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Hosted across 13 hotels with over 1000 guests, this Udaipur wedding takes The Big Fat Indian wedding to the next level!
Wedding Planning - Sep 4, 2023
Palatial venues, Bollywood-esque performances, and awe-inspiring decor concepts – the splendor of elite Indian weddings is famously unmatched across the globe. Creating events of such scale, however, entails talented teams, months of effort, and dedicated guest coordination and hospitality to ensure a seamless and memorable experience for not just the couple but hundreds of their cherished guests.
Muskan Mistry and Jay Kularia’s grandiose wedding getaway to Udaipur was a feat of pure excellence as every tiny detail of logistics and hospitality was impressively managed by WeddingSutra Favorite – The Wedding Trunk. The team shares their insight into the making of this momentous wedding.
“13 residential hotels, approximately a 1000 pax guest count, and 4 different wedding venues – agreeably, it was a tough nut to crack. However, our team’s diligence, dedication, and over 3 months of planning ensured that the process was one of ease and utmost comfort for all present.
The brief received from the couple and their families was simple – an experience so wonderful that the wedding lives on in the memories of all who witness it for years to come. Beginning with the 2 month-long RSVP coordination, each guest was to be treated with the utmost care and respect. Belonging to HNI families themselves, it came as no shock that the couple wanted no stone left unturned when it came to the hospitality for all their esteemed guests. 13 hotels were booked throughout Udaipur, most of which were bought out in their entirety, and included Aurika, Shiv Niwas, Taj Fateh Prakash, Taj Lake Palace, Radisson Blu, Regenta Central (Mewargarh), and Regenta Central (Court Chowk) among others.
For us, the event started with planning the RSVP calendar and script with the families, as per our norm. Post this began the long and detailed process of the actual RSVP, where 2 of our team members, one for the bride’s side and one for the groom’s side, were tasked with sending out all guest communication. Meanwhile, we also started planning big and small surprises for the attendees to make this a wow experience for everyone involved. For instance, we took the necessary permissions from the Udaipur airport authorities and used a section of their LED walls and standees to display the couple’s names and logo inside the airport’s arrival terminal itself. Apart from this, we organized a desk inside the four-walled premises where we served an assortment of sweets and dry fruits alongside water bottles and wet wipes, packaged with the couple’s logo on top. Kulhad chai was also served outside to the guests as a refreshment.
With a huge fleet of cars and coaches alongside vintage cars for the bride and groom’s arrival, our team managed upwards of 200 vehicles during these 5 days. Each car and coach used for the pickups, provided by both the client and our vendor Dhani Tours, was stocked with food hampers and extra water bottles for their onward journey, and our logistics team ensured that the wait time for these vehicles was minimal, even during bulk guest arrivals, many of whom even came via trains and buses.
A traditional, royal welcome was planned for guests at every venue, interspersed with unique elements like customized car hampers and a polaroid affair. A multitude of dry fruits, assorted sweets, and welcome drinks were also served to all upon their arrival. An energetic performance by the dhol walas accentuated the energy and enthusiasm and was a sight for sore eyes. The bride and groom’s arrival at the hotel in vintage cars, marked with floral showers, dhols, nagadas, and tutaris was especially enjoyed and appreciated.
A few members of our team were also dedicated to the picture experience we had curated for the event. When the guests came for their check-ins, they got clicked with some instant Polaroid cameras and got the fresh photos pasted in their key jackets. This was done as per the client’s request of not having to miss a single moment of the guest arrivals!
Placing guest hampers in all hotels was another lengthy task our team undertook, along with an extensive list of stationery that was supposed to go in the guest rooms. However, the main challenge was coordinating the correct collateral and thank-you gifts for each guest, as they were not the same for everyone.
Simultaneously, while most functions were essentially organized in Aurika, the Sangeet and Varmala were to be held at Manak Chowk and Jagmandir, respectively. The transfers from all hotels to the designated venue of each function were managed by our logistics crew with utmost precision every day, including the internal buggy transfers within the City Palace (towards Manak Chowk) and then via boat to Jagmandir. Our team members were placed strategically at all locations to minimize the guests’ wait time and ensure a seamless and comfortable experience.
The check-outs on the last day were just as smooth, with cars available on time for all guests as per their confirmed departure details. We also took care of the hospitality and logistics for the artist roster, which included celebrity performers such as Kutle Khan, DJ Shaan Gidwani, and India’s Got Talent fame Bomb Squad and Warrior Squad as well. To say that the event flow went smoothly in terms of hospitality and logistics would be an understatement in this case. Our 67-pax strong team ensured that each task was carried out to perfection while taking care of the minutest details.”
The Wedding Makers
Venues: Aurika Udaipur, Manek Chowk (Sangeet); Jagmandir (Wedding)
Wedding Planner: Evolve Entertainment
Decor: Desert Pearl Entertainment, The backdrop décor (Sangeet, Wedding)
Makeup Artist: Isha Khanna
Hospitality: The Wedding Trunk
Lights & Sound: Bharat Music
Emcee: Rahul Manjal
Choreography: Star Dancer Shailesh Ranjak
Entertainment: Kutle Khan, DJ Shaan Gidwani, Bomb Squad, Jea Band, Atrangi Band and Warrior Squad
Photography and Videography: The Vintage Frame, Shri Ram Studio
