You realize that you need Wedding Management, but prefer to KEEP a professional wedding planner at your side for important vendor meetings, procuring needed vendors, and additional planning time. Upon booking this service, you will gain access to the best wedding planning software on the market, to KEEP us organized from day one.
We will begin with an initial consultation to add momentum and provide solutions to your existing wedding plans, then we are on retainer for unlimited communication to answer your wedding related questions throughout this joyous process.
Additionally, we will be present at three (3) of your most important vendor meetings and two (2) timeline meetings with your photographer or DJ/Band.
At approximately 90 days (3 Months) prior to your wedding date, we will: assume vendor point of contact, conduct a vendor inventory, and procure all remaining needed vendors. Additionally, we will have an early venue walkthrough and planning meeting to finalize all of the details of your wedding, which will culminate with our presence at the rehearsal, ceremony, and reception, where a flawless execution is ensured.
With Partial Planning, you will not only have a professional coordinator to manage your wedding day, but you will KEEP a wedding planner at your side for important vendor meetings and during the crucial months prior to the big day!
Ten (10) Wedding Planning Meetings to Include:
One (1) - One Hour On-Boarding Session.
Three (3) - One Hour Wedding Planning Meetings - scheduled via phone or video conference.
One (1) - 2 hour Wedding Planning Meeting & Wedding Reception Venue Walkthrough with Caroline Gollner and lead coordinator approximately 90-45 days prior to the wedding date.
Three (3) 1-2 hour Face to Face Vendor Meetings - typically catering tasting or catering walkthrough, floral design meeting, and decor and rentals meeting.
Two (2) additional Vendor Meetings in regard to timeline planning with either the photographer or DJ/Band.
Provide professional wedding planning software with a customizable checklist, synced calendar, timeline template, guest manager, layout & seating component, budgeting component, and contacts section for customized vendor referrals. The software also includes a state of the art design studio, where you will be able to build inspiration boards and color palettes for your big day.
Draft and prepare 10-14 page detailed wedding day timeline, which will include pre-wedding festivities, vendor installations and expectations, the wedding ceremony outline, and the entire wedding reception outline.
Floor plan / Layout Creation
Conduct vendor inventory at 90 days, and procure all remaining needed vendors.
Assume vendor point of contact 90 days (3 months) prior to wedding date.
Read vendor contracts and confirm vendors prior to the wedding to schedule load-in and proper set-up of vendor services.
Distribute timeline to vendors and venue.
Provide information regarding final guest count and meal selections to catering.
Collaborate with DJ/Band to establish timing for all music sets and key moments.
Attend and lead the wedding rehearsal, in collaboration with the officiant, while including seating protocol with the ushers, family seating, and wedding party expectations for the prelude, processional, ceremony and recessional.
Receive all personal items and decor for set-up prior to wedding day.
Lead Coordinator + 1 Assistant
Present on wedding day for up to 12 hours.
Serve as a vendor and on-site coordinator liaison, as well as your vendors’ point of contact on your wedding day, so that you and your family may relax and enjoy your big day!
Distribute final payments and gratuities to vendors on your wedding day.
Distribute flowers to the wedding party, pin on boutonnières and corsages, as well as transport altar florals to the wedding reception site, if repurposed after family formals.
Assist guests as needed at the ceremony, and with finding their table or seat at the reception.
Facilitate the design of the ceremony site by overseeing the placement of altar florals, pew florals, and other special decor. Facilitate the design of the pre-function area by setting-up gift table, sign-in table, seating display, memory table, and other special decor for cocktail hour.
Facilitate the design of the wedding reception site by overseeing installations, maintaining proper lighting and ensuring that décor, centerpieces, and votives are accurately placed on the tables and include the correct table cards, place cards, number of chairs, favors, etc.
Direct the flow of the ceremony according to the Wedding Day Timeline, by communicating with ushers and properly cuing the wedding party, officiant, and ceremony musicians.
Direct the flow of the reception according to the wedding day timeline and maintain constant communication with the entertainment MC and photographer, in order to ensure the proper pace for all aspects of the evening.
Maintain the gift table by taping loose cards to gifts, and hand delivering the cards to a designated person or area after the wedding reception.
Box top layer of wedding cake, wash and pack toasting flutes, cake knife and server, as well as pack all decor, personal items and gifts belonging to you and coordinate with designated family at the end of the evening, as well as return the cake stand to the baker, if one has been rented.
