Inside the mind of a Wedding Coordinator with Derek from Berkeley Events
Planning anything can be tough. Now throw in the complexities of a wedding, emotions, expectations, family, AND a pandemic - and you’ve got yourself a whole other tricky new ball game.
Great news is, just because it might be your first time playing, doesn’t mean there aren’t some expert coaches out there who can walk you through everything you need to know!
We sat down with Derek, the amazing Event Sales Specialist, Venue Coordinator and Day of Wedding Coordinator at Berkeley Events, to break down exactly what goes into planning a pandemic wedding.
Shot by NYKS
CBG: Derek, hi! A million thanks for taking the time to chat with us. To begin with, let’s get back to basics - What exactly is a wedding coordinator?
D: A wedding coordinator is someone who assists in the planning, coordination and execution of a wedding. There are typically three core planning services: wedding consultation, day-of or month-of coordination, or full-service wedding coordination, depending on the level of support needed by a couple. Although the responsibilities of a wedding coordinator may slightly vary from couple to couple, they are ultimately hired to offer expert advice, coordination, and guidance in the planning of your wedding, all the while saving you time and money.
CBG: That’s fantastic - like a wedding fairy godfather or mother, where you get to choose-your-own adventure as to how much involvement and guidance you want. How neat! Now wedding & event coordinating seems like such an incredible niche - what got you into it?
D: Growing up, I had a few part-time hospitality jobs that involved working various events, mostly weddings. Probably over confident in my abilities at the time, I remember watching Venue Coordinators and Wedding Planners preparing for events, thinking: I can do that. Years later, I was given an opportunity to assist in leading the planning of a sales conference for a former employer. I remember spending as much time as possible focusing on planning the event, and almost resenting the mundane responsibilities of my actual role. It was then that I realized I wanted to work in events.
CBG: How fascinating! It’s funny how life sometimes works like that. Now once you found your passion, how did you then come to find yourself at Berkeley?
D: I started working for Berkeley Events over four years ago, through the referral of a friend. With years of experience working in corporate environments, I was initially hired to assist with business development and corporate outreach, which later evolved into a role in sales and venue coordination.
Magnolia Studios
CBG: Ha, it’s always fun when things evolve like that isn’t it?! And it must have felt so good to finally find that niche. Now that you’re in it, what’s your favourite part about that which you do?
D: Working in the events industry allows you to connect and work collaboratively with passionate and creative individuals. I love that each wedding is unique, and begins as a vision or concept that evolves into a reality. With new trends and styles to explore, no two events are the same, which makes my job that much more exciting.
CBG: Oh gosh we can only imagine. You’re literally helping couples dream things into existence and it must be so incredibly satisfying to be able to deliver the beautiful and memorable experiences they’ve always wanted. We also love how you touched on the uniqueness of each event. That must be further magnified by the fact that you don’t just work within one magnificent venue, you actually work within many! Tell us about the various Berkeley venues.
D: Berkeley Events offers four incredible downtown venues.
The Berkeley Church was built in 1871 and offers the amazing combination of historical tradition and contemporary vibe that is inherent in the “1871 Berkeley Church”. The main floor features a grand ballroom with fireplaces and a Victorian-inspired bar. Overlooking the main space is a classically beautiful mezzanine, featuring 17ft high stained-glass windows. The Circa 1871 Lounge on the lower level, with its inviting exposed stone walls also features intimate nooks, a wine cellar and an enclosed courtyard.
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With a rustic vibe that invokes a country carriage house, the Fieldhouse is the only indoor and outdoor event venue where you can have cocktails in a tree house, stroll along a creek, and gather with others surrounded by a homespun natural garden. The main room, accented by antique chandeliers, features wood lined and French doors that open out onto an outdoor garden patio. This rustic, urban oasis is the perfect backdrop for your dream wedding.
Airship 37 is a unique Toronto event space perfectly combining modern inspiration and true Toronto nostalgia. Located adjacent to the Distillery District, Airship 37 is the only contemporary Toronto venue of its kind and a unique space for your upcoming event. Our expansive 2500-square foot space offers a blank canvas with industrial fixtures and tons of charm. With garage doors opening to a private outdoor terrace, guests can enjoy views of the city under the twinkle of string-lights in a private urban setting.
