Pre-Wedding Day Planning

• Planning begins SIX to EIGHT MONTHS prior to BIG DAY

• Assists with planning of event

• 1 hour consultation required to discuss planning details already made and any that may have been forgotten

• Meet with bride/groom to sign agreement for wedding services

• Provide unlimited call, text and email support between 9AM - 7PM throughout the planning process.

• Hold budget meeting

  • Provide a budget assistance sheet

  • Review the budget and prioritize for any remaining vendors not yet booked

  • Suggest distribution of funds so that the dollars are spent in the areas that are important to the bride and groom

  • Inform of any available vendor discounts

• 7 additional in-person meetings for planning separate from above the budget meeting

• Evaluate any contracts already in place and provide vendor referrals as appropriate

• Prepare vendor payment schedule

• Provide customary gratuity guidelines for each type of vendor and others involved

• Discuss wedding style and suggest additional ideas, as appropriate

• Schedule and attend vendor interviews with a limit of 4 in-person vendor appointments

• Assist in event design, theme, and décor

• Assist with wedding related errands (as agreed upon in contract)

• Develop ideas for favors and appropriate packaging

• Locate a suitable rehearsal dinner restaurant or venue

• Meet with the bride 3-5 months prior to the wedding to develop a timeline for the wedding day.

• Assist with save-the-date and invitation wording

• Assist with the production of all items needed for seating at the reception (e.g., escort cards, menu cards, table numbers, etc.)

• Assist in the selection of guest hotel room blocks and negotiate rates

• Assist in transportation arrangements for out-of-town guests and bride/groom

 

3 Months Leading to Wedding

• One walk-through of ceremony and reception site to discuss details & item location

• Review and finalize detailed timeline of event and itinerary

• Distribute wedding day itinerary to all vendors

• Contact ceremony site to review wedding day timeline

• Review all ceremony site guidelines with participating vendors

• Contact all the vendors 4 weeks prior to the wedding and then again 1 week prior to the wedding to confirm all set up times.

• Provide final headcount to catering manager by due date

• Review & finalize seating chart for ceremony and reception

• Assist in the creation of any out of town guest bags

 

Ceremony Rehearsal

Coordinate ceremony rehearsal (if desired and rehearsal allowed by venue)

Collection of wedding day items such as marriage license, guest book, pictures, toasting flutes, favors, candles, programs, place cards, cake knife, etc.)

Distribute individual timelines to the wedding party so everyone knows what is taking place and when

 

The Wedding Day

• Includes 8 hours of Coordination

• Assist bride, groom, and bridal party with any needs day of wedding

• Coordinate with all wedding day vendors (greet, setup, etc.); act as liaison between vendors, family members, and wedding party

• Review serving details with Catering Manager

• Review the timeline with the Band or DJ

• Supervise all setup details and vendors at ceremony & reception sites

• Make sure that ceremony & reception sites are set up according to floor plan

• Set up all décor not handled by a specific vendor (does not include tying chair sashes)

• Behind the scene event management and troubleshooting

• Assist members of the bridal party with wedding day duties, potential wardrobe issues, and any pertinent requests as they arise

• Distribute bouquets and boutonnieres to wedding party; assist with attachment to wardrobe

• Verify ceremonial items & wedding rings are present and in correct locations/with correct bearers

• Direct ushers with programs and seating distribution

• Greet and direct guests upon their arrival

• Line up and cue wedding party for ceremony and Grand Entrance for reception

• Make sure that the bride and groom are transported to the reception site from the ceremony site.

• Arrange for refreshments for couple upon arrival to reception

• Verify Marriage license is signed by officiant

• Bustle wedding gown

• Collect any gifts given at ceremony and deliver to reception site or desired person

• Make sure that flowers are transported to the reception site.

• Make sure that the parents of both bride and groom are taken care of during the reception.

• Assist band or DJ in coordinating special events (e.g., grand entrance, bouquet toss, first dance, etc.)

• Cue bride and groom for all important events

• Supervise the packing up of the top layer of cake and cake topper.

• Maintain and coordinate timeline for all events during reception

• Ensure things are going smoothly with banquet staff

• Distribute your final payments and gratuities to vendors as needed

• Distribute items for grand exit.

• Coordinate a basket “to go” for the bride and groom at the end of the reception.

• Make sure that all gifts and personal items are distributed to the appropriate people.

• Gather all personal décor items and give to designated person for next day drop-off

• Coordinate breakdown of the event

 

Post Wedding

Coordinate breakdown of the event

Collect portraits, cake knife set, champagne flutes, guest book & pen, etc. from reception and deliver to designated responsible party

Deliver personal décor to designated responsible party