Sunday, February 16, 2014

Flower & Garden & Fireworks

The Epcot Flower & Garden Festival will be in its last days when we arrive for our wedding and honeymoon, and one of the things I'm hoping we have time for is sampling food at many of the special outdoor kitchen kiosks that will be spread around the World Showcase. Fortunately for my planning efforts, the Disney Food Blog has just posted a great run-down of all of the different menus, allowing me to start putting together my Must Eat list for the trip.

We have also learned that on May 1st there will be a very special fireworks show at Disney's Hollywood Studios, likely to celebrate the park's 25th anniversary (Wow, 25 years; I remember going to the park the year it opened!) which puts another conundrum in front of us. We hadn't planned on activating our annual passes until Friday, May 2nd, for the first official day of the honeymoon. However, since this looks to be a one-night-only fireworks event, it seems like a big missed opportunity not to go. Of course, there are other potential drawbacks, including the almost assuredly high crowds that will be there for the event, and the need to juggle our dinner at Yachtsman Steakhouse that night, but those can be overcome. For a unique fireworks show, I'm sorely tempted.

Wednesday, February 12, 2014

Extra! Extra! Wedding Newsletter?

During the lead up to sending out the homemade wedding invitations (chronicled in the last post), Girl Scout Fiancée came across something that she saw other brides doing, and thought we should consider it as well: newsletters! One of Girl Scout Fiancée's big concerns up to this point is getting the right information out to our wedding guests, specifically her family (only one of whom has ever been to Disney World before), so that they could make plans to attend the wedding. Traveling hundreds or even thousands of miles to Disney World, and then being on a rather complex schedule with all of the events we have planned for the days leading up to the wedding, is daunting for us, and we have all the information we need! For someone coming from far away and not being involved in the planning, though, it might seem like kind of a black box. So, Girl Scout Fiancée decided to put together a newsletter that would be a nice, tangible packet of information for our guests so that they could start planning and, hopefully, return our RSVPs with a semi-accurate count on which events they'll be attending.

The crossroads of Wedding Planning and Disney Trip Planning.
Through the magic of Microsoft Word templates, Girl Scout Fiancée took the first crack at the newsletter, and did an amazing job. The front page provided a little bit of our own history, both as a couple and on the decision to get married in Disney World, and then the second page was a detailed itinerary for the five days leading up to, and the day of and day after, the wedding. This broke out all of the various activities that we have planned, as well as some extra information on where Girl Scout Fiancée when not doing big group things. The next page covered some of the advantages of staying on Disney property and some details of the Disney Dining Plan, followed by a page listing some suggested hotels and some info on the Epcot International Flower and Garden Festival. The page after that touched on Universal Studios (which we're planning on going to on the day after we arrive), and had some transportation details. The final page had all of our contact information, and by this point the newsletter was up to a full six pages! It was hardly War and Peace, but it was still surprising to me how much information we actually needed to convey!

Though I ran the risk of making the same mistake that I made with the wedding invitations, I stepped in to do some editing and cleanup. I was an English major in college, I write professionally and earn a good living doing so; written communication isn't just my forte, it's my livelihood. I felt justified in the edits I made, and expanded the text out a little bit in a few places. I tried to be careful to be the respectful Clark Kent to her Lois Lane, and not the my-way-or-the-highway J. Jonah Jameson to her Peter Parker. One thing, though, I didn't touch: Girl Scout Fiancée had peppered great love quotes from Disney movies and songs throughout the newsletter, and I thought they were the perfect accent to perk up a fairly text-heavy newsletter. Luckily for me, Girl Scout Fiancée approved of my changes, and we were all set.

I hope to one day get Girl Scout Fiancée a literal stamp for approvals.
Here I repeat my wedding planning refrain: everything changes. Just before we were about to send out the invitations with the newsletters, Girl Scout Fiancée got a phone call from her family with some good news: they'd booked their accommodations, and were all ready for the trip! While this was great news for us to hear, it also meant that several of the pages of our newsletter were now redundant, specifically those pages detailing information about staying on the Disney property, the dining plan, and so forth. I hastily jumped into the document and made some edits, moving things around (and shaking my fist at the Word template for its...eager...use of text boxes). I also took the opportunity to include some park suggestions (using the guidelines posted on EasyWDW) and included a section on trip planning resources that I have been using. Soon, our newsletter was down to a lean, information-packed four pages. Here's how ours turned out:

Page 1

Page 2
Page 3
Page 4
It was another Wedding Wednesday when Girl Scout Fiancée and I stuffed envelopes full of invitations and newsletters, and shipped them off. Amazingly, our families in Tennessee and Pennsylvania received their invitations two days after we mailed them from Washington! We plan to do another newsletter when it gets closer to the wedding, covering more specific plans, doling out contact numbers, and we hope to include an FAQ for all of our guests (and have started compiling those questions already). For anyone trying to plan a Disney wedding with folks coming from multiple locations, I would definitely recommend putting together a newsletter, and that goes double for anyone who (like us) is trying to plan the wedding while geographically separated from everyone else that is going to be there!

