honors convocation 2011

Every year, the USC Thornton School of Music holds their annual Honors Convocation, an awards ceremony that recognizes students, faculty, and staff for their outstanding achievements.  This was my final event for the school year, and as with every event I've coordinated, it came with its own set of challenges and learning experiences.

It's always a challenge stepping into the role of planning an event with a lot of history.  For me, Honors Convocation was on its 56th annual, and with that, comes a certain expectation from all the faculty and upper administration of how it's supposed to be done.  I'll admit -- my approach to this event wasn't the most organized, nor the least stressful.  At the same time I was "researching" how the event was done in the past, I was also trying to plan the event simultaneously.  Everything for this event happens comes together in the time span of about a month and a half -- invitations, programs, flowers, musicians, etc. -- and at the same time I was also trying to put the finishing details on Singers on the Verge, which added an extra challenge.

Instead of being proactive in nature, I was reactive -- immediately responding to every request or change that was thrown my way without thinking if it could wait, or notating the changes. The result was feeling like I had a million disconnected thoughts and tasks floating around in my head. There was no method to the madness, it was just madness.  Let's just say I learned the importance of creating a detailed timeline with specific deadlines (even if they're estimates).  The process not only helps you organize your thoughts, but it allows you to think through all the details you'll be coordinating upfront so they're on your mind as you move forward.  That way, questions that come up as you plan can be addressed ahead of time, not as deadlines are quickly approaching (or past).  I ended up creating one halfway through April, and instantly I felt more at peace and collected about the event, but I know it would have been a lot less stressful had a taken the time to think everything through carefully from the start.

Thankfully, the entire event came together very smoothly, the students and faculty received their awards, and 1pm on May 12, 2011 I finally breathed a sigh of relief.  It's crazy how quickly this year has gone by -- I never would have imagined a year ago I would be planning the events I used to drive carts for as a workstudy student, and on top of that plan two weddings on my own.  Definitely excited for all that the rest of 2011 has to hold!

All photos credit of Dan Avila Photography.

friends are like balloons

If you loved the fingerprint leaf guestbook from my lovebirds post, you will love these wonderful fingerprint balloon guestbooks from the same lovely artist, Bleu de Toi, on Etsy.  Fully customizable with many colors and different fonts to match your wedding perfectly, and a beautiful keepsake to frame for your new home.

The one on the right is perfect for an "Up" inspired wedding.



I love how bright all the colors are! Definitely makes me want to go on a summer bike ride. Happy Memorial Weekend everyone!

be[love]d: retro-inspired rings

Loving these adjustable rings by Madame Mystique Fashion Jewelry.  Teal is my favorite color, so naturally these fun statement rings caught my eye. A great bold accessory for your bridesmaids!  They'll go great with a neutral color palette.

every sandal has a story.

Sseko Designs -- inspired from the Ugandan word "En-seko" which means laughter, their beautiful sandals give back in more ways than one. 

Priced at around $50/pair, these sandals are hand crafted by graduates of Cornerstone Leadership Academy, women in Uganda who are employed by Sseko Designs to earn money so they can continue their education.  The Ugandan school system gives students a nine month gap between secondary school and university to allow time for them to earn money for tuition, but because of the impoverished and male dominated society, many of these young women struggle to find fair work during this time.

The profit made on each pair of sandals goes towards university tuition that will allow these women to pursue their dreams of becoming a successful doctor, lawyer, business woman...you name it.

In a world where social entrepreneurship is on the rise, there are so many opportunities for couples to give back to those who need it most.  Many couples prefer guests to donate to one of the charities they support in lieu of gifts.  This is just one more great way to incorporate a great cause into your wedding -- and better yet, they just launched a wedding line that offers these sandals in custom colors to match your wedding!  Each sandal comes with a base with five loops, and a strap, so they can be worn multiple ways (reminds me of the convertible bridesmaid dresses I blogged about last year)! Perfect for a spring or summer wedding, and the ideal dancing shoes!

It's always refreshing to take a step outside of myself and learn about the creative ways people in this world are giving back. It reminds me what a blessing it is to have money to buy sandals, to attend a university with the financial support of my parents, to have a college degree. Definitely makes me stop and think about where I'm investing my money.  "Freely you have received, so freely give!"

Every sandal has a story.  Let's share in that story.

Make sure to go to their website to see more strap colors and read more about this amazing organization!

