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TIPS ON CHOOSING INVITATIONS, CALLIGRAPHERS & ORGANIZING YOUR GUEST LIST
INVITATIONSMost special events require the need to send invitations to your guests or some kind of formal announcement. Selecting invitations can be fun since their style; color and format are an extension of the type of event you're planning.
101Invitations.com offers you a choice of many different companies or individuals who design and print custom invitations and announcements. Before you get started here are a few tips and guidelines to follow:
1. Shop around and do some research. You will see many different styles and be offered a variety of choices. Check wedding and party magazines, Internet sources, bridal shows, local printers, or wedding coordinators.
2. Establish a list of everything you want to say on your invitation.
3. Think about the kind of texture you want in the paper and envelopes and the color of the ink. Look at samples on the Internet or in books of invitations.
4. The design of your announcements or invitations should fit with the style of your event.
5. Most professionals can accommodate your requests for customizing the style of the invitation. Many times a subtle change will fit your style best.
6. Dare to be a little different, people enjoy originality. Ask about different kinds of paper, textures, paper weight, ink colors, font designs, etc. Get creative!
7. Every type of event has a certain traditional wording for the invitation. The person or company you select to work with should be able to show you samples of appropriate structure.
8. Double check yourself and have someone else check you to make sure you are not making any mistakes. Check all spellings carefully.
9. Usually it's appropriate to order invitations three to four months in advance. However, you should ask your printer or invitation specialist when they recommend ordering and how long it will take to receive the invitations. Ask if you can have the envelopes first so you can begin addressing them.
10. Make sure you have a clear picture of how many you'll need and order a few extras. You don't want to reorder again after you begin the process of sending them out. It's more cost effective to place the full order from the beginning.
11. Wedding invitations usually include an invitation; a self-addressed stamped envelope, and an RSVP card. It's also a good idea to include driving instructions to the church and reception location.
12. Be sure to note whether or not you require black tie, black tie optional, cocktail attire, etc. Guests will need to know how to dress for the event.
13. Once you receive your invitations package everything as you would if you were to send one out. Make a trip to the post office and have the envelope weighed so you can calculate how much it will cost to send each invitation. Then buy some cute stamps to add the finishing touch.
14. Will you be needing cocktail napkins, matches, program notes, menu notes, scrolls or other printed items? You may want to discuss this when you are in the process of ordering your invitations.
15. How about those thank you notes? After the wedding or party is over you will need to send out thank you notes to those who helped you, to vendors for their services and to guests who gave you gifts.
GUEST LIST TIPS
1. If you're planning a wedding you have many people to take into consideration. Ask your parents and your fiancé's parents who they would like to invite. Have them create two lists, one for the most important invitees and one for an additional list of people they would like to have attend but who could be cut if you need to trim your list.
2. Organize yourself and make a list of everyone in your wedding party and their spouses. List parents, grandparents, great grandparents, brothers, sisters, and relatives you would like to attend your wedding.
3. This process can get crazy if you're not careful. Make sure you make a list of the people who are the closest to you, otherwise you'll have a huge extended family list of people you rarely see or speak to.
4. For each guest attending you can estimate that it will cost you approximately $75 - $100. This is assuming you're having a reception at a country club or hotel. You will have to pay per person for the catering and bar; in addition, this affects the size of your cake and plate fees for the cake cutting. If you're on a slim budget and you're planning an economy reception you may be able to estimate the cost per person much lower than this.
5. Make a list of all of your friends or co-workers that you want to attend. Keep in mind that they may want to bring a spouse or date. If you don't have the budget to allow for the additional guests then make it clear that you are inviting them and not a guest.
6. Small children can be a nuisance at weddings and receptions. It is best to request that your family and friends leave their children with a baby sitter. You may make a note that only adults are invited. If you need to allow children then it's a good idea to hire a children's entertainer to come in after the meal to take the kids to another room. They can color, play games, etc. and won't be sliding across your dance floor or sticking their little fingers into your cake to sample the frosting! Guests won't dance if kids are playing on the dance floor.
7. Out of town guests often find it difficult to attend, especially if they're traveling a long distance. You may want to call them and get an idea whether or not they are really considering attending your event. You can still send them an invitation but at least you'll know whether or not you can expect them in your head count.
CALLIGRAPHERS
1. Using a calligrapher to address your invitations and corresponding envelope adds a beautiful and elegant touch to your wedding or event. Calligraphy represents class and style. It does add a bit of expense to your event but if you have the budget available it is highly recommended.
2. Computer programs have calligraphy fonts available if you prefer to do it yourself. Just keep in mind that it takes many hours to properly address envelopes. You may have better things to do than to saddle yourself with this added responsibility. Many times it's easier, less stressful and the end result is much nicer if you just hire someone to handle it for you. You'll be glad you did.
3. Once you find a calligrapher ask to see some samples of previous work. Make sure you ask the person how long it will take to prepare the invitations for mailing.
4. Provide the calligrapher with a clear, easy to read listing of names and addresses. You may want to use Microsoft's Excel program for listing names and addresses. Alternatively, you can use any other program that you prefer. This way you can easily edit changes and print lists that are easy to read. Do not do a hand written list if you can avoid it. Many times it's difficult to decipher hand written letters, you could end up with some misprinted information.
5. What titles are you using when addressing the envelopes? Discuss the options with your calligrapher.
6. Make sure your calligrapher agrees to contact you if there are any questions. Will they redo something at no charge if they make a mistake?