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Lady Coordination

SUBJECT TO AVAILABILITY
NOT AVAILABLE HOLIDAYS, HOLIDAY WEEKENDS OR DURING PEAK WEDDING SEASON MONTHS!

Leave the wedding day stress in the hands of an expert!

This package is perfect for the bride who has the desire, time & enthusiasm to do the planning herself but needs an event professional to tie up the loss ends and manage the “Day Of” details.

Up to 3-Weeks of Coordination

The Lady Coordination start time is up to 3-weeks prior to your wedding date, with an initial coordinator meeting at the beginning of the planning process to help you get things kicked off, secure vendors, discuss overall budget and create a general timeline. Then we meet again 3-weeks prior to your wedding to create a more detailed schedule of events, review vendor contracts, discuss & finalize details with regard to wedding decor, ceremony, and all other wedding details.

The Lady Coordination Overview:

  • 3-weeks of wedding Coordination leading up to the wedding  
  • Unlimited emails & phone calls during the 3-weeks 
  • Coordinator to Facilitate Ceremony Rehearsal 
  • Event Management/Wedding Coordination on the Day-of 
  • Responsibilities and Meetings outlined below 

PLANNING & MEETINGS

  • Preliminary logistics meeting to kick off the planning process, secure vendors, go over overall design, create a budget outline and a general schedule of events
  • Logistics Review Meeting (3-weeks prior to the wedding) 

ONSITE STAFF COVERAGE

CEREMONY REHEARSAL COORDINATION

  • Coordinator to orchestrate the Rehearsal with the bridal party & family
  • Provide printed copies of condensed “Bridal Party & Family” timeline.
  • Review check list of items for wedding day to make sure Coordinator has all the items needed
  • Collect any outstanding vendor payments and gratuities to distribute on the day-of the wedding.

DAY-OF THE WEDDING ONSITE STAFF COVERAGE (MINIMUM)

  • Lead Coordinator (Keli Christenson) will need to arrive on-site a minimum of 3-hours before ceremony start time to oversee the set-up and provides up to minimum of 8-hours of on-site event management.Additional onsite arrival time may be required or needed depending on the setup based on the design and/or the logistics of the event space.
  • (1) One Set-up Supervisor for up to 7-hours to assist with set-up and coordination needs.

Day-Of The Wedding

OVERVIEW OF RESPONSIBILITIES 

  • Coordinator is the liaison between client and all vendors throughout the entire event.
  • Coordinator required to arrive a minimum of 3-hours prior to the ceremony start time, to oversee set-up
  • Orchestrate the day’s events (ceremony, cocktail reception, dinner reception)
  • Advise the client & bridal party on timing of events throughout the day
  • Supervise vendor load-in, deliveries, set-up, and teardown.
  • Ensure everything in terms of design are in place as discussed.
  • Troubleshoot throughout the event
  • Be available throughout the day 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 ceremony for review of ceremony music logistics. (Processional, Recessional, Timing and Cues) and confirm sound system is working properly.
  • 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.
  • 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 complete setup of the cocktail reception and escort-card table, etc.
  • Place specialty linens on tables (if applicable).
  • Arrange the escort-cards on the 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 the number of chairs & table settings at each table prior to the doors opening.
  • 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 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 accompanied by bellman.
  • Stay until the bride and groom have left the reception at the end of the night
  • Ensure all rentals & décor items are picked-up by the vendors.
  • If the bride,/groom are staying at the same venue as the reception, create a romantic honeymoon suite

OPTIONAL ADD-ONS

Additional assistance to help organize, coordinate, and/or staff events surrounding the wedding weekend that is not included in this package  (i.e. Rehearsal Dinner, Welcome Reception, Engagement Party, Bridesmaids Lunch, Bachelor/Bachelorette, After Wedding Brunch) is available to add-on.

Please contact us for pricing! 

REHEARSAL DINNER COORDINATION

  • Recommendations of up to 4 venues for your event based on needs & budget
  • Assistance with menu selection at the chosen venue
  • Create a floorplan 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.)
  • Please call to get a cost estimate (Pricing varies based on event specifics) 

AFTER WEDDING BRUNCH COORDINATION

  • Recommendations of up to 4 venues for your event based on needs & budget
  • Assistance with menu selection at the chosen venue
  • Create a floorplan diagram and setting arrangement (if applicable)
  • Provide suggestions for design of venue space (if applicable)
  • Please call to get a cost estimate (Pricing varies based on event specifics)