WEDDING PLANNING AND COORDINATION
Katy Weaver Photography
We understand that your wedding will be one of the most memorable days of your lives, and we also understand that every couple's vision is going to be different. Some couples come to us just needing someone to coordinate, check the details and execute the day. Others want us to lead the design and handle vendor outreach and communication. And some couples are looking for an indulgent, weekend long experience where everything is taken care of for them.
Whatever your needs are, we are here for you. With every package, we provide:
A Customized Planning Portal
Every client receives our Brainy and Bountiful System for wedding planning - we call it BABS for short. BABS is the personalized custom wedding planning tool (integrated with Google Drive) that is full of tools & resources we'll use organize your details, like our custom planning checklist and a budgeting tool specific for wedding planning.
(watch our sneak peak of what's inside BABS)
Your Trusty Lead Planner
We are a team of planners, but you will have your lead planner by your side from day 1. Your lead planner is dedicated to you and your wedding and they will help guide you along the planning journey. Your lead planner will be by your side during the planning process and also on the day of your wedding. And because we are a team, the best part about YPB is that you also get the support, knowledge and experience of the entire team!
Peace of Mind
Every couple deserves to love the planning process, not just survive it. We are here to ultimately take a lot of the stress off your back and help you organize all the moving parts that wedding planning process entails.
We want you to know exactly what to expect. Here's what your journey might look like from inquiry, to consult, to signing the contract when you choose to work with us.
Our Planning Services
Full Service Planning, Event Coordination, Design, Styling, and Day of Management
When you want to indulge in a highly curated and luxurious full wedding weekend experience, our Ultimate package is the level of service you are looking for. As the most comprehensive package we offer, this full planning package allows you to dream a little deeper about your perfect wedding. From the pre-planning process through the entire wedding weekend, your Lead Planner will lead the path at every turn of your wedding planning journey.
Event Coordination, Design Consultation and Day of Management
Our most popular package! We provide logistical and design support during your planning process to help you fill in your event vision. With more planning meetings than our signature package and design consultation, we are here to ensure that nothing falls through the cracks, and that every detail is thoughtfully designed and executed.
Planning, Event Coordination, Design and Day of Management
Spend less time doing mundane wedding planning tasks and instead, feel the excitement of seeing the details come together before your eyes. We will take care of fully planning all the key components of your wedding day. We lead the design, vendor outreach, planning and communication during the process but follow your vision so you can focus on the fun stuff and being more present in your day to day life.
Day of Management
A great day starts with a great plan. To make sure you have the best wedding day, we provide resources, guidance when needed, and a few check in meetings along the way to ultimately manage your event logistics. We provide you with peace of mind knowing that the details have been cross-checked, and that you have an expert problem solver, decorator and event manager to be there on your wedding day ensuring the best day possible.
ask a planner
Wedding Planning Consultations
How is a wedding planning consultation different than hiring a wedding planner, you might ask?
Wedding planning consultations allow you to ask a wedding planner any questions about a specific wedding topic (i.e. your wedding budget), evaluate your plan, gather insight before or during your planning process, and receive helpful tools, templates and guides we use for our full service clients. A consultation with a wedding planner is a great option if you don't want to make a full commitment to hiring a wedding planner.
If a package doesn't quite fit your needs, we have an a-la-cart menu of services so you can customize your level of service. For your convenience, we have also included a glossary at the bottom to detail what exactly our services entail.
A LA CARTE SERVICES
Occasionally, clients may choose to add on additional services to a base package - you can add these on at any time, or can inquire about any add-ons before you book. Because transparency is extremely important to us, we want to be clear about what those costs are, should you decide to add them. If you find you need more assistance than an add-on and want to upgrade packages, you can also do so at any time.
The difference in package cost will be invoiced at the current rate. All fees once paid, are nonrefundable. Add-ons are only applicable to Wedding Planning Packages, not Ask A Planner Consultations.
You don't have to wait to book a planner until you have a venue. We'd love to help you find your dream venue and narrow down the options based on your needs, wants, priorities and budget and provide our insight at each venue.
This Venue Search price is only applicable as an add-on to a wedding planning package. If you are interested in a partner to help you in a Venue Search without committing to a planner, check out our Ask A Planner - Venue Search and Consultation.
In addition to your lead planner, we provide one associate planner for Signature packages and two associate planners for Premiere and Ultimate packages. Additional Planners for day-of set up can be added to any package or may be recommended by your lead planner in some cases.
Minimum of 5 hours, additional travel costs may be applicable.
Additional On-Site Hours
Our hours onsite on the day-of vary by package, but we are always willing to add extra hours if needed to ensure an extra piece of mind. Additional hours apply to each planner included in the clients' package.
Additional Planning Meeting
Clients can chose to add on a planning meeting at any time during the planning process. Planning meetings are a great way to spend extra time developing a timeline, reviewing décor lists, discussing potential plan changes, etc.
Additional Venue Walk Thru
per walk through
We always provide one logistical walkthrough 60-45 days before the wedding, and an additional design walkthrough for Premiere and Ultimate packages. Often, Signature clients choose to add an additional walkthrough with their planner earlier in the process to discuss design ideas and layout.
Additional travel costs may be applicable.
Additional Rental Meeting
One to two rental meetings are included in every package, but clients can schedule an additional meeting with their planner if desired. This can be to change the rental design direction or review an additional rental option with a planners guidance and design expertise.
