Event Details Questionnaire

2 Weeks Before your Start Date

As you know, Wedding Management typically starts 2 months prior to your wedding date.  Two weeks before that start date, you will receive a questionnaire, which will review where you are in the planning process, who you've been working with and let us know what major planning tasks still need to get done.  Please complete that within a week of receiving it (Don't worry, I'll send you reminders that it's coming up and when it's almost due).  

As part of that questionnaire, be prepared to provide us with vendor contact information and to give us access to the contracts you've signed.  As a reminder, vendor sourcing is not included with Wedding Management.  It is expected that you will have all of your vendors contracted before your Start Date.

The last part of that questionnaire will be a link to schedule your Kick Off call on your Wedding Management start date.  Then we'll get to work preparing for your Kick Off call (which usually takes a week from the time we receive your questionnaire).

Kick Off Call

2 Months Prior to your Wedding Date

Plan for this call to last 60-90 minutes.  It's usually a virtual call, but if you'd prefer to meet in person, we'd be love to meet you in our office in Bell Works in Holmdel, NJ. 

During this call, you'll take us through all of the details you have already planned.  You can ask us anything and we'll ask a bunch of questions too.  We'll already be partially up to speed since we will have reviewed your Event Details Questionnaire.

In Person Venue Walk Through

6 Weeks Prior to your Wedding Date

After your kick off call, we will reach out to all of your vendors, the first of which will be the venue.  We will get a time on the calendar for an in-person venue walk through at around 6 weeks out from your wedding date.

The next vendors we typically reach out to are caterer (if different than the venue) photo/video and decor/flowers.  We will invite them to the walk through, but their presence is not usually required. 

This walk through will go over the final details and depend on which vendors are present.  Sometimes we'll do the final menu and bar selections in addition to set up.  Other times we focus mostly on decor.  The rain plan is another important discussion that we have during this meeting.  

You don't usually need to bring anything (unless we discuss something otherwise).  We will bring the first draft of our event plan, floor plan and timeline.  

Plan Review Call

4 Weeks Prior to your Wedding Date

This call usually lasts 30-60 minutes.  During the Plan Review Call we will debrief everything we learned in the Venue Walk Through and make sure all of the details are understood correctly and expressed in the event plan, floor plan and timeline.  We will share a status update on anything outstanding and give you a chance to share anything that is on your mind including the status of any thing you are working on. 

After this call, the next few weeks are usually filled with 14-30 day out final vendor calls.  I'm happy to handle these calls on your behalf, or join you, whichever you prefer. We will discuss your preferences for this in your Kick Off call.

Final Details Call

1 Week Prior to your Wedding Date

Expect this call to last 60-90 minutes.  Depending on the situation, we may request this to be an in person meeting - the main reason would be for us to pick up anything that may need to be brought to the venue for you.  

 This call is a final review of all of the details we've discussed.  After this call you will be asked to sign off that the details in the event plan, timeline and floor plan are correct.  *Please keep in mind that it is common for things to change last minute and we will make sure you are kept in to loop to those changes as necessary.

Wedding Day!

It's the big day!  We are excited to be by your side and make sure everything is as we discussed.  While you are having you hair and makeup done, drinking some bubbly, and getting pumped up for your big day, we will be managing the set up, greeting vendors and being one (or two) steps ahead of what's coming up.  Relax and enjoy every moment!

At the end of the day, we’ll connect with anyone who has been put in charge of final details, like taking the gifts or returning the rentals, to make sure everything will be left in good shape.

After the Big Day

Within 1 Week After your Wedding Date

After your wedding we will tie off any loose ends and provide invoices if there are additional charges. You will also receive a short questionnaire and a link (or two) for places we would love a 5-Star review. Please take a moment (after your honeymoon) to review those items and let us know if you need anything else. We would absolutely LOVE to stay in touch.

Ready to create magic?

Let’s Go!

Resources

Preferred Vendors

Planning Checklist

This checklist is an overview of what you can you expect as you’re planning your big day, and will give you an idea of where you should be at different points in the planning process. 

If you would like a custom checklist created for you, we are happy to help! Feel free to reach out to us and we can talk about adding a custom checklist to your agreement.

Selecting the right vendors is key to a successful event. We have worked with so many wonderful vendors and would love to work with them again. So, if you are still searching for a certain vendor take a look at this list.

If you need additional help, feel free to reach out to us and we can talk about adding vendor sourcing to your agreement.

*As a reminder, vendor sourcing is not included for Wedding Management and we do expect all vendors will have been contracted before your start date.

 

Communication Preferences

PREFERRED CONTACT METHODS:

The best method of contact for us is email. This allows us to keep all of our client communication in one place so details don't get missed or forgotten.

However, there are times when you may need to contact us by phone (e.g., we have an in-person meeting you’re running late for, or your wedding is within days and a major issue comes up). In those cases, please contact me via my cell phone. My number is 720-989-8120.

Our goal is to be there whenever you need us, so you feel supported throughout your planning journey. To do this most effectively, we'd like to outline the best ways to communicate with us so that you know exactly what to expect.

OFFICE HOURS:

Our office hours are Monday through Friday, 10AM - 4PM. During these times, you can expect a response to your emails within 24 - 48 hours. We are unavailable via email weekends because we are on-site for events.  Please keep in mind, we will also be closed any Monday that follows an event. Please know that responding to your messages will always be our top priority upon returning to our inbox.

 


MEETINGS:

If a phone call is needed throughout the planning process, we’d be happy to accommodate that. However, we request that you schedule all phone calls so we can give you our undivided attention as we discuss your wedding details. This ensures we have all of the info we need right at our fingertips and enables us to keep track of everything for future reference. 

We would never want to forget something that was said during a call because we couldn't log the details of our conversation on the spot. If something comes up that you need to discuss via phone between our meetings, simply send us an email, and we’ll set up a time to chat! 

You can always book an appointment online: https://meetings.hubspot.com/caitlin-eastman