Pre-Wedding Day Planning

• ​Planning begins TWELVE MONTHS prior to BIG DAY

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

• Planner coordinates every detail of event

• Meet with bride to sign agreement for wedding services

• Hold budget discussions to create a detailed budget sheet:

  • Based on agreed upon wedding amount

  • Funds distributed so that the dollars are spent in the areas that are important to the bride and groom

  • Inform of any available vendor discounts

• Unlimited phone, email and text support from 9AM – 7PM

• Unlimited in-person meetings

• Assists with honeymoon ideas

• Develop a calendar of events to determine tasks that need to be accomplished within established timelines

• Present vendor references in the following categories, keeping with the clients’ needs and desires:

  • Baker/Dessert

  • Caterer

  • Décor/Florist

  • DJ/Band

  • Photographer

  • Videographer

  • Venue selections

  • Wedding Attire

  • Officiant

  • Makeup and Hair

  • Calligrapher/Stationary

  • Special Entertainment

  • Set and arrange all vendor appointments

 

6 Months Leading to Wedding

• Accompany client to all appointments as requested by the client

• Locate hotel accommodations and negotiate rates for out of town guests (max. 3 hotels) for room blocks.

• Present transportation ideas for the bride and groom and out of town guests

• Locate suitable vendors for client and handle vendor negotiations

• Create a schedule for vendor payments

• Maintain a file with all vendor contracts

• Maintain on-going contact with all vendors that are participating in the wedding

• Assist in the development and creation of wedding plans i.e. florist, design, lighting etc . . .

• Assist with the floor plan for the reception

• Assist and create a menu with the reception venue

• Attend the tasting for final menu selection

• Assist with any rentals that are required

• Set up appointments to preview band /music and entertainment vendors

• Set up and attend cake-tasting appointments

• Set up photography appointments for engagement photos and bridal portrait

• Arrange for the florist to deliver bridal bouquet for bridal portrait

• Assist with bridal dressing on the day of the portrait if available

• Assist the groom with the tuxedo selection

• Attend the meeting to select wedding invitations and other wedding stationary

• Assist in the selection of escort cards, table numbers, guest book and pen

• Assist in the selection of ceremony music

• Locate a suitable rehearsal dinner restaurant or venue

• Develop a wedding day timeline for the bride, groom and their families

• Develop detailed timeline of event and itinerary

• Prepare detailed wedding day itinerary for all vendors

 

3 Months Leading to Wedding

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

• Review all the items that need to be brought to the ceremony site and the reception site

• Finalize a wedding day timeline for the bride, groom and their families

• Finalize detailed timeline of event and itinerary

• Finalize detailed wedding day itinerary for all vendors

• Contact ceremony  and reception sites to review wedding day timeline

• Contact all vendors 4 weeks prior to the wedding

• Review all ceremony site guidelines with participating vendors

• Review seating chart for ceremony and reception

• Contact all vendors 1 week prior to the wedding to review again any last minute details or changes

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

• Develop with the couple a must have photo list

• Address special needs of the bride and groom and their families

• Attend the wedding rehearsal and direct if needed

• Assistance with 1 pre-wedding affair:

  • ​bridal shower

  • bachelorette party

  • engagement celebration

 

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 wedding day timelines to the wedding party

 

The Wedding Day

• Includes 8 hours of Coordination

• Meet the bride/groom, families and wedding party at the ceremony site.

• Assist bride and groom, along with the 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 members of the 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

Return Cake Rental items (Plateau, Cake Boards, Separator plates, etc.)

Handle all tuxedo rental returns the day after wedding

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