Reception Coordination By ZCS

Initial Meeting

  • Initial consultation to discuss your vision
  • Create a highly detailed event plan for the reception including: a site plan, rental list, lighting plan and vendor plan

Continuing Planning and Support

  • Menu development
  • Assist with the look and feel of your event theme and entertainment
  • Referrals for vendors not yet booked
  • Manage and Assist with booked vendors in creating a detailed vendor delivery schedule for the day of your event
  • Unlimited availability for questions, advice, support and referrals by phone, e-mail and in person
  • Unlimited onsite meetings prior to wedding day to discuss event details, style and decor

Final Planning

  • Finalized estimate including event plan, site plan, rental list and vendor delivery/production schedule
  • Final walk through of reception event plan and site plan
  • Confirms with vendors their contracted services,coordinate delivery schedule and creates a detailed production schedule
  • Distribution of complete event plan to vendors and resolve any underlying issues

Day of Event (Pre-Event)

  • Event Coordinator manages set up of ceremony location and reception site
  • Checks in and manage all vendors and coordinates delivery and set up as needed
  • Event Coordinator collects and ensures all details and placement of guest book and pens - or picture frame with pens, place cards, table numbers/names, toasting glasses, cake service, disposable cameras, favors, and other personal items for the reception
  • Check in with family and see to any last minute details
  • Ensures all event details are 100% before guest arrival


  • Event Coordinator manages catering and catering staff
  • Coordinates with family and wedding party during reception
  • Lights candles and finish last minute touches
  • Direct guests to reception locations
  • Event Coordinator cues dj/musicians during reception
  • Organize bridal party for grand entrance
  • Organize first dance, parents’ dance, cake cutting, bouquet/garter toss and other special activities
  • Dismiss tables to buffet
  • Organize vendor meals
  • Arrange “to-go” meals for Bride and Groom
  • Organize grand exit (as needed)
  • Distribute vendor balances and/or thank you gifts day of event
  • Pack up and organize personal items
  • Event Coordinator manages clean up and breakdown of event


Full Service Event Planning and Production - Reception Coordination
(Does NOT include Ceremony Coordination)