FAQ'S

FREQUENTLY ASKED QUESTIONS

the A-Z of WEDDING PLANNING

This is our A to Z, which hopefully gives you a greater insight into the company and will help to answer some of the questions you might have. This will be informative and fun, but also very important to read. We suggest a glass of wine and a few minutes to have a read through.

A

 

Accommodation (away):

If we are doing your wedding at a fabulous overseas
destination or even at a location outside of Gauteng, we ask
that you please book accommodation for us. Nor mally
a hotel at the venue will work the best because we will work
throughout the night, but an Air BnB can also work. Please
ensure that we work on a food plan should we be in an AirBnb.

Assigned person:

To ensure a smooth process when planning a wedding, it is important to always know who your assigned person is. They know your wedding details better than anyone else and are in the best position to help you with all enquiries.

Answers to emails:

We always endeavour to answer emails as quickly as possible, however we are often out of the office busy with the setup of a wedding; therefore please allow us a bit of response time, especially over the weekends.
*Please also see Mondays.

B

 

Breakage deposits

As a company, we charge a breakage deposit. This is to protect us if and when things get broken. This will get refunded to you when the wedding is over and a full recon has been done on décor stock at the lowest possible replacement value.

Breakages

It makes us very sad that we have to replace stock. It however is a reality of the industry. This is however why we have a breakage deposit, to protect you from having to pay in extra money after your wedding day.

Budgets

As a part of the wedding planning service, we will create a wedding budget for you. This is a vital part of the wedding planning process as it is important to be comfortable with what you are going to spend.

Bridal party

It is so wonderful to have loving people who stand by you and support you on one of the most important days of your life. Your bridal party loves to feel important, so make sure that they know their roles and responsibilities on the day to include each and every person involved. If you have not opted for the Event Management or the Wedding planning service please note that these duties will include placing all of the on the day stationery.

Bouquets

You are welcome to send us some inspiration images of the type or style of bouquet that you love. We will always try to match this image closely, however, we will always also customise it to fit you personally.

Buttonholes

We love to make the men feel special on the big day too. We make small floral clusters that get pinned onto their jackets. You are also welcome to send us inspiration images of what you would like these to look like. But first, make sure that your group of men actually want these, as many guys often opt for another unique or customised pin idea.

C

 

Cake Setup

Cakes terrify us! We always suggest you use a professional company when it comes to your wedding cake. They have done it a million times before and know how to make sure it doesn’t collapse or cave in.

Sometimes Aunty Mindy (as sweet as she is) bakes the cake the day before the wedding and this can compromise the structure of your cake. Please know that we are not responsible for the set up or collapse of cakes.

Cake styling including flowers

Fresh flowers on a cake look wonderful, however we need to be informed if you need any flowers for the cake that we will need to supply from our side. We will have to order these in specifically as we do not always have extra flowers to supply for the cake on hand.

Confetti

We normally suggest rose petals or natural and bio-degradable elements. This isn’t because we are boring as people, but rather because we know that most venues do not allow synthetic confetti to be used in outside areas. We can still advise on some fun options so please ask us in your styling meeting.

Candles next day

The candles from your wedding are yours to take; so please feel free to ask us for them the next day. Should the candles be left with us, we promise to donate them to poorer areas without electricity, so that something good comes from them.

Children

We absolutely LOVE children, however we are not very good baby sitters and are not responsible for looking after them on the day of the wedding either. Please ensure that someone capable is assigned or hired in to look after the little ones on the day.

Contracts

Our lawyers are everything they need to be; efficient, ruthless and terrifying. Please help us avoid talking to them if we don’t need to. Our contracts must be signed by both the bride and groom, as well as adding your initials on each page. If you need clarification on the correct signing procedures, please feel free to contact JOHN – he is our in-house legal advisor. You can email him at info@inimitablevenue.com.

Contact person

As with any company, there are many people who work behind the scenes to ensure that your wedding is perfect. It is important to know who to mail so that you can get the most accurate and helpful response in good time. They all do everything and more, but a very simple list like the one below might help narrow things down:

Zavion: CEO and all round good guy – he is also the chief wedding designer and stylist.

Kim: Wedding Planner and Events Manager

Zhan-Mishal: Events Manager and Coordinator

Savannah: Booking of all Meetings

Berdine: Flowers and Logistics Manager

Saskia: Account Manager and C.F.O

John: Marketing Manager and CEO

Confetti gun

We have seen them in movies and they are fab! However most venues hate them, because the actual confetti is near impossible to clean up. Let us know if you would like us to ask your venue about them.

