As your wedding planner, it is our responsibility to schedule, coordinate, and execute all meetings leading up to the big day. What are these meetings you may ask? We’ve got your covered - below is a list of essential wedding-related meetings that must take place prior to the wedding; with key info detailing how to prepare for each. We will be your right-hand women walking you through each step.
Kick-Off Meeting. During this meeting you’ll go over your vision, current planning progress, and finalized vendors.
How to prepare: Create a folder to congregate vendor contracts. Brainstorm a start/end time with your partner as well as event priorities (ex: we have to have…!)
Recurring Planning Meetings. These meetings will take place periodically leading up to the wedding. During these meetings we’ll touch base on the planning progress and update “to be determined” items. The purpose of these meetings is to sort out logistics and action items to make your wedding vision become a reality. At this point you’ll start building a timeline and decor list.
How to prepare: Come to each meeting with a list of updates and questions (if you have them). Continue to have conversations with your partner to refine and update your wedding vision.
Walkthrough. This meeting is essential for smooth event execution on the day-of. At this meeting the caterer, venue manager, and coordinator (us!) will all be present. We also like to invite any vendors who are not familiar with the venue. During this meeting you’ll finalize catering details, venue layout, and fine-tune timeline items. This is often the last time you’ll meet with your team of wedding pros before the wedding day!
How to prepare: Envision the flow of your wedding: Where do you want guests to enter/exit the venue? Where do you want the first look to take place? Where do you want the head table to be located? Come prepared with a final guest count and any dietary restrictions.
Rehearsal. The rehearsal is critical to ensuring your wedding party is briefed on day-of logistics. We like to start the rehearsal by introducing ourselves and getting to know your wedding party (this is often the first time we get to meet the bridesmaids and groomsmen we’ve heard so much about!) After, we’ll run through the processional and recessional. We’ll also provide your wedding party tips and tricks for goose-bump worthy photos. Family and friends who will be walking down the aisle or speaking during the ceremony should be present - this includes, of course, the officiant.
How to prepare: Get excited! And...come with any small changes to the timeline and/or caterer updates (ex: only 10 people will be sitting at table one, instead of 9). This will be the last time you see us before your big day and we want to make sure every last detail is accounted for!
One of the most rewarding parts of being your wedding coordinator is to watch your vision come to life - these meetings are intended to do just that! As you progress through each step in the planning process, your dream wedding will become reality and we are here to guide you through each decision.