In-House Wedding Coordination

Although not a full “coordinator,” since he/she is not part of the planning process, your Venue Host will be onsite lending a hand throughout the rental period to take care of the venue.   ​You’ll find him or her doing all sorts of handy things through the day to make your life easier, so here’s some clarification.  They’re discreetly handling venue tasks in a way that means you won’t even notice, because it’s taken care of for you!  ​Included in all rentals:Tools & resources shared at venue booking:  Planning checklist (at booking) + Website Resources like sample floor plans, budget calculator tool, etc.  + Online Planner tool (3 mo prior to wedding)Meetings Included: "Final Details" Call to review planner tool, 30-60 min.Communication:  Email communication during business hours, replies within 2 business days. Telephone access by appointment.  Cleanup:  Check-in returned decor, do final walkthrough with clients.  Venue provides post-event deep cleaning (trash, floors, restrooms, dressing rooms)Common tasks needed that are NOT Venue Host Duties:Timeline CreationVendor & Logistic ManagementDecorating Planning Meetings and/or day-of Decorating ServiceDecor tear-downAdditional 1-on-1 Meetings, Venue Revisits to “look at decorations,” or bring folks to “just see the place.”

Perfect for the bride who want to hand-off all the logistics so she can enjoy the wedding knowing there’s a skilled executing her plan! She likely already has trusted helpers, a florist, and a decorator to do the majority of the decor set up.​Our Professional Wedding Coordinators are exclusively dedicated to you on the wedding day.  The do not have any venue duties.  ​PRIOR TO THE WEDDING DAYReview all applicable vendor contracts as shared by the client.Arrange and attend coordinating meeting (5-6 weeks prior to the wedding) to discuss timeline, introductions, vendors and confirm arrival times, floor plan, decorations, music, menu, and any applicable venue services. +/- 2 hrsThe month of the wedding, the Coordinator will verify arrival times, service level, menus, and venue policies with vendors in advance as well as distribute timeline to all.Create wedding day itinerary for couple, wedding party, and vendors.Accessible via email and phone the month of the wedding for all questions from vendors and bride.Coordinate an onsite rehearsal, if applicable (subject to Arlington Acres availability- day before not guaranteed) WEDDING DAYThe Coordinator will provide coordination of the setup, ceremony, and reception.Coordinate a day-of rehearsal if applicable, combined or separate groups.This time is used to:Manage wedding vendors per instruction & invoicesAssist your decorating helpers as availableDistribute flowers to wedding party, family members & special guestsMake sure all wedding party members are looking picture perfectProperly line up processional and cue DJBustle bride’s gownProvide cake cutting serviceCue vendors and couple to coordinate entertainment and announcements/events during reception with DJ, Photographer & Wedding Party according to the instructed timeline within service time.Arrange faux or real exit by distributing exit favors and lining up guests for the photos.Estimated 10 hrs onsite during the wedding day.

The decor-setup adds additional preparation, design, and all the helpers need so the bride and family don’t have to lift a finger.​PRIOR TO THE WEDDING DAYDecor questionnaire to gather your inspiration and discover your design style & vision.Mood-board Creation from your Pinterest/inspirationPre-Wedding (3-4 mo prior to the wedding) virtual design consultation “mood-board review meeting”Tablescape Mockup meeting to see plans in person (1-2 mo prior to wedding)Create a detailed decorating plan with lists and inspiration/mock-up pics for the decorating team to install the design WEDDING DAY:Early arrival of decorating team to begin all the ceremony and reception decorating using Arlington Acres decor plus any decor you bringDecorate guest tables, head table, and any specialty tables per planArrange place settingsDecorate backdropsHang your neon signs …and use their experience to elevate the overall design of the event!Tear Down duty: An assistant will tear down all decor and flowers at the end of night, including cleaning charger plates as needed. Supplies: Provide decor installation supplies like cable ties, floral wire, floral sheers, etc.  EXCLUDES: charger plates & linen napkins (rent separately), dinnerware, floral arranging, custom sign making, decor/furniture assembly,  arranging florals, balloon work, pipe and drape, steaming linens onsite, or any last minute duties not agreed upon in writing via the decorating plan.