All photos credit of Sseko Designs.

singers on the verge

Taking another break from beloved weddings (as much as I love them) and talking a little about one of my favorite work events so far -- Singers on the Verge.  I would definitely say that all my hard work leading up to the event, the late night in the office the night before printing off signs and running through all the details, definitely paid off.

When you're doing an event at a location as beautiful as Camino de Robles (the private home of Madeleine and Edward Landry), it's hard to go wrong.  I felt so blessed to have the opportunity to go to their home nestled in the Simi Valley mountains, let alone coordinate an event for some of our major donors and friends there.

On top of the amazing view, the weather was a perfect start to what would be a very successful evening.  Because the house itself was gorgeous, as was the surrounding landscape, there was really no need for me to bring any additional floral decor (a good tip to keep in mind if you're looking to save money on an event -- pick a location with decor already built into, such as a garden).  That being said, set-up was a breeze (no pun intended).  We put up a few signs directing people where to park, thanking the Landry's for donating the wine, champagne, and sparkling water, set-up the check-in table and I was ready to go.

The delicious food was catered by Absolutely Gourmet Catering, owned by Brion Clarkson.  Thankfully they have catered many events at the Landry home, so it's no surprise that everything went so smoothly.  All of the staff acted so professionally and delivered gourmet tasting food at a great price.  She designed a menu that was casual, yet elegant in presentation, the perfect combination for our event because it allowed our guests to truly feel at home and comfortable.  Guests got to enjoy sliders with chipotle aioli sauce, sweet potato fries, a cheese platter with bake brie, crudites, chinese chicken salad in to-go containers, mini cupcakes, and assorted dessert bars.  This event reminded me how refreshing it is to work with vendors that I can trust 100% to deliver without feeling like I have to do everything myself (not that I don't check every detail) but all I have to do is literally check.  I would definitely recommend Brion to any of my clients in a heartbeat. 

After about an hour of eating, drinking, talking, laughing, the guests moved into the foyer entrance where 10 of the best students from the USC Thornton Opera Program performed a program of opera and musical theatre pieces including "O mio babbino caro" from Gianni Schicchi by Giacomo Puccini, "Flower Duet" from Lakme by Leo Delibes, "Quintet" from West Side Story, and an emotional close from the entire company with "Make Our Garden Grow" from Candide.  The acoustics in the house allowed for a low production performance -- no mics or speakers necessary.  The sounds of their amazing voices echoed throughout the house and were a great reflection of the talent that resides in the students that attend the USC Thornton School of Music.  Definitely made me proud to be working to support these young musicians.

The performance ended just in time to grab some dessert and enjoy the sunset overlooking Simi Valley -- a perfect end to a thoroughly enjoyable evening.

Maybe it was the beautiful day, maybe it was the amazing view, maybe it was all the hours of preparation.  Maybe it was my attitude towards the event.  Seeing the smiles on people's faces, their pride in being a part of something bigger than just themselves, and to know that I was successful in creating an atmosphere of peace where people could fully enjoy themselves -- that brought me the greatest joy.

It was a great reminder for me -- that I'm not just doing an event for the sake of getting it done, or because it's my job.  But I'm planning events that are purposeful, that create change, for both myself and the people I'm serving -- donors, brides, or friends.

sarah + kevin

The sun decided to hide its face on their wedding day, but it didn't prevent Sarah from looking any less radiant on her special day.  (and just a side note: overcast days make for AWESOME lighting b/c there are no shadows!).

Their wedding took place at the Pierpont Inn in Ventura, CA. The ceremony was set on a small lawn surrounded by a gazebo and two cottages, the perfect setting for an intimate wedding.  Everyone was in good spirits--even with the officiant arriving just minutes before the ceremony was supposed to start.   The recessional music beginning as the officiant was trying to give the benediction only had the bride and groom laughing.  It was a joyful day, indeed.

Sarah incorporated a lot of DIY projects in her wedding to make it personalized and unique.  One of my favorites was her guestbook.  Sarah's grandma is an excellent quiltmaker, so guests signed quilt squares that will eventually be turned into a beautiful keepsake.

She also created her own card box by affixing brown ribbon across one side of a suitcase so guests could slide their cards in, and personalized  the other side with pictures of her and Kevin.

