Full Planning Service

The wedding couple, along with their family and friends, should enjoy the experience of a wedding day. At Riverwood Designs, our full-service wedding planning ensures every detail is meticulously planned and flawlessly executed. As professional wedding planners in Richmond VA, we handle everything from the initial concept to the last detail, providing you with a stress-free wedding planning experience.

A table with white flowers and green leaves on it

A silver tray with flowers and ribbon on it

A long table with flowers and candles on it.

Event Management Services

Full Planning

As the service suggests, we take care of almost everything for the couple. We curate a list of vendors based on your wedding day vision from which you can choose. You make the final choices, sign contracts, attend meetings, and get married.

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 we can work together.
Determine if you'd like to proceed with a contract and schedule the comprehensive meeting.
Comprehensive Meeting - up to 2 hours
Consider your wedding ideas, including style, theme, colors, décor, and guest count.
Review the overall budget.
Review your vendor needs.
Share our creative ideas to complement your vision.
Determine the most important factors of your wedding.
Assist with save-the-date and wedding invitation phrasing.
Guidance on wedding etiquette, traditions, and individual interests for your wedding day vision.
Follow-Up Meetings - up to 1 ½ hours each - generally once a month or as often as needed
Prepare a calendar of payments and deadlines.
Research lodging options for out-of-town guests.
Attend up to four venue preview meetings.
Schedule and attend all vendor meetings.
Create venue layout and assist with RSVPs and seating chart.
Discuss inclement weather plans, if relevant.
Discuss vendor timelines and review wedding day logistics.
Review vendor contracts as needed.
Discuss the ceremony processional and recessional details and reception introductions.
List Riverwood Designs as the point of contact for Save-the-Dates, Invitations, and Welcome notes.
Wedding Month - final meeting - up to 1 hour - 2-4 weeks before the wedding day
Confirm times for vendors and other pertinent parties - noted in the timeline and emailed to the couple and vendors the week of the wedding.
Coordinate all printed materials, i.e., ceremony program, escort cards, place cards, seating chart, etc.
Schedule an additional meeting, if necessary, for 1 ½ hours.
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 and direct their setup.

Wedding Day Management - up to 10 Hours

Includes up to 3 hours before the ceremony, a 6-hour event, and up to 1 hour after the scheduled end of the reception.

Ceremony Management: Arrival time will depend on whether the ceremony will take place at two different locations – up to 3 hours before the ceremony.
Communicate any last-minute details to the wedding party.
Ensure designated attendants are ready to distribute programs and assist with the guest book.
Alert Ushers/Groomsmen as to when to begin escorting guests.
Coordinate with the officiant and musicians to determine 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.
Coordinate all deliveries and installations of celebration items in accordance with vendor contracts

Prior to Reception
Ensure that all venue and table décor for Cocktail Hour and Reception are complete according to plan.
Confirm timing with DJ/emcee and ensure they correctly pronounce names of the wedding party members.
Meet with the catering and venue staff to confirm food timing and the overall flow of the evening.
Review final venue set-up before guest arrival.
Organize and set up escort cards, place cards, seating chart, and 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 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 and gratuities to vendors.
Ensure that gifts are collected by a designated friend/family member.
Coordinate reception departure.
Manage, prevent, and solve any problems that may arise during the event.
Create a checklist for a family member or friend with all items to be collected at the end of the evening, if requested.
Extensive Emergency Kit - includes pain relievers, first aid kit, sewing kit, stain remover, eye drops, tissues, gum, breath mints, bobby pins, clear nail polish, collar stays, super glue, matches, safety pins, tuxedo buttons, cufflinks, etc.

Full Planning Fee

The Full Planning fee for services listed above starts at $5,900 and includes two coordinators – a Riverwood Designs owner and up to two assistants. The service also includes unlimited phone calls and virtual meetings, and unlimited emails and text messages. A $125 hourly fee for additional meetings, venue visits, event management (beyond the 10-hour day - per person), or other services.

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

For large or multiple venues (ceremony and reception) and weddings with more than 200 guests and up to 235 guests, an additional fee of $250 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 40 miles from downtown Richmond, Virginia.

Optional service: Collect and package your personal decorative items after the reception ready to load 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 contract are 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.