Sam Barrett Events

Full Coordinator

Full COORDINATOR

This package is for the bride that needs the planner every step of the way, she will recommend vendors and professionals that she has relationship with but will not insist upon the use of them. This package is suggested for 6 months - 1 year of service.

 

THE Full Coordinator PACKAGE INCLUDES:

Unlimited emails, phone calls and texts.

Sourcing of event site.
In-person meetings (as necessary)  throughout the entire planning process.
Rehearsal dinner coordination.
Full compilation and execution of wedding day timeline.
Catering and Menu Selection.
Wedding concept and design input - trip to flower mart.
Accommodations, Search and Selection, guest bags.
Contract review and negotiations with all vendors.
Budgeting and breakdown of budget.
Assistant on the day of the event and at the rehearsal.
We will provide guidance from start to finish with this package.

 

- $3,200-


 

 


One month Prior to Wedding Day:

client to inform DOC of all vendors and provide contact information
DOC will contact all vendors and provide contact information
client to share with DOC overall theme/feel of the wedding


Three weeks prior to Wedding Day:

Work together on a rough Day-of Timeline outline


Two Weeks Prior to Wedding Day:


Client and Vendors receive a copy of the final timeline, making sure that they have directions and clear instructions on where to park/setup, please note that we do not re-negotiate any terms, financial or otherwise with regards to contracts with vendors. All agreements should be signed, deposits paid and final payment arrangements must be made by the client, we will however assist our client in making final payments and giving of vendor gratuities. We do ask that all checks/cash/gift cards be placed in a sealed envelope with the vendors details clearly marked on the front to be handed out to them on the day of the event.
Rehearsal
The DOC will be present at the Rehearsal dinner for 1 hour to run through the Wedding Ceremony timeline.  Any assistance with setup/tear down of the rehearsal dinner is separate from wedding day contract.
•    Work with wedding officiator to choreograph wedding ceremony, processional and recessional.
•    Inform wedding party as to where they need to be the following day, and at what time.
•    Time allotted for Rehearsal depends on the size of Bridal Party but usually runs for approximately 1 hour.



Wedding Day:

DOC will arrive at the venue to meet with any any rentals that will be delivered the day of
DOC will coordinate the setup/cleanup crew
DOC will communicate with
    - dj/entertainment
    - florist
    - caterer
    - rentals
    - lighting
    - photographer/videographer
    - venue
    - bar
    - other vendors (chalk artist, decor rentals, officiant, transportation)
Set up escort cards/seating arrangement
DOC will help photographer gather bridal party and immediate family for photos
•    Ensure constant communication with ceremony/venue staff in preparation for Bride.
•    Assist bride with putting on her wedding gown, if required.
•    Communicate with best man to make sure groom is getting dressed and on- time.
•    Make wedding party aware of any last minute details.
•    Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location.
•    Set up programs and other ceremony items i.e. guest book, unity candles etc..
•    Ensure that ushers/groomsmen arrive on time and are ready to pass out programs.
•    Ensure that ceremony musicians have arrived and direct them as to where to set up.
•    Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will used to cue musicians.
•    Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony.
•    Oversee guest related needs at ceremony. Aid in any emergencies that may arise.
•    Communicate with bride and groom so that they know how much time remains before the start of the ceremony.
•    Line up the bridal party for their entrances down the aisle.
•    Cue ceremony musicians when bridal party is ready to begin processional.
•    Gather family and friends for after ceremony photos prior to Reception.
•    Ensure proper flow of cocktail hour food and drinks.
•    Make sure reception flowers are set up according to flower order.
•    Make sure all decor is set up according to plan.
•    Meet with catering staff to confirm food timeline.
•    Set up guest book and pen, champagne flutes, cake cutting utensils.
•    Set up table numbers/names and menu cards.
•    Set up gift and card table
•    Ensure all candles are lit.
•    Look over dining tables and make sure they are set up properly.
•    Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour.
•    Help guests locate their escort cards and dining tables.
•    Locate bride and groom and instruct them to stay until they receive cue for their introduction and first dance.
•    Assist Bride and Groom with any needs to freshen up etc..
•    Cue band/DJ when the majority of guests have found their tables and bride and groom are ready to be introduced.
•    Cue band/DJ, photographer and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances.
•    Cue best man and escort of the bride when they are about to be announced for toasts
•    Alert catering staff to pour champagne just before the toasts.
•    Be aware of timing of catering service and make sure people are served promptly.
•    Distribute final payments/gratuities to vendors.
•    Remain easily accessible through the entire event in case there are any details you would like attended to.
•    Set up favor table
•    Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night.
•    Coordinate reception departure transportation.

We will not be responsible for the loss/damage of any items that have been left behind by either guests or vendors. We will not be held responsible for any ‘overtime’ that may be incurred due to guests not wanting to leave. We honor the contracts and agreements that are held between the client and the vendor. Including the policies held by the venue and the city ordinances.