Planning a Destination Wedding. Jenna & Jay. 8.27.22
The Marriage of Jenna & Jay
August 27, 2022 at The Maples Estate
Schoharie, NY - Upstate, NY
Wondering how to plan a destination wedding?
With so many of our couples living throughout the northeast, across the country and even across the world, it’s important that you feel supported in your wedding planning. Follow along with Jenna and Jay as they share their own experience planning their destination wedding at The Maples Estate from their home in Staten Island.
“After getting engaged at the top of Mt. Royal Park in Montreal, my fiance and I drove back down to Staten Island, stopping in the capital region for lunch. We were surrounded by mountains, stunning evergreens, and fresh crisp air. The area spoke to us and we knew we wanted to have our wedding in a place where we could admire the Catskills and breathe deeply.
It didn’t take us long to find The Maples Estate through a quick google search. We scheduled a meeting with Katie and toured the Estate on a frigid January day. The mountains in the distance watched sleepily over us as we admired the beautiful interior of the farmhouse and walked through the grounds, imagining the most special time in our lives. Katie was welcoming and immediately put us at ease, answering every question we had. On our drive home we spoke excitedly as we knew we found our wedding venue!”
Selecting Your Venue
So, what can we learn from Jenna and Jay’s experience selecting their venue?
First off, you may love your lifestyle at home, but maybe you want to getaway, relax and enjoy the beautiful surroundings of a destination for your wedding experience. When it comes to your venue selection, whether touring in person or virtually, it’s important to feel a comfort in the environment and be able to visualize yourselves at the venue. You also want to feel supported by your venue team, so that connection with the owner or venue manger on a personal level is so important. You want to walk into wedding planning at ease and have a good vision for your wedding day.
Here at The Maples Estate we want you to feel seen, supported, and have a clear direction for those next steps.
Planning Support
Planning a destination wedding can be tough, but with our support you are in good hands!
Once you lock in your date, we provide access to a private client portal where you can follow along with your personalized digital wedding planning checklist. This checklist spells out all the tasks you will need to complete along the way, and can be edited to suit your specific wedding tasks. For ease of use, it is categorized by date so you know what the next steps will be at all times. We also send you a large list of talented vendors to start your search off right. Many of our couples utilize our wedding coaching services to help solidify a vision for your wedding, build a budget, and get you started in your vendor search. We are that engine to get you going, a calming voice of reason, call on us to ease your mind and keep you on track with your planning.
“Living 3 hours from The Maples Estate meant that the next time we would be on location would be our wedding weekend. Our trust in Katie and her recommendations were vital as we organized things from afar. We decided to add in the ‘wedding coaching package’ and it was easily the smartest money we spent throughout the entire planning process. Her suggestions, industry knowledge, and vendor relationships were undeniably helpful. Working with our own vision and Katie’s expertise, we compiled a great vendor team entirely remote.”
For those of you looking for a hands off approach to planning your wedding, we also offer full wedding planning and design packages!
It’s all in the details
So, now that you have selected your venue and started your planning, what items do you DIY vs hiring out for your destination wedding?
There are so many little details that go into a wedding design, from signage to table decor, florals, attire, furniture and stationary. While you might be able to create some of these items yourself, you also have to think about the level of energy and time you have, the space they will take up in transport, and what you will do with everything following your wedding. Sometimes it’s more time, cost and space effective to have a professional provide these items for you.
“Having a steady schedule of calls with our vendors calmed anxieties and helped get details in order. By the time we packed our car to head up to The Maples Estate, we knew exactly what supplies we needed to bring and what our vendors were supplying. I added my own flair (I’m an art teacher) and created the centerpieces, seating chart, and welcome signs.”
If there is something that feels personal to you, you want to invest time into and know will make a big personal impact for your wedding, go ahead and create or source those items yourself.
Organization & transportation
For those items you are bringing yourself, how do stay organized and get everything to the venue?
“I was able to separate supplies by each event using three 25-gallon storage bins. I added a content list to each bin; I was able to check off exactly what I had packed and Katie’s team could easily locate the supplies during the weekend. In addition to our luggage, wedding dress and suit, we were fortunate to have a dear friend and groomsman with a pick-up truck who could help us drive everything else up. Remember - what you bring with you you’ll have to bring home!”
