Sophia Hoadley truly is a complete package when it comes to creating and coordinating events. Part wedding planner and part designer, Hoadley set up her bespoke events company My Waiheke Weddings & Gatherings in 2010 to create unique and stunning occasions solely in Waiheke Island - undoubtedly one of the world's most magical destinations.
My Waiheke has grown into the Island's most experienced and sought after event planning and design agencies, offering clients a tailored service along with access to a well-established network of amazing venues and suppliers. We talk to Sophia about how to create epic wedding
memories that you and your guests will remember forever.
1. What are your top 5 essential vendors for creating the perfect wedding day?
There are so many suppliers that go into creating a great wedding day. Here are five important areas that I would advise spending some time on researching and selecting, (in no particular order):
Your venue, an awesome photographer, a florist, some killer entertainment – live band or DJ, and of course a good wedding Coordinator (preferably one who offers styling as well).
2. Which vendors should you book first to avoid missing out on your first preference?
Selecting your venue and photographer for your wedding are always good ones to get booked in nice and early, you may also then want to secure your planner/coordinator as they will be able to recommend and secure the rest of your key vendors for you- making the whole researching phase a lot easier!
When you hire a good coordinator, you are also tapping into their network of suppliers, who are known and trusted. It’s also good to remember that some suppliers can manage multiple events over any one weekend, such as cake makers, which can be booked further down the track, whilst others will only take a very limited number of bookings each year so you will need to get in early if you want them at your wedding.
3. How can a wedding planner / stylist help?
A good planner or coordinator will become like your wedding PA throughout the planning journey. They will have the experience to give you all the tips and advice you will need, keeping you on track plus connecting you to a family of amazing suppliers. It’s their valuable experience that you are calling on, as it may be your first time ever planning a wedding, but they will have done this many times before! It’s always good to check that your chosen planner has worked with your venue before, or at least has some experience in the region you’ve selected. Some good local knowledge and connections is definitely worth having, especially if you are based overseas.
The other important role is that your coordinator will be there and run everything on the day, and I mean everything! You don’t have to lift a finger! Often clients don’t quite understand how much time and effort goes into creating a wedding. A coordinator covers the areas you may never have thought of, along with helping to keep budgets and timelines on track.
A wedding should be where you, your family and guests are relaxing and enjoying the day, not running around setting up tables or managing a wet weather alternative when it suddenly starts raining! A coordinators job is in ensuring that everything runs smoothly and that everyone is looked after on the day. You need a capable team to take on this special task. Their role involves managing all the details, logistics, vendor management, setting up, and packing down.
A stylist also offers invaluable expertise; ideas and connections to a wedding day, along with making it look gorgeous! They will have access to a lot of different things – props, furniture, etc – which they will source and provide for you rather than buying anything yourself which can get very expensive. A stylists job is to ensure that there is a personalised feel to your wedding, and that the style of the day not only works in with the chosen venue, budget and overall brief but represents you as a couple.
4. What qualities should you consider when selecting a vendor?
When it comes to selecting your vendors, look for people that you connect with, so make sure you can meet them in person or Skype, wherever possible. You want suppliers who you like, as it’s a very special and intimate occasion. Also look for vendors that are recommended and have the knowledge and experience. If you are booking a wedding out of town, ask around and get some local feedback. And personally, I’d be looking for vendors who are relaxed and fun, because you want this to be a really enjoyable day for all!
5. What is your absolute favourite wedding look right now?
I love anything relaxed and natural with a touch of elegance, and I always love a good wedding lounge! It’s wonderful to see couples looking to incorporate the handmade and artisan makers to their day, and there has been a strong focus on organic textures of stoneware, raw linen, brass, copper, wood and cane. I believe it’s important to let the wedding day speak to what you love and enjoy in style, how you’d love to set a table to entertain friends, or how you’d style a room in your own home, rather than a set idea of how a wedding should look.
6. In your opinion, what is the key to making a wedding day truly special and unique to each couple?
The magic happens with the atmosphere created, where all the details come together to set the tone, and where nothing feels overdone or stifled. Where guests arrive and feel instantly relaxed and happy. That’s our aim! Rather than just adopting the latest trends, it’s really about drawing on the elements that are true and meaningful to each couple. There is a certain confidence and relaxed beauty in that.
