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North Texas Wedding Venue

Tips, Free Guides and Details from Experienced Pros

What to Ask When Touring a Venue

6/28/2022

 
​​It’s tour time! Just when you started to figure out this whole narrowing down the sea of options and asking questions now it’s time to be nervous about touring. 

Grab the FREE guide here - Part 2 will have all the questions to ask while you tour
​
Podcast: LISTEN HERE


Personally, I think it’s super exciting and hopefully after you listen in to episode #02 (haven’t yet? jump to listen in HERE) and read over the 2nd part of the venue guide you will be able to kick those nerves to the curb too and be ready to soak in the moment.​

​Now that you have the top choices of venues that check your basic needs (guest count, style, within budget), next you’ve asked those additional questions to see if they can meet your needs and are left with your favorites.​
Wedding planning podcast, wedding planning tips on how to find your venue
If you haven’t used the first part of the guide you’ll want to think through questions to ask before touring like alcohol or vendor policies. Maybe you want to have signature cocktails but some venues only allow beer and wine, or no alcohol at all. Or perhaps you plan to hire the DJ that worked your cousin’s wedding because he was amazing and you want people on the dance floor - you want to make sure you tour venues that allow outside vendors. 
​There are two sides to the tour: Getting ready and what to expect when you’re there.

We recommend choosing no more than your top 6 choices to visit. You can always visit more if those don’t work out, but if you’ve asked all the questions before then odds are you may only have 4 - 6 that are a great fit for you so there is no need to cause yourself more confusion or have to cancel brunch with the besties while you visit 20+ venues.

When you go you should take a notebook or the 2 page worksheet from the second part of the venue guide. This is where you’ll fill in all the answers to the questions you ask and take notes so you don’t forget anything about the property and how you felt during your visit. Of course everything planning related is more fun when you share it with others so grab your fiancé, bestie or a family member to go with you. Give them something to do - like take photos/videos during the tour and save yourself the easy task.
​

We don’t recommend taking more than 3 people with you on tours for the simple reason that most times it results in a stressed couple who feels like their voice was lost as everyone else asks questions, chats with excitement and they don’t get to do what they came to do.
What to expect on a tour
When you arrive to the venue you will want to plan to show up 10 - 15 minutes early, but not to get started early. This gives you a chance to breathe, to get your papers/notebook ready and if you’re in DFW, possible chill out from the traffic. It also gives you the chance to leisurely walk up to the venue, to stop and take in the view, walk around the grounds and find the office or personal you will be meeting with. Over all - it drastically changes your experience versus rushing in late, whipping into a parking spot to jump out of the car as you drop your phone (bummer) and rush in to start a meeting short winded.  
List of what to take with you on a wedding venue tour
Once you meet your venue representative you can count on answered a few questions before you get to ask your own. Don’t worry - this is completely normal, within reason and makes total sense.  A lot of couples feel anxious during their first tour when it comes to this, but hear us out.

You want a venue that is going to provide you an experience from now until you drive off in your exit car laughing from all the amazing memories you just made on the dance floor. How can they do that if they don’t know some basic information? 

​As you walk around the property and building they will tell you about the venue, the services and show you a glimpse of what it is like to celebrate with them. 


​​Before you say goodbye they should review any package and service options you are interested in and yes, that means pricing. We get that can be an uncomfortable conversation - you don’t want to feel like you’re stuck in a car dealership and odds are, they don’t want you to either. In reality though, that is why you are there. This is most likely the last time you will sit face to face with them before booking the venue so it’s time to make sure you know all the details and avoid any surprises. 

Don’t forget that one of these venues is going to be the perfect fit for you - and when that happens the next step is to make it official and reserve your date. If you are at that stage and wanting to check off the location from your planning list be sure to have what you need on hand to book the venue. 


As you heard in the episode, a few big questions we think you cannot skip (don’t worry they are on the guide along with 13 other questions) are: 
  • What will the venue look like the morning/day of?
  • What fees should we factor in? Service fees/percentages? Vendor fees? Security costs? Damage deposit and event insurance are all great examples
  • Can you send us a contract to read through?

