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How To Organise The Perfect Wedding Including Children Part I

This is Part I of a 4 part series on How To Organise The Perfect Wedding Including Children

Please refer to Part II, Part III and Part IV for the full article


How To Organise The Perfect Wedding Including Children

There is plenty of advice available to couples planning their wedding about how to prepare a budget, choose the perfect venue, theme, dress, cake, color of table linens etc. However there is very little information available to couples who are organizing a wedding which deals specifically with arrangements for children throughout the wedding. I realize that this could be due to the growing trend of hosting “adult only” weddings.

This blog is essentially for people planning their wedding who have already made the decision to invite children to their wedding or who want to invite them but are unsure about how to plan the children’s entertainment and catering without creating more work for themselves or breaking their budget!

Through the information contained in this blog I want to show you that inviting children to a wedding is not the potential minefield you might think. I have assisted several couples with making plans for children at weddings and I’ve attended a lot of child-friendly and not so child-friendly weddings. I’ve attended weddings where children are made to feel like a major part of the wedding day and I’ve been to weddings where there were practically bouncers on the door to the evening reception barring children from entering the dance floor.

Hosting a family oriented wedding does not mean that you have to give up on the hope of an adult theme to the reception entertainment without worrying about little ones being squished underfoot on the dance floor! There is nothing wrong with harboring a selfish desire to have a grown up evening reception.

If you are reading this blog as someone in the midst of trying to organize a more adult style wedding I want to show you that there is a way to have children at your wedding that might satisfy all involved. Whilst I am a firm believer in weddings being a family event, I can see how a lot of parents would enjoy the wedding day more if they could sit through a few courses of the meal and the first dance without worrying about the responsibilities of childcare. I have witnessed at weddings how stressful it is for parents when their child decides to throw a screaming fit at an inopportune moment and they then have to deal with it to the best of their ability, all the while knowing that their parenting skills are being assessed by a possibly hostile and frustrated throng of wedding guests. Consider too that your other wedding guests without children might also appreciate a break from the children.

I want to show you that you can have the best of both worlds. You can invite children to your wedding, you can take pleasure in seeing how cute they look in their pretty party dresses, smart trousers and bow ties and you can also enjoy some adult time with your friends and family whilst the children are being entertained and supervised.

Some of the ideas which I give within this blog are suitable for situations where the children share the function room with the adult wedding guests, some are aimed at situations where only a guest bedroom is available, other activities and suggestions I’ve made require a separate room for the children or maybe a large outdoor space or a small tent and some good weather!

You might think that the first decision you need to make after deciding that you want children to be included in your wedding day is whether you can afford it. However, I have helped many friends organize child-friendly weddings both with and without separate rooms for the children, separate parties for the children and child care supervision, and all were on moderate budgets. Even if you are on a really tight budget, with some thought and planning you can organize a child-friendly wedding which your young guests and adults are sure to enjoy.

If you want to make your wedding a fun family affair and ensure that the children are as happy as you are on your wedding day, here are some tips to get you started.


Space For The Children At Your Wedding

The first deciding factor in whether or not you are able to include children at your wedding is whether you are able to accommodate them at your wedding venue.


Initial Things To Consider

♥ Is there a function room or bedroom available for the children’s sole use at your venue?

♥ Does your venue have useable outdoor space?

♥ How much of your wedding budget can you afford to spend on children’s entertainment and catering?

♥ How many children are you actually inviting (so that you can work out on what scale to organize the entertainment – e.g. is it worth hiring a bouncy castle for two 4 year olds and a 6 month old baby)?

Top Tip: If it is really important to you that children invited to your wedding are well catered for then I suggest at the outset of your wedding planning you choose a venue which is able and willing to accommodate your younger guests. For example, a stately home filled with precious antiques might not be the most child-friendly choice of venue.

So, firstly check with your ceremony venue and reception venue whether they have practical areas nearby for use by the children during your wedding. Then assess whether the spaces which are available at the venue are going to be suitable for setting up a children’s zone.

If you are planning your wedding at a Church: Ask your officiant or Church Warden for suggestions as to a suitable space for entertaining restless children during the ceremony. Most religious institutions have school rooms, a crèche, vestry or an anteroom.

If you are planning your wedding at a Hotel: Ask if you can reserve a small function or conference room which is not only very near to the main function room in which your wedding is being held, but also close to the bathroom facilities?

