Ceremony + Reception Coordination

Initial planning

  • 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

Ceremony planning

  • Initial consultation to discuss your Ceremony vision

  • Provide expertise in Ceremony production

  • Create Detailed Ceremony Plan

  • Unlimited availability for questions, advice, support and referrals by phone and email

  • Event Coordinator Manages Ceremony Rehearsal (Typically day before wedding - Time is subject to Zoo availability)

  • Ensure all planned items are distributed and set up on day-of

  • Put out Ceremony Programs and Organize Sand/Candle Ceremony(If Desired)

  • Handle any unforeseen issues that may come up

  • Greet guests upon arrival and direct them to ceremony location

  • Organize family and wedding party for procession

  • Cue musicians for ceremony

Final Planning

  • Finalize 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

Reception

  • Event Coordinator manages catering and all event 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 throughout 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

$2,800

Full Service Event Planning and Production - Ceremony + Reception Coordination