Grab the FREE guide here 
(Part 2 will have all the questions to ask while you tour)​
Podcast: LISTEN HERE

Check out our FAQs HERE 

Schedule a tour at Hawthorn Hills

Learn more about Behind The Party Podcast

4 Most Common Questions About Rehearsals

10/6/2020

 
It’s getting close to your day and now you’ve got all the decorations and fun stuff set it’s time to focus on rehearsing your ceremony. By now you should have the ceremony specifics set with your officiant to know the ins and outs of what will happen so that you can do a run-through and share that with your wedding party and immediate family members. If you haven’t figured out all those details yet you will want to so that your rehearsal runs smoothly and is effective. 
​

Here are 4 of the big questions when it comes to rehearsals and the answers/tips our team has for you when planning for your rehearsal.
rehearsal tips for your wedding
Groom's suit modern and stylish by April Sapp Photography
Oh man, if only we could express the importance of rehearsing enough. Your ceremony is the why to the who day - all the planning you’ve put in, the goal and focus of your day. It’s the moment and memory that you will carry with you for the rest of your lives as you start your journey together. Your ceremony comes with a lot of heartfelt emotions, and rehearsing the steps will only allow you to live in the moment more while you worry about what’s next less. 
The rehearsal also ensures that your family and wedding party are prepared, comfortable, and ready for the day. Your wedding party wants nothing more than to do their part and fulfill their role - giving them a rehearsal will give them the tools and knowledge to do just that. Don’t skip your rehearsal - not matter when/where you do it or with whom, it will keep everyone on the same page and make for a smooth ceremony.
rehearsal tips when and where to have it
April Sapp Photography Wedding Ceremony summer at hawthorn hills ranch dfw texas
Can’t really tell everyone to attend if you don’t have the when and where of your rehearsal worked out. Back in the day rehearsals were always held the evening before, but what we’ve come to learn over the past 10 year is that people work, travel for weddings, couples don’t always want to spend a big amount on a rehearsal dinner and accommodations and that even our couples don’t necessarily have the time. In addition to that weddings are no longer primarily held on Saturdays alone which means that your venue may not have availability the evening before for you to rehearse. ​
All this to say that morning rehearsals have become the most popular answer for couples - it allows everyone to attend without extending your schedule too much. It also opens your evening before to do whichever activities you want - dinner with the wedding party, your family or a private date night running final errands. Morning rehearsals can also mean celebrating with a brunch for fun saving money compared to a rehearsal dinner, and also typically means that everyone can make the rehearsal.
What if you don’t want to see each other that day? No problem! Run through the ceremony 2 - 3 times with one of you (whoever needs more time to get ready) and then another 2 times with the other partner (typically the groom). 
Some couples prefer to rehearse in advance - sometimes a week before, other times mid week just days before, and some the old school night before. It’s really a personal choice outlined and crafted based on you and your wedding party’s schedules. 
If your venue is one of the few that includes a rehearsal time onsite you will want to coordinate with them based on their availability as well. Otherwise, your next detail is determining where. 
Here are some popular ideas for locations that couples like to do their rehearsals:
  • Air BnB
  • Hotel Lobby (both for convenience)
  • Restaurant (the same location where you’re planning a meal makes things easy)