It’s amazing when you have a truck available to you or can rent a van or U-haul to help with transport. We have had couples arrive by air with only the belongings in their bags, some that have shipped supplies to us the week prior to their wedding, others that rented a U-haul or van and even a couple that drove from LA to NY and back, so they could have their furry friends join them for their wedding. Remember to keep transportation and packing in mind when you are thinking through those items you will DIY or bring with you vs hiring or renting from a vendor.
Trust and communication is key!
With coordination services included in your package we will wrap up all those last minute details, create a detailed itinerary for your weekend, communicate with all your vendors and run your wedding day for you. You can trust us to pull off your epic wedding weekend where all you have to do is relax, celebrate and enjoy your guests company!
“Steady communication with Katie, an amazing vendor team who knew exactly what we wanted, and plenty of checklists provided a solid base for our incredible wedding weekend. I distinctly remember feeling cool as a cucumber on the biggest day of my life all because I knew we were in incredible hands at The Maples Estate!”
Photos by Cheyenne Lee Photo
Jenna & Jay’s incredible vendor team!
Venue / Wedding Coaching / Coordination: The Maples Estate | IG: @themaplesestate
Photography: Cheyenne Lee Photo | IG: @cheyennelee_photo
Videography: Jessy Figgs Wedding Films | IG: @jessyfiggsweddingfilms
Catering: Mazzone Hospitality | IG: @mazzonehospitality
Hair & Makeup: New Moon Beauty Studio | IG: @newmoonbeautystudio
Florist: Jolene K Floral Design | IG: @jolenekfloraldesign
DJ: DJ Romantics | IG: @djromantics
Ceramics / Bride: Palermo Ceramics | IG: @palermoceramics
Rentals: Total Events | IG: @totalevents
Welcome Event Catering: Bull & Basil | IG: @bullandbasil
Farewell Brunch Catering: Rooster on the Run | IG: @roosterontherun_
Transportation: First Atlantic
Invitations: The Nesting Project
Portable Restrooms: Stone Industries
Learn more about The Maples Estate, view our weekend wedding packages and find more wedding inspiration right here!
Wedding Tablescape Ideas
Wedding Tablescape Ideas & Helpful Tips
When it comes to your wedding tablescape, there are so many different directions to go in. Are you feeling the overwhelm?
I get it as a NY wedding planner at The Maples Estate, an upstate New York wedding venue specializing in weekend wedding packages, many of our clients ask us about designing their tablescape! Design elements can send your head spinning while browsing Pinterest or scrolling through images of million dollar weddings on instagram! So come back down to earth, center yourself and remember, this is YOUR wedding and YOU decide what setting feels right for you! This is where the fun part comes in as you get to showcase your personality and build a design that speaks directly to you!!
Let’s first talk through the elements of your wedding tablescape!
Tables & Linens
Here at The Maples Estate, we include both wooden and plastic rectangular banquet tables in your rental as well as cocktail rounds. The plastic tables and cocktail rounds do require linens, but that means you can get creative with colors, patterns and textures! Linens come in many different styles with various price points and can be rented, provided by your caterer or even purchased if you have a future use for them. Our vendor list includes both rental companies and specialty linen rentals and you can also check with your caterer to confirm if linens are included in your contract.
Looking for something a little different? Wooden tables come in many different shapes and sizes are a really fun look. If you want something other than those we provide onsite, there are lots of rental companies offering different styles. Check out our vendor list to locate tables that match your unique aesthetic. You can even find assorted vintage tables through a specialty rental company - checkout their inventory to see the different styles we offer!
Don’t forget napkins!
**See our breakdown of included tables and chairs and linen sizing.
Florals
Fresh, colorful flowers are a great way to bring visual design to your tables. From greenery to small and large centerpieces, bud vases and hanging installations, each come with a different price point and aesthetic. You will want to talk to your florist about the specific colors for your wedding design, flowers you are allergic to, those you love, those you hate, textures and fullness of the design and also the budget you are looking to work within. With common flowers used throughout your wedding design from your ceremony to cocktail hour and reception, many of these vases or ceremony backdrops can be repurposed at your reception.