How did those invitations and newsletters arrive so--oh.

Sunday, February 9, 2014

Making Our Own Wedding Invites

A little-recognized side benefit of having a small wedding, as we are with our Escape package, is that you don't need to spend as much time or money on invitations. In fact, all told, we only needed to send out 13 wedding invitations, since many of our wedding guests actually live with one another. In fact, we could have probably gotten away with sending fewer (since we ended up sending three invitations to a single address...twice...so that some family members could get their own invitations). Yet despite this respite, somehow I suspected that Girl Scout Fiancée wouldn't let me off so easy, and I was right. You see, Girl Scout Fiancée is a crafter, and the phrase, "I need a new wedding craft" is said on almost a daily basis around this house. It came as no surprise to me that she wanted to make our own wedding invitations, and as a result this became the wedding craft that I have (thus far) been the most involved in.

Perhaps only a slightly exaggerated view of what Girl Scout Fiancée's half of the computer room looks like.
Girl Scout Fiancée got the idea for our wedding invites from someone else; as she recently asked, how did people plan weddings before the rise of Pinterest? That idea was a simple one, and a quick search turned up many examples like it: the wedding invitations would be made to look like airline tickets. This seemed like a great way to hopefully get people excited about our destination wedding, and it gave us lots of opportunities to customize the invitation, and provide some much-needed information to our guests, since the invitations are actually meant to look like a small sheaf of papers you get when you check in for your airline. Girl Scout Fiancée downloaded a great example made by Aylee, that included a template for you to use in Word (available for anyone to use under the Creative Commons license), and put together a version using all of our pertinent information.

Once she showed it to me, I offered to take a crack at replicating it in Photoshop. As much as I liked the original, I could already tell we might end up with some printing difficulties (would everything be at the right DPI, how well would the watermarks show up, could we come up with some more visual flair of our own, etc.). I took her initial mockup, replicated the shape of the three-tiered boarding passes in Photoshop, hunted down fonts, and then started looking for opportunities to make some small visual tweaks to make it look more like an authentic airline ticket. I even found a site that generates QR codes for you and created a QR code that links directly to our wedding website, which I put onto the second "page" of the invitation. I have no idea if anyone receiving a wedding invite is going to have any idea what a QR code is, but I thought it was a fun touch that added a little bit of authenticity to the boarding pass look (as many boarding passes have all kinds of strange barcodes and scannable objects on them).

And, if that had been the end of what I did (taking Girl Scout Fiancée's start and simply transferring it to a cleaner-printing format), that would be fine. But, no, I'm not that smart; I got overzealous. Perhaps it is because I'm creative professionally, or perhaps it's because when it comes to all things Disney I can't just stop when I'm ahead, but I kept tinkering with the design. I put a strip of black-and-white Mickey Mouse heads across the top and bottom, making it look decorative. I changed fonts, trying out a dozen different ones until I found things I liked. I changed icons from Mickey Mouse heads to Cinderella Castle silhouettes to Walt Disney World logos. I tried out half-a-dozen watermarks, ranging from a washed out version of the scene where Robin Hood & Maid Marian leave the wedding chapel at the end of the film, eventually settling on a Boardwalk post card-style watermark. I may have gone a little crazy, and the end result was a tense conversation between Girl Scout Fiancée and I where it was (rightly) pointed out to me that by constantly tinkering with the invitation I may have been sending a bad message about the work Girl Scout Fiancée had done before me. Fortunately, sanity reigned, and after some quick discussions with Girl Scout Fiancée's coworkers we settled on a design that was very close to what Girl Scout Fiancée had originally put together, but with a few small tweaks of my own that cleaned things up a bit. From there, it was simply a matter of spending a few hours in Photoshop getting all of the text spacing right, cleaning up any rough text, and then going over everything to make sure it was perfect.

The final version of the invitations.
While I was working on the invitations, Girl Scout Fiancée had found a great template for a folding sleeve in which we would place the boarding pass slips. She also figured out what kind of paper we wanted to get to print them on (a thick cardstock), and went to Michael's to buy the thick craft paper that she would make the sleeves out of. Once we finalized our plans, we tweaked the text and printed them out. Over the course of one Wedding Wednesday (which may have actually been a Monday, since sometimes Girl Scout Fiancée ends up having to do Girl Scout Things on Wednesdays) I hand-addressed each envelope while she put everything together. All told, start to finish, I probably put in about 8 hours doing design, tweaking text, and writing the envelopes, and Girl Scout Fiancée probably put in close to the same on all of her tasks.

