MICRO-WEDDING COORDINATING

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

Event Management Services

Qualifications for the Micro-wedding coordinating rate

-no more than 65 guests (including couple and wedding party)

-within 45 miles of downtown Richmond

-up to four wedding party members and the couple

-no rehearsal the day before; otherwise, an additional fee added

Our relationship begins at the time of booking and fits the couple who have hired all of their vendors, meet the above qualifications, and want a professional 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 we can work together.

-Determine if you'd like to proceed with a contract and schedule the comprehensive meeting.

Comprehensive meeting – up to 1 hour - when all the vendors have been hired (this can occur months before the wedding).

-Review venue layout and seating arrangement (does not include creating a floor plan).

-Review vendor and general wedding day logistics.

-Create a timeline detailing vendors' arrival/setup times and significant events of the day.

-Discuss 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.

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

Wedding Day Management - up to 6 Hours

Includes up to 1 ½ hours before the ceremony, 4-hour event, and ½ hour after scheduled end of reception.

Ceremony management – arrival time will depend on whether the ceremony will occur at a different location than the reception – up to 1 ½ hours before the ceremony.

-Communicate any last-minute details to the couple and wedding party members.

-Coordinate with the officiant and musicians to determine cues to begin the ceremony.

-Organize wedding party members for processional.

-Cue ceremony music/musicians when the wedding party is ready to begin the processional.

Before the 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 DJ/emcee & ensure they correctly pronounce 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 venue setup before the guest's 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 evening events.

-Confer with the catering captain/staff about their schedule and help ensure guests are served at the designated time.

-Cue Parents of the couple, family, or wedding party members for their toasts.

-Distribute final payments and gratuities to vendors.

-Ensure that a designated friend/family member collects gifts.

-Prevent and solve any problems that may arise during the evening.

-Create a checklist for a family 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, tweezers, super glue, matches, safety pins, etc.

Micro-Wedding Coordinating Fee

The fee for services listed above starts at $900 and includes one coordinator – a Riverwood Designs owner or Riverwood Designs Lead Coordinator. The service also includes limited emails and text messages. A $100 hourly fee (billed in one-hour increments) for a rehearsal, additional meetings, venue visits, event management (beyond the 6-hour day), or other services.

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

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 you can 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