Destination Events

The planner gives the client a realistic expectation of costs in each major expense category, including: venue, florals, rentals, caterer, DJ, lighting, audio, photography, videography, makeup artist, entertainment, stationary, signage and any other necessary vendor. This analysis will be specific to the destination of the client’s choice.

The planner guides the client through the various venue pricing tiers, and determines which tier the client’s budget falls within. Based on the budget, and the client’s overall aesthetic preferences, the planner begins making recommendations. The client will review each venue recommendation and discuss comments with the planner. The client and planner will go through the proposal, contract and negotiation process together. Moving forward, the planner will continue to work with the venue coordinator directly.

The planner sources and manages a travel agency that can streamline the process of travel and accommodations for the entire wedding group. All guests will have contact with the agency for any travel-related questions or issues.

After venue selection, the planner and client create the design and flow of the event. The planner guides the client in mapping out a vision for each space. We begin to dive into the details and discuss floorplan dimensions, florals, tables, linen, chair choices, and more. The planner guides the client through “best practices” so that the client is able to make well-informed decisions. Doing a site visit is preferred, but arrangements can be made virtually as well.

The planner and client discuss budget and vision priorities and the planner guides the clients to which vendors should be sourced locally from the destination and which should be flown in from the elsewhere.

The planner gives vendor recommendations based on the understanding of the client’s personal preferences and the budget. The planner will ask the client several questions to understand their likes and dislikes to appropriately pair the client with vendors that the planner believes to be a good match. The planning team will assist in scheduling all vendor meetings.

Once all vendors have been contracted, the planner routinely follows up with them to discuss event day logistics and finalize all outstanding decisions related to their services. On the day of the event, the planner is in contact with all vendor teams. It is the planner’s responsibility to unite the vendor teams and navigate them through the timeline and floorplan. The planner can distribute any final vendor payments on the day-of.

The planner guides the client through the timeline development process by explaining each step in the event and how much time it usually takes. The planner circulates this timeline to all important players, such as: vendors, family, and the bridal party.

The planner schedules time with the client to meet and run through the event.

On the event day, the planner team arrives onsite as the first scheduled vendor is arriving for setup. Each vendor checks in with the planner upon arrival, while setup is being monitored. The team does styling and placing of table numbers, guest book, gift card box, signage, wedding favors, ceremony items, etc. Once setup is complete, and guests begin arriving, the planner team begins ushering guests to where festivities begin. As the event progresses, the team guides the client each step of the way – where to be at what time, where to walk/stand, etc. The planner supervises event teardown and the team helps the client gather personal belongings.