Planning & Coordination

What to expect

On this page you will find everything you need to know about your planning or coordination service. You'll find information about our team, helpful tips, answers to frequently asked questions, an overview of our planning process, access to our preferred vendors list and even information about other services we can offer you at a discount. We will be by your side to handle the logistics, coordinate your vendors and make sure your wedding day vision comes to life.

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Preferred Vendors, FAQs & Tips

Planning Process

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What to do first

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Meet our

Planning Team

We're here to help your day run smoothly! Every member of our planning team has been cross trained to understand photography & videography in addition to having a thorough understanding of the inner workings of a wedding day.

From left to right this is AJ, Krista, Jess, Sara, Chelsie, Jessica and Kelly.

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Prefrred Vendors

What to do

So, Where do you start?

What should you do first?

12+ MONTHS BEFORE

Set a realistic budget
Craft your preliminary guest list
- This is important so that you can understand how much space you need at prospective venues.
Select your date & venue
- Consider time of year when choosing this. The time of year plays a role in the temperature, the sunset and how rainy it may be. Also, think about your rain plan when selecting your venue.
Hire a wedding planner or coordinator
Choose your bridal party
Hire your priority vendors. These are the vendors that typically book 12-18 months before.
- Photographer, Rentals, Catering, Hair & Makeup

Want to know what's next to do? Check out the full checklist in your PLANNING PORTAL. Don't have a planning portal with your selected package? Chat with us about adding it on!

Planning Process

Our

Planning Process

The planning process is a little different for each service. Use these links to jump to the services you selected.

Partial Planning

Day of Coordination

Setup Only

Within 48 hours of securing your date, you will receive access to your Client Portal & Wedding Day Questionnaire (located in your Client Portal). This questionnaire is extremely important as it includes the details for your entire day, including your vendor contact information which is pivotal to our planning process. We will want to make sure that this is filled out as completely as possible, but don't worry, here is no rush on filling it out. We want you to take your time and do this at your convenience. You can stop at anytime or update already entered information by accessing the questionnaire from your personal client portal.

We will work together with you throughly your planning process. Each month, we will schedule a consult to go over the stage of planning you are in. During that consult, we will answer discuss vendors, wedding day details, timelines and any questions or concerns you have.

These are the typical steps for our Partial Planning process:

Partial Planning

"GET TO KNOW YOU" CONSULT

We will go over the details of your wedding day, discuss vendors, important timing and answer any questions you may have.

Also, to ensure that we are available for you, we will place your rehearsal on our schedule as a tentative appointment for the day prior to your wedding date. Most of the time, rehearsals take place the day before but we do realize the some couples choose to opt-out or create alternate plans. This is okay just please note that it is EXTREMELY IMPORTANT that we know the specifics of when and where the rehearsal will take place as soon as possible to ensure timing availability. It is best to firm up your rehearsal within 12 weeks of your wedding date. We appreciate your cooperation and understanding with this.

In your Planning Portal, you will have access to the following tools to assist with your planning:

BUDGET MANAGER
GUEST LIST MANAGER
TIMELINES
FLOORPLAN LAYOUT TOOL (which our planner will use for you to view)
SEATING CHART TOOL
PAYMENT SCHEDULER AND REMINDERS
APPOINTMENT CALENDAR
STYLE GUIDES
INSPIRATION BOARDS
COLOR PALLETES
CHECKLIST (Step-by-step guide of what to plan and prepare and when to do it)
CUSTOM WEDDING WEBSITE (to include your gift registry and guest RSVPs)
VENDER MANAGEMENT
TASKS AND REMINDERS

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MONTHLY PHONE/VIDEO MEETINGS

Each month, you will receive an email from your coordinator with an outline of discussion topics and a request to respond with your availability. Please note that it is your responsibility to respond to the email to schedule a time with your coordinator. As monthly meetings are not required, we will assume that a lack of response to the email indicates that there is nothing to discuss on that particular month and we will happily wait to hear from you at your next monthly meeting. The only REQUIRED meeting is 12 weeks prior to your wedding date.

During our monthly meetings we will discuss:

Vendors and their contracts, invoices and coverage times
Timeline
Decor and setup
Teardown
Rules and regulations for your vendors and venues
Layout and rain plans
Reception details

SITE VISIT

If needed or desired we will discuss layout, vendor logistics, permits, etc. Please note that this must be scheduled at least 8 weeks prior to your wedding date.

VENDOR MANAGEMENT

On your behalf, we will communicate with all your vendors before the wedding date and on your wedding day. We will reach out to your vendors 2-4 weeks out from your wedding date with all necessary details, such as timeline, layout and venue access information.

REHEARSAL COORDINATION

Typically this occurs the day before your wedding. At the time of booking, we will schedule a tentative appointment for you to reserve the date. It's best to schedule this at least 12 weeks out to ensure timing availability.

At your rehearsal we will lead or assist with planning your wedding ceremony, line up, etc. This will last roughly an hour. We will practice line up and complete at least two run-throughs.

WEDDING DAY COORDINATION

Full day of coordination on your wedding date including vendors check in/out, decor setup, ceremony and reception coordination, and teardown.

Day-Of Coordination

Day-OF

Service for this package will start 12 weeks prior to your wedding date.

These are the typical steps for our Day of Coordination process:

"GET TO KNOW YOU" CONSULT

At this meeting we will discuss your selected package, ensure you have access to all the tools necessary for your planning journey, such as your Client Portal, your Questionnaire, access to our FAQs, preferred vendors and your contract. You will get access to your decor inventory checklist and we will go over the details of your wedding day, discuss vendors, important timing and answer any questions you may have. Our goal during this call is to help get you started and moving in the right direction with your planning.

FIRST CONSULT

12 weeks prior to your wedding date, we will schedule our first consult with you. During this call, we will discuss:

Your questionnaire
Vendors and their contracts, invoices and coverage times
Your timeline
Decor and setup
Teardown
Rules and regulations for your vendors and venues
Layout and rain plans
Reception details
Any questions, concerns or action items

VENDOR MANAGEMENT

SECOND CONSULT

2-4 weeks prior to your wedding date, we will schedule our second consult with you. During this call, we will discuss:

Discuss timeline changes and updates
Go over the decor inventory checklist.
Discuss breakdown
Discuss layout
Discuss rain plan

REHEARSAL COORDINATION

At your rehearsal we will lead or assist with planning your wedding ceremony, line up, etc. This will last roughly an hour. We will practice line up and complete at least two run-throughs.

WEDDING DAY COORDINATION

Full day of coordination on your wedding date including vendors check in/out, decor setup, ceremony and reception coordination, and teardown.

Service for this package will start 8 weeks prior to your wedding date.

Within 48 hours of securing your date, you will receive access to your Client Portal & Decor Inventory Checklist. This checklist is extremely important as it includes the details for your wedding day setup. We will want to make sure that this is filled out as completely as possible, but don't worry, here is no rush on filling it out. We want you to take your time and do this at your convenience. You can stop at anytime or update already entered information by accessing the checklist from your personal client portal.

These are the typical steps for our Setup Only process:

FIRST CONSULT

During this consult, we will go over your details, layout and inventory. We will reach out to you to schedule this within 8 weeks of your wedding date. To prepare for this consult, you will need to have your decor inventory checklist completed.

WEDDING DAY SETUP

4 hours of coverage on your wedding date to setup and decorate your reception space and ceremony space based on your instructions.

Setup Only

Planning & Coordination

What to expect

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Meet our

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So, Where do you start?

What should you do first?

Our

Planning Process

First
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