Blog | Vibrant Table Catering & Events

Stay Sane While Planning Your Same-Year Wedding

February 13, 2018 Filed Under: Weddings

Getting married in nine months, six months, even less? While the average wedding planning spans 12 to 18 months, that doesn’t mean you can’t plan a fabulous wedding in less time! Here are some tips to planning your wedding within the year.

First things, first. Book the big vendors as soon as you can. Once you have these arranged, it will allow the rest of the planning details to fall into place.

Find your venue

Waste no time in finding your venue. While it may seem that every venue is booked on short notice, that’s not actually true. If you are willing to be somewhat flexible with your date, many vendors have holes in their booking calendar and would love to fill it! Venues may offer specials deals for bookings within the year.

Found your perfect venue but the date isn’t available? Consider a Friday, Sunday or even a weekday –these days are typically less expensive.

portland-wedding-exchange-ballroom-shelley-marie-photo-1377_cr

Wedding reception at Exchange Ballroom

Book your photographer/videographer

In addition to venues, photographers and videographers often offer specials trying to fill in their yearly calendar.

Consider your caterer

When choosing a caterer, consider these options:

Full-Service

Choosing a full-service caterer is a wise choice for planning same year weddings. Some offer planners who can assist with timelines, floor plans and rentals (glassware, linens and décor). This level of support and guidance can be extremely important when planning on a short timeframe.

Exclusive

Consider choosing a venue/exclusive caterer combination. Some venues prefer exclusive caterers and for good reason—they intimately know the space and work closely with the venue representative to provide thoughtful service.

Large Operation

Do your research and consider the size of the catering company. Larger catering companies can execute multiple events on the same day meaning they are more likely to accommodate your event needs even when booked on short notice. Often, these companies can offer a wide array of dinner styles—plated, buffet and family style.

DJ/Band

If you have a particular DJ or band in mind, book as soon as you can! Choosing great music service is essential to a fun and inviting reception. Don’t let this element of your special day be an afterthought.

As you plan your wedding, there are ways to keep your timeline from getting the best of you!

Use a planning tool

Start off on the right foot and consider an all-inclusive wedding planning tool that does it all including wedding website, customizable checklist and registry. This will help you manage your time and budget. Plus, you can easily register for anything: cash, gifts, experiences from one place.

Don’t get overwhelmed with inspiration

While it’s tempting to scour Instagram, Pinterest and wedding websites for hours on end, it can also make you feel burnt out. Before you begin to consider various themes, venues, options (you’ll be making a lot of choices!), make a short list of priorities or must-haves.

For example, if you’ve always envisioned an outdoor wedding or a small intimate wedding, start with that focus and go from there. If you have a semblance of vision, you can save a lot of time and stress by not considering every option under the sun. Additionally, people will have a lot of opinions and ideas. The more confident you feel in your choices, the easier it will be to say yes or no as you plan.

Make decisions quickly

One of the many benefits of planning a wedding on a shorter timeline is that it forces you and your partner to be decisive. By giving yourself fewer options (read above) and sticking to your choices, you can streamline the planning process. Your time is valuable. For example, when selecting photographers, know and consider only those in your budget. View their galleries. If you love their work, contact a few at a time until your dates align. Don’t second guess your choice and exhaust all options.

Cut out the clutter

Another benefit of short-term planning is that you don’t have time to add unnecessary items to your wedding. More time gives you more opportunity to think you need more than you do. Keep it simple.

Listen

Most couples have never planned an event of this size or importance. So, it’s silly to think that you should know how to plan a wedding.

If it’s in your budget, hire a planner. He/she can take off a huge amount of stress, especially on a short timeline. If a planner isn’t an option, look at your circle of family and friends. Who throws amazing parties? Who had an amazing wedding of their own? Who is organized? Whose style do you love? As someone who loves to entertain, he/she would certainly love to give you sage advice. The key is to listen.

Photo: Becca Blevins Photography. Vibrant Table wedding reception at Bridal Veil Lakes.

Vibrant Table

Vibrant Table Catering and Events is a leader in event innovation, providing award-winning catering, venue management, floral and décor and event production. Our culinary style is inventive, diverse and event inspired.

Meet Madeline Howard – Artistic and Floral Director of Vibrant Flowers

August 18, 2017 Filed Under: Brilliant Blooms, Catering Chronicles, Inspiring Ideas, Setting the Stage, Weddings

VT Group and Vibrant Flowers welcomed Madeline Howard as Floral and Artistic Director in May, 2017. Madeline brings over 17+ years of floral experience and a versatile background in wedding and event design. Her journey began at her parent’s floral shop in Las Vegas and eventually brought her to Portland 10 years ago. Her work has been featured in Portland Bride and Groom, the tv show Grimm, and countless venues and homes in the Portland area.

