Planning Services

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Wedding Planning and Coordination is not a tangible product.  You can't touch and hold it before making the investment in a planning package which can be very daunting, confusing and can make for a nerve wracking selection process when searching for the right planner or coordinator. 

In order to ease the stress of deciding what planning direction is best for you,  byAmanda Event Studio designed the 4 phase planning approach to help give confidence and the freedom to the Client to choose the package that best fits their needs.

 
 

The Phases

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Choose only what you need. 

For example, if you're looking for a "Full Planning" experience choose all 4 phases and have byAmanda Event Studio with you every step of the way.

Wondering what the heck "Partial Planning" would like?  Good question!  It could be so many different combinations of your choosing, however the most common is pairing Phase 1: Vendor Sourcing and Phase 3: Month of Coordination together.  BAE would step out for Phase 2: The "in between" months and then swoop back in for Month of Coordination.  Don't worry though, we are always here to answer questions or be a sounding board - even if the "in between" months aren't a chosen part of our relationship.

Just need "Day of" or "Month of" Coordination?  Great!  Invest in Phase 3 or 4 only!

 
 
 Photo by  Lev Kuperman

Photo by Lev Kuperman

Phase 1: Vendor Sourcing

Perhaps you've already found the perfect Wedding Venue, florist and photographer and now you just need the finishing touches.  Or perhaps you're starting from square-one and need someone there to help you find the perfect combination of vendors that's right for the wedding you're dreaming of.  byAmanda Event Studio has an army of vendors ready to go to battle.   

 

Phase 2: The "in between" Months

Great!  All the vendors are booked....now we can sit back and relax until the wedding day.  WRONG.  A well planned wedding is a layering process that begins once the vendors are secured and continues all the way up to month of.  Have a wedding planner on retainer to help guide you through the "now what?" of the deceptive calm of having all your vendors booked.  This is the time to dive in head first to the fun stuff - planning out the Anatomy of the day, conspiring about the fun guest experiences to add on - welcome bags, favors, hashtags and also to be sure that you are compliant with payments and deadlines.

 

Phase 3: Month of Coordination

The month of your wedding is a time for family, reflection, and the building excitement of the big day ahead.  It's something that should be savoured and experienced without the added stressors of the necessary final meetings, payments and confirmations.  Investing in Month of Coordination allows you step away from the process entirely (or  just be cc'd - we know this event is your baby!) and have byAmanda Event Studio be your advocate for your wedding vision.  Gift yourself the freedom to enjoy the wedding week - because with Month of Coordination - not only does it include Day of Coordination - BAE also coordinates your rehearsal dinner and post-wedding brunch!

 

Phase 4: Day of Coordination

Day of Coordination is Perhaps the most undervalued product in the bridal industry.  You've got a lot on the line here.  You've invested not only your life savings in your other vendors but also your time, energy and not too mention it's the most important day of your life thus far.   byAmanda Events Studio believes that Day of Coordination begins much sooner than the week of the event.  We begin the process as soon as soon as contract is signed with our in depth "RX" session and BAE plays an integral role in the design of the timeline, the schematics, vendor confirmations and then finally well informed and flawless execution on the of the event.


 

What's the difference between a Wedding Planner and a Wedding Coordinator?  

 
 

We are so glad you asked.....

A Wedding Coordinator is a professional who oversees, organizes and executes someone else's plans.

A Wedding Planner is a professional who has participated in the planning process in some capacity. Examples of this are but not limited to helping source Vendors, input on theme, designing your timeline of the day, etc.

At byAmanda Event Studio, we mix a little Wedding Planner action into our Month of and Day of Coordination Packages.  Unless you're a wedding professional - you're going to have questions and need a little extra support during this time.  This is why we begin every relationship with an RX session.  

 

But First......The "RX" Session

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The RX session is an essential part of any and all byAmanda Event Studio and Client relationship.  There are TWO included in all packages.  Yes, even if you are a Day of Coordination phase only Client - we insist!  

The first RX session should be booked within the first month after signing a contract. The first RX session is mainly for us to get to know each other and for BAE to gather all pertinent information about what you've done already, haven't done, and what you want do. We look at vendors that have been hired, do a through review of their contract and also make recommendations for vendors that you still need.  This is also a time to review Pinterest boards, color palettes, likes and dislikes, wishes and dreams. We will collect, discuss and review in detail the planning items that have already taken place and then develop the RX or plan on how to move forward with the planning process. Any red flags will be identified, priorities set, and a course of action set into motion!

The Second RX  take place 4-6 weeks prior to your event depending on services you've invested in.  At the second RX we button up all loose ends, finish the timelines, finesse the final floorplans and reviews all the final details for the day.  You should leave that second RX feeling completely secure and confident that your wedding day is going to be the best damn wedding that any of your guests have ever been to.

 
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Phase 1: Vendor Sourcing

Hiring the perfect vendor for you is not as easy as it seems.  With such a saturated market, you could lose days of your life combing through google search after google search trying to differentiate between so many vendors.  When you add vendor sourcing to your Phase Package, you're not only saving yourself the stress and time  - you are also dipping into byAmanda's deep Roledex of tried and trusted wedding professionals.

