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Emperors “Full Service Plus” Planning


PLANNING STARTS THE MOMENT YOU HIRE US!

Planning package begins the moment you hire us and covers every aspect of your wedding day and assistance with events surrounding your wedding weekend!

Celebrate your love story through the art of design and expert full service coordination. The Emperors “Full Service” planning takes the stress out of the planning process so that you are able to enjoy your entire engagement from the moment the ring is placed on your finger to the moment you enter your bridal suite at the end of your wedding day.

We are here to guide you every step of the way, ensuring that your experience is flawless, blissful and worry free.

Inspired by your love story, the experts at Monarch Weddings will create a wedding day that is uniquely yours.

This package includes COORDINATION OF EVENTS SURROUNDING YOUR WEDDING WEEKEND!

A Logistics meeting to discuss the following:

  • Discuss existing vendors contracted and any outstanding vendor needs.
  • Obtain and review of existing vendor contracts.
  • Provide vendor recommendations based on event budget and overall wedding design.
  • Identify any concerns and offer solutions for those concerns.
  • Discuss high-level overall color, theme and design concepts (discuss in greater detail in design meeting).

Assist with Site Selection for Ceremony and Reception location (Up to 5 Venues)

  • Provide detailed information for up to 5 recommended venues for Ceremony and Reception.

Provide Bridal boutique recommendations & Assist with Wedding Day Attire

  • Provide assistance in selecting a wedding dress, veil, accessories, bridesmaids and flower-girl dress, as well as assistance in MOB/MOG attire for the wedding day.
  • Coordinator will set up bridal appointments (Up to 4 total)
  • We help you complete your bridal style by helping you pick out the perfect bridal accessories.

Assistance in creating wedding website

  • Please note, client is responsible for the payment of the website hosting and custom domain (if applicable).

Design Meetings to establish look/feel and color pallet of wedding: Up to 3 Meetings Total

  • Assistance in establishing the overall flow of the event, and provide floor plans of the event.
  • Assist with design concepts, color pallet & creative ideas to create a cohesive and memorable event.
  • Set-up floral meetings based on overall design and budget.
  • Recommend & set-up appointment with vendors for linens, chairs, lighting, wedding stationary, custom dance floors and other misc. décor elements based on budget and design.

Coordinator To Attend Floral Consultation Meetings: Up to 6 Meetings Total

  • Attend up to (3) floral consultations, up to (2) design floral meetings with chosen florist and client, and up to (1) Final Mock-up Meetings with Florist and Client – a total of 6 Meetings
  • Floral/Décor Mock Up: If budgeted & paid for by client, set-up a mock-up of the table-scape with the Florist and/or with rental company with the following items: (linen, napkin, other misc. décor options if possible).
    • Please note, Florist may charge a fee for the cost of the floral centerpiece for the Mock-up.
    • Monarch charges a flat $75 for time & travel to be pick-up and return items (if applicable) for the Floral/Décor Mock-up. The Client can opt to pick up and returns items directly at no fee to the client.

Coordinator To Attend Rental Décor Meetings: Up to 3 Meetings Total

  • Coordinate and attend meetings with recommended rental vendors to discuss additional décor (linens, chairs, dance floor, lighting, and other misc. décor elements).

Coordinator Will Attend The Menu Selection “Food Tasting” Meeting at the venue

Coordinator Will Attend The Cake Tasting meeting (if requested)

Assistance with Welcome Bags (if applicable)

  • Coordinator to provide suggestions and assistance with ordering the items for the Welcome bag
  • Provide a local map of San Diego for welcome bag.
    • Please note, assembling and/or distributing the welcome bags is NOT included in the package price. There are additional fees for assembling and the distribution of the welcome bags to guests. Pricing will be determined after obtaining the information on the amount of items per welcome bag, and/or the number of Welcome bags, as well as the number of hotel drops off locations.

Favors (If applicable)

  • Assist with selection of wedding favors. Provide ideas and resources for favors.

Coordinator Will Attend The Final Meeting at the Venue to Finalize All Wedding Details

Hotel Accommodations Coordination (If Applicable)

  • Monarch Weddings will research up to 4 hotels in the desired area to inquire about group rates, availability and room blocks and provide this information to the client.
    • The client is responsible for signing any hotel contractual agreements.
  • If management of hotel room blocks are required or requested, there is any additional charge. Please ask your wedding coordinator what the additional charge will be for management of hotel guest list.

Transportation Coordination (If Applicable)

  • Reserve transportation for bride and groom on wedding day.
  • Reserve transportation for the bridal party and family members on wedding day.
  • Assistance in reserving transportation for all the weekend events for guests (i.e. shuttle transportation for rehearsal or wedding day).
  • If a Monarch Weddings staff member is required for off site assistance with the coordination of transportation there is an additional fee outlined in final agreement.

Rehearsal Dinner Coordination 

  • Recommend up to 4 viable venue options for the Rehearsal Dinner.
  • Assistance with menu selection at the chosen venue.
  • Create a floor-plan diagram and setting arrangement (if applicable).
  • Provide suggestions for design of venue space (if applicable).
  • Recommendations and assistance with any vendor needs (i.e. florals, rentals, entertainment, etc.).
  • Coordinate with any contracted vendors.
  • Onsite Staffing is NOT included for the Rehearsal Dinner but is available for hire for an additional fee outlined in final agreement.