  • Local park or open space (for example the courthouse lawn in downtown Denton is a great spot - beautiful for photos and surrounded by places to eat, celebrate and unwind before the wedding day)
April Sapp Photography bride and mother of the bride wedding ceremony texas
who needs to be at a rehearsal
Knowing who to have at rehearsal will help you know what parts/things to think through and have ready for that day and also help answer any questions your family and friends may through your way. The big ones obvious - “Do I need to be there?”
So, who does need to be there? Well here’s a quick run down…
multicultural wedding ceremony with April Sapp Photography
  • ​Officiant: this usually surprises most couples, but the officiant is typically not at the rehearsal. If you’re working with an experienced professional this is okay and not something to stress about. What you want to make sure is that the two of you feel comfortable with your ceremony script and that you go over it with your officiant well in advance and touch base 2 weeks prior. Ask them for a copy, and when you are going over it with them take notes. When do they need the rings handed to them? When will they have you join hands? The more details the better you will feel and you can paint the picture for your wedding party at rehearsal. If you are having an inexperienced officiant - say you’ve asked a friend or family member to become ordained for your day. We highly suggest that they do not miss the rehearsal as they will feel much more comfortable with a few dry runs out of the way as well! You still want to make sure you go over everything in depth - the rehearsal is not the time to pick and choose specifics and would only delay the practice, cause confusion and give you both more stress than you need. Skip that stress and go over everything in advance, bonus is that you don’t have to worry about everyone else chiming in on your decisions either. ​
Rehearsal location near denton texas
  • Wedding party: that’s an obvious one we know. Here’s the thing, today rehearsals are usually held during the week so some of your wedding party members may be flying in, getting off work late, or just plain hit traffic and miss it unexpectedly. That’s okay! You can ask someone to be a stand-in - like one of your ushers, and make sure that the rest of the party feel confident to fill them in on everything they missed. You can even do a mock line up at dinner if they’re able to join then, and of course, have the wedding party members go through things with those members the morning of so they know where to stand, what to do, and feel ready. 
  • Parents: especially if they will be walking into music. If they will be seated prior to the ceremony beginning they do not need to attend the rehearsal and you can just let them know where their seat is (if they have a reserved seat). If they have the rehearsal dinner to prep and can’t make it just make sure that their escort down the aisle is present so they know where to line up, when to walk and where to escort the parent.
  • Grandparents: typically grandparents aren’t able to attend and that is okay! Just make sure if they are walking into the ceremony with music (aka part of the ceremony and not seated prior) that whoever is escorting them down the aisle knows when, where and what to do. 
  • Flower Girl(s) / Ring Bearer(s): Definitely need to attend! They get more out of the rehearsal than most - a sense of understanding and chance to work out a bunch of nerves. We cannot express enough how helpful it is to have any kiddos attend the rehearsal.
  • Greeters and Ushers: Typically they do not attend the rehearsal, but as mentioned above if they will be escorting a grandparent we recommend they do attend so the grandparent does not have to. We do also recommend that if they are escorting a parent that cannot attend that the usher does attend.
  • YOUR escort - whoever is walking with you (or your partner) down the aisle absolutely should be at the rehearsal!