If not, can you reserve a bedroom or a suite that includes a sitting room?

Whenever possible it is best to have the children in a room on the same premises (if you have to transport them by car to a different location this causes extra organization, as well as hassle) but removed from where the main wedding activity is taking place. An adjacent room would be perfect, so that:

♥ the children can come and go from the main function room (whilst they might find the wedding speeches boring they do love to join in with the dancing!); and

♥ anxious parents don’t have far to go to check on their children.

If you are planning your wedding at other wedding venues including Country Clubs, Castles, Town Halls, Recreational Center’s, Museums, Restaurants, Private Homes: Ask the manager or owner of your wedding venue if they have an additional smaller room which you can reserve as a children's zone for the duration of your wedding.

Personally I think that if you are inviting children to your wedding, whether you intend on them joining in with the whole day’s festivities or part of them, a good host and hostess should make arrangements for the children of guests in an adjacent room at your venue or a nearby hotel.


Organizing Child Care Supervision For The Wedding

For a wedding with children attending I totally recommend hiring child carers or babysitters, preferably those with professional child care experience. What better way to ensure your wedding guests are relaxed, happy and enjoy your wedding than to take the pressure off of them to entertain and supervise their own children. I have attended weddings both with and without child care and in my opinion the wedding experience seemed more enjoyable for the children, parents and other wedding guests when the children were provided with professional supervision.

If you have minimal funds to spend on your wedding my advice is to skip the forgettable favors and organize child care so that your guests and their children can each enjoy the fun of your wedding day. After all, which one will your wedding guests remember longer and appreciate the most.


How To Find Suitable Child Care

If you are hiring a wedding planner they will be able to locate local child carers for you and assess their suitability for your wedding needs and requirements too.

Hotel Recommendation - The first thing to do is ask your wedding venue if they have a preferred list of licensed child carers or babysitters they offer to guests/customers.

Top Tip: Don’t depend on the hotel doing background checks on child carers who they recommend. If children under the age of 4 are being left with this person, unless they work for a reputable agency, you should ask to see their references, qualifications, CPR certificates etc.

Nanny or Babysitter Agency - If your venue are unable to recommend anyone perhaps try a local nanny agency who will be able to provide you with costs and availability for child carers on your chosen date.

Most nanny agencies or sitter services ask brides to fill out an application form providing them with a rundown of how many children will need watching, their ages (the children, not you!), where the wedding venue is and what duties you expect to need from them (e.g. supervising meal time, putting children down for naps, organizing games and entertainment).

Usually agencies screen their child care workers to ascertain their suitability for working with children and ensure that they have at least one year of childcare experience, as well a relevant first aid qualification. In the UK child care agencies carry out a CRB (Criminal Records Bureau) check against potential child carers (this is a government run service which investigates whether they hold any criminal convictions). In the USA there are numerous private companies who carry out similar criminal background checks. Remember to check with the agency or child carer you use if they have undergone this check.

Parent's Recommendations - Parents from the locality in which your wedding is taking place can probably help you out too by providing you with the number of their babysitter or child minder.

Mobile Crèche - If money is not an object and you want total peace of mind that the children are being fully supervised, if you are hosting a more grown up reception, hire a mobile crèche service such as that offered by The Wedding Crèche Service. Experienced staff will come to your venue, set up a children’s activity zone and keep the children entertained leaving your adult guests free to enjoy your wedding.

DIY Child Care - If you decide to go it alone and book independent child carers or sitters yourself be sure to ask to interview this person and ask to see their references and evidence of their qualifications. When calling their references be sure to ask:

♥ How many times has he/she babysat for them?

♥ What are the ages of their children?

♥ Were there any problems while their children were in her/his care?

♥ Would they recommend you hiring her/him for your wedding day?

When you interview potential child carers ask them how they plan to give the children a fun time while their parents are at your wedding. If you feel uncomfortable with them trust your instincts and move on to another candidate.

The onus is on you to make sure that their previous child care experience is satisfactory. This might seem like an extra bit of work for you, when you already have a lot of wedding organization on your plate, but if you are expecting your wedding guests to entrust their children to this person it really is your responsibility. If you are unable to commit to being thorough when choosing child carers for your wedding, pass on the responsibility to someone who is able to.

