45 Day Coordinating

The wedding couple, along with their family and friends, should enjoy the experience of a wedding day.

Event Management Services

45 – Day Coordinating

Our relationship begins at the time of booking and best fits the couple who have hired all of their vendors and want a professional and experienced coordinator to ensure their wedding day vision is executed flawlessly.

General Outline

Initial Introduction Consultation – up to 1 hour

• We get to know you and your vision for one of the most important days of your life.
• You get to know us to determine if you feel that we can work together.
• Determine if you'd like to proceed with a contract and schedule the comprehensive meeting.

Comprehensive Meeting - up to 1 ½ hours - best when all the vendors have been hired

• Review your venue layout and seating arrangement.
• Review vendor and general wedding day logistics.
• Create a timeline detailing the arrival/setup times of vendors and major events of the day.
• Discuss the ceremony processional and recessional details and reception introductions.

Follow-Up Meeting – up to 1 hour – 6-8 weeks before the wedding day

• Review vendor times and logistics.
• Discuss inclement weather plans, if relevant.
• Finalize the ceremony processional and recessional details and reception introductions.

Ceremony and Venue Visit

-One visit to the ceremony/reception venue.Wedding Month – final meeting – up to 1 hour – 2-4 weeks before the wedding

• Confirm arrival times for the vendors and other pertinent parties–review and finalize the wedding day timeline and email it to the couple and vendors the week of the wedding.

Wedding Ceremony Rehearsal – up to 1 hour – typically 30-45 minutes

• Work with the officiant, couple, bridal party, and family to choreograph the wedding ceremony.
• Rehearsal Dinner management and or planning are available for an additional fee.

Serve as The Main Point of Contact For Vendors & Direct Their Setup on Wedding Day as Needed

Wedding Day Management - up to 7 Hours

Includes up to 1 ½ hours before the ceremony, 5-hour event, and ½ hour after the scheduled end of the reception.

Ceremony management – arrival time will depend on whether the ceremony will take place at a different location than the reception – up to 1 1/2 hours before the ceremony.

• Communicate any last-minute details to the couple and the wedding party.
• Coordinate with the officiant and musicians to determine the cues that will begin the ceremony.
• Organize wedding party and family members for processional.
• Cue ceremony music/musicians when the wedding party is ready to begin the processional.
• Delegate the transportation of items from the ceremony to the reception.

Prior to Reception

• Ensure that all venue and table décor for Cocktail Hour & Reception are complete according to plan (no decorating or arranging of any items unless specifically outlined in the contract – non-contracted decorating will be subject to additional fees).
• Confirm timing with the DJ/emcee & ensure they correctly pronounce the names of the wedding party.
• Meet with the catering and venue staff to confirm food timing and the overall flow of the evening.
• Review the final set up before guest arrival.
• Organize and set up escort cards, place cards, seating chart, or menu cards.

Reception Management

• Ensure proper flow of Cocktail Hour food and drinks.
• Assist guests with locating their seats, escort cards, and dining tables, as needed.
• Cue the DJ/emcee at the appropriate times for all the events of the evening.
• Confer with the catering captain/staff about their schedule and help ensure that guests are served at the appointed time.
• Cue parents of the couple, family, or wedding party members for their toasts.
• Distribute final payments or gratuities to the vendors.
• Ensure gifts and cards are collected by a designated friend or family member.
• Manage, prevent, and solve any problems that may arise during the event.
• Create a checklist with all items to be collected at the end of the evening, if needed.

Extensive Emergency Kit - includes pain relievers, first aid kit, sewing kit, stain remover, eye drops, tissues, gum, breath mints, bobby pins, clear nail polish, tuxedo buttons & cufflinks, collar stays, super glue, matches, safety pins, etc.

45-Day Coordinating Fee

The 45 Day Coordinating fee in Charlottesville for services listed above starts at $1,500 and includes two coordinators – a Riverwood Designs owner or Riverwood Designs Lead Coordinator and an assistant. The service also includes unlimited emails and text messages. A $100 hourly fee for additional meetings, venue visits, event management (beyond the 7-hour day), or other services.

The coordinating fee does not include physical set-up or breakdown of venue space. Pricing for this service is available on request.

For large or multiple venues (ceremony and reception) and weddings with more than 175 guests and up to 215 guests, an additional fee of $200 may be incurred for an additional staff member to assist on the event day (5-hour shift). This will be determined no later than two months before the wedding.

Accommodations may be required for venues/events more than 45 miles from downtown Richmond.

Optional service: Pack the decorative items you brought after the reception so that all you have to do is load them into your vehicle. Priced based on the number of decorative items - starting at $125.

Payment

A retainer of 50% of the management fee total and the contract is required to secure the wedding date, and the balance is due 60 days before the wedding day.

No credit/discount is offered for any of the unused services listed above.

Interested in our services?