"When you visit your prospective venues," says Giselle Bavaro, director of catering at the W New York Hotel, "explain exactly what you are looking for and ask if the venue can customize your wedding for you.

"For example, we’ve done everything from the most simple to the most elegant and upscale, from fairy tale-themed weddings to disco-themed weddings. The space is so phenomenal that you can customize it any way you want.

"If you want a fairy tale-style wedding," Giselle explains, "we would decorate the space with more of a ‘shimmery’ feel.

"The linens would have a more ephemeral, airy feeling to suggest ‘Cinderella.’ A disco wedding, on the other hand, would have blackout curtains, lots of silver," and of course, a disco ball hanging from the ceiling.

Neutral Colors, Marble and Floor-to-Ceiling Windows
It is important to look at the color scheme of your space to help determine how it can be customized. "A lot of places have such deep colors that you almost have to coordinate your wedding to match the room.

"Look for a space like ours," she advises, "with all neutral colors and natural earth tones. Anything can be done with these colors. They are very soft, very soothing.

"Our pre-function space is absolutely beautiful. It has a built-in marble bar with floor-to-ceiling windows that overlook glass awnings. It looks like a swimming pool in the evening with all the glass and candlelight.?

When choosing your venue, make sure the size of the space is appropriate for the number of guests you expect. Don’t book a space that is either too small or too big for your party.

"We can accommodate 250 people with dancing," Giselle explains. "But, in my opinion, a group less than 130 may be too small for the entire ballroom. Using half the space is a great option."

Are They Experienced?
Find out what other kinds of events your venue has hosted, to give you an idea of what they can do.

"We plan everything, not just weddings," says Giselle. "We do bar mitzvahs, parties, and conferences. It’s fun adjusting my working style to each of them."

She recently planned an event for JP Morgan-Chase, and they also hosted one of MTV’s post-awards receptions. "That was the most amazing event we’ve ever done. We closed off a portion of the lobby, the restaurant, and the entire second floor for about 1500 people.

"The planner for that party knew what she wanted and had to have it her way. Trying to convince someone that some things they want might not work in the space can be a challenge. But it’s part of the fun."

back to top
Next Step | Diverse Menu | All Your Questions | Contact

The Next Step: Music, Photography, Video, Flowers
Once you’ve found your perfect venue, how do you begin to schedule everything?

Give yourself enough lead time, from six to 12 months. Without enough time, the cake designer, photographer, band, or floral designer of your choice might not be available. "The more time you have, the more flexibility you have."

Giselle suggests following a certain sequence of steps.

"First, pick your place," she advises, "and decide where you want your ceremony. Will it be at the reception site or somewhere else? The next step is to plan your timeline and choose your music, photographer, and video. They always book up fast."

Giselle encourages you to make sure that all the different aspects of your wedding work together within the space you have chosen.

"When working with your florist, you can have them come to the reception site, which is fun. Set up a table in the corner of the room and the florist can come in with six or seven different arrangements. This way, you will see what each one will look like on your table in your room.

"I give the couples suggestions regarding bands, florists, and other service providers who have done weddings here before. Most brides and grooms who come to the W have a certain style. They all seem to like the same types of florists and music.

"The music here, for example, is contemporary and jazzy." Even the music in the elevators has an exotic rhythm. Giselle laughs. "A different kind of couple comes to the W. They’re not so traditional. You still get the service and food quality of the other hotels, but we have a younger feel."

Of course, a wedding has to cater to guests of all styles and ages. "We have bar mitzvahs regularly and we also have major anniversary celebrations here. So we can gear events toward any group: adolescents, adults, or seniors."

back to top
Next Step | Diverse Menu | All Your Questions | Contact

Choose a Diverse Menu
Thinking about the range of tastes among your guests becomes especially important when choosing your menu. "It’s your wedding," says Giselle, "but you need to think about the 200 other people who are going to be there.

"You always want to make sure you have a popular fish with a choice of beef. Our filet of beef melts in your mouth. Our sea bass is unreal. I just got a letter from a couple saying they’re coming back on their first anniversary and they want the sea bass again."

When should you start planning your menu? "We talk about menus all along," says Giselle. "You get a sample menu when you come in for the first time. Then we customize it, tweaking it here and there."

Heartbeat, the restaurant in the W Hotel, provides the food for the banquet department. It is owned by Myriad Restaurant Group, which also owns Tribeca Grill, Montrochet, Nobu, and other fine restaurants around the city.

"There are usually two or three entree choices for each guest. Our restaurant is pretty popular, so a lot of times people want a dish from Heartbeat served in the banquet room. Most hotels pre-cook the food and put them in hot boxes. We cook everything to order, though it sometimes takes a little longer. It’s well worth the wait."

The most elaborate cocktail hour might include a raw bar, a sushi bar, a carving station, and more. "Then we can add a wonderful Tuscan display, with wine pairings for each station. You can also have Asian, traditional Peking duck, and paella stations. If someone wants a sushi station, we can match saki with the sushi or a variety of wines."

They’ve even done martini pairings with each station. "You can really make a party out of it.

"If you want to go for a full theme menu, you can do that as well. We can do a full Italian night with risotto stations. Usually at a wedding, though, people want variety.

"About three months before the wedding we do a tasting. You look through the menus and narrow down your options.

"The chef comes out and describes everything for you. You might want to change a sauce here and an item there, and you talk about that with the chef."

Final Plans
From that point you begin making final arrangements."Seating arrangements always seem to be the toughest part. You almost can’t solve that problem," Giselle says from experience. "Some people will always want to sit with others. There are always people you don’t know where to seat.

"I’ve also had weddings where people RSVP’d ‘No’ to the bride, and then just showed up! I remember one instance where someone had originally said ‘No,’ then complained because we found them a table where they didn’t know anyone. That’s something you can’t plan for.

"But I hold the bride’s hand through it all. I always feel like I’m getting married again!"

back to top
Next Step | Diverse Menu | All Your Questions | Contact

Ask All Your Questions
What are some of the key pitfalls a bride should look out for? "Mistakes occur when you don’t ask enough questions, or when you don’t plan far enough ahead. Know the timing of everything."

Giselle gives each bride a copy of a book with a timeline showing what should be done. "They may not realize, for instance, that invitations need to be done by a certain time.

"We guide them through what needs to be done here at the venue. We know when we should call them for the tasting, we know when they should come in with their centerpieces."

In the end, aside from the love between the bride and groom, their family and friends, what makes a good wedding celebration?

"It’s really the ambiance that makes a good wedding," Giselle says. "It’s the feeling you get when you walk into the room, with the music, the talk. It’s the buzz in the room, the waiters standing at attention with trays of champagne ... that whole chemistry.

"Brides get most anxious thinking they forgot something, and then they realize, ‘Oh my God, I’m getting married!’ You can’t help that feeling, but having a checklist and checking it twice will really calm you down.

"Often the mother of the bride makes the bride nervous as well. Again, reviewing the checklist can help put everyone at ease."

Seeing the actual wedding is the most fun for Giselle. "You see the dress, meet the bridal party, and see the whole wedding come together. I always love seeing the face of the bride as she walks in. It is really rewarding.

"You make dreams come true, starting by deciding what to do with the space. Then all of a sudden, six to 12 months later, it all comes to life.

"At my wedding nine years ago, I was so busy eating, talking, and dancing that I didn’t take notice of the little things.

"So I always tell the bride and groom, ‘At some point in the evening, stand back, look around and take notice.’ "

back to top
Next Step | Diverse Menu | All Your Questions | Contact