If you are getting married out-of-town, or if you simply have enough on your plate with the rest of your wedding planning, enlist the help of a friend who has children and who lives in the locality of your wedding venue. They are sure to be happy to help interview potential child carers and will certainly be more knowledgeable about questions to ask as a parent themselves. Also bear in mind that they know it is in the interests of their own children for them to hire a fun friendly and efficient child carer for your wedding reception!

Handy Hint: If it is essential to your own enjoyment of your wedding day that your own child attends the wedding, I suggest at the outset of your planning you look for a wedding venue which is able to provide an insured and bonded babysitting service.


How Many Child Carers Do You Need

You will be able to decide how many child carers you need once you have confirmation of how many children will be attending the wedding. Build in some leeway by adding a couple of extra spaces just in case some unexpected children make on appearance on the day.

Key factors when deciding how many child carers you will need are as follows:

♥ Age of children

♥ How many children

♥ Additional supervision/support needs of some participants (e.g. due to disability)

♥ Nature of activity (for example bouncy castle or trampolining sessions may require higher levels of supervision than cookie decorating)

♥ Nature of venue (whether it is closed and exclusive, or open and accessible to non-wedding party members)

Of course it would be impossible for the child carers to maintain the same one-to-one watchfulness that most parents attempt, but by maintaining specific staff to children ratios you will increase the likelihood of safe play and attentive care for the children at your wedding. The appropriate child care staff to child ratio should be:

1:3 for children under the age of 2 years;

1:5 for children aged 2 to 3 years;

1:8 for children aged 3 to 8 years;

1:10 for children aged over 8 years.

Therefore you can calculate that if you have 3 babies under the age of 14 months, 2 toddlers aged between 3-4, 2 children aged 7 and a couple of 11 year olds, you should arrange a minimum of 2 child carers.


At What Age Do Children Need Supervision?

Having spoken to several crèche supervisors I know that there is a large amount of debate (usually amongst parents) as to the age where a minor is considered to be in need of supervision. Whilst there is no law that states the minimum age that a child can be left alone, it is an offence to leave a child alone when doing so puts him or her at risk. I recommend that if you have wedding guests attending with children of ages 11 upwards, discuss with them whether their child will need supervision by the child carers you are arranging for the younger children.


Alternatives To Professional Child Carers

Other Adult - If it is not within your budget to hire a professional child carer then a suitable alternative is to find a very capable and caring adult (or adults, depending on how many children are expected to attend the wedding) who are willing and able to supervise and entertain the children during the wedding. Your best choice would be someone who is a parent themselves (possibly an acquaintance or friend of a friend who is not invited to your wedding!), a teacher or a children’s playgroup or girl scout troop leader.

Teenage Sitters - As a qualified nanny myself (and having a lot of supervisory experience at hotel crèches) I would not recommend asking a couple of teenagers to take care of the children at your wedding. If you know of a teenage babysitter who comes highly recommended then by all means use them. I’m afraid my experience of unsupervised teenagers who are minding children is that they simply plunk the young ones in front of a DVD and leave them to it.

I think that you need to be able to assure your guests that their children will not just be babysat but will be entertained and will have a good time at the wedding too. The childcare facilities you are offering could influence whether a parent will or will not bring their child to your wedding. Therefore it is important that you provide them with as much information as possible prior to the wedding (the sooner the better) about what will be on offer for their children (see How To Keep Parents Informed in Part 4 for further details on this). By giving the parents some upfront information you will help them make an informed decision about their child care plans - remember it could affect whether they:

♥ attend your wedding at all,

♥ bring their children to your wedding, or

♥ arrange their own childcare so that they can attend your wedding on their own.

If the majority of parents invited to your wedding respond by saying that sitters are an unnecessary expense (even though you are paying!) and that they will supervise their children themselves, I recommend that you hire at least one sitter to supervise the play room (if you are having one). Even if parents say they will supervise their own children there are always going to be situations where the children are left alone or when a parent is distracted by some relative they have not seen for years and wander off to catch up, leaving their little one playing on her own unsupervised.


Cost Of Child Care

With regard to how much to pay the child carers the best thing to do is ask them what they usually charge and see if you are comfortable paying that. It is likely to be based on how many children they are expected to be caring for on your wedding day – their hourly rate should be something in the region of:

• 0-2 children $10/hr.

• 2-5 children $12/hr.

• 5-8 children $15/hr.

• 8 or more children $20/hr.


