Pre-Planning

• Email and text support throughout the planning process for questions, updates, and concerns

  • Phone calls or meetings must be scheduled in advance

• Four required planning meetings:

  • Onboarding Meeting – after signing contract

  • 3-Month Planning Meeting 

  • 1-Month Planning Meeting 

  • Final Details Meeting – approximately 10 days out

• Final venue walk-through

• Ceremony rehearsal - day-of

• Creation of timeline and ceremony plan

• Vendor confirmations and timeline coordination

  • Direct vendor communication beginning at 1 month out

General On-Site Duties

• 12 hours of on-site coordination with Lead Planner and/or Assistant

  • Staffing coverage is customized based on the finalized timeline and event needs, ensuring appropriate support from set-up through tear-down

• Main point of contact for vendors and guests

• Troubleshoot all day-of issues

• Assist the couple with personal needs and concerns

• Manage the timeline and make adjustments accordingly

• Provide emergency kit for minor mishaps and forgotten items

Set-Up & Tear-Down

• Manage vendor arrivals, departures, set-up & tear-down

• Set-up, tear-down, and pack-up of all client-provided decor

• Soft tear down during dance if approved by client

• Ensure all spaces are ready before guest arrival

• Oversee that gifts are stored in a secure location during reception and dance

• Assist with guest departure

• Assist in notifying guests of shuttle departures

• Distribute final payments and gratuities to vendors on behalf of the couple

Ceremony, Cocktail Hour, Reception

• Assist and prep officiant, readers, ushers, and wedding party for ceremony

• Lead the processional and ensure the DJ is cued when needed

• Key in photographer for special moments

• Movement of any florals being repurposed within the same venue location

• Oversee the transition between ceremony and reception, leading room flips with venue staff

• Run and cue the reception timeline events (grand march, blessing, dinner, speeches, first dance, etc.)

Exact duties will be determined based on the agreed-upon hours of coverage, venue logistics, and the unique timeline of your wedding day.