The Paper Hat Wedding Process
WHAT DOES YOUR COORDINATOR DO?
There a thousand (literally) details that go into planning and execution of your wedding day. So what do Paper Hat’s services actually handle? We’ve mapped out the entire process for you, from the day you book, to the moment you receive your wedding photos back. Here’s what you can expect:
When do we start planning?
From the minute you book! Whether you’re 1 year out, or 3 months out, we’ll immediately schedule your first planning meeting. We’ll go over our lengthy questionnaire, asking you everything about your day.
We’ll run through different timing options and scenarios for all sections of your day to see what flow works for you best. From there, we’ll create a rough draft timeline of the day. We’ll then provide you with the following:
Timeline
Vendor recommendations
Questionnaire with what still needs answered highlighted
Checklist of what needs to be completed next
Vendor organization list
Design/Mood Board
Client Portal to access and keep all your wedding details and documents organized
Welcome guide with process and next steps
What happens after our first planning meeting?
So you have a checklist of all your to-do’s and are working through them. Now maybe we’re 6 months out and you’re feeling a little stuck. What can I be working on now while I have time? I need some design help or ideas for the layout. We’ll schedule another call and go over where you’re at and what we can be working on now.
If you’ve chosen Partial Planning, you have unlimited communication with your planner from the day you book to answer all of your questions. We will review all of your vendor quotes and contracts as they come in, and communicate any changes that need to be made.
We’re 3 months out, what happens now?
We’ll schedule a planning call at 3 months out. We’ll go over your timeline and questionnaire to see if there are any major changes or if there’s anything we have to really nail down now.
We’ll contact all your vendors individually. We’ll go over when the major things are happening on the day, what time they’ll need to arrive, how long they’ll need to get setup, any prep items required, the layout of the space, and we’ll work around any logistics that need to happen between all of the vendors.
We will create your final transportation schedule, layout and last minute details needed.
Between now, and 1 month out, we will continue to remind you of things that still need to be completed for your vendors such as final song selection, cake flower selection, who is taking home the gifts, etc.
We’re only 1 month out, now what?
We will schedule your final planning call. During this call, we will go over any final information needed for vendors.
We will go over final questions that need answers and final personal details like breakfast the morning of, who will have the vow books, etc.
We will go over your final decorations list and discuss the plan of where everything will go.
2 weeks away!
We’ll send you the final documents to approve.
We will then send the final timeline and all final information to your venue and vendors
We will answer all last minute vendor questions and make any necessary logistical changes
We will send you a final simple timeline for you and the wedding party
We will ask all of your vendors to contact us, and not you.
If any vendors contact you, tell them to “ask your planner”
What do you do on the wedding day?
PRE-CEREMONY
From the minute you wake up, we are the day of contact for all vendors, venue, wedding party and guests.
Contact Hair + Makeup, Photographer, Videographer and anyone else who needs morning information.
Confirm the getting ready location, room #, access codes and instructions for how to arrive
Confirm arrival of Hair + Makeup
Confirm arrival of Photographer
Communicate if there are any changes to the day and alert the appropriate parties and vendors
Confirm floral and rentals have arrived and direct to set up
Confirm all personal florals have been distributed
Collect all personal décor and set up all details
Coordinate first look with photographer
Confirm transportation is on time and gather wedding parties to depart for photos and/or ceremony
Coordinate ceremony musicians/music arrival and direct to set up while confirming the day’s timeline
Verify that florist has set up all arrangements according to pre-approved plan
Lay out and label all personal flowers still yet to be distributed (Flower girl petals, mother corsages, etc.)
Supply all flowers to wedding party if no previously done
Help pin boutonnieres and clip corsages
Display programs, reserved seating and send-off items
Pivot to pre-approved rain plans if needed
Make sure ushers arrive on time and direct them to their duties
CEREMONY MANAGEMENT
Signal escorts when to begin leading guests to their seats
Communicate with officiant and music to determine cues for ceremony
Arrange wedding party in designated order
Cue all wedding party for walking
Hold dress train and fluff before walk down the aisle
Handle any and all emergencies that arise throughout
Help locate and pose family members for photos post ceremony
Transfer any items from the ceremony location to the reception venue and store any items not needed
COCKTAIL HOUR/PRE-RECEPTION
Make sure all items transferred from ceremony are set up at reception according to plan
Meet all vendors and direct them where to set up/answer all their questions
Set up all client’s personal décor
Coordinate grand entrance timing with band/DJ
Assemble catering and venue staff to confirm food timing
Arrange menu cards, place cards and favors
Arrange escort cards, signage or any other personal details
Set up table numbers, gift table, champagne flutes and cake cutting utensils as needed
Make sure guest tables and head table are set properly and have the correct number of chairs at each
Confirm all other décor has been displayed according to pre approved plan
Review final set up before end of cocktail hour
Confirm timeline is on track
Provide couple with drinks/food during photos
Assist in dress bustling
Light any and all candles
Manage caterers to continue proper flow of cocktail hour food and beverages
RECEPTION MANAGEMENT
Coordinate a timely transfer of guests from cocktail hour to reception
Locate wedding party and line them up accordingly for introductions
Alert designated emcee when majority of guests have found their tables and couple are ready to enter
Help ensure food is served at scheduled time
Cue music, photographer, videographer and members involved in all important events (parent dances, cake cutting, toasts, etc.)
Cue wedding party members when they are to be announced for toasts
Distribute pre-approved final payments and gratuities to vendors
Remain easily accessible throughout the entire event in case there are any details the couple would like attended to
Contain and rectify any problems that may arise
Collect gifts, top of cake, and personal items to pack in designated person’s car for them to depart at the end of the night
Direct the reception departure transportation and/or formal send-off
Confirm final pick ups/drop offs with transportation
CLEAN UP
If applicable, collect personal décor items from venue and pack in designated person’s vehicle
Collect any leftover personal items and clean bridal suites
versee vendor strike and tear down