After Wedding Brunch Coordination 

  • Recommendations of up to 3 viable venues options for your After Wedding Brunch.
  • Assistance with menu selection at the chosen venue.
  • Create a floor-plan diagram and setting arrangement (if applicable).
  • Provide suggestions for design of venue space (if applicable).
  • Recommendations and assistance with any vendor needs (i.e. florals, rentals, entertainment, etc.).
  • Coordinate with any contracted vendors.
  • Onsite Staffing is NOT included for the After Wedding Brunch/Event but is available for hire for an additional fee outlined in final agreement.

3 MONTHS PRIOR TO WEDDING

Logistics review meeting to discuss the following:

  • Review the schedule of events for the weekend of the wedding.
  • Discuss details surrounding the ceremony order, family involvement, any ceremonial details, etc.).
  • Assist with ceremony program outline and printing recommendations.
  • Finalize the floor-plans and room diagrams so client can finalize seating arrangements for place-cards.
  • Discuss the Rehearsal, Rehearsal Dinner, Any transportation needs for bridal party or guests for events, and Hair and Make-up schedule.

2-3 WEEKS PRIOR TO WEDDING

Final Review meeting to confirm the following:

  • Meeting with the client 10 – 14 days before the wedding to finalize all details.
  • Finalize the schedule of events, condensed timeline and ceremony outline.
  • Distribute final schedule of events, set-up details and final floor-plans to all vendors.
  • Provide condensed bridal party/family timeline via email for distribution.
  • Review the final guest list (Alpha order by last name) with food choices.
  • Finalize outstanding vendor payments and provide gratuity recommendations.
  • With the assistance of the client’s final guest list submit the final guarantee with food choices to venue/caterer.
  • Troubleshoot any problems or concerns that may have arisen with vendors.
  • Create an itemized check-list of ceremony or reception items to be given to Coordinator to be placed out at the wedding (i.e. place cards, table numbers, toasting glasses, cake knife/server, favors, guest book/pen, etc. (Items may be delivered at the Rehearsal or left at the venue).
  • Arrange the transfer of all miscellaneous wedding items (i.e. the wedding favors, toasting glasses, cake knife and server, misc. printed materials, etc.). These items may also be delivered to the venue in secure location or put in hotel ready room to be picked up by the coordinator.

The Day of the Wedding – Coordinator Responsibilities

Includes up to 8-hours of onsite coverage by Lead Coordinator (Keli Christenson). Starting a minimum of 2.5 hours before ceremony start time. Additional time may be required and charged separately.

  • Act as the liaison & main point person between client and all vendors throughout the entire event.
  • Lead Coordinator will be onsite and available to the client 2-hours prior to the ceremony start time, to oversee set-up, distribution of personal florals (i.e. bouquets, boutonnières, corsages), overall event management.
  • Orchestrate the day’s events (ceremony, cocktail reception, dinner reception) to make sure everything is aligned with the master timeline.
  • Advise the client & bridal party on events throughout the day, which enables the client to enjoy the day not having to worry about when and where to be somewhere.
  • Supervise vendor load-in, set-up, deliveries, and teardown.
  • Ensure that all the items discussed in terms of design are executed. Those items are in place as previous discussed and that the overall desired look & feel are achieved based on those previous discussions.
  • Troubleshoot throughout the event and be available at all times to the bride and groom to ensure a stress-free and enjoyable event.

            Pre-Ceremony & Ceremony Coordinator Responsibilities

  • Check the entire ceremony set-up and confirm that the florals and all ceremony items (guest book, pen, programs, gift table, VIP assigned seating, and special décor) are correctly in place.
  • Provide set-up details and checklist of items to Coordinator team members.
  • Reserve seating for immediate family and/or specific seating requested by client.
  • Greet Officiant and coordinate details surrounding the signing of the Marriage License.
  • Confirm the Officiant has proper A/V equipment, run sound check prior to the ceremony.
  • Meet with the DJ/Musician(s) prior to the ceremony to review ceremony logistics with musicians (Processional, Recessional, Timing and Cues) and confirm sound system is working properly.
  • Provide reserved seating if needed.
  • Distribute and pin on all personal florals to appropriate individuals.
  • Confirm possession of the rings and Marriage License prior to the ceremony.
  • Coordinate with the photographer and videographer to make sure detail photos are taken.
  • Distribute petal cones, bubbles, etc. to guests for the recessional.
  • Instruct Ushers on VIP seating.
  • Close off entrances to the ceremony aisle.
  • Line up the family and bridal party for the processional to begin.
  • Cue the Officiant, Musicians, Family and Bridal Party to ensure seamless ceremony timing.
  • After the Ceremony concludes, direct bridal party to an area off to the side away from guests so that the guests proceed to Cocktail Reception while Bridal Party and Immediate Family take photos at ceremony site (once clear of guests).
  • Coordinator & Venue Staff to greet the Bride & Groom, Bridal Party and Immediate Family with beverages for celebratory toast (if client has included in venue package).
  • Coordinator staff to direct guests to the cocktail area.
  • Coordinator staff to assist guests with finding their escort-cards.
  • Coordinator staff to collect all ceremony and personal items for safekeeping and escort bellman to designated secure location.