Things To Discuss With Your Child Carer

♥ Once you have a note of the names, ages and special requirements of all children, provide this information to the child carers so that they can prepare accordingly.

♥ Discuss activities for the children with your child carer. As mentioned, they might well have their own suggestions to make and they could have equipment of their own too, which they can supply for use during your wedding.

♥ Once you have decided on activities discuss a schedule of events and proposed timeline with the child carer so that you are both aware of the key times when child care is being provided for the guests’ children.

♥ Remember to leave parent’s phone numbers for the child carers in case they need to contact the parents and can’t leave the room to come and find them at the wedding party.

♥ Give your sitters a couple of worst-case scenarios and some contingency plans, (e.g. if they run out of soda for the children give them permission to order more from room service at your venue, if a child who has not eaten their dinner is hungry at 7pm allow them to order him a sandwich from room service) – you don’t want the child carers having to run to the children’s parents or you with every small problem which occurs. Of course experienced child carers will know not to bother you and the children’s parents with the minutiae of what goes on in the children’s room but on the other hand you want them to know how to handle certain situations which might arise. If you are setting up a children’s room yourself remember to kit it out with a first aid kit for minor injuries, wet wipes and hankies for clean ups and runny noses.

♥ Tell the child carer in advance if you don’t want children leaving the children’s room to run in and out of the reception and dance floor all evening. The more information you can provide the child carers with in advance of your wedding the better.

♥ Remind the child carer (because you won’t be by their side on the day of the wedding) to have some questions for parents to answer prior to leaving their children with them (e.g. contact phone numbers, is their child on any medication, does their child have any specific requirements, can their child eat the candy/popcorn which will be provided, is their child allowed to watch any TV/movies etc.).

♥ Remember that if the child carers are working a long shift looking after the children you will need to provide a meal for them. You could have a plate from your reception catering sent for them to the children’s room or up to the bedroom they are in. A better idea is to either allow them to order a meal on room service or give them some money and the number of a local pizzeria so they can order pizza for themselves (and perhaps for the children too depending on your catering arrangements for them during the wedding reception).


Questions To Ask Parents Before You Book Child Carers Or Start Planning Specific Wedding Activities For The Children

♥ The most important thing to ask parents is if they plan to bring their children to your wedding (don't assume all parents will want to bring their children with them to your wedding - some might enjoy a night off whether you intend on providing child care or not) and if so how many, what ages and what gender (hopefully you know the children’s gender from addressing the invites but if you are in any doubt ask!).

♥ Would they make use of child carers if you hired them?

Handy Hint: Even if parents say that they will supervise their children themselves beware as their definition of supervising might be to let them stick their fingers in the wedding cake, interrupt adult conversations and generally run amok. Use your own judgment to decide whether their little one should be included, for the sake of numbers, in the list of children you will provide child care for.

♥ Do their children have any specific dietary requirements? (This is so that you can choose suitable catering for them, in the same way you would ask your other guests if they are vegetarians etc.).

♥ Will they need their children to eat prior to the 3pm service of the wedding meal? (This will give the parents, and you, advance warning if you are going to need to buy a snack for their child to keep them going until your wedding meal is served).

♥ Ask them if they require booster seats on the chairs or highchairs for their children so that you can let the reception venue know in advance. (This is especially important if you are inviting lots of children under 2 years old as the reception venue might only have a couple of booster seats available – its best to give them some advance notice on this).

♥ Ask if they have any specific instructions for their child’s care or any rules so that you can give the child carer advance notice and you can provide activities taking the children’s needs into account (e.g. can they have sugar, are they allowed to watch TV, can they have their face painted etc.)

♥ Are their children likely to require a nap during the day? If so, do they require a travel cot to be set up?

♥ If you are block booking hotel rooms for your wedding guests in advance ay your venue (so that you can guarantee discounted room rates for them) find out how many rooms/beds in rooms they will require.

♥ Are they likely to require additional evening sitters at the wedding venue (e.g. are they planning to party all night once their children are tucked up in bed)?

♥ If they require you to help book evening sitters for them, are the children staying the night at the wedding venue (e.g. if it is being held in a hotel or other venue with accommodation)? If not, then where will the children be staying?


Booking Child Care

Preferably you should book your child carers as soon as you have decided on a venue and wedding date.