The sleeves are folded, with the invitations waiting to be cut.

Girl Scout Fiancée cut out the pages of the invitation, and stuck them together with a fastener.

All put together, waiting to be stuffed into envelopes.
I think they turned out great, but we did hit one snag near the end of the process. Originally, the plan was to have the third page of the boarding passes also be the RSVP; we were going to perforate the ends so people could tear off everything except for the actual reply card. Unfortunately, when Girl Scout Fiancée went to the post office to determine exactly how much postage we were going to need, they informed her that the post card portion of the invitation was below the minimum size needed for the post office to guarantee delivery. Again, though, we lucked out, as it turned out the leftover envelopes from our save-the-dates ended up being the perfect size to fit the RSVP card in, and we knew that these envelopes would be delivered because we sent some out several months ago.

Of course, Girl Scout Fiancée threw me one more curveball before the end of the process: we needed to come up with something else to put in with the invitations, and she had just the perfect thing: the first of two Wedding Newsletters. More information on those coming soon...

Wednesday, February 5, 2014

(Yet Another) Change of Plans

If there is one thing I have learned throughout the process of planning our Disney wedding, it is that change is inevitable. No matter how well prepared I think I am, no matter how settled I think our plans are, things are going to change. It's been a while since I updated this blog (three weeks! How could I have abandoned you for so long?) but that doesn't mean we haven't been busy. No, it's been a flurry of wedding activity over the last several weeks, but due to the fact that I've been on some pretty hard deadlines at work I've had little time to update. So, over the next few days I'll be playing catchup, trying to put some more information out there about where we are in our planning process.

As I mentioned in a previous entry, Girl Scout Fiancée and I have set aside Wednesday nights as our dedicated night to work on wedding stuff. In that post I mentioned that we were also thinking of doing appetizers for our wedding guests following the reception, sort of a cocktail hour to keep them from wandering off. Unfortunately, that didn't really pan out. We got a quote back on what we asked about for a menu, and it was about what we expected. Sadly, though, in order to have those appetizers served outside at Sea Breeze Point, we were going to have to hit a food minimum that was almost three times what we had budgeted for appetizers! Our other option is to have the appetizers served indoors, in one of the conference rooms, but that wasn't really going to help us. We wanted to use the cocktail hour to get some photos of our friends and family around Sea Breeze Point, and neither of us were thrilled about picking up and moving the party into a conference room where we would no doubt have to pay to have decorated.

My, what a fabulous venue for wedding photo opportunities.
Since we weren't going to be able to have appetizers at Sea Breeze Point, that kind of took the wind out of our sails a bit. Not to be discouraged, though, we thought about the possibility of making a reservation for our wedding guests at Kouzzina, the Greek restaurant on the Boardwalk owned by celebrity chef Cat Cora. Girl Scout Fiancée and I both love Greek food, and Kouzzina comes with rave reviews from my parents. Our idea would be to make a reservation and then pre-order and pre-pay for some appetizers for our guests; that way, they could get a bite to eat, sit down for a while, and (if they want) get a drink, and still make it to the International Gateway entrance to Epcot an hour and a half after the wedding to head in for our dessert party. I called the group reservations line but got a recording, so I left a message. The next day at work I got a call back, so I explained my situation and our idea for the appetizers-only quick bite, and the lady said that she would have to speak to someone higher up to get the time we wanted. Then...nothing. No one called me back. I don't know who I spoke to (I was at work and had to duck into a conference room to take the call, and didn't get the lady's contact info), so I had no idea who to call back.

Kouzzina's group reservations line.
As it turns out, this was a blessing in disguise. Girl Scout Fiancée talked with her family a bit, discussed the idea, and discovered that it looked like the restaurant's menu wasn't going to be a good fit for their tastes after all! With a little further discussion, we decided and try and shift our plans from Kouzzina to Big River Grille. Though Big River is a chain (headquartered in my hometown of Chattanooga, TN, where my family still lives!) it's solid food and good beer. A tag-team effort between Girl Scout Fiancée and myself got me in touch with the restaurant's General Manager. I explained our idea (pre-order appetizers for a large party so they can have a bite, get to the dessert party on time, and not fill up on dinner when there are mounds of desserts to be eaten!) and he made the process easy for me. I've got the authorization forms I need, our reservation is in place, and now our wedding guests have some place to go for a quick bite after the wedding ceremony.

Also, this.
So, things didn't exactly pan out for us like we thought they would with post-ceremony food, but we adapted and I think this might end up being more to our guests' liking. Of course, these aren't the only changes of plans. For any other Disney World-bound grooms out there, let the next few paragraphs be an important lesson about the necessity of listening to your fiancée and being flexible with your plans.

