On our website there is a lot of information to digest if you're newly engaged and trying to start your wedding planning by securing a venue. We tried to be as thorough as possible and cover all the bases but we frequently get asked about a few things that are sort of hard to summarize in a bullet-point statement. I'm going to address some of those here today and hopefully merge these answers into our website format at some point. ("Some point" would be defined as after we've ordered paint but before summer's over.)
1. A site coordinator is included in the rental package at Emerson Fields but what is a site coordinator?
A site coordinator is not a wedding planner or a day of coordinator for starters. You still need those people. They're awesome. A site coordinator is the staff member from Emerson Fields who is on the property and available to you on your wedding day. If there's a plumbing issue, 10 more guests suddenly show up or the outdoor ceremony needs to be moved indoors, we're here. The site coordinator will help with any questions or concerns that arise with the building or the tables and chairs. We want your day to go just like you planned it and a smooth, fun-filled day is most likely what you've envisioned. Having someone here that knows how to work the thermostat and how to dim the lights (and much more) will be invaluable.
The site coordinator will work directly with your planner, family and friends. Emerson Fields site coordinator won't be capable of flipping the room entirely. We will certainly help or give instruction on how that can be done as effortlessly as possible and most of those details are ironed out well before the wedding day gets here. We aren't the ones lighting the candles, dimming the lights, letting the DJ know when to announce certain transitions. That person is your day of coordinator or wedding planner. The site coordinator is not going to be "in your business" but be in the background ready to help or direct should a need arise surrounding the venue.
In short, we'll be here for you and we will want the best possible day for you but you still need a planner, coordinator or a person. As a mother of three daughters who've married, let me just add that it should not be your mother. (Mothers the world over will thank me for that some day.) Mothers want to be present for ALL the moments, moments like these.
2. What happens if I'm planning an outdoor ceremony there and it rains?
First step, don't panic/worry/fret about it. We have built a venue with the backup plan in place and only yards away from the outdoor ceremony sites. We will work with you and mother nature. If you're planning an outdoor ceremony and the weather is "iffy", which it is in Missouri most of the time, we will set a time to decide exactly which course of action would be best and safest for everyone. Once a decision has been made we will help move the ceremony location if need be. The main thing is to plan the wedding of your dreams and then be flexible with the things, like the weather, that you cannot control.
And as a side note, cloudy with a chance of rain and thunderstorms typically looks something like this...
Seriously, the weather this day was forecasted to be stormy, hail and high winds.
3. How do we flip the room or have a ceremony and reception in the same space?
There really isn't a concise answer to this question but thankfully we've taken many scenarios into consideration in planning our venue. The scenario with the least disruption for guests and the easiest transition from ceremony to reception is an "Oscar" or "dinner theater" style. The layout for this would be as easy as setting up the venue as a reception but creating a center aisle through the tables. You can always set up a few rows of chairs close to the altar area for family and that would enable you to seat the grandparents and parents. Your family can be up close and be a part of the ceremony as your guests watch from the comfort of their table. A few guests may have to turn their chair to face the altar area or to get a clear view but your guests would usually be pleased to do so. This layout offers a welcoming feel for your guests, can be very elegant and is not distracting during the transition. After the ceremony the chairs that were set up close to the altar for family are put away and that can become your dance floor space. The only other moving piece to the puzzle is then to set up the head table if it is to go where the ceremony altar area was. That can be done in a matter of minutes and can usually be handled while a few pictures are being taken or while the guests enjoy cocktails.
Another fairly easy scenario would be to set up rows of chairs for the ceremony within the center area of our venue and the outer areas and balcony can be set up as a reception. After the ceremony the center chairs are put away or moved to tables and the reception can begin once the head table is ready. If your wedding is over 250 people and you're having everything indoors there may have to be extra tables for guests set up after the ceremony. Keep in mind that our balcony can seat up to 120 by itself and that opens up a lot of floor space for other options.
There are countless ways to set up our venue and we'd love to show you around. We will walk through several scenarios with you and give you a guided tour when you come to preview our venue because we want your wedding celebration to be completely yours and flow as smoothly as possible.
*Rendering of objects and people are not to scale. (Probably goes without saying but just in case.)
Maybe this has answered a few of the most frequently asked questions that we get but if it hasn't please give us a call or schedule a tour soon. Picking the venue is the most important piece in the planning puzzle. It's the decision that all other decisions are based off of. Choose a venue that lets your personality shine through by not boxing you in to one specific set up or layout for your wedding day celebration.
In closing, if this blog post has helped answer your questions or you know someone whom it would benefit please share it because that helps us out too! Thanks!