Covid wedding mrs mask military couple April Sapp Photography
rehearsal tips for why
So you’ve told the key players they need to come to the rehearsal… now what do you need to do at rehearsal? If you have the rehearsal workbook and guide follow the checklist and worksheets you completed to make sure you haven’t forgotten anything. For those of you doing this thing solo and without a professional or the help of a workbook here’s a quick list we recommend on what to cover during rehearsal:
  • Order of the ceremony and wedding party line up
  • Quick ceremony run through including which songs will be playing
  • Ceremony details (rings, vows, unity ceremony, lines to say, etc)
    • That includes petals and ring boxes for the kids!
  • Where to go after the ceremony
  • Timing of the day (when to be and where, as well as what they need to have)

Love these photos? Us too! Check out more of April Sapp's Photography Work
https://aprilsappphotography.com/

Ceremony 101: Getting Started

10/2/2020

 
Planning for your ceremony is a big deal - it is after all the whole reason for planning a wedding right? Most couples tell us that like most of the planning, they aren’t even sure where to even get started and just sort of “end up” planning the ceremony. So we decided to pull together 4 tips to get started on planning what is sure to be the BEST thing about your day - your ceremony! 

One thing we cannot stress enough when it comes to your ceremony is to choose your officiant wisely. We dive into this a little more in our blog that talks about whether or not to have a family or friend officiate but at the end of the day you want to make sure you talk through your ceremony in-depth with your officiant. It will get you all on the same page, make sure you are both prepared and ready for a smooth ceremony. Okay so on to the tips! 
ceremony planning for wedding who is in your wedding

1 - Know your peeps! ​

You need to decide who will be a part of your ceremony. This can range a bit but in general, you will want to think about the following key players:
blackall photography wedding at hawthorn hills denton texas
Officiant (of course) - make sure they are legally ordained in your area so that it counts!
Wedding Party - who will be standing by you? Whether it’s just 1 person for each of you or 8 on each side choose wisely. Those photos are going to be hanging on the living room wall for the rest of your lives! All kidding aside, your wedding parties do not have to be even in number so don’t stress that too much. Of course, you’ll also want to know who your maid of honor / best man is as well [or man of honor / best maid].
Family - parents, grandparents, siblings, and aunts/uncles. They will all want to know if they have a role, what it will be, what to wear, and where to be. Traditionally parents are a part of the procession. Grandparents really depend on how comfortable they are walking, and your overall vision. Commonly we have siblings or an aunt or uncle that take the place in these roles as well - so if your family structure is unique let it shine! You should be surrounded by your family, no matter what their label is. 
Flower girl and ring bearers - when choosing these roles most couples are still sticking to the traditional route and choosing young ones. You will want to think through their ages - under 3 will need to be accompanied down the aisle. If there are no children in your life then don’t sweat it! Half of our weddings do not have either of these and the others sometimes just have one or the other. Again - it is your day so do it your way! 
A new trend we’re seeing includes adults in these roles and simply giving their title a small change. Put your brother on petal patrol complete with a server's half apron that has pockets full of petals - or ask your grandparents to carry a single stem flower and your rings down the aisle instead. ​

Ushers and greeters - this is an area we’ve seen change over the past couple of years as well. Ushers are not a typical role now that “choose a seat not a side” has become so popular. However, you should think back to those grandparents and parents you decided to include in your ceremony. Traditionally, the women will need an escort down the aisle and their significant other will follow behind. Especially if their significant other is walking, say, the bride down the aisle. 
Greeters, or the welcome party as we call them are a great way to welcome your guests. Have them staged at the entrance to your ceremony area, perhaps by your guest book handing out programs or waters to your guests as they arrive.

2. Add your own touch!

So what exactly goes into a ceremony? Well, so glad you asked. A ceremony [legally] is made up of very specific sections. Your officiant will know all the details but what you will need to focus on is adding your own spin on things to make it mirror your personality as a couple. That includes:
wedding planning ceremony unity
  • Choosing your script [for the officiant]: some like a little back story, or jokes given while others prefer very professional. Make sure you discuss this with your officiant!
  • Unity ceremony: do you two want to include a sand or candle ceremony? What about the rope braiding or wine bottle? So many more options to choose from if you’re leaning that way. Keep in mind your venue’s policies and also where your ceremony is. Outdoors can be tricky for candles so we don’t suggest them for our couples.
  • Songs and readings: will you have someone sing or play a song during your ceremony? What about a reading or scripture to read? 
  • Traditions: easily our favorite! Your family may have traditions based on your culture, heritage or religion that you want to incorporate. These are things you want to keep in mind when choosing an officiant and while planning. Be sure to fill your wedding party in on the specifics as well - not everyone knows what jumping the broom is!
Blackall photography at hawthorn hills krum wedding ceremony
elopement ceremony hhr north texas blackall photography
wedding ceremony planning timing

3. Nail down the when

If you haven’t already, you really should think through when you want to have your ceremony. In the US most couples have the ceremony the same day as their reception and immediately go from saying I Do to the celebration.
Some cultures extend this by having the ceremony (or one of them) on a separate day. You also want to decide what time of day fits your vision the best. 
  • Morning: This makes a perfect brunch style reception! We love seeing the mimosa bars, and guests almost always stay until the grand exit since they aren’t worried about getting home late or the next morning.
  • Midday: These are very popular on Sundays and for cocktail style receptions. A great way if you’re trying to celebrate and save money as guests do not expect to be fed a full meal. 
  • Evening: The most traditional time, the ceremony is typically followed by a full dinner and dessert as well as an evening filled with dancing! Be careful to check the sunset time and daylight savings before setting your time.

