Coordinating-Plus Services

The wedding couple, along with their family and friends, should relish the wedding day experience, and we accomplish this by ensuring the process is enjoyable, less stressful, and not overwhelming.


COORDINATING-PLUS SERVICES - It takes a lot of communication to understand the logistics behind a wedding, so we start to work with you as soon as you hire us, whether it's one year, six months, or two months before your wedding day.


Together, we will determine the best timeline for all our meetings.

  • We get to know you and your vision for one of the most important days of your life.
  • Determine if you'd like to proceed with a contract and schedule the comprehensive meeting.

Comprehensive Meeting - up to 1 hour

  • Consider your wedding ideas, including style, theme, colors, décor, and guest count.
  • Share our creative ideas to complement your vision.
  • Determine the most critical factors of your wedding.

Up to 2 Follow-Up Meetings - up to 1 hour

  • Review venue layout and seating arrangement.
  • Create a floor plan, if needed.
  • Discuss an inclement weather plan (if relevant).
  • Discuss vendor timelines.
  • Determine the wedding party order for the processional, recessional, and reception introductions.
  • Review wedding day logistics such as; family/friend duties, setup, etc.

Ceremony and Venue Visit

  • One visit to the ceremony space and or reception venue.

Wedding Week

  • Confirm arrival times for vendors and other pertinent parties--Create the wedding day timeline, and distribute it to the vendors, the couple, and others, as needed, before the wedding date.
  • Finalize Processional, Recessional, and Reception Introductions orders.
  • Schedule an additional meeting, if necessary, for up to 1 hour.

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

  • Execute the ceremony processional and reception introductions with the wedding party.
  • Rehearsal Dinner management and or planning is available for an additional fee.

Wedding Day Management - up to 8 hours (excludes 1 1/2 hours before the ceremony and 1/2 hour after the scheduled end of reception)

SERVE AS MAIN POINT OF CONTACT FOR VENDORS & DIRECT THEIR SETUP Ceremony management-arrival time will depend on whether the ceremony will occur in a religious building or the same location as reception-1-2 hours before the ceremony.

  • Communicate last-minute details to the wedding party.
  • Ensure designated attendants are ready to distribute programs and assist with the guest book.
  • Coordinate with the officiant and musicians to determine cues to begin the ceremony.
  • Organize the wedding party and family members for the 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 and Reception are complete according to plan (no decorating or arranging of any items unless outlined explicitly in the contract - non-contracted will incur an additional fee).
  • Confirm timing with DJ/emcee.
  • Meet with the catering and venue staff to confirm food timing and the overall flow of the evening.
  • Review the final setup before guest arrival.

Reception Management

  • Ensure proper flow of Cocktail Hour food and drinks.
  • Assist guests with locating their escort cards and dining tables.
  • Cue DJ/emcee at the appropriate times for all the evening events.
  • Know the catering service's schedule and help ensure guests are served at the appointed time.
  • Cue the wedding party members and or parents for their toasts.
  • Distribute final payments and gratuities to vendors.
  • Ensure a designated friend/family member collects gifts.
  • Coordinate reception departure.
  • Prevent and solve any problems that may arise during the evening.

Event Management - Coordinating-Plus Fee

The Coordinating-Plus fee for the services listed above starts at $1,900. It includes two coordinators, a Riverwood Designs owner or lead coordinator, and unlimited emails and text messages. A $100 hourly fee for additional meetings, venue visits, event management (per person beyond the 8-hour day), or other services. The coordination fee does not include the physical setup or breakdown of venue space. Pricing for these is available on request. For large or multiple venues or weddings with more than 150 guests, an additional fee of $200 will be added for an additional staff member to assist on the day of the event (5-hour shift), up to 200 guests. A 50% retainer of the total management fees is required with a contract. The balance remaining is due 60 days before the wedding day.

Optional service - Pack your decorative items (this is beyond the minimal decor setup included with coordinating services) at the end of the evening, so they're ready for you to load into your vehicle. Pricing is based on the number of decorative items - starting at $125.

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

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