When I first met Caitlin Gray, I knew she was someone really special - she’s the type of person who greets you with a warm hug and makes you feel like you’ve known each other forever when it’s really only been five minutes. I’ve been fortunate enough to work together with her many times since, as she is the owner and lead planner at Gray Weddings & Events, a full-service wedding and event planning and coordination company based out of Halifax, Nova Scotia.
I caught up with Caitlin last week talk about all things involved in wedding planning here in Nova Scotia - read on to see our interview, with some photos from an amazing shoot we worked on together in 2019.
Tell us about yourself and your company, Gray Weddings & Events.
Gray Weddings & Events is a boutique wedding planning business based in Halifax, Nova Scotia, providing full-service planning and month-of planning as well as consultations to future brides and grooms all over the Maritimes! I’m Caitlin, the Founder and CEO, and I’ve loved everything about weddings for as long as I can remember. My mom, Susan, is often my assistant on wedding days and she loves weddings almost as much as I do. This business is an absolute dream come true for me. It’s something I’m very proud of and can’t wait to continue to grow!
How did you get into wedding planning?
To be honest, I just decided in October of 2016 that I should look into taking a wedding planning course since as I mentioned, I’ve ALWAYS loved weddings. I always tell people about how my mom and I would sit at Public Gardens on Saturdays in the summer just to try and catch a glimpse of a bride and groom getting their photos taken. And anytime there was a bride and groom sighting - stop the car! Anyway, I did some research and found out that the Wedding Planning Institute of Canada was offering a course. I thought - why not?! I have a public relations background with event planning experience and that would prepare me well for wedding planning. I loved every minute of the course, passed the final exam, and then worked away at starting my own wedding planning business. Andrea of Lupin Design Studio created a logo for me, I created my social media pages and got a website up and running (created by Up Public Relations), and before I knew it, within three months of taking the course, I had my first client!
When is the right time to book a wedding planner, and what are the first 3 things you recommend your client book for their wedding?
If you’re looking for full-service planning, the sooner the better! Once your date and/or venue is chosen, start reaching out to planners. If you need help choosing a venue, get in touch even sooner - they’ll be happy to help!
Once the venue/date is chosen, I recommend booking your photographer next, and then your hair and makeup artists. A Justice of the Peace/Officiant, florist, DJ, and decor rentals should follow.
What sorts of services do you offer (month-of coordination, full-service planning, day of coordination)?
I offer full-service planning and month-of planning, with both packages including day of coordination. I’m also happy to work with my couples to tailor a package to meet their specific needs.
With full-service planning, I’m your person from the moment you book me until the end of the wedding night, helping with every single step along the way. With the month-of planning, I meet with couples three times in the month leading up to their wedding to get in the loop and help finalize any outstanding details with them, before executing their wedding day vision.
Finally, consultations provide couples a chance to share their ideas to get feedback, and receive advice with regards to any part of their wedding day.
What’s your favorite part of the job?
I cannot say it enough - it’s an absolute honour to be a part of a couple’s wedding day. To be there alongside them for such intimate moments and to be able to help execute their wedding day vision gets me every time. How lucky am I?!
I have so many favourite parts, but I’d have to say, the relationship I get to build with the bride and groom (I’m so lucky that I get to work with such wonderful people who become friends), and seeing their wedding day dreams come true is my favourite part. You can always catch me bawling my eyes out at the back of the ceremony! (Note from Sinead: this is so true, I’ve seen it many times!)
What trend are you loving for 2020 weddings?
While the wedding day is all about the bride and groom, I’m loving the focus on guest experience. Many couples are adding thoughtful and/or unique touches to their wedding day with their guests in mind. A couple of examples are elevated cocktail-style beverages served immediately following the ceremony and food-station or family-style dinners as opposed to the traditional plated or buffet style.
I’m also (always) loving how greenery is still going strong in the trend department. So classy and so romantic - you can’t go wrong!
What does a typical wedding day look like for you?
Every wedding day is so different, but my role usually stays basically the same! I arrive between 8:30 and 9AM to check in with the bride and groom, get my emergency kit strapped on, and then begin setting up at the venue. The set-up takes most of the day. Sometimes the ceremony and reception are at different locations, so a bit of running around is required.
I’ll check in periodically with the bride and groom if possible (to make sure they’re eating and that hair and makeup are going well) and greet all of the vendors as they arrive. I always have detailed day of timelines printed off for each vendor and like to make sure they have everything they need to do their jobs.
Once the ceremony nears, I’ll ensure the wedding party is ready to go and cue them when it’s time to walk down the aisle, all in coordination with the ceremony musician and/or DJ and the Justice of the Peace/Officiant. I get butterflies just thinking about it!
After the ceremony, it’s time for the cocktail hour. Once guests are happy, sipping on beverages and milling about, I check in to ensure that photos are going well (with the bride and groom, the wedding party, their family members and the photographer) before heading back to the reception area to make sure all of the decor is in place and that the catering staff are still on schedule.
When it’s time for dinner, I ensure all guests are in their seats and cue the DJ and MC for the entrance of the wedding party - energy is high at this point and everyone is ready to eat and then party! I make sure all tables are receiving their meals in a timely manner and try and grab a few mouthfuls myself before the speeches get started. I’ll work with the photographer to usher the bride and groom away for sunset photos if this is something they had planned on, and once they return, it’s time for speeches. At this point, it’s me, the MC(s) and the DJ working together to ensure all goes smoothly. After speeches, it’s time for the first dances, and then party time!
Most times I stay until the end of the dance (and hit up the dance floor for a song or two) and help with any tear-down that can be packed away for the bride and groom to pick up the next day. I usually drive home on a complete high, there’s no feeling quite like it!
How do you stay creatively inspired?
I’m so lucky to be surrounded by such an incredible community of wedding vendors. From florists to hair and makeup artists to decor companies to photographers, I’m constantly in awe of their talent and what they bring to the table. I’ve had the honour of collaborating on styled shoots with many of them and it’s truly amazing to see what can happen when you bring several imaginative minds together. Instagram, Pinterest and wedding magazines are endless sources of inspiration as well of course, but I also find inspiration in my client’s ideas and dreams for their day. Everyone has a different vision and brings a different perspective and for me, that’s part of what makes a wedding day so special.
Any advice for couples who are in the midst of planning?
Take everything one step at a time and try not to get overwhelmed! Remember to stay true to yourselves and try not to get caught up in the opinions of everyone around you. Don’t feel like you have to spill every detail either… leave an element of surprise for your guests! At the end of the day, the most important thing is that you’ll get to marry the love of your life, and it will truly be the best day ever!
Thanks Caitlin for the chat - if you’re planning a wedding in 2020 or 2021 and need an incredibly organized and dedicated planner, check out Gray Weddings & Events. Caitlin is a true lover of love and will make sure your day is everything you dreamed of!
Vendors involved in the shoot included in this article:
Models: Sehmat Suri / Kyle Saari / CITY MODELS
Planner: Gray Weddings & Events
Hair & MUA: Danielle Grasley Makeup
Dress: Katrina Tuttle Bridal
Florals: Carrie Burgess
Stationary: Blush & Faire Creative
Rings & earrings: Locusart Jewellery
Cake: Frosting
Arbor: One Day Affair
Rentals: MacFarlands Events
Venue: Lot Six Bar & Restaurant