Pre-Event Production

Recommend venues and vendors in accordance with event budget and style

  • Schedule and attend all vendor meetings and interviews

  • Attend site visit(s) with client to establish the event style, direction and flow

  • Monthly face to face meetings

  • Unlimited phone and e-mail communication/advice for client

  • Guidance on wedding etiquette

  • Create budget; manage deposit schedule and payments

  • Receive a month to month planning checklist 

  • Review and negotiate all vendor contracts

  • Decor conceptualization and coordinate overall event vision and design

  • Act as the liaison between client and vendors for all logistical needs

  • Create complete timeline for celebration and share with all vendors.

  • Lead all-vendor walk-through

  • Provide guidance and sample text for printed materials including: save the date, invitation, ceremony program, and menu

  • List Na’Shelle Hill as a point of contact on website, save the dates, invitations and welcome notes

  • Format guest list for calligraphy

  • Set up and manage hotel blocks for out-of-town guests

  • Schedule and book all guest and family transportation to/from ceremony and reception

  • Advise on menu planning and attend tasting with caterer

  • Source and order items and packaging for favors and welcome gifts bags

  • Provide and maintain spreadsheet templates for the following: guest list, RSVP’s, seating plan, photography shot list, payment schedule and “do not play” list

  • Coordinate aspects of rehearsal dinner

 

Wedding Week

Attend final meeting with client and collect all celebration elements

  • Confirm all details and arrival times for vendors

  • Provide schedule for family and VIP guests

  • Coordinate all printed materials

  • Coordinate ceremony rehearsal with (or without) Officiant

 

  • Manage rehearsal dinner

  • Distribute extremely detailed personal wedding day itinerary to wedding party

  • Collect wedding day items such as marriage license, guest book, cake knife, pictures, toasting flutes, favors, candles, programs, place cards, Etc.

Wedding Day

Ceremony 

  • Manage the flow and timing of the ceremony and reception

  • Direct photographer, videographer, musicians, rentals, florist, Etc. where to set up   

  • Set up all ceremony décor not handled by a specific vendor (guest book, place cards, unity candles, programs, pictures, Etc.)

  • Greet vendors and oversee set up of the ceremony to make sure all commitments are fulfilled 

  • Direct ushers/attendants with program and seating distribution

  • Line up and cue wedding party for ceremony 

  • Ensure that the marriage license is signed and wedding rings present 

  • Cue band/DJ for entrance of processional and bride

  • Collect all personal wedding items and gifts delivered to reception site or designated person

Reception

  • Coordinate all aspects of wedding celebration

  • Set up of all reception décor not handled by a specific vendor (Favors, menus, candles, cake knife, toasting flutes, escort and place cards, gifts, table design, Etc.)

  • Manage vendor set up of receptions and make sure all commitments are fulfilled 

  • Line up and cue bride, groom and wedding party for grand entrance 

  • Oversee check-in of rentals

  • Create “steps of service” for catering team

  • Coordinate all deliveries and installations of celebration in accordance with vendor contracts

  • Coordinate distribution of final payments and gratuities

  • Manage and coordinate transportation for family and guests

  • Provide event emergency kit (including sewing kit, stain remover, etc)

  • Oversee timely “flip” of room from ceremony to reception, if needed

  • Conduct final lighting, sound and temperature inspection prior to guest arrival

  • Conduct final seating and table check prior to guests welcomed to reception

  • Serve as point person for all vendors—cueing timing throughout event

  • Assist band or DJ in cueing important events (grand entrance, cake cutting, bouquet toss, dances, Etc.)

  • Cue bride and groom for all important events

  • Maintain and coordinate timeline for all events during the reception

  • Stay in communication with banquet staff to ensure that things are going smoothly  

  • Manage and remedy all moment-to-moment challenges

  • Double check return/pick up of all rental elements from caterer and floral designer

wedding design services

Design services includes the following items, but can be customized to fit your individual needs.

  • Monthly client/planner meetings

  • Unlimited contact via email

  • Unlimited vendor meetings

  • Get to know your wedding dreams, inspirations and guide you through the design planning process 

  • Conceptualize and illustrate the design through brainstorming, vision boards, and sketches 

  • Review current budget you’ve put together, and help make any changes, adjustments, or cost cutting adjustments to make sure your expenses stay under control

  • Event design, theme and décor management 

  • Production of a detailed timeline/itinerary and schedule for vendors 

  • Confirm arrangements; check delivery date, arrival times, quantities of rentals, Etc.

  • Assistance with wording of all stationary

  • Collect wedding day items such as marriage license, guest book, cake knife, pictures, toasting flutes, favors, candles, programs, place cards, Etc.

  • Direct design vendors, rentals, florist, Etc. where to set up   

  • Set up of all reception décor not handled by a specific vendor (Favors, menus, candles, cake knife, toasting flutes, escort and place cards, gifts, table design, Etc.)

  • Dessert display 

Day of WEDDING coordinating services

Day of services includes the following items, but can be customized to fit your individual needs.

Pre-Event Production

  • 2 client/planner meetings

  • Unlimited contact via email

  • Monthly email check ins to insure that the planning is running smoothly and on track 

  • Receive a month to month planning checklist 

  • Production of a detailed timeline/itinerary and schedule for vendors 

  • Review all contracts 

  • Confirm arrangements; check delivery date, arrival times, quantities of rentals, Etc.

  • A detailed timeline will be sent one week before your wedding day to all vendors

  • Assistance with wording of all stationary 

Wedding Week

  • Coordinate ceremony rehearsal 

  • Distribute extremely detailed personal wedding day itinerary to wedding party

  • Collect wedding day items such as marriage license, guest book, cake knife, pictures, toasting flutes, favors, candles, programs, place cards, Etc. (All prior to the wedding day)

Wedding Day

  • Manage the flow and timing of the ceremony and reception

  • Distribute bouquets and pin flowers on attendants

  • Direct photographer, videographer, musicians, rentals, florist, Etc. of where to set up

  • Set up all ceremony décor not handled by a specific vendor (guest book, place cards, unity candles, programs, pictures, Etc.)

  • Greet vendors and oversee set up of the ceremony to make sure all commitments are fulfilled 

  • Direct ushers/attendants with program and seating distribution

  • Line up and cue wedding party for ceremony 

  • Ensure that the marriage license is signed and wedding rings present 

  • Cue band/DJ for entrance of processional and bride

  • Collect all personal wedding items and gifts delivered to reception site or designated person

  • Set up of all reception décor not handled by a specific vendor (Favors, menus, candles, cake knife, toasting flutes, escort and place cards, gifts, table design, Etc.)

  • Manage vendor set up of receptions and make sure all commitments are fulfilled 

  • Line up and cue bride, groom and wedding party for grand entrance 

  • Assist band or DJ in cueing important events (grand entrance, cake cutting, bouquet toss, dances, Etc.)

  • Cue bride and groom for all important events

  • Maintain and coordinate timeline for all events during the reception

  • Stay in communication with banquet staff to ensure that things are going smoothly