Timing Of Your Wedding

Here are some helpful tips and things for you to consider with regard to planning the timing of your wedding:

♥ Evening ceremonies are unsuitable for small children - they will tire easily, won’t enjoy the ceremony, won’t make it through the reception party afterwards and their hysterics will spoil their parents enjoyment of it too. You definitely run a far greater risk of having screaming children during your ceremony if it begins at 7pm, which is bedtime for most young children. If you know you intend on inviting lots of young children to your wedding, it’s best to plan a morning or early afternoon ceremony.

♥ Some parties are not appropriate for young children and this includes a wedding party which is planned to go on until after 10pm. If children are cranky and fussy it will spoil their parent’s enjoyment of the evening reception and also other wedding guests. You don’t want the party to be ended prematurely by a bawling 4 year old lying horizontal in the center of the dance floor do you!

♥ My experience of wedding receptions has been that as adult wedding guests get into the swing of the reception party in the evening the music is generally too loud, and the dance floor too crowded, for young children’s safety. If you want the children to be able to share in the dancing at your wedding then organize the wedding ceremony for late morning so that you can enjoy the wedding meal at a leisurely pace and still have time for the music entertainment to kick off before the children’s bedtimes.

♥ There is a huge trend towards having children attend the wedding ceremony and meal but making the evening reception adults only. See below for details on how to strike a compromise between having the children join in with the wedding fun and enjoying an adult zone at your evening reception.

♥ If you are arranging child care for your wedding reception you should point out to parents that their children are not being sequestered in another room under lock and key to keep them from joining in with the wedding fun. If parents want their children to join in with dancing early on in the evening then tell them there is no problem with this but make them aware that adult time starts at 8pm when the child carers are putting the movie on in the children’s room, giving the children a chance to wind down for the night. When presented with the choice of hanging out with the grown ups or watching a movie and munching popcorn I think I know which one most flagging children would prefer!


Timing Of Child Care At Your Wedding

Once you have made the decision to organize child care for your wedding you should then decide whether it is going to be available all day (can you afford this?) or just for the evening reception.

If there are key times during the day when it would be beneficial for the children to be supervised then factor these into your plans (e.g. for the cocktail hour when parents and other guests enjoy mingling and chatting, during the toasts and speeches etc).

Your options when organizing child care are:

♥ During the evening reception provide supervised activities in a separate children’s room at the wedding venue - this would allow parents to strike a compromise as they will be able to enjoy the first part of the wedding with their children (i.e. the ceremony and first part of the reception) whilst being able to enjoy the latter part of the reception child-free!

♥ Provide all day child care from the moment your ceremony begins to late at night when the children are ready for bed.

♥ Arrange babysitters in the evening - once your evening reception gets into full swing you could assist guests with children (in advance of your wedding) in organizing babysitters to come to the reception venue (if it is a hotel) and take the children staying there up to their bedrooms. Once the children are happily settled in bed with their sitters watching them, their parents can return to the wedding party. At my wedding I asked for one bedroom to be put aside for us with a couple of travel cots for flagging children (see Organising Nap Time For Your Younger Wedding Guests in Part III for further details on this).

♥ Organize a supervised children’s party in another location (see Give The Children Their Own Party in Part IV for more details on this).

♥ Provide parents with local child carer contact details and leave them to it.
Remember that even if your guests are local to the wedding venue they are sure to appreciate your gracious and thoughtful efforts in including their children in your wedding plans.


Rehearsal Dinner

If you are hosting a Rehearsal dinner, many rehearsal dinners can go on as late as 10pm which is totally inappropriate for young children to attend. Think about whether you should help your rehearsal dinner guests with children (particularly out-of-town guests) to organize child care in advance.


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This is Part I of a 4 part series on How To Organise The Perfect Wedding Including Children

Please refer to Part II, Part III and Part IV for the full article

Related Posts :
CLICK HERE & GRAB WITH BOTH HANDS Your 273 Page Book To Planning The Perfect Wedding - No Catch - No Hassle - Simply Click For Your Secret To A Perfect Wedding
How To Organise The Perfect Wedding Including Children Part II
How To Organise The Perfect Wedding Including Children - Part III
How To Organise The Perfect Wedding Including Children - Part IV



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As you plan your wedding you will receive advice from just about everyone. Friends and family have a million and one tips to pass on, in fact here at Wedaholic I have been offering tips galore.
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