One of the more challenging projects on the day-of the wedding was putting up the escort cards.  Sarah hand wrote & stamped all of her escort cards and wanted them to be clipped onto ribbon using clothespins.  Of course, affixing ribbon to a wall with enough tape to hold up about 30 clothespins proved to be easier said than done, but after about an hour of trial and error, and the help of a couple bridesmaids and friends (thank you, Melissa, Devon and Tayler), we were able to make Sarah's vision a reality.

As with every wedding, I learn something new about how to become a better wedding coordinator. Coming into this wedding, I knew sound would be a challenge, primarily because I was still confused as to how the sound would be run during the ceremony -- where the iPod could be plugged in, where the musicians were going to go, etc.  As an events person, I'm overseeing every part of the event from lighting to the flowers, so it's important to have a basic understanding of every component to better solve problems (though you would hope the vendors you hire are an expert at their service).  One aspect of events that I know very little about is sound.  Of course, we ran into some problems since the venue didn't actually have the cords and mics they said they'd provide.  Thankfully, a lot of the groomsmen & close friends of the groom have a very extensive knowledge of sound systems and were able to figure it out (thank you, Michael Kiyoi, Paul Montoy-Wilson, Brian Song, and Nate Vaughan) but if it were left up to me, I'd be scrambling to find a solution.  Thus, I am currently on a personal mission to learn more about how to setup a basic PA system because I want to be more knowledgeable and well-prepared in the event that a venue lacks a sufficient sound technician. 

One of the most rewarding things for me as a wedding planner is seeing the smiles on the bride and groom's faces and knowing they were able to cherish and enjoy every moment.  Problems will arise at every event (I expect them now), but it's how I handle them and who knows about them that counts in the end. It's always interesting hearing from the guests how smoothly everything went, when inside my head I can think of a number of small things (or big things) that went seriously wrong.  But in that moment, I know that I did my job well, and was able to create an environment where everyone could relax.  And at the end of the day, that's what brings me so much joy.

Sarah and Kevin, thank you so much for letting me be part of your special day!

Of course my words could never do it justice, so here are a few words from the Bride and Groom themselves!

Favorite moment of your wedding day --

Sarah: The moment that I saw myself in the mirror, before I walked down the stairs, was when everything feel very real. Seeing myself completely transformed from normal Sarah into a Bride, and feeling those pre-wedding jitters. "It's actually happening and it's happening right now and I look like that!!" was the thought. Then the first looks when I was shaking like mad, the moment praying in the cottage before the ceremony, and walking down the aisle and only being able to see Kevin... that collective hour and a half of my life were my favorite moments.

Kevin: Entering the reception hall and finally seeing all our friends and family gathered to celebrate us, was wild! It was a moment when I really woke up and realized all these people were here for us.

Words of advice for future couples --

Sarah: I have three (and a half) pieces of advice --

             1. Make a decision and go for it: don't fuss too much in the details or you'll stress yourself

                 out. This is especially true for short engagements... just go with it!

             2. Don't be afraid to let loved ones make decisions for you. i.e., I let my little sister choose 

                 the colors, and my maid of honor choose the bridesmaids dresses, and there were a few 

                 other details given to others. I'm so happy I took their advice.

            3.  As long as you, your fiance, someone licensed to wed, and a witness or two all at the same

                 place at the same time.... that's all you need!!! Everything else is extra and can be done

                 away with, no matter what anyone says. (this was our pastor's advice to us)
      3 1/2.  Make eye contact with your husband-to-be while you're going down the aisle. important to

                 remember, and so worth it.

Kevin: Delegate to your friends. Ask for help.

Thank you to Karen of Karen Leah Photography for the amazing photos!

VENDORS

Catering: The Pierpont Inn

Venue: The Pierpont Inn

Flowers: Shell's Petals

Cake: Siblings Bakery

Photography: Karen Leah Photography

Invitation/Program Design: Daniel Kiyoi

go green!

I saw this inspirational post by Green Wedding Shoes in honor of Earth Day and just HAD to share it -- "Bouquets Fit for a Foodie." A fresh (and cheap!) alternative to flowers, and a fun project for the DIY bride.  The colors from the vegetables are so vibrant -- I think I'll stop at a farmer's market this weekend and gather a little inspiration for myself!  All photos credited to Green Wedding Shoes.

 I love the subtle pop of purple on the inside of this kale!

Happy Friday!