All Inclusive Coordination & Design Package Details

Blue Sapphire Events will be your partner throughout the entire planning process, whether you want someone to handle every little communication with vendors or only creating the design for your wedding. The day of your wedding, Blue Sapphire Events will be there to coordinate every detail. Below is a list of just some of the particulars that will be taken care of in the All Inclusive Planning & Design package: 

Months Prior to Wedding Day

  • Create detailed planning checklist for bride and groom

  • Work with the bride and groom to design style of wedding while finding creative ways to incorporate personalized elements

  • Research vendors and provide bride and groom with 2-3 options per vendor that range in price and capabilities to best fit the couple’s needs

  • Assist with creating ceremony and reception playlist

  • Coordinate with ceremony and reception venue on lighting, sound, and parking restrictions

  • Schedule all transportation needs for out of town guests

  • Order favors and bridal party gifts

  • Prepare vendor payment schedule and provide reminders on vendor payments

  • Create out-of-town guest welcome letter to provide directions, itinerary, and transportation logistics

  • Full budget management to ensure the wedding is staying within the couple's budget

  • RSVP responses management

  • Assist in creating seating chart for wedding reception

  • Unlimited phone and email consultations to ensure peace of mind for bride and groom

Approx. One Month Prior to Wedding Day

  • Have a “Final Details” meeting with Bride and Groom to understand expectations for the flow of the wedding and what services are expected from each vendor

  • Review with the vendors all details agreed upon for the wedding day and take over as point of contact so Bride and Groom can enjoy their engagement

  • Create a detailed wedding day timeline for ceremony and reception to be shared with the vendors and Bride and Groom

  • Finalize vendor payments and gratuities to be given on the wedding day

  • Help with any last minute details the Bride and Groom would like assistance completing

  • Unlimited phone & email communication to ensure peace of mind for Bride and Groom

Rehearsal + Rehearsal Dinner Management (if wanted)

  • Work with the wedding officiant to choreograph wedding ceremony, processional and recessional

  • Provide reminders to all parties on arrival times and locations, and any necessary items they need to bring such as wedding rings

  • Collect any décor items to be set up at venue site for wedding day

  • Create timeline for Rehearsal Dinner for speeches, serving times, and drinks

On Wedding Day: Pre-Ceremony

  • Set up guest book, cake cutting utensils, escort cards, table numbers, menu cards, and favor table or favor distribution

  • Assist catering and venue staff with remaining setup needs

  • Facilitate on-time arrival of all vendors including hair and make-up stylists, photographers, florist, caterers, and musicians

  • Confirm all decoration for ceremony and reception is completed to the vision of the Bride and Groom

  • Review that all floral arrangements were provided and check for consistency with design vision

  • Review timeline with all vendors and provide each a printed copy

  • Coordinate with photographer on all pre-ceremony photography to ensure the Bride and Groom are capturing the photos they want

  • Review proper pronunciation of wedding party’s names with DJ/band for reception introductions

  • Coordinate with any transportation vendor for prompt wedding party and guest arrival

  • Work with Bride and Maid of Honor on the management of the wedding dress train and veil during ceremony

  • For outdoor venues, review lighting arrangement and ensure all are working appropriately

  • Meet with catering staff to confirm food quantity and distribution

  • Ensure vendors are staying on track of Wedding Day timeline

  • Review final layout and decoration of all tables before guest arrival

  • Coordinate wedding processional with musicians, wedding officiant, and wedding party

  • Keep contract binder on hand in case any issues arise with vendors

On Wedding Day: Reception Management

  • Coordinate formal portraits with family and bridal party for photographer

  • Ensure proper flow of cocktail hour food and drinks

  • Help guests locate their escort cards and dining tables

  • Line-up wedding party at reception entrance and coordinate introduction times with DJ/Band

  • Work with catering to facilitate on time service of dinner

  • Cue DJ/band, photographer, videographer and immediate family members of the Bride and Groom for important events such as first dance, parent dances, cake cutting, and toasts

  • Prevent and fix any problems that may arise during the wedding and maintain emergency kit for wedding party

  • Maintain all facilities at venue site to make sure it stays up to par with wedding ambiance

  • Remain easily accessible to Bride and Groom throughout the entire wedding

  • Distribute final payments/gratuities to vendors at the end of the night

  • Coordinate photographer, videographer, and DJ/Band for couple send off

  • Manage cleanup of venue site to eliminate the need of bridal party to stay after the reception

  • Send gifts and DIY items with previously assigned friend or family member