Keep in mind that many florists have a minimum rate and you will want to confirm this amount before signing your contract. If you have a smaller budget you may want to work with an a la carte florist.
Candles
We love candles but it is VERY common for a candle to catch something on fire, especially when guests are drinking, dancing and mingling. If you are looking to have candles in your tablescape design at The Maples Estate - you will need to plan ahead.
Votives need to have 1/3 of the vase above the top of the candle. We have seen menus and table cloths catch fire, so giving some space for that flame to burn inside the vase is needed.
Tapers will need to be secured in the candle holder by melting the base of the candle and placing it in the holder while hot. We also require they have glass votives around them such as a hurricane vase, so if a candle falls you know it won't catch the table on fire. It’s always good to confirm the height and width of these vases as we have had instances where the vases were shorter than the candle in the stand and would not fit around the candle holder.
Candles are messy and wax builds up quickly on tablecloths. Confirm with your linen rental if they allow candles with use of their linens. The best way to avoid this is to choose a vase with a closed base. Talk to your florist or rental company to see if they offer candle packages!
Good news! Candle vases will also limit the draft from wind and will minimize how quickly they will drip - keeping them lit longer!
Dishware
Wanting a pop of color, a vintage aesthetic or a modern look? Dishware is a great place to showcase your personality and rental companies offer different styles for dinner, salad and dessert plates, glassware and silverware. Some caterers include these items in your package, (a great way to save money) but it’s best to confirm the look ahead of time to ensure these items match your design aesthetic.
Signage
Signage such as table numbers, seating assignments and menu cards are often placed among your wedding tablescape. There are many different options for this signage from printed paper to wooden or acrylic displays and you can get as creative as you like to match your design aesthetic. Are you skipping assigned seating and serving a buffet? Scratch the signage all together for a more relaxed setting.
Fun & Personalized Elements
Do you love books or movies? Antiques? Photography? Walking on the Beach? Travel? Board Games? Legos? Animals? There are so many ways to incorporate your loves into your table design through physical elements. We have seen board games distributed at each table, Polaroid table numbers, driftwood displays, disposable cameras, crayons and more! Not only are these elements a little taste of your personality, they can also serve as activities for your guests throughout the evening.
Table Layout
Don’t forget to think through your event layout when determining your table design. This will help to confirm quantities needed for any physical items on the tables. Do you wish to have one long family style table, a rectangle, grid pattern, clusters of tables, etc.
If you are totally overwhelmed by the idea of tables and want a more intimate and relaxed feel, why not scratch the tables all together and opt for vintage lounge furniture and cocktail tables instead!
Wedding Tablescape Ideas & Inspiration
Vintage Cowboy Inspired
This vintage wooden table surrounded by assorted chairs offers a calming country aesthetic with vintage plates and glassware, beeswax candles in copper holders, dried florals, deer antlers, a birds nest, table number and menus on theme.
Modern Black & Gold
This micro wedding utilized a black and gold theme with rented wooden tables and dense colorful florals at two heights. Table numbers, seating assignments and menus were designed for a modern look and black plates were purchased by the couple to match their aesthetic.
Retro Artistic Vibes
This colorful, retro design incorporated vibrant florals in bud vases, driftwood centerpieces with Polaroid table numbers, moss, hand poured crayons and disco balls. The couple also purchased assorted vintage place settings and silverware from thrift stores.
Green & White
This reception focused on classic green and white elements with eucalyptus table runners, rented wooden farm tables, wine bottle table numbers on hand made clay holders with fairy lights. A simple yet elegant setting.
Pretty In Pink
A long wooden table with pops of pink and gold - vintage plates, amber goblets, gold silverware and clusters of pink and white florals with candles.
What setting feels right for you?
Let us help you brainstorm with wedding planning and design or coaching!
Discover more about The Maples Estate, an Upstate New York Wedding Venue and find more planning inspiration!
Planning Your Ceremony
Let’s face it, most couples hold off on planning their ceremony until the very last minute!
If that is you, don’t worry! There are so many ways to make things official while showcasing your personality, religion, traditions and more! Here are some things you will need to think through as you plan your ceremony.
Find an officiant!
Do you want a professional officiant who will personalize your ceremony script and lead you through it?