Administrative Services / Vendor Outreach
(Note: this service is included in our Deluxe and Ultimate packages, but can be added on for Signature and Premiere packages). Building your vendor team can be a full time job: from researching, to inquiring / checking for availability, to the pricing and info gathering, to just knowing what questions to ask before you book... it's an important but time consuming part of the planning process. This add-on means we will do all the above for you for any vendor(s) of your choosing. We'll inquire, gather info, vet vendors for you, set up consultations, and narrow down options so you have the the info you need to decide who is the best fit for you. We'll also communicate your vision with them throughout the planning process and make sure they have all the info they need, so you don't have to worry if you're missing something. Our couples find this service most useful for booking their caterers, florists, photographers or lighting services. Busy couples who want to make the decisions for their wedding but just don't have the time find our Deluxe Package the most helpful- you're time is valuable! Let us help you keep more of it.
Welcome Event or Day-After Brunch Event
Many of our couples want additional help planning and coordinating additional events for the weekend of their wedding. We would love to add on planning and coordination services for these events. With this add on, your planner will help you find a location and vendors to make your additional events a raging success. We will be onsite to bring it all together and ensure everything runs as smooth as wedding day.
If you are interested in adding this on to your package, reach out to us so we provide a more accurate proposal.
Rehearsal Dinner Coordination and Planning
Planners are always present at rehearsal dinners for processional/recessional walkthroughs, but clients may add on coordination services for the dinner portion if desired. With this service, we will help you secure a caterer, rentals, and/or implement design to elevate your event.
Reach out and let us know what you are envisioning for your rehearsal dinner so we can send you an accurate proposal.
While your wedding planning, you'll learn a LOT of new terminology. It's true, there's a lot of moving parts to wedding planning that you may not initially forsee! But don't worry, that's why we're here. To help understand your wedding planning journey and compare your options to ensure you've found the best fit, we've listed some common terminology of types of meetings, wedding positions, and wedding services.
Venue Coordinator or Venue Manager
Most venues will come with a Venue Coordinator or Venue Manager, but it's important to know that this position is NOT the same as a wedding planner. During the planning process, a venue coordinator may remind you of important steps related to using the venue, such as getting event insurance, completing their planning checklist. They often do not, however, help create your event plan or coordinate the event, or set up your personal décor. In most situations, the Venue Coordinator/Manager is merely there to mediate problems on the day of and ensure the venue is in good standing by the end of it.
A wedding planner or day-of coordinator is typically the person who will queue your processional, help move the event along, and set up your event beyond any included inventory.
Venue Walk Through
A venue walkthrough involves meeting at your venue with important vendors, such as your caterer, DJ, bartenders, and coordinator to talk through the logistical plan. When we do our logistical venue walkthroughs in all our packages, we initiate and schedule the walkthrough and talk through things like:
The general layout
Where traffic will occur so we can ensure smooth transitions
When and where the food service will ideally happen
What décor are you considering and identify any conflicts you may not have thought of
Transitions between events
For our design packages, we offer two walkthroughs. One is more design-focused so we can talk through the layout and possibilities early in the planning process to inform the overall event design. The second is the logistical walkthrough.
What do "rentals" entail you might ask? For anything that you don't plan on purchaseing or another vendor does not provide, "rentals" can entail:
place settings (chargers, plates, flatware, glasses),
barware (wine glasses, beer glasses, beverage dispensers),
linens (napkins, table clothes)
infrastructure & equipment (tables, chairs, bar fronts, dance floors bar materials)
décor (lounge furniture, easels, arbors, votives)
All that to say, we help you determine what you need and craft, update, and coordinate delivery/pickup of your rental order. We also help recommend rental companies that will be best for your situation. Depending on the options that is best for you, we meet at rental showroom or meet virtually to pick out your ideal items and provide guidance and education along the way. If we meet at a show room, we'll get to create a table mock up so you can visually see your design come together. And maybe best of all... YPB is a preferred vendor for many rental companies and can offer you a special discount!
Design Services: Decorating vs Designing vs Styling
With all of our packages, we will ensure your wedding day is as gorgeous as it can be. We always will help you flush out an idea, but our packages offer varying levels of assistance when it comes to design.
With our Signature and Premiere Packages, we help you set up, decorate and arrange your chosen décor and make sure each space we've discussed in meetings matches the vision you communicated. However with the Premiere Package, we help you conceptualize the overall vision so you can have a guide when you select your décor.
With our Deluxe Package, we help conceptualize your event design to give you a robust guide and recommendations so you can choose your décor with confidence, then decorate and arrange come the day of.
With our Ultimate Package, we offer event design and styling. Styling is where we take all the design elements and curate them to something that is unique to you. It isn’t just gathering items that look good together, it is placing them in a way that is specific to your vision and to how you want the day to feel. Styling is ensuring that your ribbon colors are exactly the right shade of taupe, it is selecting the right vow books that reflect your personalities, it is arranging the lounge furniture just so.
A love note...
"Sam from YPB was by mine and my fiancé's side throughout the last few crazy months leading up to our wedding. After having our first coordinator fall through I had to find someone new in a pinch and was beyond happy to land with YPB. Sam came through for us big time when we wound up having to essentially re-plan our wedding within a week because of a rain storm that came through. She kept us calm, cool, and collected, even though we were freaking out inside. She shined when it came to the actual wedding, taking on so many roles and responsibilities and doing it with grace. We truly couldn't have made it through the night without her. If you're on the fence about hiring a coordinator for you wedding, take the leap and invest in it. Having the support on that day is so crucial to ensuring everything goes smoothly!"