On Site Coordinating Service
For the client who has already booked vendors and planned the wedding, but needs someone to manage all the details so they can enjoy the day.
During the 2 months prior, two meetings with the Client to cover the following:
1st meeting- Review all the vendor contracts provided by Client and produce a minute-by-minute timeline of the wedding day
2nd meeting- Final detail meeting with client, meet at venue if available.
Unlimited emails and phone calls during the 2-month period
Review all the vendor contracts signed and executed by Client
Review and proof BEO (Banquet Event Order) provided by Catering Manager
Contact Service Providers for arrival and end times, including strike time
Communicate venue’s policies and procedures for unloading, set up and tear down
Confirm all vendor orders and quantities on rental Items
Distribute Client- approved timeline to all vendors at least 1 week before wedding date
Assist Officiant and orchestrate ceremony rehearsal with bridal party and family
Communicate with musicians on ceremony song selections and cueing wedding party for processional
Communicate and manage banquet staff regarding set ups and compliance of floor plans
Attend sound check with band musicians/DJ and review formalities and song selections
Direct ushers with seating and program distribution
Assist with set up of seating cards, menu cards, table numbers, favors, sign-in guest book, etc.
Work with band musicians/DJ to establish timing for grand entrance, first dance, cake cutting, bouquet and garter toss, and last dance
Provide client with marriage license information
Prepare and handle final payments and gratuities to vendors
Full Service Event Planning Service
For the client who has flexibility with their schedules and wants Events By Jackie Santos to assist with design, offer vendor referrals, provide professional advice and manage the details of the wedding day.
Planning and Preparation
Up to (4) four planning consultations
Assistance with budget allocation and tracking throughout planning process
Recommendation and arrangement of site visits for venues and vendors
Personalized wedding planning checklist and timeline to share with bridal party and vendors
Direct correspondence with venue and vendors regarding all event logistics
Assistance with negotiation and contracting of all vendor contracts
Assistance with tracking deposits and final payments to vendors
Review banquet event order, floorplan and event logistics with vendors and venue
Distribution of wedding timeline one (1) month prior to wedding date
Assistance with negotiating a hotel room block for your out of town guests
Coordinate one (1) hour ceremony rehearsal on day prior to wedding
Review final wedding timeline and floorplan of venue
Distribution of the wedding day timeline to your wedding party
Collect wedding day items for setup
Onsite coordinator and liaison between you and all wedding day vendors and venue
Assistance with placement of programs, seating chart, escort cards, guestbook, toasting glasses, cake cutting knife set, favors, and photo booth table
Assistance with ceremony direction- cue music and officiant, bridal party grand entrance/exit
Assistance with overseeing all main events- cue grand entrance, first dance, father/daughter dance, mother/son dance, bouquet toss, garter pull, cake cutting, and toasts
Assistance with distribution of final payments , gratuities, and thank you cards to vendor as instructed
Preparation of Wedding Day emergency kit for Bride & Groom
Assistance with packing and safe storage of wedding items at the conclusion of reception events. Bride & Groom to delegate the transfer of all wedding items.
Includes 1 Assistant on wedding day in base package pricing
(Additional Assistant(s) at a rate of $250 each will be required for weddings with over 150 guests, and if ceremony and reception are in multiple locations.