We provide our couples with a short list of professional officiants working in upstate NY. These officiants have experience personalizing the ceremony script to fit you as a couple and will meet with you ahead of time to plan all the details out.
Maybe you want to keep things personal and ask a friend to officiate?
Many of our couples choose to have a friend or family member officiate their wedding. This is best arranged through an online service where one can get ordained. A couple of these services include American Marriage Ministries and Universal Life Church though there are others. These sites even have some great resources to plan your ceremony script.
Do you want your marriage to be recognized by your religion?
While most religious ceremonies take place in a place of worship, it’s worth asking if the leader of your congregation would be able to offer ceremony officiating services outside of the church, chapel, synagogue, mosque etc.
Choose any traditions, rituals, readings, songs, etc. you want to incorporate
Many cultures and religions have their own traditions so do some research to determine if you would like to incorporate anything special into your ceremony. It’s okay to keep things short and sweet or extend the ceremony with song, dance, readings and rituals. This is a great way to personalize your wedding and incorporate your values into this special moment.
Determine how the wedding party will enter and exit the ceremony
Do you have a wedding party? What about parents or grandparents, dogs, nieces, nephews, or others that you would like to incorporate into your ceremony entrance? Think through who these people, animals, others might be and how you wish for them to enter. Are some of these people stationed ahead of time or will everyone make the walk down the aisle? What order do you want them to go in? Do you want anyone to walk together? Separately?
Also think about what kind of entrance you want to make. Do you wish to dance down the aisle to drums and horns, want a harpist to serenade you as you walk gracefully or jaunt down to your favorite folk or pop song? What feels right for you?
Write your vows!
Will you say traditional vows or write your own? Many couples decide to write their own vows as it makes your ceremony that much more special and personalized. For couples that are nervous about other people watching them, consider sneaking away for a special moment to yourselves where you can share your personal vows just the two of you. There are no right or wrong ways to get married!
Don’t forget to get your marriage license!
Remember, you need to arrange your marriage license BEFORE your wedding takes place! If you are located out of state and need to arrange your marriage license when you arrive, you can do so at the local town hall in Schoharie or a nearby town hall through the town or city clerk. Check availability on the municipality website.
HERE is a great resource with marriage license requirements in NYS.
More planning inspiration!
A Song Is An Instant Memory!
Music is one of the most important parts of a wedding as it will bring you back 20 years later to your walk down the aisle, your first dance as a married couple, or even that finale song that sent you off into the night together!
Here is your reminder to talk with your DJ or band about those key songs that will follow you into your future!
What are some of those moments that you might want to accompany with a special song?
Prelude music
Bridesmaids or groomsmen walk down the aisle
Wedding couple walk down the aisle
Exit down the aisle
Entrance into the reception
First Dance
Parent Dances
Song to get people up and dancing
Special moments - musical chairs, chicken dance, sorority song, etc.
Final Song
This is just a start! Feel free to think through other fun moments you may want to remember with a song!
Talk to us if you would like to have a mic available for your ceremony or a bluetooth speaker available for your ceremony, cocktail or other smaller events. It’s always best to hire someone to manage these moments such as a DJ or band, but it’s also okay to ask a friend to press play on their phone or laptop as needed!
More planning inspiration!
Outdoor Wedding Venue NY. Top 5 Photo Locations
There are so many amazing locations for incredible photos here at The Maples Estate, an outdoor wedding venue in NY!
Remember to check in with your photographer a couple weeks (or more) before your wedding to set your shot list!
This is a list of all the images you want to make sure your photographer gets during your wedding day / weekend. Of all the place to take outdoor wedding photos in upstate NY, The Maples Estate is full of incredible instagram ready spaces right here for your wedding day! This could be details of your wedding design, getting ready images, first look(s), any fun elements or activities, garments or accessories, friend and family portraits, first dance, cake cutting, speeches, venue shots and more. Just like your wedding timeline, this will help you and your photographer ensure that all the photos you want to remember your wedding by are captured!
This also helps you remember that your great aunt Sally really wanted that photo with you, or your bestest childhood friend wanted a first look just the two of you! Best to have it all lined out ahead of time so you don’t miss anything!
BONUS: Here are some of our favorite outdoor locations for incredible photos here at The Maples Estate! Remember to share with your photographer!
