Wedding PLanning Service Options

The day of your wedding should be happy, stress free, easy and seamless.  Your on-site wedding coordinator is there to provide the overall direction to your suppliers, manage the logistics, ensure smooth operation of wedding and ensure timing and flow run perfectly.  Many venues in Lake Tahoe require a professional on-site coordinator to ensure the facility policies are followed and bride and groom can focus on enjoying the day.

Our on-site Day of Wedding Coordination is $1,500, plus $250 if we are needed at the rehearsal.

Pre-Wedding Day Preparation and Timeline 

Pre-wedding meeting with the couple to understand their preferences and detailed plans for the wedding day. 

Provide a production schedule for the date of the wedding. Includes all vendor contacts, name, phone numbers, website. 

Provide a detailed schedule of events for the rehearsal, through the conclusion of the wedding.

Maintain a list of everyone involved in the wedding and roles/responsibilities. (Family, wedding party.)

30 days out

Contact all vendors, suppliers, entertainment and confirm exact timing, deliverables, location, and any vendor requests such as meal breaks, entertainment breaks. 

Coordinate load in and load out for all vendors – provide timeline.

Flag any issues on timing or deliverables for vendors and resolve.

Pre-event call with caterers, venue, and other key vendors.

Confirm staffing and persons responsible for set up day of wedding. (Chairs, tables, décor.) The caterer or rental company should be contracted for this labor.

Advise vendors needed at rehearsal.

Rehearsal: Day before wedding – If included in contract

Attend rehearsal dinner with the appropriate vendors, officiant and wedding party.

Discuss with officiant, ceremony timing.

Determine order of entry and assign if needed, pairings for wedding party to walk down the aisle.

Queue wedding party on timing and recommendations for walk speed, bouquet holding.

Confirm with all wedding party, timing for hair/make up, where to be, timing and any special needs or requests.

Day of Wedding: Ceremony

Ensure a timeline is maintained and on schedule.

Receive deliverables including florals, photographer set up, hair/make-up, light meal coordination for wedding party if needed.

Receive florals for wedding party, family and ensure placement of corsages/boutonnieres are correct.

Confirm all vendors are on site, on time and completing designated responsibilities.

Oversee set up by vendors, staff for tables, chairs, bar area.

Oversee guest seating for wedding.

Queue wedding party for procession. 

Ensure guests are seated correctly and in a timely fashion, ensure wedding party are directed to their places, and entrances are timed with the music. 

Ensure the correct music is played on cue, that all props, such as unity candles, are in the proper place, and that the ceremony progresses as scheduled.

At the direction of the photographer, assist wedding party to be available for photos.

At the Reception

Provide directional information to guests to the location of the reception. 

Ensure caterer and other vendors serve the guests their drinks and food on time. 

Confirm special meals are delivered (food preferences.)

Designate area for gifts and ensures delivery to family member at conclusion of wedding.

Keep wedding reception on the correct timeline as confirmed with couple.

Guide wedding party to a receiving line (if needed) and queue toasts, special dances and any thank-you announcements.

Post wedding reception (day of)

Ensure catering has departed the venue with all trash removed, linens removed and ready for pick up, ensure staff is available to move tables, chairs, take out trash.

Final walk-through of space to ensure deposits are returned and vendors have properly cleaned space. 

Ensure all bride/groom personal belongings are removed from venue.

Your on-site wedding coordinator is there to manage the many responsibilities to ensure the day for a smooth, stress free celebration.  

Venue set up - Move tables, chairs, set tables. Check with the venue or your rental company. For moving and setting rentals, the caterer, banquet staff, or rental company provide this service.

Setting. up florals: This is usually a service provided by the florist.  

Venue tear down - Move tables, chairs, set tables or rentals. 

Trash removal

Cleaning of kitchen after catering

We will set décor for buffet, place settings, menu cards, welcome table.

Labor for additional on-site services including set up, tear down, clean up etc are charges at $400 a day, per staff member, based on availability.