Wedding Management
Badass Day-Of Coordination + A Bit of Grit
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While you will be responsible for the actual look and feel of the event and getting everything ordered and brought to the venue, we will be there on site to help make sure that look is pulled off and gives all the good vibes! Using the decor packing list and design plan you created in our online toolbox, we will set up and tear-down all of your personal items. As a reminder, we just can't get on ladders. We'll ask someone from your group to help with those items.
This package also assumes you will have vendors who set up and tear down major items like tables, chairs, pipe + drape, lights, flowers, etc. If you need help with this, we’re happy to do it, we just need to bring more people with us. For liability reasons, we cannot set up or tear down any tents - but we can recommend some awesome people who can do this!
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We have an online resource guide called The Gritty Details Planning Portal to make sure your day goes as planned (+ keep all the information streamlined and accessible for all parties involved!). We will give you a basic level of access to that guide, which includes:
Vendor contact management. This will give you a consolidated place to document all of your vendor contact information and allow us to make the connections at the appropriate time.
Online day-of timeline. This timeline will be created by us based on all of the discussions we have had around your day and will be shared with all of your vendors and important people!
Decor packing list. You can update this list as you plan to ensure you don’t forget to bring any of the good stuff to your wedding! This will help us easily access the information we need as we assist with day-of decor set-up and tear-down.
Budget template
Alcohol calculator
The Gritty Details Planning Portal is to be completed 2-weeks before your wedding (1-week before our final details call).
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This is where this package really shines. We make curated recommendations for each vendor category.
We have you fill out a questionnaire for each vendor type and then I'm able to think through who might be a good fit for you. We talk about my recommendations at our meetings.
You will reach out to the vendors and gather the contracts, but we give you a leg-up so you aren't just endlessly searching The Knot.
We will provide you with access to affiliate discounts and coupons we have in our toolbox. We will review the contracts of your booked vendors to ensure we know all the things we need to know to help make your day successful (and stress-free for you!).
If you decide you want us to take on the time commitment of reaching out to the vendors, we can upgrade to Full Planning + Design.
Staff + Planning Timeline
Your lead coordinator + 1 assistant will be there for up-to 12 hours - we are usually the first to arrive and the last to leave! The coordinator + assistant included in this package can manage an event of up-to 75 people.
KICK-OFF CALL
After you book with me and I get you all set up in our system, I'll set up a kick-off call. We'll review the tools and talk through goals of both planning and the event itself.
MONTHLY MEETINGS
We'll meet monthly and talk through vendor recommendations and I'm happy to answer any questions you have. There might be some months in the middle - depending on how long your engagement is - where we need to only meet every other month. But we'll figure that out as we dive into your details.
30-60 DAYS BEFORE YOUR WEDDING
About a month before your wedding, we'd love to join you on a walkthrough of your venue and ensure we have all the details nailed down on the timeline. The Vendors + Planning Document should be complete by this date.
FINAL DETAILS MEETING
About one week before (usually the Monday or Tuesday before your wedding), we'll meet to discuss any final details or last minute changes. After this meeting, plan to disconnect from your planning process. We’ve got the reins from here! We will connect with all your vendors and ensure they understand the timeline for the day and how they fit in.
We'll send out the detailed final timeline for vendors after this call.
YOUR REHEARSAL
We'll run your rehearsal alongside your officiant! Even if your rehearsal is not at your venue, it's a great idea to have us there. It's how we get to know your friends and family and folks start to see us as the people in charge for the day. It's helpful for everyone!
THE DAY OF YOUR WEDDING!
The day of your wedding is here and you should be living the good life! We are on site and handling all the things so you can relax, meditate, have boozy brunch with your people, get a massage, play some yard games, or whatever else seems like fun to do on your wedding day before saying “I do!”
Some of the things on OUR plate will be:
Connect with all vendors as they arrive so they know who we are and where they should be going. We will also make sure they have all the “stuff” they said they would bring.
Come prepared with a fully stocked emergency kit
Set out the place cards, menus, programs, marriage license, and other important items as shared via the online design plan and packing list.
Set up items needed for the ceremony and reception, such as unity candles, cake cutting utensils, etc., as shared via the online design plan and packing list.
Connect with you both to make sure you have your rings and the right people get them in their pockets/hands before the walk down the aisle!
Welcome guests, cue musicians and/or DJ, and help make sure guests know where to go.
Ensure any lawn games are set up and accessible.
Coordinate ceremony and reception events like cake cutting, first dance, toasts, etc.
Ensure end-of-event arrangements are made for items such as guest book, toasting flutes, etc.
Distribute final payments and gratuities to vendors, as necessary.
Oversee clean-up and loading of gifts.
Looking for more grit + wizardry from our team?