1. Grassy Field Overlooking Terrace Mountain and Barton Hill
photo by Natalia fries
Photo by becca gleason photo
PHOTO BY Dottie Morris
2. Overlooking Schoharie Creek
PHOTO BY JESSIE CASEY PHOTOGRAPHY
PHOTO BY KELSEY CAMPBELL
PHOTO BY CASSANDRA DAYE PHOTOGRAPHY
3. Overlooking The Pond, Barn & Willow
Photo by cassidy lynn
PHOTO BY JESSIE CASEY PHOTOGRAPHY
PHOTO BY LOST IS FOUND STUDIO
4. Outside our 1855 colonial farmhouse
PHOTO BY Sara Bridgeman PHoto
PHOTO BY JESSIE CASEY PHOTOGRAPHY
PHOTO BY STORY & GOLD
5. Ceremony in the trees
PHOTO BY Natalia Fries
PHOTO BY Dottie Morris
PHOTO BY Kelsey and nate photo
More planning inspiration!
Tables & Chairs to Complete Your Look!
Who wants to spend extra $$ on tables and chairs?
You don’t! That’s why we include tables and chairs in your package!
Wood Plank Tables
3 Available
(For Use Near the Farmhouse Only - Seats 8 Each)
8’ x 30” Plastic Folding Banquet Tables
20 Available
(Requires 90” x 156” Linens - Seats 8 Each)
12’ x 36” Vintage Wooden Banquet Tables
7 Available
(Seats up to 14 Each)
30” Cocktail Tables
10 Available
(Two Height Options of 30” or 42” - Requires Linens)
Tablecloth sizes needed:
30” Height - 90” Round
42” Height - 120” Round
Vintage Wood and Metal Kneeling Chair
50 Available
French Bistro Slatted Folding Cafe Chair
100 Available
Vintage Wooden Folding Chair
~ 65 Available
12’ Wooden Benches
Seats up to 6 Each - 14 Available
That’s not all! We also include other items in your rental package!
We have assorted 4ft and 6ft plastic tables, vintage tables and chairs to fill in where needed!
Bose SoundLink Flex Bluetooth Portable Speaker
Yamaha STAGEPAS 4001 Portable PA System
(Includes PA, Two Speakers & Stands, Two Mics & Stands, Extension Cords)
EPSON Projector
Westinghouse Generator
2 Available | $250 each including gas
Check out our ‘Prop Closet’ and ‘Rentals Inventory’!
More wedding planning inspiration!
What do I need? Wedding Planner, Designer, Coach or Coordinator
When it comes to planning a wedding, there are so many new terms to learn! So what are the differences between a wedding ‘planner’ ‘designer’ ‘coach’ and ‘coordinator’? How do you know what you may need?
Every couple is different and will have their own challenges when it comes to planning, designing or managing their wedding day / weekend. If you read our last blog post about planning a unique wedding, you know that my husband Louis and I were involved in every little detail of our wedding. While that was a great way to save some money, it was A LOT of work. Not every couple has the amount of time, energy, or event knowledge that we had. So when you think about hiring some support, it’s worth asking yourself what level of involvement you would like to have in your wedding.
Once you have set your budget and had those important conversations to set expectations and boundaries, ask yourself:
Do I have the time and ability to think through my likes and dislikes, must haves and deal breakers?
Do I have the time and patience to research, contact and visit venues?
Do I have the time and ability to determine the things on my plate and manage my timeline effectively?
Do I have the time and patience to research, contact and meet with vendors?
Do I have the time and ability to sort through quotes, review contracts and confirm details with my vendors?
Do I have the time and skill set to think through my design aesthetic?
Do I have the time and skill set to research and locate items that match my design aesthetic?
Do I have the time and ability to create a wedding day / weekend timeline and stick to it?
Do I want to be in contact with all my vendors leading up to and on my wedding day to make sure all the details are set?
Do I want to manage the setup and breakdown of my wedding events?
Now that you have answered these questions and know where your pain points are, let’s define these terms so you can determine what level of support you may need.
