Event Coordination

Event Management

On the first meeting we'll go over the event logistics, I'll provide vendor referrals, create a preliminary timeline and list of tasks that need to be completed.

• Halfway I will contact you to send reminders of what’s pending. 

• Four weeks prior to the event, I will do a walk-thru of the venue to create an event layout and collect the vendor contracts.

• Three weeks prior to the event, I will finalize the timeline and create a plan for who will assist with the tasks not already covered by the vendor contracts. 

• Two weeks prior to the event, I will contact your vendors to ask additional questions about their services, arrival and departure times to meet the terms agreed upon as well as ensure they are in compliance with venue requirements. Seating chart to be finalized by this date.

• The week of the event, I will send out the timeline to you and all the vendors. This is the week I will conduct the Rehearsal to practice Ceremony and the Grand Entrance with you and your Wedding Court.

• On the day of the event, my and my Assistant will provide 8.5 hours of onsite work.

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Sample Coordinator Schedule on Event Day

8:00am Coordinator team stays in direct communication with vendors for deliveries.

9:00am “ “

10:00am “ “

11:00am “ “

12:00pm Coordinator team arrives at the venue and checks that vendors have arrived or delivered.

1:00pm If any remaining items need to be set up, coordinating team will take care of it.

2:00pm We'll provide the photographer the personal detailed items for the pre-shoots.

3:00pm We assist the Wedding Court with their garments, boutonnieres, or veil. 

4:00pm [Guest Arrival] Meantime, the coordinator team

 - checks on the DJ's ceremony cues & sound

 - organizes the Wedding Court for the ceremony processional order

 - hands bouquets, flower baskets, ring boxes, or other ceremony items to designated people.

 - hands the marriage license to the Officiant

 - releases the Wedding Court to enter the ceremony

4:30pm [Ceremony Starts] A tray with drinks & appetizers is prepared for the Wedding Court

5:00pm [Ceremony Ends] The Wedding Court is escorted to their break area to gather for photos while guests head to reception. Guests are guided to the cocktail/reception space.

[Start family Photo session] Drinks/appetizers are provided to the Wedding Court.

5:30pm [End Photo session] The Wedding Court is prepared for their Grand Entrance.

5:30pm [Dinner Starts] Meals are handed to the couple and the vendors.

6:00pm Prepare toasts

6:30pm [Toasts] The toast-givers are called to the microphone for their speeches

7:00pm [First dance] The cakes/desserts are prepared for cutting. Items for the special dances are organized.

7:30pm [Cake cutting] Escort couple to cake cutting table

We ensure the cake is cut and plated for serving

8:00pm  [Money dance & games] Couple is brought back to the dancefloor to start additional presentations

8:30pm  [Open dancing] Pack up the Couple's personal items

9:00pm Coordinator says good-bye [dancing]

10:00pm [dance]

11:00pm Music ends / Bar closes

11:00pm - 12:00am Venue cleaning

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*This timeline is adjusted to the venue’s requirements, personal needs, type of vendors and type of ceremony (religious vs civil); the hours of work provided can be adjusted.

 

Additional assistance may include…

Placing linens on tables

Centerpiece setup

Setup of the plates, cups, napkins & silverware

Distribution of the name cards, menus, table numbers, favors and programs 

Moving of ceremony decor to reception space for dual use

Passing out send-off items to guests (i.e sparklers, glow sticks, rose petals) 

Cutting & serving of cake

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Additional Considerations:

* For guest count of over 200, add $400. 

* Venue cleanup can be added for $250.

* Serving staff can be added for $25/hr per person. 

 

* Month of Coordination (aka Day of Coordinating) is not Design & Full Wedding Planning which is a start to finish process. Couple makes all final decisions, comes up with their own decorative ideas, chooses, hires, meets with and pays their own vendors. The Event Manager and her assistant provide the majority of their contracted work, the month of the event. It also does not include heavy decorating (like ceiling drapery or floral arrangements and moving of large equipment). The catering & venue team are responsible for handling food service duties and heavy cleaning duties (serving, clearing plates, moving tables & chairs, cleaning the facilities).