She shares her experience and vision for Vibrant Flowers:

What drew you into working with flowers and what do you love about the floral/event design industry?

Growing up in and around the floral industry it was something I fell into naturally. I have periodically taken time away from floral and floral design but it’s something that continually draws me back. I find not only the creative aspect of conceptualizing ideas stimulating but the mechanics of bringing visions to life. I really enjoy working with my hands and connecting with the client to bring the personal ideas to life. It’s important to me that clients feel like our parties and designs are inspired by them and they can connect with what we develop for them.

What makes a successful client relationship for you?

It’s all about connection. I think it’s important that we all have different ways of understanding each other whether it be visual, verbal or intuitively. Once we’re able to find the best way to communicate, it becomes sharing ideas or coming to a client with more guidance. We really have such a variety of needs from our clients. Sometimes they have something very specific in mind and other times it’s a bit vaguer and it becomes a journey for us to find exactly what they need – together. Something that has really been exciting for me since I’ve come to Vibrant Table, is working with so many creative people. It allows for so many more resources for accomplishing a client’s vision. I feel like it’s a team effort.

Out of all the work experiences you’ve had with Vibrant Flowers (she’s been working with VT as a designer for several years), what is most memorable?

As of recent my most memorable is an installation for Wendy and Ben’s wedding. I think that’s mostly because not only was I able to share that amazing design experience with my team but I was able to bring in a couple of my favorite freelance designers. I feel really fortunate to not only be surrounded with so many creative people in my work but my outside life as well. It was such a great experience!

Another memorable event was a Legacy Holiday Party in 2006 at the Portland Art Museum. The event was in the sunken ballroom and the party was all set in red with tree formations throughout the room. They had a 45 min cocktail hour in which we completely flipped the room from red to green with all new tree formations. It was the first time I had ever seen a room converted like that (which is funny to think about now). It blew my mind on how well the VT group is able to work together to accomplish something like that so seamlessly.

What do you think makes Vibrant Flowers stand out in the industry and market?

Our versatility. Whether contemporary and modern or vintage, our designers’ unique talents combine to bring our clients’ visions to life.

Our lead designer, Summer Morgan, comes from an art and theater background and designer, Amy Kubow, has an extensive garden and outdoor knowledge specializing in event work.

Keep your eyes on this space, as we’ll be highlighting Summer and Amy in upcoming posts.

What are the 3 most important values to Vibrant Flowers?

Service. Creativity. Rapport.

What is your favorite flower?

This one is hard because flowers are so seasonal and each season has its highlights. I usually default to ranunculus. To me, they’re like baby peonies and poppies had a baby. I love the vibrancy of colors they come in and the delicacy of their petals.

What is your favorite part of your work day?

Conceptualizing! I love when people come to me with ideas and need to know how we can bring it to life for their event. I feel like when I get going my mind producing ideas it’s the most stimulating thing I can do. It makes me think about everything more creatively.

Outside of work, what is a perfect day for you?

Kicking it with my friends on an adventure! I love spending time either vacationing or camping. I’m really fortunate to not only have a great partner but a close friend group of about 10 of us. We love traveling together. It’s waking up and doing a big group breakfast going out and exploring our surroundings and returning to family style dinner. I grew up with 9 siblings and nothing makes me feel more at home than being surrounded by people I love.

Vibrant Flowers

Vibrant Flowers provides innovative and unique event décor from conceptualization to installation. Our designers merge floral, color, lighting, texture and staging to bring each client’s vision to life.

Full service and décor and event stylizing – drapes to centerpieces and everything in between
Floral design studio –décor, installations, lighting, drapes, structures, – chuppah, mandap, arches, ceremony settings, props, furniture, stylizing,
Large in-house inventory for rent
Bar Mitzvahs and Bat Mitzvahs
Specializes in room flips

What to Expect at Your Caterer’s Tasting

August 14, 2017 Filed Under: Biz Buzz, Catering Chronicles, Factual FAQs

What is a client’s favorite part of planning their event? Tastings of course! As part of the event or wedding planning process, clients often want to test the food to ensure it’s to their liking. Though this usually doesn’t require too much convincing of our clients, below we have shared some things you can expect from a caterer, and more specifically from Vibrant Table, when shopping (and tasting) around for catering companies.

