• Access to Sweet Blossom Weddings preferred vendor list
• Correspondence with principal planner starting three months prior to your wedding
• Access to personalized online wedding planning platform during your planning months which include:
o Budget Worksheet
o Month-by-Month Checklist
o Guest List Spreadsheet
o Diagram and Seating Chart Tool
o Payment Reminders
o Design Inspiration Studio
Pear Blossom
Wedding Management
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GETTING STARTED AND STAYING ORGANIZED
starts three months prior to wedding day
• Act as the primary point of contact for the venue manager starting three months prior to your wedding
• Attend tasting meeting with you and caterer or venue
• Manage reception diagram with you and venue manager
• Review BEO (Banquet Event Order) provided by caterer/venue
Pear Blossom
Wedding Management
Venue Liason
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starts three months prior to wedding day
• Review final vendor contracts to verify important details including key times, quantities, and other logistics
• Attend final in-person meeting to discuss wedding day timeline, vendor information, diagram, rental and décor set-up, and other logistics (preferably at venue 6 weeks prior to wedding day)
• Create Wedding Weekend Program for you and all vendors including:
o A minute-by-minute Master Timeline
o A Set-Up Outline including detailed information on decor, florals, rentals and all other items provided for wedding day
o Shortened version of the Master Timeline for your bridal party and family
o Detailed Vendor Contact information
• Distribute finalized Wedding Weekend Program as well as Reception Diagram and Seating Chart to all vendors one week prior to wedding day
• Communicate with vendors about the venue’s procedures for load in, setup and tear down
• Provide Marriage License information
Pear Blossom
Wedding Management
Finalizing details
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starts three months prior to wedding day
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On Your Wedding Weekend
THREE PLANNERS TO HELP ON THE DAY OF YOUR WEDDING:
Lead Wedding planner to oversee all event management from beginning to end on wedding day
Set up assistant to help with set up and event execution for the day, up to 6 hours on wedding day
bridal assistant to be a personal assistant for the couple, bridal party and family, up to 6 hours on wedding day
• Attend, coordinate and assist wedding officiant (if present) at rehearsal with bridal party and family
• Retrieve any personal decor items from you at the rehearsal or at the venue on wedding day (i.e. favors, toasting flutes, escort cards, etc.)
• Make sure all vendor commitments are fulfilled to your standards
• Coordinate timing of day’s events with the photographer and/or
videographer
• Cue and coordinate timing for ceremony musicians
• Coordinate with DJ/Band to establish timing for grand entrance, first
dance, cake cutting, bouquet toss, and/or garter toss
• Distribute gratuities and/or final payments to vendors on your behalf,
if needed
• Liaison for all vendors and venue throughout the event
• Distribute and pin on all personal flowers, if needed
• Line up family and bridal party for processional
• Line up bridal party for Grand Entrance
• Cue bride and groom and other members of the party for special
events i.e.; toasts, dances, cake cutting, etc.
• Be visible and available at all times to you, your fiancé, and your parents to ensure a stress free and enjoyable event
• Ensure proper placement of items for reception i.e.; table numbers, favors, menus, candles, cake knife, toasting glasses, head table seating and any other miscellaneous items
• Direct room set up and following floor plan and checking number of guests at each table
• Arrange all seating cards (escort cards) in alphabetical order
• Assist with set up for ceremony (programs, flowers, unity sand/candle,
chairs, etc.)
• Assist with set up for cocktail hour and reception site, as well as transfer
ceremony wedding décor, as needed
• Ensure all finishing touches are achieved
• Ensure all gifts are moved to bridal suite or designated room
• Keep track of, pack up, and organize everything after wedding is finished
(gifts, guest book, centerpieces, toasting flutes, decorations, etc.). Ensure all rentals and décor items are picked up by specified vendors
• Greet guests as they arrive and help with the flow of the evening for the guests
• Management of entire wedding day from beginning to end, including any troubleshooting and taking care of any “situations” that may arise
• Access to Sweet Blossom Weddings extensive emergency kit
rehearsal coordination: day before wedding
vendor coordination
bridal party coordination
Set-up coordination
break down coordination
extras
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