GUEST BLOG by Kathy Miller

While Total Event Resources and AOO Events are known more for our corporate events than wedding, this summer we produced and designed a beautiful destination wedding together. We both found that when it comes to destination weddings – especially second weddings as this one was -- there is not a lot of difference between the elements that go into them and that go into incentive events. Both clients want a lot of special amenities, details and elements that will reflect their message and that will make the event memorable. AOO did the design and Kathy and her team produced the overall event, logistics, travel, accommodations and details that wove throughout this multiple-day event. In my blog post of November 22 I talked about the wedding reception design. Here Kathy gives you the 411 on the logistics for all the events.

Dave Merrell, Creative Director, AOO Events, and lead designdawg

CREATING MEMORIES

After decades producing events, it always strikes me as amazing that all our months of methodical planning, strategic thinking, on-site management and post event wrap up all come down to just a few hours of guest experience. This makes every little detail amplified by thousands and it all has to be perfect. When it's a wedding, multiply that again by one hundred. Here's the story of just one of many experiences we create and were lucky to do so with AOO Events.

By Kathy Miller

We had been working with the client for three years producing his Chicago-based company’s incentive events. His wife (then girlfriend) had been on many of them and we had all become friends. When they decided to get married they wanted a celebration that would be about understated elegance and that would bring their two families together (he has three children, she has two). To produce their weddings was an easy transition … once we got there.

First they picked us, then unpicked us, because they thought it might be best to keep business and personal separate. But as they began the process they realized that we really were the right fit. We already knew them and we understand what they want. And, we always try to make the entire process fun.

They had already settled on the destination. Because the groom was from Laguna Beach in California, they chose to have the wedding at The Montage Resort right on the edge of the Pacific Ocean. They wanted an ocean-view wedding and they wouldn’t get that in Chicago.

Planning began in the middle of January for the July event. Family was an important element to incorporate in the planning because although the event was for 60 people, 22 of them were children. People would be arriving on a Wednesday and leaving on a Sunday so the event would have to have multiple events and almost around the clock activities.

FIRST THINGS FIRST

First we sent a save-the-date card out with the colors of the wedding -- lilac and ivory. And for the invitation we added an element of art – a broach -- because the Pageant of the Masters (an art festival unique to Laguna Beach) would be going on during their stay. The broach itself was carried through other elements on the wedding day.

As soon as the save-the-date card went out we began to call people so we could get the travel ready. We assigned a travel concierge who would provide personalized service for the hotel, air and ground transportation.

On site our staff was me, four of my Chicago team and our creative partners at AOO Events – Dave Merrell and event producer Nick Gentile. We brought in AOO Events when we learned we would be working in California. We of course knew of them, had seen Dave speak at conferences, and had seen their award-winning work. I was excited to have an opportunity to work with Dave and his team.

CHILDREN

As I’ve said, family was very important, so much so that our clients flew the activities director from the Phoenician Hotel in Arizona in to create a schedule of things for the kids to do. From kite flying and parades to many unique arts and crafts projects, the children were very entertained. For the adults we offered spa treatment, golf outings, beach runs and beach Olympics (this one was for kids and adults), as well as wine and cheese pairings with the hotel. And of course, there was the Pageant which people could attend the first night.

REHEARSAL DINNER

Because the bride is from Texas, the rehearsal dinner was “rustic chic.” While we coordinated the logistics, Nick and AOO Events designed this great look.

Denim floret linen overlay and yellow gingham napkins were from Cloth Connection. Floral and design from AOO Events, and the benches were from Town & Country Event Rentals.

Shabby chic country style furniture with hay bales as coffee tables with mahogany wood tops. Mahogany bars and candle columns helped define the perimeter.


Each table was marked by a country music star's name written on miniature chalkboards. This was the kids' table with country Potato Heads and other knick knacks such as cowboy boot glasses. The details were provided by by Total Event Resources.

Total Event Resources brought these spur salt and pepper shakers with them. Dave: "It's always a good idea to fill a table with lots of great details like this because the table is such a focal point for guests during a sit-down meal."

Dave: "This hat tree was created from a giant Manzanita branch cemented into a terra cotta base. Gingham cloth, hay bales and old wooden barrels completed the look. The concept was conceived by Total Event Resources and we executed it."

THE MAIN EVENT

See Dave’s blog about this from Friday for the design details. As the coordinators we dealt with the procession and all the details of the ceremony. Rather than a formal wedding party, the children were incorporated into the event. The bride’s sons walked her down the aisle, his was the ring bearer.

One child said an Apache prayer and her entire family, including her mother and father, took part in the symbolic sand ceremony, each one adding a layer of colored sand to an empty vase to create one beautiful art piece.

THE AFTER PARTY

During cocktails, the activities director led the kids in a parade from the outside to an indoors ballroom where they had their own party themed as Life’s A Beach. After myriad activities during this party, the kids, sufficiently sated with fun and food, were put to bed with individual baby sitters. The night was left for the adults to enjoy.

The after party was designed by AOO Events. Dave: "Because there was no definable backdrop highlighting the stage, I used the same gobos that we had projected on the dance floor onto the wall behind the stage." Furniture by AOO Events, Illuminated tables by Izanagi Designs.

BRUNCH THE NEXT DAY

THE FINER POINTS

Amenities were a very important part of the event. The client wanted each person to feel really special. When guests arrived they received their first gift – a basket with gifts inspired by the hotel itself and its amazing palm trees. The palm tree became the graphic for all our printed material.

And we did separate kids’ baskets, filled with items that were age appropriate for that particular child. After the Rustic Chic hoedown, guests returned to their room to find specialty chocolates in the shape of boots and cowboy hats. In the bathrooms, kids found their names spelled out over the bathtub in foam letters. The bath was ready with bubbles and, of course, rubber duckies! And after the actual wedding day, guests found a travel bag in their rooms filled with goodies, snacks and magazines for their trips home.

When you get right down to it, there is not much difference between a corporate event and a wedding. With a wedding, the ceremony, traditions and rituals set it apart but with second weddings, there can be a looser flow. And certainly the bride and groom are less nervous. But that said, I find the main difference is that one is guided by the head, the other the heart. In that case, the wedding delves more into the personal aspects of everyone in order to make the event special.

We are now working on the gifts that we will send to every guest. A special box will contain all the highlights – a DVD, a video from the rehearsal dinner, a CD of the prayer, an artist's hand-painted note cards, a bottle of barbecue sauce made by the bride's dad that was served at the rehearsal hoe down, cowboy boot mugs, miniature crates of cheese from the hotel and its cheese tasting and a hand written note from the couple.

After all that work, the event will come down to a box of memories, but what a special box! Thanks Dave for having me as a guest blogger and featuring Total Event Resources and this great event!