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Located across from the historic St. James Cathedral, La Maquette provides a magnificent backdrop for any event. With its architectural beauty, including a glass atrium, checkered black and white floors, grand staircase with an antique chandelier hanging over head, you will feel transported to France. Quaint and romantic, enjoy the patio and courtyard that is perfect for an outdoor cocktail hour, and ceremony. La Maquette is perfectly chic, and the perfect venue for your special occasion.
Magnolia Studios
CBG: Oh my goodness. Now that’s a LOT of variety! And the best part is, they all sound so uniquely beautiful and exquisitely diverse. Aside from just having such a wide variety of stunning locations, what do you think it is that really sets a Berkeley event apart from the rest?
D: There are so many beautiful downtown wedding venues, including ours. Berkeley Events has always strived to provide an exceptional client journey, from the point of inquiry to the execution of events. The key to providing such an experience is to work with highly skilled and passionate wedding professionals, whose skills and experience reach beyond any singular role. The expertise of our team covers: event sales, venue coordination, wedding planning, day-of coordination, florals, officiating, wedding design, and more. We also provide a turn-key event experience, resulting in less work for our clients, along with the flexibility to create a personalized event experience - sourcing your own alcohol on a Special Occasion Permit and allowing clients to source their own Late Night (McDonald’s, anyone?!), are popular perks of working with Berkeley Events!
CBG: Now that certainly is a perk! Yum! While the lockdowns have definitely thrown a wrench in larger wedding plans, they definitely haven’t stopped weddings entirely. Tell us a bit about how you and the team at Berkeley managed to pivot during these incredibly unconventional times?
D: Pandemic or not, wedding professionals are constantly pivoting to adapt to changes within the industry. With a sudden increase in lower guest count wedding inquiries, it became clear that couples were not quite ready to navigate the challenges and uncertainties of planning for a large-scale event. As a result, the idea of a nano, mini, and micro wedding package was conceptualized in an effort to offer an intimate wedding experience, in a beautifully unique, safe and private setting.
CBG: What a beautiful adaptation. We absolutely love the concept of your new ‘Nano Weddings’, tell us a bit about them!
D: Berkeley’s Nano Wedding Package offers a turn-key intimate wedding experience and is perfect for any couple looking to take the stress out of wedding planning. We offer clients the opportunity to host 25 of their nearest and dearest in one of two stunning settings: the rustic outdoor deck and lush garden space of The Berkeley Field House or the classy, refined and Parisian bistro-styled main level and private terrace of La Maquette.
CBG: Amazing! And what do these Nano Wedding Packages include?
D: Our full-service package includes: tables, chairs, linen, staffing, security, catering, bar, tableware rentals and more! For anyone who is looking to make Berkeley Events their one stop shop, our highly skilled team is also offering: licensed officiating, day-of wedding coordination, and floral services. For those who can’t quite cut their list down to 25, we have a 50-person Micro Wedding Package, as well!
CBG: How great - It really does seem like you do it all! And we love how you’ve been able to adapt so beautifully to things on a smaller scale. What’s the best part about having an intimate wedding?
D: Intimate weddings allow for couples to be more present in the day’s festivities. Your wedding day is busy, with your every minute accounted for in a wedding day timeline. Not to mention the time it takes to acknowledge and thank your guests for attending. A nano wedding removes a lot of the stress involved with planning and logistics, allowing couples to enjoy their time with family and friends.
CBG: Absolutely - we couldn’t agree more! What advice would you give to a couple who is having to scale back a bit for one of these intimate events?
D: Scaling back on your guest list does not equate to sacrificing the quality of your wedding. You should treat an intimate wedding as you would any other, with: careful planning, attention to detail, and excitement! Focus on what you can control.
CBG: Totally. Have there been any elements of intimate weddings that really surprised you?
Magnolia Studios
D: Having attended an intimate ‘COVID wedding’, I was surprised by how normal it felt! On a professional level, I’m surprised by how many clients tell me that an intimate wedding was more than they had imagined. In fact, many brides and grooms have expressed that an intimate wedding is what they had always wanted. The past year has forced many of us to reflect and re-prioritize the things that matter. For some, the idea of a large wedding is no longer a priority.
