding disasters where the venue was double booked, the mother of the bride is setting up the table decorations instead of enjoying the cocktail hour, the caterer runs out of food, no one can get a drink because there is one bartender for a 200-person wedding and so on.

With a wedding planner and coordinator, everyone can enjoy the day without the stress of managing the event.

And there you go. There are my two tips for planning a wedding quickly. Of course, you never "walk down the aisle" alone. If you have questions or need extra help, I'm always here to help you plan the perfect wedding.

XOXO Happiness and joy,
Jan

Perfect Events by Jan offers professional planning and execution for weddings filled with happiness and joy.
Let's talk about your perfect wedding. Contact us: 630-689-8749

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3 Steps to Decide on Colors for a Fall Wedding

Hello Friends,

Let the color of changing leaves, golden sunlight and crisp clean air inspire your fall wedding.

Who doesn’t love fall?  It is an exciting season, full of warm, rich colors and change.  

Everything outdoors emanates a golden glow, and leaves on trees are more divers than ever.  

If you want your wedding to hold onto the feeling and colors of this time of year get ready to bring fall colors to your wedding.

 

Does color matter?  Yes!!

Color is a powerful communication tool and can be used to signal action, influence mood, even increase blood pressure.  As Pablo Picasso once remarked, “color, like features, follow the changes of emotions”.  Truly focus on what will fill your heart with happiness and joy (not what will fill the hearts of everybody else:).

Three steps to decide on the colors for your wedding?

I know making decisions can be difficult, especially when it feels like you’re bombarded with them from the time you wake up to the time your head finally hits the pillow. But decisions are an inescapable part of wedding planning, and making decisions that you like is important.  

 

  • Limit your decisions by taking the time to focus on what colors make you feel happy.  When it comes to your wedding, many of the answers are inside you. Writing them down just brings them out.  
  • With a short list of colors in hand, seek outside perspective from your wedding planner and people you trust.  A really good wedding planner is never going to tell you what to do.  I will help you figure out your own answers.  If you ask too many people you will get too many different answers and you are going to end up being confused.
  • Make a decision which feels good for both you and your partner.

 

If you have questions or need extra help, I'm always here to help you plan the perfect wedding.

XOXO

Happiness and joy,
Jan

Perfect Events by Jan offers professional planning and execution for weddings filled with happiness and joy.


Let's talk about your perfect wedding. Contact us: 630-689-8749


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Create your vision

This is one of the most important days of your life and you get to decide everything! It doesn’t mean you have to do all of the work but you definitely get to choose. Spend a weekend writing down what your perfect wedding looks and feels like for you. Truly focus on what will fill your heart with happiness and joy (not what will fill the hearts of everybody else:).

Start with the basics. Decide who, what, where and when.  As you develop your vision, ask yourself “why.”  Why get married in the mountains? Why wear an elegant white dress? Why have 500 people on the guest list and so on. If you like the reason for your why, then make it part of your vision. If you don't, leave it off.

Prior to starting Perfect Events by Jan, I spent many years leading large-scale projects. One thing I learned is that setting down your vision gets you halfway there. When it comes to your wedding, many of the answers are inside you. Writing them down just brings them out.

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