Wedding Planner. A professional who assists with the organization, logistics, and management of a client's wedding. Think of a wedding planner like your fairy godmother that’s going to build and execute your dream wedding using your input. They will likely meet with you prior to quoting their services to determine the level of support you require, and confirm the budget you are looking to stay under. Once contracted your planner usually works with you for about 6-18 months before your wedding. I have planned weddings in as little as three months, but it’s always best to plan ahead for ample vendor availability and to avoid last minute stressors. Your planner is your one stop shop and should manage your budget, planning timeline, basic design aesthetic, vendors, oversee the setup, run and breakdown of your wedding day / weekend. Your planner will likely provide you with a list of services they will include in their rate, so make sure to look through the services carefully and confirm everything you need is listed. If something is not included, often times you can add on services such as reservation management for hotel blocks, rehearsal dinner or farewell brunch planning and management, gift management for your wedding party or guests, creation of visual or artistic design elements, etc.
Wedding Designer. Often times someone that is marketing themselves as a designer is going to be hands on with the artistic vision of your event and may design and build custom artistic elements for your wedding. Think of this as a consultant for all things visual, floor plans, lighting design, florals, furniture, place settings, candles, linens, and attire. This is for those couples that want that picture perfect wedding experience with a lot of personality.
Wedding Planning and Design. This service is a combination of planning and design, so think of this as your logistics master with an artistic eye on visual elements. This is what we LOVE to offer at The Maples Estate so you know your wedding will be low stress and customized to your liking.
Wedding Coach. Think of your wedding coach as someone that’s going to guide you through the wedding planning and design process and answer all your questions along the way. They will talk you down from that wedding planning spiral, help you think through your budget, make vendor and design recommendations, be your voice of reason and your personal coach through the wedding planning process! At The Maples Estate we offer a partial planning package that is a combination of wedding coaching and coordination so you can be hands on with your wedding without having to stress about the details and how it’s all going to come together. We are neutral and judgement-free!
Wedding Coordinator: Often referred to as day of management, this is the person or persons that will help you pull off every detail of your wedding day from load in to load out and everything in between. They are not involved in the planning or design, but will work with you about 30-45 days out to ensure that everything you have done to that point is in good working order. If it’s not, this will give them time to tweak any details and tie up loose ends. Your coordinator should build out your wedding day / weekend timeline, confirm floorpans, communicate with your vendors to finalize details and manage the wedding day / weekend timeline. These services are included in our packages at The Maples Estate! Many coordinators can offer a full service package with a second support just for bridal management. This assistant works directly with the bride / groom and photographer to ensure you are looking and feeling your best all day long. Let us know if this is something you would like and we can arrange for an assistant to be by your side!
More wedding planning inspiration!
Personalizing Your Wedding Celebration
The Marriage of Katie & Louis
Owners of The Maples Estate
August 20, 2016 at The Troy Public Library & The Hangar on the Hudson
Troy, NY - Upstate, NY
How do you block out the noise and build a wedding that is uniquely yours?
I recently had a friend confess to me that the day after his wedding, he and his wife were already thinking about how they could have done things differently. They realized immediately that the wedding they celebrated, didn’t feel like it represented them. They started to dream just 24 hours later about a 10 year vow renewal where they could personalize things to THEIR taste and enjoy a celebration that spoke to them as a couple.
So, how do you block out the noise, Pinterest overload and family pressures to build a wedding that is unique to you? To answer this, I’m going back to my own wedding in 2016 where my husband Louis and I celebrated OUR way!
Whether your budget is $10,000 or $150,000, setting your budget is step No. 1 before that money starts flowing. When Louis and I got engaged in 2016, The Knot said that the average wedding cost was $35,309. Our budget, which was almost entirely a gift from my parents, was roughly a third of that, and that meant we had to get pretty crafty with how we wanted to spend that money. While it was quite a tight budget, these restrictions also helped us to set boundaries and define what we could and could not afford. Keep in mind, we were very lucky that this money did not come with strings attached, so we really were able to spend it however we wanted.
For those of you that know a gift of money will come with a ton of input, think about saying no to that money. Sometimes it’s worth lowering your budget to have full say in how you celebrate. That does not mean you have to leave your family or friends out of the planning, it just means you will not have that gift hanging over your head. Let’s be honest though, some extra money is always nice to have when planning your dream wedding. So, if you do choose to receive a gift of money, make sure to have an honest conversation, set boundaries and clearly communicate your expectations before depositing these funds and signing any contracts.
