Full service planning typically includes the following items, but can be customized to fit your individual needs.
- Recommend venues and vendors in accordance with event budget and style
- Schedule and attend all vendor meetings and interviews
- Attend site visit(s) with client to establish the event style, direction and flow
- Unlimited face to face meetings, phone and e-mail communication/advice for client
- Guidance on wedding etiquette
- Create budget; manage deposit schedule and payments
- Review and negotiate all vendor contracts
- Decor conceptualization and coordinate overall event vision and design
- Act as the liaison between client and vendors for all logistical needs
- Create complete timeline for celebration and share with all vendors
- Lead all-vendor walk-through
- Provide guidance and sample text for printed materials including: save the date, invitation, ceremony program, and menu
- List a point of contact on website, save the dates, invitations and welcome notes
- Format guest list for calligraphy
- Set up and manage hotel blocks for out-of-town guests
- Schedule and book all guest and family transportation to/from ceremony and reception
- Collate, stamp and mail save the dates and invitations
- Advise on menu planning and attend tasting with caterer
- Coordinate sample table
- Source and order items and packaging for favors and welcome gifts bags
- Provide and maintain spreadsheet templates for the following:
- Guest list, RSVP’s, seating plan, photography shot list, payment schedule and “do not play” list
- Coordinate aspects of rehearsal dinner (including but not limited to; site scouting and decor design)
Wedding Week
- Attend final meeting with client and collect all celebration elements
- Confirm all details and arrival times for vendors
- Provide schedule for family and VIP guests
- Coordinate all printed materials
- Assemble and deliver welcome gift bags for out of town guests
- Coordinate rehearsal with (or without) Officiant
- Mange rehearsal dinner including timing and speeches
Wedding Day
- Coordinate all aspects of wedding celebration
- Oversee check-in of rentals
- Create “steps of service” for catering team
- Coordinate all deliveries and installations of celebration in accordance with vendor contracts
- Coordinate distribution of final payments and gratuities
- Manage and coordinate transportation for family and guests
- Provide event emergency kit (including sewing kit, stain remover, etc)
- Provide and place restroom amenities basket
- Organize and set up escort cards, place cards and menu cards
- Oversee timely “flip” of room from ceremony to reception, if needed
- Conduct final lighting, sound and temperature inspection prior to guest arrival
- Conduct final seating and table check prior to guests welcomed to reception
- Cue all music changes and speeches with band/DJ
- Cue guest of honor and family for special moments including: cake cutting, toasts and dancing
- Serve as point person for all vendors—cueing timing throughout event
- Manage and remedy all moment-to-moment challenges
- Arrange favors (if applicable)
- Oversee strike of venue
- Collect any celebration elements and gifts
- Double check return/pick up of all rental elements from caterer and floral designer
- Coordinate post wedding brunch and any other component client may want to add