Food

The tasting is your opportunity to give your caterer honest feedback on specific dishes (too salty, not enough sauce, etc.) so the caterer can adjust the dish to your specifications. It is also your opportunity to decide not to serve something if you do not care for how the dish tastes, so you want to be honest with your taste buds and your caterer to let them know your likes as you are served. Be aware that most companies will want you to have narrowed down your food selections to only a few items before the tasting so that they aren’t preparing unwanted food.

Keep in mind that some caterers do not hold tastings; tastings are expensive and labor intensive. Companies often recommend you speak with past clients as testimony to the quality of their cuisine and services if tastings are not an option.

VT POLICY: You may select up to four appetizers, two salads, and two entrees with sides. If dessert will be part of your Vibrant Table menu, you may select up to two for your tasting. Most of the choices on our menus can be prepared for a tasting, and you’ll want to select items that you intend to serve at your event. For plated meals you will receive taster sized portions of each of the items plus one full-size plate per table so you can view the actual presentation. Come hungry! Anything you can’t finish can be packed up upon request.

Scheduling

Some companies provide group tastings of seasonal menus so that you may experience the company’s style and flavor. Other companies offer samples of their menu “du jour,” during a scheduled appointment. Some have you attend an event they are catering to try their food, while others refuse to do tastings completely!

Unlike restaurants, catering kitchen staff is not always available to prepare samples on the spot, so you may need to have some flexibility in your schedule to match up with your caterer’s tasting schedule.

VT POLICY: Tastings take place at the Loft at 8^th Ave on Thursdays, starting on the hour between 12pm and 4pm.

Contracts

A common question we get is, “Do we have to sign a contract BEFORE the tasting?” Of course, every company will answer this differently, but typically the caterer will allow you to test out your food choices before committing to them. Some companies offer complimentary tastings that end up being costly to the company when the client is just shopping around, so they may ask you to sign a contract before handing out samples to guarantee your business.

VT POLICY: It is not required to sign the contract before the tasting; however, we do require payment up front for the cost of the food and services during the tasting, which can and will be applied to the overall event total if you choose to continue with our services.

PRICING: As mentioned above, if you have signed a contract already with the company, a tasting is often complimentary, but if there are special requests, there may be extra charges associated. This cost is often added to the overall cost of the event, which can be paid off at a later date. If your company did not require you to sign a contract beforehand, be prepared to pay up front for the tasting.

VT POLICY: Vibrant Table Catering & Events offers a complimentary tasting, for up to four guests, for events valued at or in excess of $8,000. For events totaling less than $8,000, the cost for a tasting is $50 per person. Additional tastings are subject to charge.

Decor

If the catering company also provides décor services, they will often include this as part of the tasting to give you a little sneak peek into what your table settings will look like. Of course, this can also come down to your budget; how much you want to spend will show in the amount of décor the caterer provides for the tasting.

VT POLICY: For tastings, Vibrant Table tries to recreate the ambiance of the event by setting the table and bringing in as much of the planned décor as possible.

Think of your tasting as a trial run of what the event will feel like. Your caterer, especially if they are helping with event planning, will want to discuss the specifics of your entire event during the tasting, including the timeline of events. You don’t need to know everything at this time, but this information will help them to put together a list of outstanding items to discuss and decide upon in the future. We know no one will turn down the chance to eat delicious food, so a tasting is the perfect way to mix business with taste bud pleasure. Enjoy!

SUMMER SOIREE: how to create a magical outdoor event

July 21, 2017 Filed Under: Catering, Catering Chronicles, Events, Inspiring Ideas

Photo by Andie Petkus Photography

Are you planning a summer get-together? From menu to look to general comfort, Vibrant Table’s professional event staff has some ideas to make summer hosting a breeze.

FOOD
Reduce the stress of entertaining by prepping ahead. We recommend plenty of cold sides with hot entrees that come straight off the grill. Have everything ready to go in the fridge, with little or no assembly required. Want to handle some things but not all? Your local caterer or deli will gladly help. Order times vary, so call ahead to see when you should place your order.

For menu ideas, peruse our recipes on our blog.

DRINK
Premixing signature cocktails makes serving much easier. For a wide range of guests, consider a fruity beverage that can be made alcoholic or non-alcoholic, such as a strawberry lemonade. Serve the lemonade in a bubbler and let them add the liquor at their discretion. Sangria is always a popular libation, and there are tons of delicious sangria recipes to choose from. A red wine lover? Try chilling a light red for a refreshing summer option.