When thinking about your dream venue, what setting feels natural to you? Where do you like to travel? What is your favorite date night location? What season is your favorite? What do you like to do for fun? Did you go to the same high school? What is your favorite place to purchase home goods? What kind of books do you like to read or movies do you watch? All these questions about your likes and dislikes can actually influence those big decisions like where to get married.
After our budget was set, we reached out to A LOT of venues. At the time, no venues shared their pricing publicly (at least none that I could find), so I talked with a whole bunch of venues that we ultimately could not afford. Realizing that a traditional venue was not going to be an option for us, I started thinking outside the box. My husband and I met each other while running a music festival in a beautiful crumbling historic building. So with all that experience under our belt making things work in an unforgiving space, I figured we could really host an event anywhere. With a combined love for historic buildings and music we scoured airbnb, cold called real estate listings, contacted historic Albany, some music venues and finally came across a couple different spaces that could separately hold our ceremony and reception, and spoke to both of us without breaking the bank.
I wouldn’t recommend waiting so long, but just three and a half months before our wedding, we signed a contract with The Troy Public Library to host our ceremony in their incredible historic space surrounded by tiffany windows, gorgeous historic details and lots and lots of books! We also confirmed The Hangar on the Hudson, a music and performance venue for our reception. These non traditional spaces allowed us to think outside the box while showcasing our love for historic buildings, antiques and music. They also brought out our creativity since we had to design events into spaces not traditionally used for weddings. Before you go venue hunting, sit down with your partner and think through those things that you both have in common to consider what venue setting feels right for you. This will also influence your vendor and design choices.
Once you find a venue that feels like it represents you, get creative with your vendors and decor! No two weddings should be the same so think back to those things that you and your fiancé connect over. Maybe you love a good meal. You share a favorite color. You share a love for vintage cars or football. Find those similarities and make sure to jot them down. This is going to help you determine what vendors and design will feel like you.
Once we had our venues set, we sent out our digital invites and started contacting possible vendors. Personally we wanted to keep things as intimate as possible while supporting local small businesses, so we chose to work with many friends and some of our favorite local establishments. We locked in a talented friend for our wedding photography and asked our hair stylist friend to style hair for me and my bridesmaids. We reached out to one of our favorite local bands to play music, and hired a friend of a friend to spin records throughout the evening. One of our date night go to restaurants catered our reception with delicious Lebanese dishes and we provided them with vintage platers and large bowls for serving. We arranged for a dessert station with ice cream sundaes from one of our favorite local bakers, and the venue provided the bar. We even contacted a local developer to see if we could use their vacant building to host pictures following the ceremony. For our rehearsal dinner we asked Louis’ sister and brother in law who own a farm downstate, to cater an event in our backyard sunken patio.
Remember to let the details speak for you by referencing those things you share, your likes and dislikes. We love all things vintage, so when it came to our wardrobe I knew I wanted something quite old. I also wanted to include my family and friends in the selection so when I was visiting family in Seattle we went to a few different vintage shops with a curated bridal selection. With a lower price point we found not just one, but THREE dresses to take home for the wedding weekend, and thanks to my mom, these purchases didn’t have to hit our budget. I found vintage shoes and jewelry over the next month and my mom found a long veil she custom ordered. We did have to alter one of the dresses, but I was lucky to find a local seamstress to fit the vintage dress to my body. Louis also found an incredible wool suit and vintage shoes from one of our friends with a vintage online menswear shop, and added an ascot for a pop of color.
Following this vintage theme, Louis and I scoured eBay and thrift stores across the hudson valley to find mismatched plates, silverware, floral vases and cloth napkins to set the tables. We even collected vintage dressers, linens, musical instruments and home decor from our house to place throughout the events, showcasing our personalities and bringing more warmth to the spaces. We rented vintage wooden chairs and banquet tables from Total Events and purchased simple linens for the tables that would allow the decor to stand out. With a quick turnaround, once all those details were set it was time to pull off our epic wedding weekend!!