D

 

DJ Overtime

DJ’s do charge overtime as per your contract with them. Should you go overtime with them, please know that this then falls outside of our contract and you will have to pay them directly for this after your wedding. This is because their overtime falls after the formalities of a wedding and therefore after the conclusion of our time with you as event managers.

Décor not to be taken

We love it when you and your guests take flowers at the end of the wedding. We however just ask that no one takes the décor with them when they leave.

Dresses

In every J-Lo wedding movie there is always an OTT wedding planner giving advice on the wedding dress whilst at the dress fitting. We feel that there are so many more meaningful opinions from the family on the day and therefore think it is best to rather leave such a personal moment to your immediate family.

Décor companies

Should you require décor items that we do not have or are not willing to stock, we will always be happy to help you source them. They fall outside of our insurance policies and if brought in by an external company, must be cleared by them when the wedding ends.

E

 

Event management

This is a wonderful service that ensures that your wedding day runs smoothly and as “on- time” as we can manage. (Speeches often throw us off). Please chat to us about what the Event Management service and team can do for you!

Extra flowers

When we order flowers, we always order for the worst case scenario. When we do have extra flowers, we will happily decorate the bathrooms and various areas for free for you. This is however not something we can guarantee for each and every wedding.

Entertainment

Some live singers are bigger drama queens than you would expect. They often have a hospitality “rider” which includes the need for anything from a private room for hours prior to the act, to only blue jelly beans. (Bizarre we know). If they require alcohol or anything that we need to bring in additionally, we will let you know about these costs prior. Please also always let us know if your Aunt Cher is planning to make an appearance at the venue – we will need to know of this ahead of time.

Easels

If you are getting married at Inimitable, you will be happy to know that they have 4 of these for you to use. If you are getting married else where, lets check with the venue before we rent them in – every small saving counts.

F

 

Final meetings

Final meetings are VERY important. They are held 4-6 weeks prior to your wedding date. All of the final details and information will be discussed at this meeting and no further changes to your invoice will be allowed there after. If you would like information as to what will be discussed at the meeting, please feel free to speak to your contact person and they will be able to assist you with this.

Flowers and décor responsibilities

When we are booked to do flowers and décor, we will set up all areas as agreed upon (Ceremony, canapés, bridal party and/or reception hall). We will only set up what you have paid for with us. It is not our responsibility to pack out stationery, thank you gifts or anything extra that you or an outside supplier is bringing in. This is a great job for bridesmaids or badly behaved groomsmen. If you would like us to do the above tasks, please consider the Event Management Package.

Flowers the next day

In an ideal world, flowers would last a lifetime, but sadly they tend to die the next day. We will always ensure that your flowers are put to the side so that you can collect them the morning after the wedding. Please remember that some venues do not keep any flowers and throw them away that night. At Inimitable, your flowers will be kept until noon in the passage alongside the children’s room.

Flower availability

As we work with a living product, we often face external issues that can complicate flower availability. A snow storm in Kenya wiped out their entire export of roses a few years back and it was a bit tricky to get those flowers. We will always do our best to find a way. (That is why you pay your final flower bill a month before your wedding – so that we are able to pre-order and access import flowers).

Fireworks

Venues have very strict rules regarding fireworks. Please let us know if you are interested in fireworks for your wedding and we will investigate this on your behalf.

G

 

Gift cards + gifts

No member of the Zavion Kotze Events Company Team will ever be responsible for your gifts or your gift cards. Please don’t give them to us. We would hate to be blamed if something went missing. Rather place a responsible (and perhaps sober) family member on this.

Gift card holders
Some venues have a coded envelope safe (Inimitable has one), but others do not… It is always best to check in with them first and see if another gift box option needs to be made.
Groomzilla
By definition: A groom who begins to panic about details anywhere between 24 and 48 hours before the wedding. Should you encounter one of these, let us handle it… We are trained and ready!
Guests
There is nothing more special for us, than meeting your friends and families. They are always a reflection on you and after the journey we all walked together, it is an honour to meet them. Please remember that they are your guests and if one goes rogue, we will have to chat to you first so that we always keep you in the loop.
H

 

Holidays

We work 6 days a week and rather late and bizarre hours. Therefore; to help our staff not to kill John or I, we like to give them some leave. This also allows them rest up between seasons and helps them to be fresh for your wedding. We close every July for the entire month as well as a short break over the festive season. We will still be on mails, but please allow us a little bit of leeway when it comes to the response time.

Hours
Although we don’t sleep a lot in this industry (especially over weekends), we do like to sleep during the week. Please note that we will not answer the office phone at night or before office hours, unless it is indicated as a true emergency.
Honeymoon
We know all the super places to go – so if you ever need advice on what is great, we will be able to help.
Head garlands

So Pretty!! BUT please always let us know the rough age of the children or adults wanting these. The size of a flower girls head vs the size of your oupa’s head might differ and then they just won’t look as stunning.

