PLANNING AND MEETINGS

• Preliminary meeting to kick-off the planning process where we will discuss your vendor needs, any existing vendors, build a general timeline of the day and establish a preliminary budget
• Vendor Recommendations ~ Provide up to 6 best-in class vendor in each category
• Create a customized profile on online planning platform (Aisle Planner) 

12-MONTHS PRIOR TO THE WEDDING DAY!

• Logistics meeting to review all existing vendor contracts, build a more comprehensive timeline, update the budget and discuss creative, fun ideas for your specific wedding. 
• Review Contracts & Assistance Negotiating Your Vendor Contracts!
• Assistance with securing hotel room blocks ~  Up to 4 hotels
• Coordinator Creates Your Custom Wedding Website 
• Stationery Assistance (wording, the design, etiquette, proofing) ~ 1 Meeting
• Comprehensive Design Assistance with each space and element of the wedding
  • • Design Meetings ~ Up to 2 Meetings
    • Coordinator Creates Custom Design Board 
    • Floral Design Meetings ~ Up to 3 Meetings + 1 Floral Mock up
    • Floral/Rental Mock up ~ You’ll see all the design elements come together! 
    • Rental Decor Meeting ~  Up to 3 Meetings
• Transportation Coordination for Wedding Weekend
• Review Meeting ~ 1 Meeting (6 Months Prior to Wedding) 
• Guidance with Menu Selection
• Coordinator Attends Menu Tasting – 1 Meeting
• Logistics Review Meeting (2-3 months prior to wedding)
• Final Review Meeting (2-3 weeks prior to wedding) 
• Logistic Review Meeting ~ Up to 2-3 months prior to the wedding
• Final Review Meeting ~ Up to 2-3 weeks prior to 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 4.5 hours before ceremony start time to oversee the set-up and provides up to minimum of 10-hours of on-site event management.
• (1) One Set-up Supervisor for up to 7-hours on the day-of the wedding 
• A Bridal Assistant for up to 7-hours on the day of the wedding

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 4.5 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 plan, coordinate, and/or staff events surrounding the wedding weekend (I.e. Rehearsal Dinner, Welcome Reception, Engagement Party, Bridesmaids Lunch, Bachelor/Bachelorette, or After Wedding Brunch) is available as an add-on to the package.

Please inquire for Pricing!