Something to consider, a lower budget wedding can mean BIG work for you! With a relatively small budget, we opted to do most of the work ourselves, lugging furniture, setting up the venues and breaking everything down the next day. Luckily my background is in events so we knew the vision we had, and how we wanted to pull it off. We were also very lucky to have some incredible support from family and friends. The day before the wedding Louis and I picked wild flowers from a friends farm, filled in with additional florals from a wholesale florist where a friend worked, and with support of our friends and family arranged the bouquets, boutonnières and set the venue with tables, chairs, florals, tableware and decor. We woke up on our wedding day and instead of relaxing and getting our makeup and hair done, I headed back to the reception space with my bridesmaids to finish the last minute details while Louis and his groomsmen setup chairs at the library. We worked as late as we possibly could before we had to get ready. Not going to lie, I made my way to the library a bit late and still had to get dressed once I arrived. Everyone was already seated waiting for things to begin.
Make sure you think through what things you are comfortable doing leading up to your wedding, and what you would rather delegate to a vendor. Sometimes it’s worth paying extra to ensure you are stress free and enjoying your wedding! Think about adding a wedding planner or coordinator to your budget so they can help you pull off this epic event. It is not a luxury, it’s a really smart idea! While Louis and I love to pull off epic projects on our own, this wedding truly took a village, and would not have been possible without all the support from our family and friends. Even though it was a ton of work, we had our hands on every piece of our wedding, so it felt extremely personal. Every detail felt like us, and our guests enjoyed all the unique touches. While Louis and I had so much control over the details of our wedding, you can still build an epic wedding that is uniquely yours and not so much work! Take the time to think through these 10 things before you get started.
Before you book any vendors, scroll through Pinterest for 1,000 hours or let your family dictate what they think your wedding should be…
Set your budget
Set expectations & boundaries with each other, your family and friends that you know will have input
Make a list of your likes, dislikes, dealbreakers, and must haves - when doing this, think back to other events you have attended
Make a list of your similarities and things you both love
Individually determine what food item(s) you could eat for every meal, favorite snacks and sweet treats - what’s shared?
Note your favorite seasons or holidays?
Look around your house and locate furniture or decor pieces that stand out to each of you
Look through your closet and see what colors and styles you love to wear and feel most yourself in
Note your favorite place(s) to travel together
Note your favorite date night activity or adventures
Use these items to guide your vendor search, to inform your date, venue, food, cocktails, color scheme, wardrobe, and more.
No matter the venue that you choose, follow your curiosity and find those vendors that excite you.
Injecting personality into your wedding is not just putting pictures of you on the tables, or a slideshow in the background. You do not want to wake up the day after your wedding feeling like you just celebrated someone else’s dream. You can showcase yourselves in each and every detail of your wedding, no matter the budget or venue you are working within. Use these answers to tune out the millions of pictures on Pinterest, to inform your vendors of what you are looking to build, to help you set boundaries with your family and friends, and plan an epic wedding that feels just like you!
Photos by mel eMedia
Our incredible vendor team!
Ceremony Venue: Troy Public Library - IG: @thetroylibrary
Reception Venue & Bar Service: The Hangar on the Hudson - IG: @hangaronthehudson
Planning, Design & Coordination: Katie Hammon (Owner of The Maples Estate) - IG: @themaplesestate
Rehearsal Dinner Catering: Longhaul Farm - IG: @longhaulfarm
Reception Catering: Beirut Restaurant
Desserts: Butter & Sugar Company - IG: @butterandsugarcompany
Hair & Makeup: Fire & Ash - IG: @fireandashshop
Rentals: Total Events - IG: @totalevents
Band: Pony In The Pancake - IG: @ponyinthepancake
DJ: DJ Tall Ass Matt
Fresh Cut Florals: The Kirk Estate - IG: @thekirkestate
Florals: Bill Doran - IG: @billdoran_albany
Photography: Mel eMedia - IG: @melemedia
Dresses & Shoes: Trove Vintage - IG: @trovevintageboutique
Dress Alterations: Sue Small Bridal
Necklace: Coxsackie Antique Center - IG: @coxsackieantiqueart
Mensware: Memory Vintage - IG: @memoryvintage
Rings: Drue Sanders Custom Jewelry - IG: @druesanderscustom
More wedding planning inspiration!