I

 

Information for final meetings

There is a lot of information that we go through at the final meeting and each meeting is different based on the service that you have taken. Please ask your contact person ahead of the final meeting as to what information you will need to prepare.

Information for final meetings

There is a lot of information that we go through at the final meeting and each meeting is different based on the service that you have taken. Please ask your contact person ahead of the final meeting as to what information you will need
to prepare.

Information for final meetings

There is a lot of information that we go through at the final meeting and each meeting is different based on the service that you have taken. Please ask your contact person ahead of the final meeting as to what information you will need
to prepare.

Invoices

Your invoices will be paid in 4 parts to make the payments easier to manage for you. 25% of the invoice will need to be paid upon booking. 50% of the invoice will need to be paid 6 months prior to your wedding date. 75% of the invoice will need to be paid after your mock up. 100% of your invoice will need to be paid 30 days prior to your wedding day. Please feel free to speak to our accounts manager if you are ever unsure about something with regards to your invoice, you can reach Saskia via – accounts@zk-ec.com

All invoices can be altered and adjusted up to 30 days prior to the wedding day. NO further changes will be accepted after this deadline as we will place all orders 30 days prior to your wedding.

J

 

July
We are closed for July. This is to help the staff rest up for the new season. We will still be on mails, but please allow us a slightly longer reply time.
John
John is a director of both Zavion Kotze Events Company and Inimitable Wedding Venue. He is mostly responsible for venue related matters, however, as a wedding planner he is more than happy to help if need be. He also has great jokes.
K

 

Keys for the rooms
Where ever you are getting married, please don’t take the keys for any rooms. It causes a lot of panic the next day. Any ZKEC staff member is also not responsible for keeping or taking
any keys to the rooms- this is due to the venue’s insurance clauses.
Kids tables
We prefer to keep the number of candles and hard liquor on kids tables to a minimum (naturally) so please let us know if you have a different idea of a kids table and we will do what we can to make it not only wonderful for them, but also keep your reception hall looking gorgeous!
L

 

Lighting
Lighting maketh the wedding! Please chat to us about different lighting options that we can provide. We promise you won’t regret it. If however you decide to hire in lighting from an external supplier, please ensure that they take responsibility for delivery, collection, installation and electrical connection of the lighting structures.
Legalities
As mentioned our lawyers truly are everything they need to be; efficient, ruthless and terrifying. We try not to talk to them if not needed. However please let us know if you need any clarification on legal clauses. John is our in-house legal consultant and can advise you on how to sign contracts and clarify any points on your contract.
M

 

Mock up
Your mock up is a very important part of your wedding day. This is when we set up a table based on what we have discussed at the first meeting. This is especially important when we have had to make changes over email to the look. This also gives you an opportunity to play and see what you like or don’t like and make the changes accordingly.
Moving of flowers
We are always happy to help you move flowers from one area of your wedding to another. Sadly floral arches weigh in at about 200kg and are near impossible to move.
Moving of valuables
We LOVE your new black diamond studded Christian Louboutin shoes and the matching earrings. Please do not ask us to move them for you. We would hate to be blamed if they
went missing.
Mondays
We are closed on Mondays. It is our one day off a week. Please let us sleep – odds are we only got a few hours sleep from Thursday through the weekend as we are working at weddings. We need this day off, so please excuse us for not taking your calls or answering your emails.
N

 

Not taken flowers and candles
These will be donated to old age homes if the flowers are in good condition and not taken by you. We will always try to make sure that any left over flowers get to live another day. Candles not taken are donated to townships and nearby areas without electricity.
O

 

Overtime of suppliers

When it comes to overtime for a DJ, Photographer or any other supplier, these invoices will come directly from them and not from us. By offering us to carry credit for you may be in breach of a few laws. As this overtime falls outside of our working hours, we ask that you please chat to the suppliers regarding their invoices post wedding.

Office hours
Our office hours are from 09:30 to 16:30; Tuesday to Friday and 9:30 to 12:00; Saturday to Sunday. We will do anything to accommodate you outside of work hours where possible, but please know that we still run as a normal corporate office. It is very unfair to make our staff work till 9pm during the week. Their families and the labour
department might kill them.
P

 

Payments: Flowers and Décor / Event Management
Your invoice will be paid in 4 separate payments:
25% – paid upon booking and acceptance of the invoice.
25% – paid 6 months prior to your wedding day.
25% – paid after the mock up.
25% – paid 30 days prior to the wedding day. Changes will be accepted on the invoice up until 30 days prior to the wedding day. NO further changes will be accepted after this deadline.
Payments: Wedding planning

Your invoice will be paid in 5 separate payments:
50% – of the wedding planning fee upon accepting this service.