APPEARANCE
Pretty buffets by serving dishes at varying heights. Boxes covered in a linen work great. Think outside the bowl or platter for a fun twist. Consider fruit salad skewers or individual desserts in shot glasses or mason jars (reuse mason jars in fall canning). Stylish with a social conscious? China is the most sustainable option, but for larger groups we recommend banana leaf plates. Creative Director Kurt Beadell adores MyDrap, attractive cotton-linen napkins that come on a roll. They can be washed up to six times and offer a vast array of color options. Completely biodegradable, throw them into the compost bin when done!

GATHERING
Guests are drawn to food, music, and seating areas. To keep guests out of the kitchen, provide them with alternative gathering spots by setting up food and beverage stations in a more convenient location. Consider setting up the beverage station on the porch, with seating nearby. Create an area for outdoor games, such as croquet, badminton, or horse shoes.

DECOR
Choose a color scheme with 2 colors and work it throughout. An attractive garden needs few extra touches, but you might consider signs to direct your guests or labels for food items. Have a few blank labels on hand for items your guests bring. DIY flag strands or pom-pom balls can be added to brighten up gathering spots or food stations.

LIGHTING
Stumbles to the restroom are no fun! If you plan to go after dark, light all food stations, gathering spots, and important pathways. Popular solutions include hurricane candles, string lights, torches, or solar lamps.

COOL OFF
Take advantage of naturally shaded areas. If your party isn’t at home, survey the event locale during the same hours as your event so you know where the sun hits. Lack natural shade? Consider a shade sail with a pretty cloth, muslin or canvas. Ikea has ready-made shade sails for $25, but we found this DIY tutorial on Apartment Therapy. Mint extract and water in spray bottles can be cooling misters. Kids love water guns or balloon fight, but prepare to be target practice!

BUG DISTRACTORS
Bugs are a fact of life with outdoor hosting, but there are some tricks to deterring them. If possible, connect a fan so that a breeze runs over the food display. Use attractive glass containers with lids (i.e. apothecary jars, cake stands, etc.). Lemon candles can supplement citronella, and there’s always the standby bug zapper. If meat-loving yellow jackets are a problem in your area, the best approach is to bait them away from the festivities with meat or seafood scraps (but not too far to be ineffective), taking care to place canisters out of reach of pets and children.

PORTLAND PARKS, PERMITS & RESOURCES

Based in Portland? Here are some handy links and resources:

Holding Your Event in a Public Portland Park – Leaflet outlining general things to know when holding an event in a public park. Offers broader information than specific manuals listed below.
Reserving a Park for Your Picnic -This brochure is for you if you want to reserve a Portland park for your event. Includes locations, rates, and how-to instructions. Download application.
Wedding Brochure – Planning a summer wedding in the Rose Garden, Hoyt Arboretum or other park? This is the brochure for you. Portland Parks reserve quickly for weddings, so book early!
Special Event/Use Permit – Instruction manual for large public events.
Block Parties – Webpage devoted to hosting a block party. You’ll find tips, guidelines, and application links.

Originally posted, written and conceived by Faith Adams and Vibrant Table Catering and Events.

Our House Serves Up “Dinner at My House” Series

June 27, 2017 Filed Under: Biz Buzz, Catering, Events, News

VT Group Joins in on 25 Years of Celebration

Portland non-profit, Our House, has announced their 25^thanniversary line up for their highly revered dinner series, “Dinner at My House for Our House”. Spanning from July 2017 to March 2018, 66 different dinner events around the city are slated to bring together iconic food and beverage Portland All Stars and philanthropic community members to support the important work of Our House. All proceeds from the dinner events go directly to Our House, who provide healthcare, housing and other vital services to low-income people living with HIV.

VT Group owners, Art Fortuna and Kurt Beadell, are both sharing their unique private residences for two separate dining events. On July 9^th, Kurt invites you to a bountiful brunch, at “Get Down in the Garden”. July 15^th, Art shares his newly designed patio space in the West Hills, at “Fortuna’s Delicious Fortune”. Additionally, Kurt and Art collaborate with Maryellen and Mike McCulloch for a sensory experience at their Lavender Farm on September 8^th.

VT Group’s main office, The Loft at 8^th Ave. is also playing venue host to several other “Dinner at My House” events throughout the 2017/2018 cycle, such as “Fun and French” with Little Bird Bistro’s Chef Marcelle Crooks and Elk Cove Vineyards, and “Korean Comfort Food” showcasing James Beard award nominee, Chef Rachel Yang of Portland’s Revelry, and Ste. Michelle Wine Estates, poured by our favorite Allison Blythe. Check out the robust “Dinner at My House for Our House” line up HERE.