Full planning with an insured Professional Event planner /Coordinator.
Complete design in coordinating the following elements together (floral, décor, lighting, linens, napkins, chargers, furniture rentals, table numbers, favors, and others) with couple and decorator.
Up to 15 hours of in-person consultations may be used for. . .
In studio meetings
Final meetings with venue and vendors.
Menu tasting at wedding venue.
Create a customized budget document and work within the established budget.
Includes up to [2] separate locations of coordination service for your ceremony and reception.
Personalized and detailed monthly checklist to refer to throughout the planning stages.
Create and design your ideal floor plan and layout.
Guest accommodation assistance – recommend and set up group room blocks for your guests.
Arrange transportation services for you and your guests.
Personalized design, wording, and etiquette for your save-the-dates, invitations, programs, menus, escort cards, and other stationary goods.
Assistance with engagement session and makeup trial appointment.
Oversee all ordering, delivery, and return of rentals.
Provide guidance and information on marriage license.
Provide day of coordination checklist and templates for you to stay organized.
Assist with creating and fine-tuning your wedding day timeline from beginning to end.
Distribute timeline, details, and duties to the wedding party and helpers prior to your wedding.
Provide address, map, date, and time of rehearsal to all relevant parties.
Assistance with music selection for ceremony and reception
Orchestrate ceremony rehearsal up to [2] hours with wedding party and family (processional, logistics, and recessional) – Officiant is not required to be at rehearsal.
Contact the officiant to review ceremony and rehearsal details before your wedding day.
Collect all final disbursements and gratuities for vendors in separate sealed envelopes.
Retrieve all personal items for ceremony and reception setup such as canvas, place cards, guest book, unity candles, toasting glasses, favors, and cake topper the week of the wedding.
Vendor Coordination
Conduct venue searches based on your style and budget.
Schedule and visit up to [3] venues for a walk through.
Recommend suitable vendors depending on preference.
Coordinate availability before presentation of vendors.
Negotiate vendor fees for needed services.
Arrange and attend appointments for vendor selection including photographer, cinematographer, linens, floral, band or DJ, master of ceremonies and cake designers.
Review all vendor contracts on your behalf before signing.
Introduce you to the option of our one stop shop experience.
Assistance with your menu selections from reception venue or caterer.
Create complete vendor list including contact information, set-up and strike time.
Provide rules and regulations of the venue and site maps, to all related vendors.
Request and obtain copies of insurance certificates if required by venue.
Assist vendors in obtaining insurance if they don’t already have it.
Review and proof Banquet Event Order (BEO) from venue or caterer.
Provide final head count and meal breakdown to venue and related parties.
Distribute, confirm, and coordinate timeline, job duties, and details with all vendors.
Contact vendors by email as well as phone one-week prior to your wedding day to ensure contracted services will be carried out per contract.
Complimentary centerpiece preview if signed with in house floral service.
Wedding Day Coordination
Wedding ceremony and reception coordination by. . .
[1] Insured Professional Event Planner/Coordinator up to 12 hours.
[1] additional experienced assistants up to 12 hours.
Extensive emergency kit and toolbox available for you, your guests, and vendors.
Greet and direct vendors to their location and manage setup.
Oversee all vendor commitments and responsibilities.
Coordinate wedding program with the master of ceremony.
Coordinate wedding music with the DJ and/or musicians.
Distribute all personal flowers to wedding party.
Pin corsages and boutonnières on family members
Brief wedding party as to what is required, and then keep them on task and on schedule.
Setup all personal items such as place cards, guest book, gift box, canvas, unity candles, toasting glasses, favors, cake topper, etc.
Assist in seating of the guests before, and during the ceremony.
Coordinate, cue, and pace the processional with the DJ or musicians.
Coordinate and assist the photographer with post ceremony photos.
Oversee setup, layout, and design of ceremony, cocktail reception, and dinner reception.
Ensure all tables are set correctly for décor and number of place settings per seating plan.
Ensure gift and guestbook attendant are on site to greet guests.
Ensure cocktails and hors d’oeuvres are ready to serve on guests’ arrival.
Ensure all guests have picked up their place cards.
Coordinate private moment for Bride & Groom with hors d’oeuvres and champagne after the ceremony if time allows.
Cue wedding party in correct order for their Grand Entrance introduction.
Coordinate dinner reception activities with wedding party, banquet manager, photographer, videographer, master of ceremony, and DJ/band.
Ensure the Bride & Groom to have time to eat their meal and receive a piece of wedding cake.
Coordinate all vendors’ meals and break times.
Arrange for gifts and cards to be transported to designated area after cocktail reception.
Troubleshoot and manage emergency situations that may arise.
Distribute final payments and gratuities in sealed marked envelopes to vendors.
Collect all personal items at the end of the event such as guestbook, gift box, toasting flutes, cake server, top tier of wedding cake, etc. and transport to designated area.
Orchestrate and ensure all cleanup and rental items are picked up by the appropriate vendors.
