If you've got all your vendors nailed down and just need help with timelines, setup/teardown, and managing the day, our Coordination package is for you! Since not all clients need the same services, our Coordination packages have a base price and many options in our add-on services section.
Package Pricing starts at $1,550 and is based on number of guests, number in Wedding Party, number of vendors, and Wedding Date. *See Discount info below in the green box!*
Travel fees and per diem rates may apply if over 35 miles from Hillsboro.
Your Package includes:
- One or two Coordinators for Rehearsal & setup, team of Coordinators for Day of Event.
Prior to Event Day:
Venue Coordination:
- Review Venue contract for time in/out requirements, licensing requirements, any requirements/regulations for vendors or clients, cleaning/setup requirements etc.
- Final Walkthrough with clients and Venue liaison to confirm layout and other details.
Vendor Coordination:
- Review all Vendor contracts. Determine time in/out requirements, special logistical needs, any Vendor requirements that may be affected by clients, guests or other vendors.
- We will introduce ourselves to your vendors 30-60 days prior to your event to determine timeline details.
- Main point of communication between Couple and Ceremony Participants as needed (ensuring participants know where to be, when, etc.) I will introduce myself to all of your event participants (attendants, key family members etc.) 7-14 days prior to your event.
- Creation and distribution of Event Day timeline for all parties.
- Assistance in creating Ceremony order and flow as needed.
- Rehearsal management. All rehearsals must be completed by 7pm. Later Rehearsals will incur an additional $25.00 fee.
Day of Event:
- Ensure Vendors are set up in assigned locations at appropriate times
- Tackle/Solve any random problems, issues, hiccups that may arise
- Supervise/facilitate decoration of all tables, décor, florals etc. – please note if this is extensive we may charge for additional labor of our team members!
- Coordinate seating of guests and special guests
- Ceremony Management
- (start people down the aisle at the right time, start musicians or DJ at the right time, etc.)
- Manage late arriving guests for least disruption
- Confirm placement of rings, marriage certificate, etc.
- Reception Management
- Provide direction & timing to Emcee/DJ for first dance, toasts, cake cutting, bouquet/garter toss, departure, etc. if needed.
- Facilitate vendor cleanup & leaving with minimal disruption.
- Be “last to leave” Venue to wrap up any/all loose ends for tear down & clean up. Please see Bussing section below!
- Ensure Venue is left in condition agreed on in Venue contract.
Additional Services Available (see add-on fee):
$50.00 Cut and serve wedding cake if catering/sweets vendors do not provide this service.
PLEASE NOTE: If your baker/catering/venue contract does not include someone to cut and serve your cake, you will be charged this fee to ensure one of my team members is available. You can avoid this by asking a friend or family member to commit to this task if you choose. If my team ends up cutting and serving your cake you will be billed for this service.
$45.00/hr Design Services. We will take your Pinterest board from vision to reality. We will recommend rental items from our inventory and supplemental items from other rental companies if we do not carry everything you need. We can make recommendations on how to achieve your vision on any budget level.
$25.00 Floor plan logistics. We will create a floor plan to ensure there is room for all of your guest tables, vendor spaces, etc. This ensures a good flow of traffic for your guests and can identify any potential safety/exit/high-traffic issues/areas.
$25.00+ Design & execute visual aspect of Buffet, Charcuterie, or Dessert layout. Please provide a copy of your desserts/sweets order so we can get an idea of the scope of the project. We will recommend rental items from our inventory.
$100+ Space flip services. If your ceremony and reception are in the same space and you require a space flip necessitating moving of tables and chairs in and out of the space. In order to achieve this in 30-60 minutes we will staff according to your headcount as this dictates the numbers of items needing to be moved/adjusted etc. 10-100 guests: $100. 101-150 guests: $175. 151-200 guests: $250. 201-250 guests: $325. 251-300 guests: $375. Etc.
This amount WILL be automatically adjusted if your headcount fluctuates from the original estimation, this fee will be charged 48-72 hrs in advance of your event so you can adjust as needed, up or down.
$150 minimum Provide bussers if catering company or venue does not provide them.
PLEASE NOTE: If you are serving a meal to your guests and your caterer or venue does not provide bussing services, there will be an automatic add-on fee of a minimum of $150 for bussing services provided by my team. If your guest count is over 100, this fee will be $175 and will increase by $50 for every 50 guests added. This is non-negotiable as my team ends up cleaning up after everyone when no bussers are present. 10-100 guests: $150. 101-150 guests: $225. 151-200 guests: $275. 201-250 guests: $325. 251-300 guests: $375. Etc.
This amount WILL be automatically adjusted if your headcount fluctuates from the original estimation, this fee will be charged 48-72 hrs in advance of your event so you can adjust as needed, up or down.
$75+ Hauling of garbage, plate scraping, etc. If your venue does not allow garbage to be disposed of on site and/or does not allow dishes to be rinsed or washed on site, we will charge to haul away excess garbage and/or scrape any rented plates for return to rental companies.
Client Tasks & Responsibilities
- Determine your budget, date, vendor needs.
- Book your venue and vendors, supply all contracts to us for review.
- Obtain any permits/licensing in the necessary time frame (wedding license, etc.)
- Provide us with your decor/design vision and specific direction to execute.
- Provide list of participants and their contact info to us within 14 days of event.