Video- Project Block 20 Lecture.mp4

Did you think there was going to be an entire Project dedicated to candles? We cover everything… Truth be told, candles and the lighting of a reception can actually turn into a huge mess on the Big Day if it is not given proper attention when planning. Candles and overhead lighting can quickly absorb hours of your set up time if you don’t plan ahead for them or delegate and coordinate efficiently. Seriously, hours can be lost over this Project and it has been known to delay the most organized weddings…

Building your Worksheet

Image:

You can combine several images here to capture the lighting effects you’re trying to achieve throughout your wedding after the sun sets. Remember you can’t see lit candles in the daylight.
Find all sorts of inspiration on the Project Block 20 Pinterest Board

Ingredients:

Candles and lighting can easily become an overwhelming part of your setup if it isn’t organized efficiently. I know, who knew, right? Candles are everywhere and when you say to a crew member, “just put some candles there” that can go south very quickly. All the sudden all the candles are in one place because they wanted to be done setting up… Also, if you have specific candles for specific places, they’ll need to be separated, or who knows where they’ll end up. Invest in some small brown paper bags or even Ziplock to sort your candles in. Use a bigger sharpie to number the bags by Project and drop them into your larger Project Block containers. Also, remember to buy actual candles!

Prior to Wedding:

1. OVERHEAD LIGHTING
   1. Determine if you need to add or rent any more lighting
   2. Negotiate a set up time earlier than your previous contract if needing a scissor lift
   3. Rent/reserve the Scissor Lift and give plenty of time for set up.
   4. Ensure you have the proper amount of wattage and electricity for your lighting
   5. Rent generators and have plenty of extension cords on hand
   6. Enlist a few Awesome People to help with set up prior to the Wedding Rehearsal
2. CANDLES
   1. Review your Venue’s “Open Flame” Policy in your contract
      1. Determine if you can use tea light candles or battery candles
   2. Count how many candles you need per Project Block, especially for centerpieces
   3. Purchase candles and/or lighters & batteries
   4. Divide candles out into Project Blocks while at home
   5. Rent/Purchase votive cup holders {so your linens don’t burn}
   6. Enlist a few Candle Liaisons to light or click on all your candles at a specific time
      1. Choose the time based on your candle burn time
   7. Build a Blow Out/Return Plan: Who will collect all votive cups at the end of the night?
3. AUXILIARY LIGHTING
   1. Make a list of all lighting elements that are not candles or overhead such as:
      1. Parking Lot, Restrooms, Pathways, DJ Lighting & Dance floor Up lights, Flood Lights for clean up
         1. Update your contract with your DJ if renting any extra lights

As you mentally go through your Project Blocks think of each by TIME that your guests will interact with them {see the pretty} and determine if it will be light still, or dark. Is a candle necessary? If not, scratch it off! Here is the big piece of successful candle planning… You’re going to need time to do this, but you’ll thank me later.

Go into your Headquarters {where you’re storing all of your pretty ingredients} and attack that big stack of candle boxes you probably bought. I want you to count out HOW MANY of each tea light/votive/candle holder belongs to each Project Block and distribute them among your packing bags or collect them into a printable list.

If you actually want the candles used appropriately they need to be accounted for within each Project Block. When your set up crew arrives and looks at your Headquarters’ Ingredient Pile we do not want to see a big pile of candles still in boxes with a sticky note that says, “A few of these go everywhere. Thanks!” This is not helpful, or direct enough…. Especially when there are over 100 candles sitting there in the pile.

If this is the extent of organizing here is what will most likely happen: Whoever your set up crew is, they will likely leave them there and MAYBE come back to them when everything else is already set up. Chances are high that they will be ignored completely… {my crew will power through it, but may not get to all of them if they were not accounted for in the overall set up
plan}

If there are directions per Project Block they will much more likely be seen out on your wedding day.

Staging Materials:

This is a huge ordeal if your venue has a strict rule on open flames. Many venues have what is called the “Tissue Test” where a candle down inside the vase/glass won’t catch a tissue on fire because it is too far away. Stated again, the glass has to be tall enough above the flame to create enough distance between it and the tissue {draped over the top} that it will not catch fire. Fire Marshall’s and the venue’s insurance are not things to be messed with in these cases so do not risk it!

Wedding Day Set Up:

Additional Projects
Have your Candle Liaison ready to go with a lighter and a site map!

• Check off when the Project is Done, Packed and Ready to Go
• Check off when this Project is loaded into a Big Day vehicle
• Assign the Person who is setting it up for you {if different than the Person in Charge}
• Name your Person in Charge. He or she will then take over the Worksheet and check off the remaining Wedding Day Set Up boxes as they are completed.