25% – of the invoice to be paid upon accepting the invoice

25% – paid 6 months prior to your wedding day.

25% – paid after your mock up.

25% + 50% (wedding planning fee) – to be paid 30 days prior to your wedding.

Changes will be accepted on the invoice up to 30 days prior to the wedding day. NO further changes will be accepted after this. The invoice will also be adjusted continuously as the final costs of suppliers come through.

POP’s
Please send us a copy when you make a payment. John seems to have a filing fetish- so the more you can send us to place on file, the better.
Peonies
We know you MUST HAVE THEM at your wedding, however mother nature sometimes has other plans. Peonies grow for a very limited time of the year. They bloom at the end of April through May. However from open, they only last 10 days – this makes getting them into SA rather tricky. We will do everything in our power to get them for you. (We even have a grower in France who helps us out of season, but we cannot always guarantee this.)
Process (flowers and décor)

The process for flowers and décor is as follows:
1 – First meeting (where we discuss the full look that makes up your wedding day).

2 – A quotation is sent to you based on the first meeting.

3 – Adjustments to the quotation (you can let us know if there are any adjustments that we need to make to stick within your budget).

4 – Acceptance of the quotation and 25% deposit of the quotation to be paid.

5 – We will book you in for a mockup (so you can see the look of the wedding).

6 – The invoice will be adjusted based on the changes at the mock up and a further 25% of the invoice is to be paid.

7 – 25% of the invoice to be paid (6 months before) – this may move in order dependant on when your wedding is taking place.

8 – We will book you in for a final meeting.

9 – Final adjustments to the invoice is made and the full remaining invoice amount is then due.

10 – The wedding day, we will set up all items as per the final invoice.

Process (event management):

The process for event management is as follows:
1 – First meeting (where we discuss the look).

2 – A quotation is sent to you based on the first meeting.

3 – Adjustments to the quotation (you can let us know if there are any adjustments that we need to make).

4 – Acceptance of the quotation and 25% of the quotation to
be made.

5–We will book you in for a mockup (so you can see the look of the wedding).

6 – The invoice will be adjusted based on the changes at the mock up and 25% of the invoice is to be paid.

7 – 25% of the invoice to be paid (6 months before) – this may move in order dependant on when your wedding is taking place).

8 – We will book you in for a final meeting and start working
on your wedding event timing document.

9 – Final adjustments to the invoice is made and the full invoice amount is then due.

10 – The wedding day, we will set up all items as per the final invoice as well as ensure that the entire wedding day runs smoothly.

Process (wedding planning)

The process for Wedding planning is as follows:
1 – First meeting (where we discuss the look and various suppliers).

2 – A wedding planning services quotation is then sent to you.

3 – 50% of the wedding planning fee is to be paid.

4 – A full wedding budget is sent to you based on the discussions at the first meeting as well as a mood board.

5 – Adjustments to the budget (you can let us know if there are any adjustments that we need to make).

6 – Acceptance of the budget which will then be invoiced to you.

7 – 25% of the invoice is to be made.

8 – Suppliers will then be booked according to what we have agreed upon to book on your behalf and as per the budget.

9–We will book you in for a mockup (so you can see the look of the wedding).

10 – The invoice will be adjusted based on the changes at the mock up and 25% of the invoice is to be paid.

11 – 25% of the invoice to be paid (6 months before) – this may move in order dependant on when your wedding is taking place).

12 – We will book you in for a final meeting.

13 – Final adjustments to the invoice is made and the full invoice amount is then due.

14 – The wedding day, we will set up all items as per the final invoice. We will also be there to ensure that the wedding day runs smoothly.

Q

 

Queries

Weddings can be very stressful for our brides and grooms, if you ever have any questions or concerns, please feel free to get in touch with your contact person and we will gladly assist you.

Quotations

This is the first “estimate” that you will receive from us. It is however only an estimate based on what we have spoken about. Let us know if you would like any changes or if you would like to change to budget amount so that we can ensure you get the most for your money.

R

 

Rooms at the venue
For Inimitable, the person to contact is Ivan. He is our Hospitality Manager – and he is awesome! You can reach him at rooms@inimitablevenue.com. He can help you book rooms as well as inform you on what hotels and accommodation options are in the area. If you are getting married at another venue, this will more than likely fall on to their Hospitality Manager.
Religion

We have done many weddings around the world and have been blessed enough to be part of almost every type of religious ceremony, however, if there are aspects of your religion that you would like us to be 100% sure on, please let us know. It is always our goal to not only respect, but celebrate every religion.