4. Figure out placement

So you figured out the who, now it’s time to decide where. Typically the couple is front and center (of course) so all your guests can see you. The officiant will stand behind you so they won’t be blocking anyone’s view, and your wedding parties streaming off to the sides. ​
wedding ceremony placement
  • ​Maid of Honor / Best Man will be the closest to you with the rest of the wedding party lined up past them.
  • The flower girl/ring bearer really depends on their ages. If they are older they can stand with the wedding party - usually between the maid of honor / best man and the next member of the party but slightly closer to the guests (not in line with the wedding party). If they are younger it is definitely a safer route to have them sit with their parents after making it down the aisle. 
  • Parents and grandparents are typically in the first rows.
  • DJ - don’t forget the pro that will be taking care of your sound! They are typically found (only if you look hard for them) in the back corner of the ceremony area behind the seated guests. This allows them to play the music that you can hear before walking down the aisle as well as run any microphones you may be utilizing before sneaking off to the reception area after your ceremony ends.
This is just the beginning of planning your ceremony but remember - it may not take up much time the day of (at least compared to your reception) but it is the most important part of your day and deserves all the attention it demands during planning! A few other things to think about include:
  • Songs: how many will you use and who will walk in to which one
  • Programs and stationery for your guests
  • Videography - will you hire someone? Will they need to mic the officiant too?
  • Decor… oh that’s a big one! Check out our “part 2” for ceremony tips where we focus on decor specifically!

See a photo you love? All photos in this post are by Blackall Photography - go see her work!
www.blackallphotography.com

Ready for more ceremony detail fun? Check out this post about Ceremony Decor!

Need to talk to a member of our team? Our venue team is here to help - CONTACT US

Timeline Tips: What to Include

10/1/2020

 
If you've read our Part 1 to starting your timeline then you already have your outline - the big moving pieces listed out and ready to rock. Now it's time to plug in all your specifics and make it your own and make it fit your day. Everyone has a different list, recently we are seeing less and less of some traditions such as the garter toss. So if there is anything you do or don't want to include in your wedding ceremony or reception timeline feel free to make it all you own! 
​Let's do a quick run down of some of the most common / main items.
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- Cake isn't the only dessert being served anymore and it's delicious! Either way, if cake is not your main sweet but you're having a small cake to cut don't forget to make time for it. 

- Your entrance and your toasts you will need to decide who you want to be a part of it so that you can make sure both they and your vendor team are prepared. Is the DJ announcing the wedding party? Or are they just announcing the two of you?

If there is an area you just have no clue about - like photos for example, don't sweat it! Just ask your professionals. Odds are your photographer will LOVE you confirming how much time they need and will know exactly what to tell you.
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- Bar hours has a few moving pieces you need to think through. The delivery of your drinks, the bartenders arrival, set up, service time (including specifics such as toasts and what drinks to prepare for those toasts), and of course the bar ending time followed up clean up. PHEW what a list! 

- Behind the scenes: There are more pieces happening with your vendor teams than you probably realize. All the small details need done - from decor and inventory pick up to room set, candles being lit to even walking the restrooms and sanitizing. 

It's pretty clear why so many couples stress over their timeline. With so much happening it isn't an area you want to breeze by and leave half done. Looking back on your day you want to think "Wow that was amazing!" not "I wish we hadn't forgot to....".
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If you don't have a professional to work with in drafting your timeline - reach out to our team. We're happy to help and offer this service for couples across Texas and beyond.

Contact Us HERE

Did you miss the first part to our Timeline 101: Prep? Check it out HERE

Wedding Timeline: Prepping to start

10/1/2020

 

Timeline 101 Prep: Before You Dive in...