            Cocktail Hour – Coordinator Responsibilities

  • Manage the set-up of the cocktail reception, confirm correct placement of all the tables, chairs, bars, escort-card table, rentals, lounge furniture etc.
  • Place specialty linens on tables (if applicable).
  • Ensure there is correct signage for the event.
  • Arrange the escort-cards on the place-card table (Alpha order for guests to find easily).
  • Have coordinator staff accompany bellman with all wedding gifts, envelopes.

            Reception – Coordinator Responsibilities

  • Direct room set-up, confirm floor plans, ensure table numbers are correctly placed within the room, put out favors, menus, candles, cake knife, toasting glasses, place-cards, and insure that head table VIP seating and other miscellaneous items are all correct and set-up.
  • Oversee transfer of all items from the ceremony to reception (Florals, guestbook, etc.).
  • Confirm number of chairs & table settings at each table prior to the doors opening for reception.
  • Ensure delivery of all rental items to the reception and lounge (if applicable).
  • Review the final BEO (Banquet Event Order) with the captain of the event.
  • Confirm that the bride’s comfortable shoes and purse are placed at her table.
  • Greet guests and direct them to their tables.
  • Line-up and coordinate the bridal party for the Grand Entrance.
  • Cue bride and groom and other members of the bridal party & family to events throughout i.e.: grand entrance, toasts, dances, cake cutting, etc.
  • Pack up all personal items, gifts, cake knife, champagne flutes, cake topper, etc. and bring them to the designated location or person (usually bridal suite).
  • Have a coordinator staff accompany bellman with all personal items to designated location.
  • At the end of the night ensure all rentals & décor items are picked-up by the vendors.
  • If the bride and groom are staying at the same venue as the reception, I will provide the finishing touch of decorating the bridal suite.

Onsite Staff Coverage

REHEARSAL COORDINATION

  • Coordinator to facilitate & orchestrate the Rehearsal with the bridal party & family so that everyone is comfortable and knows where they need to be on the wedding.
  • Provide printed copies of condensed “Bridal Party & Family” timeline.
  • Review the ceremony and reception items from check list to make sure Coordinator has all the items needed to be placed out at the ceremony and receptions.
  • Collect any miscellaneous outstanding vendor payments and gratuities from the Client for distribution on the day-of the wedding.

DAY-OF THE WEDDING ONSITE STAFF COVERAGE

  • (1) Lead Coordinator (Keli Christenson) will arrive on-site a minimum 2.5 hours before ceremony start time to oversee the set-up and to provide up to 9-hours of on-site event management. Additional time may be required and will be charged at an additional fee outlined in final Agreement.
  • (1) One Set-up Supervisors for up to 6-hours each to assist with set-up and coordination needs.
  • (1) A Bridal Assistant “Lady-in-Waiting” for up to 6-hours.
  • Additional staff may be required at an additional charge (details outlined in final agreement).

Bridal Assistant “Lady-in-Waiting”

The Emperors Full Service package includes your own personal Bridal Assistant “Lady-in-Waiting”.  Here are some of the “Lady-in-Waiting” Responsibilities:

  • Will be in direct communication with the lead coordinator throughout the day’s events ensuring everything is going smoothly and running on time, as well as being there to report back any news or feedback from the bride/groom’s side.
  • Upon arrival, check in with the bride & bridal party to ensure everything is running smoothly and hair and makeup are on time.
  • Ensure lunch is served and that there are plenty of refreshments (provided by the client).
  • Arrange for pick-up/ delivery of the personal florals (Bouquets, boutonnières) from the florist and make sure they are correct against the floral order.
  • Pin the boutonnières on the Grooms, Groomsmen and any applicable family members.
  • Assist photographer with preview detail photography by gathering the bride’s personal items (dress, shoes, invitation, veil, jewelry, etc.) for detail shots.
  • Assist the bride with getting into her wedding dress, as well as bustling later in the evening.
  • Shadow bride and bridesmaids from the beginning of the bridal photography to the grand entrance.
  • Make sure the Bride & Groom, family and bridal party are on time and where they need to be, allowing the bridal party to relax and enjoy the moments leading up to the wedding.
  • Take care of the bride’s small personal items i.e.: purses, comfortable shoes, etc.
  • Provide make-up & hair touch up assistance throughout bridal photography and the day.
  • Have an extensive emergency kit on hand at all times.
  • Arrange to pick up Marriage License and rings from the bride and groom prior to the wedding and to make sure they get to the appropriate people.
  • Arrange for celebratory drinks for the bride and groom after the wedding ceremony.
  • Ensure a plate of hors d’oeuvres is kept for the bride & groom to enjoy after their bridal photography.
  • Ensure the bridal suite is refreshed prior to evening occupancy.