Destination Partial Service
Option 2
Detailed Description

The following are all
included in
Option 2

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Event Planning & Coordination

 

Budgeting

• Review and assess all vendor contracts thoughtfully to ensure each is maximizing the event’s financial guidelines as well as meeting each stakeholders needs and desires

Scheduling & Time Management

• Create and maintain event checklist

• Schedule and attend vendor selection and planning appointments for vendors not already booked (This list may include venue, florist, photographer, filmmaker, entertainment, cakes, linen, transportation, stationary, caterer, lighting, wedding atelier, menswear, hair and makeup, décor, security, and valet.)

• Offer helpful task organization, tips and templates throughout the process for items such as the event guest lists, monthly tasks, reminders, and more

• Pre-determined monthly event meetings, weekly phone calls, and daily emails as necessary to plan and finalize event details

Vendor Management

• Recommend and manage contracts for vendors who fit the budget

• Serve as liaison between all vendors ensuring that logistical needs are met, assembling a cohesive team

• Manage all post-event removal from venue as well as ensure all contracted items were executed according to plan

Event Execution Preparation

• Produce itinerary documents for the event party and all vendors with minute-by-minute event details

• Provide vendor walk-through at venue one (1) week prior to the event

• Gather and deliver amenity bags for out-of-town guests

• Meet with family one (1) week prior to the event: pick up all personal items and transport them to the event venue

Event Execution

• Manage all vendor set-up on the day of your event and on-site coordination of partners throughout the event. 

• Manage all documents – layouts, itineraries, etc.

• Work with all stakeholders, including the couple, families, event party, venue and vendors to maintain the timeline, troubleshooting anything that might arise and adjusting the schedule as needed

• Maintain and execute inclement weather plans as needed for events with outdoor components

• Coordinate payment of partner balances and distribute tips as requested

• Coordinate transportation for out-of-town guests and event party

• Coordinate event

• Manage important event day details including alphabetizing escort cards and place cards, gifts, etc.

• Hire and manage a professional coordination team to keep up with each and every detail with team members tailored to each specific event component *Assistants will be billed half day rates starting at $250 a day for travel and full day rates starting at $500 a day    

• Provide a fully stocked emergency kit with everything from safety pins to white chalk, a spare bow tie, and more – Honed from thousands of mini “emergencies”

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“Julian produced a comprehensive timeline of tasks and we checked the boxes together. It was incredibly helpful, not to mention soothing, to be presented with 2-3 options and just make decisions from an already curated list. A huge part of that was Julian understanding my taste and aesthetics and finding vendors and styling that followed suit.”

— Rachael, Former Client

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Destination Management

• Partner with trusted travel guides as necessary to achieve maximized budgetary goals

• Research, inquire, and present vendor partner recommendations based on our extensive wedding network 

• Coordinate, plan, and execute development site visit to attend menu tasting, floral mock-up, rental selection and additional details as needed to complete wedding weekend development in the most efficient and time-sensitive way possible (The client will be responsible for the costs of airfare, accommodations, per diem, and transportation for each visit) *More than one development site visit will incur an additional cost

 

• Coordinate with vendor team and venues to ensure appropriate travel arrangements, lodging arrangements, transportation and shipping logistics are complete for all aspects of the wedding team

• Confirm stakeholder travel itineraries 

• Plan wedding weekend guest activities

• Manage hotel room blocks to make sure that important guests have made appropriate travel arrangements and that the guest experience is exceptional

• Coordinate, plan, and execute wedding weekend from on-site early arrival through guest departure and event strike (The client will be responsible for the costs of airfare, accommodations, per diem, and transportation for each visit)

• Provide on-site coordination team to effectively execute and manage the details of all weekend events (The client will be responsible for the costs of airfare, accommodations, per diem, and transportation for the wedding weekend) *Assistants will be billed half day rates starting at $250 a day for travel and full day rates starting at $500 a day  

• Provide bilingual Spanish coordination team

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“Julian is a true professional, and it shows from the amazing relationships he has established in the industry. He is there to give his honest opinion when you need to hear it, which I really appreciated. He made me feel great and completely in control of the planning process.”

— Heather, Bride

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Wedding Weekend Services

Rehearsal Dinner / Welcome Party Planning and Coordination

• Assist with vendor selection

• Consult on design of the event including concept, color story, and floor plan

• Creation of event itinerary

• Consult with stakeholders on important toasts or traditions for the evening 

• Coordinate itinerary with appropriate vendors 

• Coordinate any repurposed pieces from the weekend’s events as needed 

• Assist in invitation and day-of paper good creation and design

• Confirm final vendor payments as needed and handle delivery of final checks as applicable

• Day of coordination of event