PIC CAPTION: Destination wedding on Knik Glacier. Mat Su Valley, Alaska
Wedding Planning Season Returns!
Contributed by Kirsten Pedersen, Exec. Chef, CVO, Alaskan Events & Catering, LLC
After 25 years of catering and hosting a wide variety of events throughout South-Central Alaska, Alaskan Events & Catering, LLC has honed its expertise in the intricacies of planning wedding receptions, ranging from extravagant celebrations to intimate gatherings.
We sincerely wish to extend our congratulations to all the recent couples who have found themselves engaged after this holiday season! Now that the excitement of your engagement has settled in, it’s time to embark on the journey of planning your wedding. However, where should you begin?
Catering is often one of the most significant aspects of your wedding budget and can greatly influence your guests' experience. Alaskan Events and Catering, LLC specialises in a wide range of menus, from traditional to innovative cuisine. Consider your guest demographics and preferences when selecting your menu. Discuss options for apps or hors d’ourves, main courses, and desserts, and don’t hesitate to ask about seasonal ingredients that can enhance your menu while keeping costs in check. Here are some insights and tips to help guide you as you start organizing your special day.
Set Your Vision: Before diving into logistics, take a moment to envision your ideal wedding. Consider the atmosphere you want to create—will it be elegant and formal, rustic and cozy, or perhaps adventurous and outdoorsy? Discuss your dreams together and create a mood board with colours, themes, and styles that resonate with both of you. This vision will serve as a foundation for all your planning decisions.
Once you have a vision, it's crucial to establish a realistic budget. Consider all aspects of your wedding, including venue, catering, attire, flowers, photography, entertainment or additional options such as a horse drawn carriage, DJ or limousine service. Are you considering getting married on a glacier? Be sure to account for hidden costs, such as gratuities, taxes or venue handling fees which can add up quickly. A wellthought-out budget will help you prioritise what's most important to you and guide your spending.
Peak Wedding Dates: In Alaska, the weeks surrounding June 21—the summer solstice—are the most coveted for weddings. The phenomenon of nearly 24 hours of daylight creates an enchanting atmosphere, perfect for outdoor ceremonies and receptions. Couples should be aware that this popularity means that venues, especially those with stunning views or unique settings, are often booked well in advance. Couples should begin their planning process as soon as possible—ideally, a year or more in advance —to secure their dream venue and avoid compromising on their preferred date or location.
For couples that become engaged around Valentine’s Day, the excitement of planning can be overshadowed by the reality that many prime dates and venues may already be reserved. To mitigate this, consider setting up an engagement party to celebrate with friends and family while you finalise your wedding plans. This can also provide an opportunity to gather valuable advice from those who have recently planned their own weddings.
Food for Thought; Restaurant Comparison for Menu
Planning: When selecting a catering menu, think of it in terms of taking your guests to a restaurant. What type of cuisine do you envision? Would you prefer a casual BBQ, a formal plated dinner, or an extravagant smorgasbord? Understanding the price range for each type of dining experience can help you set realistic expectations for your catering budget. Additionally, discussing menu options with your catering company can yield creative suggestions that fit your vision and budget.
Prioritize Your Menu Choices: Start by developing a list of preferred menu items. This could include everything from appetizers to desserts. Consider what you would typically pay for these dishes at a local restaurant to guide your pricing expectations. Discuss seasonal and local ingredients with your catering chef, as this can help you craft a unique menu that celebrates the flavors of Alaska while potentially lowering costs.
Venue Amenities and Additional Costs: The venue sets the stage for your wedding and can significantly influence your overall aesthetic and experience. Given Alaska’s stunning landscapes, you may want to consider outdoor options that showcase the natural beauty of the region. Whether it’s a charming barn, a scenic lakeside, or a luxurious hotel, visit multiple locations to find the one that resonates with your vision and fits your guest count. The chosen venue can significantly impact your catering budget. If you select a remote location, be aware that you may need to rent additional equipment such as tents, generators, and cooking stations. Some venues may not provide basic amenities, leading to unforeseen costs. Discuss these logistics upfront with your caterer or venue coordinator to ensure you have a comprehensive understanding of what is required for your event.
Curating Your Guest List: One effective strategy to save on food costs is to limit your guest list to those who are closest to you. An intimate gathering not only reduces catering expenses but also creates a more meaningful atmosphere, allowing for deeper connections among guests. It’s a chance to focus on the people who truly matter in your lives, making the day even more special.
Catering Budgets: When planning a wedding, many couples set a lump sum budget for catering. However, this figure can be misleading as it often doesn't represent the full scope of catering services. To begin to determine a reasonable budget consider the following and if you were to take your guests to a restaurant for service:
Cost Breakdown: Analyze each component of the meal as if you were hosting the meal at your favourite restaurant— appetisers, sides, main courses, desserts, and beverages. This will allow you to calculate a per guest fee accurately.
Children: Our company has always offered up a children’s meal for the younger group in attendance. A designated meal for ages 4 -11years, is a great way to save on fees especially if, you have a significant amount of children in attendance.
Additional Costs: Don’t forget to factor in other expenses such as staffing fees, operation or service fees, delivery charges, taxes, and gratuities.