 After gathering the pertinent information during the first in-depth “RX” session, in a timely fashion and with a sense of urgency, BAE will be re­sponsible for bringing you 3 (three) options for all vendors. These vendors will be appropriate to your vision, theme and budget narrowed down for you byAmanda.  BAE will already have contacted each vendor, ensured availability and when possible, received a quote that is particular to your event.  Once a vendor is selected,  byAmanda Events will then lead you through the contract process, from overseeing contract and proposal edits through to counter execution.

Vendors to be sourced include but not necessarily limited to:

venue • ceremony venue • catering • cake • rentals • photography • videography • entertainment • celebrant/officiant • florals/décor • transportation • stationary • favors • hotel room blocking • beauty • website vendor • insurance • day labor • rentals

Vendors and other miscellaneous sourcing NOT included:

• dress/fashion sourcing and fitting attendance • jewelry • marriage license and legal • website design • website copy, upkeep and management

 

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Phase 2: The "In Between" Months

The wedding planning process really kicks into gear after your vendors are booked.  This is the time to start mapping out your day, flushing out the budget to see where you're really at, designing floor plan and maintaining vendor due dates and deposit compliance.  But where to start?  What needs to be done? It can become a cloud that looms over the planning process and many couples tend to put it off until the last minute causing incredible stress and rush right before your wedding when it all comes closing in....Gulp!

When you add the "In between" months to your phase package,  BAE is at your disposal for consul­tation on items such as design, décor and logistics.  We meet once a month either in person or virtually and we stay in contact using email and our cloud based planning software Aisle Planner.  Layer after layer, the plan is put in put place starting with the major timeline items and start to hone in on the more intricate things such as procession order and what will be available to eat during hair and make up.  With the goal of having the entire wedding built by the beginning of the "month of". 

BAE will also be the main contact for your vendors acting as a liaison and single information channel between yourself and your vendors.  This is especially valuable to clients with demanding life outside for planning their weddings.  Wedding Planning is BAE's full time job - not yours.

During this time we will also be managing items and tasks such as the invite and RSVP process as well as planning for timeline and other incidentals including favors, paper products, guest experiences, etc.

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Phase 3: Month of Coordination

Month of Coordination is the perfect ending to an all-phase package or an amazing investment in your wedding as a stand alone service.   Gift yourself with the ability to sit back and actually enjoy the special preparation time before your wedding.

byAmanda Events will take ownership of the event 30 days before the big day. BAE will become the main point of contact for all vendors and facilitate final meetings and walk-throughs, also preparing the necessary functions sheets and timelines, communicating them clearly and confirming with all vendors to ensure compliance and seamless execution.

Aside from the inclusion of start to finish Day of Coordination for the wedding, the Month of Coordination phase also includes coordination support for the rehearsal dinner and post nuptial brunch.  Couples hosting tented weddings or weddings with large rental orders and Thursday load-ins especially benefit from Month of coordination since it allows a coordinator to be on site during delivery as long as accommodations are provided.

Month of Coordination Includes: 

The Initial RX session

Full Aisle Planner Access and Account 

Wedding Inspiration Board

Timeline Design filterable for all Vendors

Floor plan Design 

1 Venue walk through

The Final RX session 6 weeks out

Main point of contact for all vendors beginning 4 weeks out

Vendor Confirmations including fielding timeline feed back and editing

Attendance at final vendor meetings and calls (schedule allowing)

Bridal Party and VIP confirmation emails with timeline and expectations

Presence at and Coordination of the ceremony rehearsal 

Coordination of Rehearsal Dinner or Welcome Party

Lead Day of Coordinator start to finish (14 hours max)

1 Day of Coordination Assistant for 8 hours (you have the option to hire an entire army if necessary)

Coordination of Post Nuptial Brunch

Coordination team will be equipped with radio headsets 

Access to BAE's Day of Convenience kit - yes it's really got anything you might need on your wedding day!

See Day Of Coordination Description for a more in depth exploration of the Day of Coordination which is included in this package 

 

Phase 4: Day of Coordination

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With all of the love, toil, and money that you've invested in your wedding day, it is incredibly important to place those plans and responsibility into the hands of an experienced wedding professional.  It cannot be stressed enough that Day of Coordination should not begin at the rehearsal - Your wedding is too important to be handled so non-chalently.

 Day of Coordination duties vary greatly from one wedding to another. At BAE we do whatever it takes to make the day absolutely flawless.

On the Day of the wedding, Responsibilities that are usually necessary for DOC include but are not limited to vendor check-in and orientation, first look management, décor set up, guest, greeting and interaction. It is the day of coordinator’s responsibility to move the evening from major moment to major moment from start to finish including ceremony flow, toasts and speeches, first dance –all the way through to waving goodbye to the newlyweds.  It is also the DOC’s responsibility to assist in all décor breakdown and the collection of belongings for the couple so that they may go enjoy their afterparty!

Day of Coordination Includes: 

The Initial RX session

Full Aisle Planner Access and Account

Timeline Design filterable for all Vendors

Floor plan Design 

1 Venue walk through

The Final RX session 4 weeks out

Vendor Confirmations including fielding timeline feed back and editing

Presence at and Coordination of the ceremony rehearsal

Lead Day of Coordinator start to finish (14 hours max)

1 Day of Coordination Assistant for 8 hours (you have the option to hire an entire army if necessary)

Coordination team will be equipped with radio headsets 

Access to BAE's Day of Convenience kit - yes it's really got anything you might need on your wedding day!

As Seen in The Knot Magazine As Seen in The Knot Magazine