CBG: How fascinating. It’s funny how something like this can really put everything into perspective. Now, keeping that perspective on focusing on things that matter, what do you feel really elevates an event (regardless of size) in general?
D: Factors that elevate any event include: proper planning, quality, and attention to detail. When planning an event, you are looking to offer your guests a memorable experience. Every effort is noticed and appreciated.
CBG: Completely. Now while planning is such a huge part of the event, so is execution. How do you pick the venders that you recommend and work with?
D: When recommending any vendor, it is important to witness first-hand the quality of their work, their level of professionalism, and – not to be overlooked - their personality! I rarely recommend someone I haven’t worked with. There are so many moving parts to a wedding. I surround myself with a team of vendors I can trust, who will elevate the wedding experience, and who provide seamless service and an enjoyable partnership.
CBG: So not only do your weddings look great, they feel great! We love it! With so much planning experience under your belt, what would be your top piece of advice for anyone looking to plan any sort of personal event?
D: Plan with purpose. How does the event reflect on you? What type of experience are you looking to offer guests? In most cases, guests are not expecting white glove service, but they do take notice and appreciate a carefully curated and thought-out event. A little effort goes a long way!
CBG: And what about getting into the industry? Any advice for any aspiring event planners or coordinators?
D: I didn’t enter the events industry, at a professional level, in the most conventional of ways. I built experience through volunteer work, contributing to event planning projects in previous corporate jobs (despite this typically not being part of my role) and continuing education. My advice is to seek opportunities to immerse yourself in events in any capacity, network, and never stop learning.
CBG: Fabulous suggestions. How about on the flip side for the clients, when it comes to working with venues and coordinators- any tips on what people should be looking for when hiring a professional or choosing a venue?
D: The wedding planning journey is a long one. As with any relationship, it is important to work with someone you connect with. Familiarize yourself with their work, experience and knowledge of the industry. Seek referrals from family and friends. Can you picture yourself working with this individual for the months leading to your wedding day? Are they confident in what they can contribute to your wedding planning journey?
Magnolia Studios
CBG: Choosing a wedding venue, specifically, is truly half the battle of wedding planning. Your venue is not only the backdrop to your day, but also one of your primary vendors. Each venue will offer varying levels of product and service. As a Venue Representative, for instance, my job is to offer full transparency in detailing all products and services included within our packaging, a clear breakdown of costs associated, notice of areas that may require additional spending, expert-level knowledge of our venues and their capabilities, a clear understanding of our contracts, as well as policies pertaining to the hosting of weddings and events. Ask questions. Seek clarification. Read the fine print. Couples should leave a site visit feeling as though all of their questions were answered and with peace of mind that a venue will work collaboratively in ensuring their wedding day is perfect!
CBG: And finally, what’s your biggest piece of advice for a new couple who’s just starting to get their feet wet with the wedding planning process.
D: The wedding planning process can be extremely overwhelming. In many ways, it is more complicated now than it ever has been. My obvious answer would be to hire an experienced wedding planner or wedding consultant; someone to not only facilitate and coordinate the process, but to also save you time and money. For couples who are looking to navigate wedding planning alone, I would recommend to do your research, build a small support system of family and friends who are willing to help, and to surround yourself with a team of professional vendors whose expertise you can rely on for guidance and peace of mind.
CBG: Now that is some sound advice we call most definitely rely on. Well Derek, it certainly has been a pleasure. Thank you so much for taking the time to chat with us today. Before we go, do you have any last words for all our lucky couples, professionals, and industries out there?
D: Simply put - fingers crossed that wedding professionals can soon get back to doing what they love, and that couples may soon get back to planning the wedding of their dreams!
CBG: Ha, we couldn’t agree more. And with that, we’ll leave you with all the new found wisdom, luck, and inspiration you radiate daily. Thanks so much for sharing Derek, we’ll be sure to keep our eyes peeled for your next amazing event.
Cover Photo of Derek taken by: Magnolia Studios
To work with Derek or to book an event at any of Berkeley Events’ stunning venues head to:
@Berkeleyevents | www.berkeleyevents.com | info@berkeleyevents.com | 416-361-9666
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