Destination Wedding – Tented – Option 3

Destination Wedding
Option 3
Detailed Description


Destination Wedding - Aspen, Colorado

Destination Wedding – Aspen, Colorado

The following are all
included in
Option 3


Wedding Planning & Coordination

 

Budgeting

  • Create and maintain wedding budget

  • 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

  • Assist in obtaining wedding insurance

Scheduling & Time Management

  • Create and maintain wedding checklist

  • Schedule and attend vendor selection and planning appointments (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 wedding guest lists, monthly tasks, reminders, and more

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

  • Schedule all portraits; attend portrait shoot and assist with delivery of wedding attire and floral

  • Manage wedding apparel (This could include wedding gown pick-up and one (1) bustle appointment and/or tuxedo or suit fittings.)

  • Assist in recommending dance lessons for the couple

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

  • Return all personal items and gifts to the couple following the honeymoon

Consulting & Design

  • Create and implement Pinterest strategy to assist with communicating your design vision

  • Manage and coordinate the design of stationery

  • Consult with stakeholders on important familial and cultural traditions as well as relevant wedding etiquette

  • Manage details such as childcare, important gifts, and overall guest experience 

  • Manage family dynamics thoughtfully in conjunction with all stakeholders to ensure a personal and thoughtful celebration

  • Act as a sounding board for concerns, worries, and excitement for the day

Event Execution Preparation

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

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

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

  • Plan ceremony and discuss family information, pew seating, processional, and recessional

  • Meet with couple and family one (1) week prior to the wedding: pick up all personal items (guest book, pen, portrait, toasting glasses, sign-in book, cake knife, favors, programs, etc.) and transport to ceremony and reception venue

  • Attend rehearsal ceremony, coordinate ceremony (in the absence or in concurrence with on-site church coordinator), handle marriage license, and church fee

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, wedding 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 wedding party

  • Deliver wedding attire, as well as assist couple and wedding party in dressing rooms prior to the ceremony – We stand ready to assist with your bow ties

  • Coordinate wedding ceremony and wedding reception (This includes pre-ceremony and post-ceremony pictures as well as day-of activities)

  • Manage important event day details including alphabetizing escort cards and place cards, gifts between the bride and groom, signing of the marriage license, special first looks between the bride and her parents, 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”


“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, Bride


Destination Management

 

  • Research, inquire, and present destination location options based on your vision, utilizing our existing relationships with each destination, while keeping guest experience as our focus

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

  • Coordinate, plan, and execute exploration site visit to tour a minimum of three properties in desired location exploring opportunities for all aspects of the wedding weekend (The client will be responsible for the costs of airfare, accommodations, per diem, and transportation for each visit) *More than one selection site visit will incur an additional cost

  • 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


“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


Design and Production

 

  • Create wedding concept and design via Pinterest and custom design boards

  • Concept floor plans in conjunction with design partners to ensure event feasibility

  • Assist in imagining color palette and ensure it is translated throughout the overall event design

  • Imagine and implement custom details to personalize your guests experience to include custom dance floors, dance floor props, signage, amenity bags, all cute and darling details, etc.

  • Procure and manage additional production partners to include, tenting, fabrication, power, HVAC, water, lighting, A/V, kitchen buildout, waste removal, valet, security, etc.

  • Coordinate and attend additional site visits and management meetings related directly to production

  • On-site production coordination throughout the installation and build process including checking in with tent progress and finish out, overseeing custom builds to ensure they are completed on time and that all power/water/HVAC is tested and working throughout

  • Coordinate with venue or location for important event production needs including, power availability, water access, HVAC needs, restrooms, etc. 

  • Ensure appropriate event permits and security needs are in place for a safe event

  • Implement appropriate contingency plans in case of inclement weather

  • Post-event coordination of event strike including final walk through, accompanied by all vendor partner leads, of site after strike is complete to ensure venue compliance and avoid unnecessary fees

  • Addition of minimum of 2 professional coordinators to ensure all details are implemented according to plan *Assistants will be billed half-day rates starting at $250 a day for travel and full day rates starting at $500 a day


“I love my clients. I love creating a legacy together.
I’ll have them as family forever.”

— Julian


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I'm Julian Leaver.

After 15 years in event planning and luxury hospitality, not only can I see the end goal but I know the path through.

And together, I’d love to walk that path with you

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