Collaborating with Valley View Events

As the bandleader of The Way Band, I’ve played at countless weddings, but every so often, a particular event stands out not just because of the music, but because of the impeccable planning and the people behind it. Such was the case when we performed at a recent wedding on Cayuga Lake in Ovid, NY, planned by Kaylyn Nichols of Valley View Events.  This was more than just a gig—it was an experience that showcased the power of collaboration and the art of event planning at its finest.

The Planner Behind the Magic

Valley View Events, located in Canandaigua, NY, lives up to its slogan, “exceeding event expectations.” I first met Kaylyn Nichols, one of the head planners at Valley View, during the initial setup for the wedding. Right away, it was clear that she was someone who took her role seriously, yet did so with a calm and personable demeanor that put everyone at ease. Her background, as I learned during a later interview, is rooted in stage management, which explains her keen eye for detail and her ability to manage multiple elements seamlessly.

Kaylyn’s journey into event planning is as interesting as it is inspiring. Originally from Memphis, TN, she found her passion while working in theater, where she was involved in organizing side events like wine and art auctions. This experience laid the foundation for her transition into wedding planning after moving to New York. When two of her friends were getting married, she naturally fell into the role of a planner and eventually joined Valley View Events. This diverse background has given her a unique perspective on event planning—one that is both collaborative and client-focused.

Valley View’s Collaboration and Client-Centered Planning

One of the things that impressed me most about Kaylyn was her philosophy on event planning. She emphasizes collaboration, ensuring that everyone involved in the planning process—vendors, staff, and most importantly, the couple—has a voice. “These are the same principles I stand for in theater as well,” she told me during our interview. “I want everybody’s voice to be heard, but when it boils down to it, it’s the bride and groom’s special day, and I want to make their dreams come true.”

This approach was evident throughout the planning and execution of the wedding. Kaylyn was in constant communication with all the vendors, including myself, to ensure that everything went according to plan. But what really stood out was her ability to adapt and problem-solve on the fly—something that would become crucial later in the day.

A Showcase of Expert Planning

The wedding day itself was a masterclass in how to run an event smoothly as everything was meticulously organized.  Kaylyn’s attention to detail was apparent in every aspect of the event. She had a detailed timeline for the day, which was shared with all the vendors well in advance. This not only helped us prepare but also ensured that there were no surprises—until, of course, the weather decided to throw a curveball.

No matter how well an event is planned, there are always elements beyond control. On this particular day, the forecast predicted rain at 11 PM, which was precisely when we were scheduled to finish playing. As the evening progressed, the clouds started to roll in, and it became clear that a change of plans was necessary.

This is where Kaylyn’s expertise really shone through. Rather than risk having the band or the guests caught in the rain, she quickly devised a plan to move us under a covered outdoor space that had been used earlier by the photo booth. This wasn’t just a matter of moving equipment—it involved coordinating with the photo booth operator, adjusting the timeline for the fireworks display, and keeping the flow of the event uninterrupted. All of this was done in less than 20 minutes, with Kaylyn calmly directing and asssiting everyone involved.

The result was seamless. As the fireworks lit up the sky and the guests transitioned effortlessly from dancing to enjoying the display, after which we began playing again in our new location. It was a moment that could have easily been chaotic, but thanks to Kaylyn’s quick thinking and leadership, it became one of the highlights of the evening.

What Makes Valley View Events Special

Having worked with many event planners over the years, I can confidently say that Kaylyn Nichols and the team at Valley View Events stand out for their professionalism, creativity, and dedication to their clients. Their approach to planning—one that is collaborative, adaptable, and deeply client-focused—ensures that every event they handle is not just successful, but truly memorable.

Kaylyn’s background in theater brings a unique perspective to her work, one that values every voice at the table while never losing sight of the couple’s vision. Her ability to remain calm under pressure and adapt to changing circumstances is a testament to her experience and her passion for what she does.

For anyone considering Valley View Events for their wedding or any other significant occasion, you can rest assured that you will be in capable hands.  Their website offers more information on their services and a glimpse of what they can offer. Having seen firsthand how they operate, I can say without hesitation that Valley View Events is the place where wedding dreams come true.

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If you’re planning a wedding and want live music that can cater to a wide range of tastes and styles, contact me to book a free music consultation and start planning the perfect soundtrack for your special day.