Rehearsals
I think it is generally an American thing, but sometimes couples want to do a rehearsal or walk through. Please let us know if we can help in any way.
S

 

Sparklers
Lovely to look at, lovely to hold, but if you put them down on table clothes, they will scald. What a terrible rhyme; sorry. Please note that we will always try to assist with people to gather sparklers, but they can damage tables etc if they are put down whilst still hot.
Stationery
If you have not paid for the Event Management Services, we cannot put your name cards etc out for you. Your bridal and groom’s parties will be responsible for this. We also do not stock any stationery that we can borrow or hire to any clients, including table numbers.
Suppliers table
Yes they need to sit down and it shows great respect towards them if you offer them a seat at a table. It is always much easier to seat all suppliers at one table, usually not with the guests as this can make it very awkward for your special guests.
Suppliers food + drinks
Please feed them. They are working at your wedding and will get hungry at some point. It is the right thing to feed them. We do however believe that they should never drink alcohol on your wedding day- they are there to work – we can tell them that on your behalf if you would like.
Seating plan
This is very important to have for the day to ensure that everyone knows which table they are seated at. We suggest placing these at the canapés area as this is the area that the guests spend most of their time and they have time to find their names.
Suits
Every man knows what looks great on them and what suit they want for the special day. As much as we would LOVE to see them looking dapper before the wedding day, we do not get too involved with these meetings. If however you do need some suggestions as to where to go, we are happy to assist with recommendations.
T

 

Travel costs for away weddings
For all weddings outside of Gauteng, it is the clients responsibility to ensure all travel costs for all suppliers as well as the set up team is paid for. This may be petrol costs, flights, rental cars or any other transport modes that are needed to get to the wedding and to do our jobs effectively.
Tables - max per table
No matter how you try, you cannot fit more than 10 people at a round or sqaure table. Even if your cousin Sharon’s new paleo diet has helped her drop to a size 28 waist, we
simply cannot do it.
Timeline
We will happily do a wedding timeline when you have taken our Event Management or Wedding Planning services. This will cover who needs to arrive when, what is happening as well as all of the MC’s announcements and duties. We will send you the draft after the final meeting for you to alter and sign off before we send it to suppliers.
U

 

Umbrellas
Most venues have umbrellas for just in case. Inimitable has 200. But if you are worried, we can always check with your venue on your behalf.
V

 

Venue and ZKEC separate
We know that Zavion and John own both Inimitable Wedding Venue and Zavion Kotze Events Company. They also own a multitude of other companies in SA. However please note all companies are individually registered and are stand alone companies. Payments to either company needs to remain separate to help our accountants make sense of it all.
Vinyls

So pretty and such a cool way to make your dance floor pop! Your supplier will need to take responsibility for the installation of this. None of us were any good at Arts and Crafts at school, so perhaps not a good idea to make us stick it down.

Vendors
Wedding suppliers are there to ensure your wedding day is perfect and to take care of you, the beautiful couple. Each vendor however requires different things according to their contract (such as a soft drink ever 2 hours to be covered by the bridal couple). Please ensure that you inform us and cover all of their needs to make them as happy as possible on the day as this will return the best possible service delivered to you.
W

 

Wedding planning fee
The wedding planning fee is paid for in 2 separate parts. 50% of the fee is paid upon booking and securing our services. The final amount will be due 30 days prior to your wedding day. The wedding planning fee is also adjusted after the final meeting. The final wedding planning fee is costed at 10% of the overall budget spent with us.
Walking practice
Some brides love to practice walking. You are welcome to – we might even join you if able too! Please just let us know if you want to do a walk through at the venue and we will schedule it in for you.
X

 

eX
No, he or she is not welcome and we have security on guard for that very reason haha!
XOXO
Gossip Girl here… We do walk a great journey with you towards your wedding day and we love to create wonderful relationships with you. You are welcome to share all of your ‘gossip’ with us.
Y

 

Your wedding day
Zav and John have been known to cry at weddings. They are big teddybears – but more importantly we all get so excited for your day! We are so proud to be there and be part of your special day. We are passionate and will do everything we can to ensure that your day is perfect in every way!
Z

 

Zavion
Zavion is the director of a few companies, as well as someone who seems to pop up on TV now and then. Please know that as much as he wants to be at every wedding, he cannot always be there. Paying for the services of ZKEC or Inimitable does not mean you are paying/hiring Zavion himself on the day – paying for a person is illegal and sort of borders on prostitution – an Icky industry into which we probably won’t enter any time soon!