Oh timelines… It’s a key part of planning and commonly the main part that our couples say they either are dreading or are worried about for the day of. We get that, there is a lot that goes into it and so many moving pieces! Not to mention, you actually want to be able to kick back and enjoy the whole thing, not just stare at the clock and go one checklist item at a time right? 
Before you dive into your timeline there are some things you should have ready, some information that will help you shape your timeline and bring all the pieces together.
wedding venue in north texas
1 - Vendors and Venue(s): Contracted Times
So the big question: How long do you have access and do you have your pros onsite?
A quick check to your contract and services should solve all your questions for this. You will want to make a quick note of the times. For your venue, you want to know what time you have access and what time you need to be cleaned up and offsite. If you have more than one venue you will want to know how long it takes to travel from the first to the second - a bigger perk is that Google maps will let you pick a day and time to account for normal traffic patterns during that time so you can really plan appropriately. If you have any other services included with your venue package (for example, at our venue we include security) make a quick note for how many hours you have that as well. 
For your professionals, such as your photographer and DJ, you will want to know how many hours you have paid - and how much additional time would cost you too just in case you want to extend your time.
The average rehearsal lasts 4 hours and most guests don’t last much longer so don’t worry about keeping things going too long - they’ll be having so much fun on the dance floor they will be wiped! You can always have an after-party at a local bar for those who aren’t ready to finish up celebrating your new milestone!
Ceremony time for wedding sunset and daylight savings planning help
2 - Ceremony Time: Sunset and Time of Year
First you need to decide what time of day you'd like to say " I Do". If you’re picturing a traditional evening reception with dinner complete with sunset golden hour photos then you will want to know two quick things.
First - what time does the sun set on your date? This is easily done with a quick google search. Simply include your date and location like so: [sunset in Krum, Texas on 10/10/20]. Secondly - use this info to chat with your photographer! They are the pro after all, and they will most likely have a preferred time to capture your photos and ceremony before the sun goes down. 
Bonus - have an idea if you want to take sneak peeks or wait to see each other during the ceremony? Let your photographer know so that they can plan accordingly and designate more time before or after your ceremony.
Don’t forget about the time change! This is a BIG one particularly if your date is in November or March. Keep this in mind as it will make a big difference in when you’d like your ceremony to begin and of course for when things will get dark in a hurry.
Wedding timeline tutorial
3 - Fun Stuff and Traditions
Your timeline is more than just when to show up and leave - you need to know what you want to go into the evening.
Will you be dancing?
Do you have any traditions you can’t make it through the evening without?

Check out this checklist of the most common moments and see what sounds like you two may want to include!
4 - What to Do With it When You're Done
This blog is about getting prepped - getting together the key items to frame your timeline. The next step is to dive in and get specific by plugging in all the details specific to your day.

Check out Part 2 of our Timeline 101 HERE.
wedding timeline faq
So what happens once that's been accomplished? Now that you’ve worked so hard to draft the perfect timeline what do you do with it? 
​
​First up - have your pros look it over! If you don’t have a coordinator, ask your photographer, DJ, or another vendor to check it out. When you’re all set you will want it to be shared with your key people including:
  • Maid of Honor and Best Man
  • All your pros (this will help them know when to be prepared, what is expected for the day and how to keep things moving smoothly)
  • Frame it and be proud!
venue access time dfw timeline planner pro

If you’re needing help with your timeline reach out to our team! Like drafting floor plans, this is a service we help with and would love to help keep planning a little easier on you and give you one less thing to worry about.

Contact our team HERE.

Check out more on Timeline 101: What's in a Timeline HERE

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Hawthorn Hills

Location

10340 Jackson Rd. Krum, TX 76249
​940-600-7838
info@hawthornhillsranch.com
Romantic Southern Venue - Versatile Modern Vibes
We love making dreams a reality! 
Celebrating? It's kind of our thing. Stress? We like to help take that away.

North of DFW in Denton Texas
Rolling hills, water features, trees and sunset views that never disappoint. Our bright, timeless venue is easy to customize and make your own.
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