Destination Wedding Planning Services

Destination Wedding 2014 -2015 Scope of Work:

Pre Wedding:

Complete management and supervision of the events to include:

• Unlimited consultation and coordination with client.  This will include unlimited meetings and phone calls necessary to plan and evaluate all wedding details including a budget guideline, checklists, and timelines.  This will also include ongoing reminders such as contract deadlines and payments due.
• Creative development of event production services
• Design of specifics of event production services
• Development and coordination of pre-production timelines (planning deadlines)
• Development and coordination of event production timelines
• Development and distribution of timelines for wedding party
• Development and adherence to event budgets
• Provide all vendor referrals, schedule and attend all vendor selection appointments
• Selection, negotiation and coordination with

Sub-contractors to include:

• Venue selection and coordination
• Food & Beverage
• Entertainment & Production
• Valet & Transportation
• Florists
• Dresses and tuxedo rentals
• Décor and Linens
• Signage (if needed)
• Photographer/Videographer
• Any additional rentals not provided by caterer/venue
• Lighting and Sound if needed
• Invitations & Printing
• Accommodations and Hospitality Suite
• Amenity Bags
• Gifts/ Favors

Coordination and supervision of all labor

Review and negotiation of all contracts w/vendors. Once vendors are chosen:

Ongoing phone calls, emails and meetings as necessary to plan all details and confirm all vendors

Extremely detailed wedding itinerary distributed to all contracted vendors

Set all meetings with client and vendors

Once venue is chosen:

• Assist with menu design and attend food tasting if necessary
• Develop floor plan and seating chart for reception
• Manage all items needed for seated reception (seating cards, menu cards, table numbers, etc.)
• Ongoing phone calls and meetings with caterer/venue to manage all details and created wedding day itinerary
• Assist with the design, development and implementation of the save the dates, invitations, programs, maps, and any other paper products.
• Coordinate stuffing, stamping and mailing of wedding invitations
• Assist with sharing where to obtain hand canceling of invitations at the post office
• Develop and assist with the  print production of wedding programs
• Develop ideas and coordinate favors for guests
• Coordinate itinerary’s for out of town guests
• Schedule dress fittings and attend final fitting to learn dress bustle
• Schedule engagement and bridal portrait.  Attend bridal portrait if possible, make arrangements for the delivery of gown and bridal bouquet
• Determine transportation needs and hotel accommodations for wedding party and out of town guests
• Scheduling of limousines, shuttle buses, and specialty cars
• Determine availability and negotiate rates for hotel room blocks
• Meet with bride and family prior to the wedding (set schedule for meetings):
• Make sure that all personal items (guest book, pen, portrait, sign-in book, favors, programs, etc.) are transported to ceremony and reception venue.  For destination venue – review list of items that need to be distributed amongst the traveling guest and work with bridal party to ensure all items make it to the destination.
• Plan ceremony and discuss family information, pew seating, processional and recessional
• Wedding weekend itinerary distributed to families and wedding party.  Will meet one week prior to review all wedding plans, timelines, and itinerary.
• Assist in writing, editing, and delivering wedding announcement and photo for the Houston Chronicle and any other newspapers if selected
• Attend rehearsal and coordinate ceremony
• Work with client to handle all marriage license issues including getting married prior to leaving for destination, to avoid blood tests.
• Assembly and delivery of guest gift bags – this can be arranged.
• Available to handle any special requests (champagne in car for exit, to-go basket for bride and groom, etc.)
• Securing all necessary permits if necessary
• Assist client with transportation of all personal items to necessary venues (i.e. favors, guest books, amenity bags, place cards, etc.)
• Full on-site production management of event services including pre-event, installation, event duration and strike
• Ensure all necessary legal/religious documents are in place

Wedding Rehearsal and Dinner:

• Manage and oversee wedding rehearsal and dinner
• Coordinate schedules and timing with make-up artists and hair stylists at desired location

Wedding Day: Complete wedding day coverage to manage and assist with:

• Wedding day timeline
• Vendor set-up at ceremony and reception venue
• Payment of vendor balances and tips distributed as requested
• Transportation for out-of-town guests and wedding party
• Hair and makeup schedule
• Work with bridal party to ensure schedule of delivery and which traveling guests are carrying what)
• Assist bride and wedding party in dressing room prior to ceremony
• Ensure food trays and beverages for bridal party while getting ready
• Organization and distribution of all personal flowers to wedding party
• Coordination and timing of ushers, house party, attendants, family and bride and groom
• Coordinate on-site logistics with the ceremony setting/venue in regards to photographer, flowers, musicians, transportation, wedding party refreshments, etc.
• Work with photographer to ensure all necessary photos are taken pre & post ceremony
• Transport personal items from ceremony to reception
• Bustle bride’s dress and arrange refreshments upon couple’s arrival to reception
• Coordination of entertainment and all announcements and events throughout the evening (first dance, toasts, cake cutting, bouquet toss, etc.)
• Assist with all requested photographs and videography
• Coordination of bride and groom’s exit
• Assist in gathering all of our wedding day things and distribute them to the identified members of the bridal party / family

Reception(s):

• Coordinate on site vendors and labor in regards to existing production timeline and predetermined details (i.e. first dance, toasts, cake cutting, specific photos)
• Ensure bridal portrait, guest book, pens, place cards, toasting goblets, cake knife and server, favors, napkins, etc. arrive safely to reception and are placed appropriately
• Ensure all final payments to vendors are arranged
• Orchestrate removal of all necessary items (gifts, portraits, top tier of wedding cake, guest book, etc.)

Travel Agent:

• Set up appointments and attend appointments with travel agent
• Coordinate with travel agent hotel room block and airfare
• Coordinate with travel agent booking and scheduling of excursions for group activities and individual activities requested by individual guests
• Travel agent to obtain the best rates for air and hotel either individually obtained or through a group wholesale company
• Maintain a spreadsheet of all guests and their travel plans if booked through agent.
• Coordinate with travel agent the hotel transfers from airport to the hotel and the return arrangements
• Attend excursions depending on room availability and bride and groom request.

*Please note this price does not include: venue, décor, flowers, catering, audio/visual, labor, power, signage, entertainment, photographer, videographer, valet, transportation, gifts/favors, rentals, invitations or printing.  This price does not include any travel fees for airfare or hotel – charges will be line itemed separately on final invoice.