Guest Count: Ensure you have an accurate guest count to avoid overestimating or underestimating your budget.
Logistics of Food Handling: Catering is a complex operation that requires meticulous planning. Food is typically handled multiple times—ordered from suppliers, delivered, stored, removed, prepared, restored, pulled packed for transport, removed again, cooked - served, and then cleaned up afterward. Each stage requires careful attention to food safety and quality assurance. A reputable catering company will have systems in place to ensure that food remains safe and fresh throughout the process. Couples should inquire about these processes to feel confident in their choice of catering service.
Beverage Considerations - Licensing Requirements: Public venues usually mandate that a licensed establishment serve alcohol. This can incur extra costs, including fees for temporary licenses.
Service Charges: Many venues may charge additional fees for serving drinks, and if you bring your own alcohol, a corkage fee might apply.
Impact on Budget: Consider that one alcoholic beverage, for paid bar and beverage service, may cost around $15 and thus, if you plan to allocate around $30+ (or more) per guest for beverages, these extra fees can quickly add up and affect your overall budget. Be sure to talk with your caterer about beer/wine vs. full bar and the different options if choosing a public venue.
Private vs. Public Venues: In a private venue, you often have the flexibility to bring your own drinks without the same restrictions, which can help you save money.
Choosing Local Ingredients: The cost of food can vary significantly based on the menu being served. In Alaska, seafood is a highlight, but premium options like halibut and King Crab will be more expensive. Economical alternatives such as rockfish or cod, offer delicious flavors at a lower price point. Similarly, popular proteins like chicken and meatballs can help keep costs down compared to more expensive cuts like prime rib or tenderloin. Discussing menu flexibility with your catering company can lead to creative and budget solutions.
Cost Saving Ideas
Self-Service Food Options: Serving food yourself can be a tempting way to save money, but it’s essential to have a knowledgeable person in charge of the food service. This could be a family member or friend who is comfortable with food handling. However, consider the implications: having loved ones work during your wedding may detract from their enjoyment of the day. Weigh the benefits of cost savings against the desire for everyone to fully participate in the celebration.
Serving Strategies for Appetizers: Instead of serving individual appetizers, consider offering shareable items like dips, spreads, or a charcuterie board. These not only stretch your food budget further but also encourage mingling among guests, creating a more relaxed and social atmosphere. This approach can be particularly effective during cocktail hour, as guests can enjoy a variety of flavours without the formality of a plated service.
Utilizing Disposable Items: To help manage costs, consider using disposable tableware or service items. While this may seem less formal, many modern disposables come in stylish designs that can elevate the overall aesthetic of your event. Speak with your catering company about options that can save on rental fees for glassware and dishes, which can add up quickly for large guest lists.
A Few Final Thoughts…
Create a Timeline: A well-structured timeline is vital for a smooth wedding day. Start by outlining key milestones, such as when to send invitations, finalizing your guest list, and scheduling vendor meetings as your wedding date approaches, create a detailed schedule that includes the ceremony, reception, and any other planned activities. Share this timeline with your vendors to ensure everyone is on the same page.
Hire Experienced Vendors: Selecting a talented team of vendors is essential for executing your wedding vision. From catering and florists to photographers and musicians, do thorough research and ask for recommendations. Look for vendors with experience in Alaska, as they will be familiar with local logistics and challenges. Schedule consultations to discuss your vision and gauge their compatibility with your style.
Personalize Your Ceremony: Your wedding ceremony is a heartfelt moment that reflects your love story. Consider incorporating personalized elements such as readings, vows, or rituals that hold significance for you as a couple. Whether it’s a unity candle ceremony or a special song, these touches will make your ceremony uniquely yours and create lasting memories.
Focus on Guest Experience: Think about how to make your guests feel welcomed and comfortable throughout the day. Consider providing amenities like transportation, welcome bags, or cozy blankets for outdoor events. Plan interactive elements, such as photo booths or games, to encourage mingling and ensure everyone feels included in the celebration.
Prepare for the Unexpected: In any event, it's wise to prepare for the unexpected. Weather in Alaska can be unpredictable, especially if you're planning an outdoor wedding. While the temperatures and the weather are more suitable in May and June, we always advise planning tents for outdoors events. Have contingency plans in place, such as a backup indoor location or necessary gear for inclement weather. Additionally, consider setting aside a small emergency fund for last-minute expenses.
Enjoy the Process: Finally, remember that planning your wedding should be a joyful experience. While the details can be overwhelming, take time to celebrate your engagement and enjoy the journey together. Schedule regular date nights to discuss your plans and keep the excitement alive. Lean on friends and family for support, and don’t hesitate to reach out to your catering and planning team for guidance.
Planning a wedding in the stunning landscapes of Alaska offers a unique and beautiful backdrop for your celebration. By thoughtfully considering the logistics of catering, understanding your budget, and prioritizing your guest experience, you can create an unforgettable event that reflects your personal style and values. Embrace the challenges of planning a destination wedding and remember that the ultimate goal is to celebrate love and the joining of families. With careful planning and attention to detail, your wedding day can be a joyous and memorable occasion for everyone involved. Enjoy the journey and savor the moments leading up to your special day!