We didn't have a lot of concrete plans in place for our arrival day, or the day before the wedding, and on purpose. We didn't want there to be a lot of pressure on us those days, since there would be plenty of time pressure coming up for the day of the wedding. Still, I booked us a couple of restaurant reservations for the night of our arrival (Kouzzina) and for the afternoon of the day before the wedding (Splitsville). These were sort of just-in-case reservations that I wanted to have in place so we would have something on the books in case we did feel like going to those places. This bit of planning, on my part, seems to be where I made my biggest mistake, and wasn't keeping Girl Scout Fiancée happy.

Over the course of months of planning, Girl Scout Fiancée has casually mentioned things like, "Maybe we should get together with family on the night that we arrive" and "Maybe we could do something with our grandparents on the day before the wedding." My first mistake was assuming that these seemingly off-hand comments were just her thinking out loud. I should have interpreted these things as "Things Girl Scout Fiancée wants to happen but doesn't have a solid plan for just yet so you should work on making them happen." But, I didn't, and when no plans really materialized from her, I just assumed she'd let them fall by the wayside, and made my just-in-case plans instead. Over the course of the very same Wedding Wednesday where we finally faced the fact that our plans for a cocktail hour at Sea Breeze Point wasn't in the cards, I discovered that Girl Scout Fiancée was pretty unhappy by the state of our plans for arrival day and the day before the wedding. The last thing I want is an unhappy Girl Scout Fiancée, so we set about fixing my oversights and omissions immediately.

The first thing we did was cancel dinner at Kouzzina for arrival night (after all, we'd already learned that the menu was not a good match for her family), and instead are planning on having her family and mine meet at the Giordano's a few miles from Disney property. In addition to being one of my favorite pizza places ever and a must-eat place every time I go to Chicago, it's also relatively inexpensive, laid back, and likely to be able to accommodate a dozen people with relative ease. The next thing we did was cancel the Splitsville reservation and make a reservation for the Garden View Tea Room the day before the wedding. This is the activity to do with the grandmothers, and folks arriving that day. All in all, once the decisions were made, changing these plans couldn't be simpler. It was literally minutes of work in the dining reservations system of the MyDisneyExperience website, and I was happy to do it.

Robin and Raven explain the two biggest changes to our pre-wedding plans. I have no idea why this picture exists.
I think where all of these hangups really came from is that I was just blind and deaf to something that Girl Scout Fiancée wasn't actually coming out and saying directly, but was implying in the kinds of plans she wanted us to make. Namely, that the days leading up to the wedding are a really important few days for her to get to see and spend time with her family. I get to see my family once a year when my company flies me east for a convention in Indianapolis, but Girl Scout Fiancée will sometimes go two or more years at a time without seeing her family. My immediate family is also much smaller than hers, so it's easy for me to spend what time I do have with them. For Girl Scout Fiancée, the three days we'll be in Florida before the wedding are likely to be the only chance she has to see her family for the next year or more, whereas I have been focused mostly on planning out the things that she, and I, are going to be doing together on the honeymoon. For me, the days leading up to the wedding are just the prelude to the main event. I'll be glad to see my family, and hers, but I haven't been thinking in terms of engineering specific events to spend time with them. Girl Scout Fiancée, on the other hand, wants to have a lot of activities in place to spend time with her family: dinner with her family the night the arrive, taking her siblings to Universal, afternoon tea with her grandparents, dinner the night before the wedding with her family, a trip to Fantasia Mini-Golf as a group...these are all important events for Girl Scout Fiancée, whereas I've just been sort of assuming that we'd see our families as is convenient and hadn't been thinking in terms of plans to make that kind of thing happen

I'll admit, I'm also feeling a little bit of trepidation in walking the fine line of etiquette between organizing events and hosting events. Perhaps it is a legacy of my Southern upbringing, but matters of etiquette are both important and nerve-wracking to me. I'm constantly trying to figure out how to elegantly express concepts like, "We're going to go to this restaurant for dinner, we would love it if you would join us if you want to but don't feel any obligation to if you have other plans, and even though we're organizing the trip and making the reservations we're not actually hosting this dinner so you'll have to pay for yourself." Yeah. Take all that, and put it on a tiny little invitation card in a way that isn't immediately offensive to someone. Now, multiply that by five more events, and you can see why I haven't exactly been seizing the initiative in planning these activities.

"Good day, madam. Perhaps my gentleman companion and I could interest you in a rousing putt-putt match."
The good news is that it's all working out. We've adjusted our plans to have several events with our families leading up to the wedding, and now that the questions of, "What do our guests do while we have photos taken, and how do we make sure they both get a bite to eat and get to the dessert party on time?" have been resolved I'm feeling a lot more confident that the hardest parts of the planning are coming to a close.