B+B Event Coordinator Package
( ...previously called Day-Of Coordinator... )
Planning Phase:
(based on approximately 15 hours prior to event)
Introduction to B+B’s “EC” team member 4 months prior to event
Up to 4 phone calls or in-person meetings < distance-dependent >
Site visit to venue < if applicable >
Creation of complete weekend timeline
Rough draft provided by 3 months prior to the event
Final draft completed 1 week prior
Final draft shared with all vendors + any family or friends (as preferred by client)
Complete floor plan design
Rough draft provided 3 months prior to the event (unless site visit dictates otherwise)
Finalized 1 week prior (includes all tables, chairs, food & beverage service tables, & additional décor elements)
Shared with the venue and any other vendors requiring a layout
Ceremony planning
Advises on and works with the client to create the general order of processional + recessional
Provides layout of the order, including notes on music, pairings, and positions
Shares ceremony plan with officiant and musicians, djs, bridal party and family members, as needed
Vendor check-in 2 weeks prior to the event
Confirms arrival + departure times for each
Adds any extra timeline notes with each vendor to the final master timeline
Has each vendor approve the final master timeline as pertains to their service
Wedding weekend timeline:
(based on 3 hrs for rehearsal + 15 hrs day-of)
Ceremony Rehearsal < day prior or day-of, venue dependent >
General check-in with the couple, family, officiant & bridal party
Wedding timeline recap with the couple, family & bridal party
Ceremony rehearsal with the couple, bridal party, officiant & family members, including music timing & cue
Advises on music cues, walking cadence & standing positions for all members of the ceremony
Runs through photography expectations outlining which vips need to be where and when
Complete Setup
Reviews delivered rentals and accounts for all ordered items
Ceremony chair placement + setup
All table + reception chair placement + setup
Linens placed prior to floral arrival
Client provided decor placed per client’s specifications, discussed prior to the event
One dining table set to client specification for B+B to mimic upon arrival
Vendor Orchestration
Communicates with all vendors to ensure arrival times are met
Ensures that all vendors have what they need upon arrival and are given access to their needs from the venue
Ensures all vendors adhere to agreed-upon timeline and floor plan requirements
Communicates with each vendor prior to their departure
Ceremony Coordination
Communicates with couple, bridal party & family involved leading up to the ceremony time
Arranges bridal party for processional & begins ceremony once all guests have arrived and are in position
Ensures that couple & bridal party are offered food & drink prior to and immediately after the ceremony
(unless other arrangements have been made)Arranges for and encourages a quiet place for the couple to get away for a moment post-ceremony (if they so wish!)
Timeline Management
Maintains the scheduled timeline throughout the event and communicates with the couple if anything needs/warrants adjustment
coordinates where all gifts, cards, leftovers and personal objects should be/go at the end of night
oversees complete breakdown + vendor departures
reservation + payment:
basic service starts at $4,500
deposit of $1,500 due upon signing
balance due 1 week prior to the event. a final invoice will be sent with the b+b final invoice(s)
additional billable items that may be included on the final invoice if:
General planning time exceeds 15 hrs (EC responsible for logging hours and notifying client once 10 hrs has been reached)
Travel time outside of Portland (billed in 30-minute increments)
Hotel accommodations (if venue is over 1.5 hrs away from Portland)
Additional event coordination (ie. Rehearsal Dinner) is required or desired
Menu formatting & design and/or additional signage orchestration & design
Additional rental arrangements beyond the standard needs are handled by the EC during the planning process. This could include lounge furniture or rugs, specialty items, or multiple rental orders.
Rental showroom visit is requested for assistance with rental selections
Large distances on-site between spaces are considered prohibitive to efficient setup and additional staff are needed (discussed with client prior to billing)
additional billable items that may be included on the final invoice if:
General on-site time exceeds the 18 hrs allocated < includes rehearsal + day-of >
Additional assembly of decor, arbors, lighting, place card reconfiguring or last-minute seating arrangement changes are required day-of and had not been previously discussed
Notes:
Your EC will work together with B+B’s rental consultant to ensure all rental needs are met. Color schemes, lighting, floral arrangement and overall design should be generated from the client or out-sourced vendors.
Provided Decor Expectations -
Any major assembly of client-provided decor should be handled by the client, friends or family unless otherwise agreed upon prior to the day of the event. (The EC is always handy, but we don’t typically arrive with power tools in hand. Please plan appropriately;)
A complete list of client-provided items should be submitted to the EC 1 week prior to the event.
Client is responsible for providing the EC a complete list of table assignments and/or place settings 1 week prior to the event.
When plated dinner service is being provided, it is the responsibility of the client to provide the EC with a seat-specific seating chart and detailed spreadsheet of all meal selections and dietary restrictions.
A credit card will be kept on file for any additional charges that may be billed post-event with a 4% convenience fee added. The client will be made aware of these charges prior to processing and will be given the option to pay with check to avoid the 4% fee.
For additional pricing information please feel free to ask for the complete contract to peruse!
For additional pricing information please feel free to ask for the complete contract to peruse!