Services

When you decide to work with the HKW Team, you are not just getting a wedding coordinator but you are also getting a friend and someone who cares just as much about your day as you do. Over the years, we have had the honor of being a part of many couples most special day. With that comes expertise, attention to detail, lots of ideas and the ability to anticipate things before they happen. We want to be sure we are helping in all of the ways in which you need so if there is something that is not listed below, please just ask. We are always here to help meet all of our couple’s needs!


All Packages Include

Pre – Wedding Day

• Unlimited communication
• Vendor Recommendation List
• Wedding Worksheet
• Checklist to assist with your planning
• Review Banquet Event Order from caterer or venue
• Review Rental Orders, if needed
• Creation of Wedding Day Itinerary
• Distribute itinerary to all vendors one week prior to wedding day
• Confirm arrival times and tie up any loose ends with all vendors
• Coordinate & run Rehearsal with Officiant, Wedding Party & Family
• Collect all personal decor items at the rehearsal and bring to venue on wedding day (guest book, card box, favors, table numbers, place cards, photos, toasting flutes, etc.)
• Contact those vendors in need of hotel room number the night before wedding
• Emergency Kit provided

Wedding Day

• Display all personal wedding decor (guest book, card box, favors, table numbers place cards, photos, toasting flutes, etc.) – ceremony & reception sites
• Point person for all vendors – assist them with any questions, ensure their set up is as expected
• Ensure ceremony site is set up to the coupleʼs specifications (chairs, flowers, unity candle table, programs, etc.)
• Pin on personal flowers, if needed
• Greet guests as they are arriving and assist them with questions
• Line up wedding party for ceremony – direct down aisle
• Cue musicians during ceremony
• Ensure reception site is set up to coupleʼs specifications (correct # of chairs per table, room layout is correct, decor is set out as expected, etc.)
• Ensure gifts are moved to bridal suite or another safe space
• Ensure banquet staff/caterer has all needed information and staff is ready
• Gather wedding party and line up for grand entrance
• Ensure reception runs on schedule – itinerary is being followed
• Touch base with DJ/band before it is time for each reception event to occur
• Prep family/friends who will be giving speeches
• Distribute gratuities and/or final payments to vendors on behalf of the couple
• Personal assistant to bride & groom
• Assist wedding party & family with any questions
• Ensure end of event arrangements are made for personal decor items, gifts & florals


Thank you for doing such an incredible job coordinating my wedding. My husband and I were very pleased.

Raquel & Christopher 7/18/2015, San Diego Women’s Club


Week Of Coordination

• Organizational meeting via Zoom to discuss vendors, timeline and all questions about the big day
• Wedding Day coverage for 10 hours & 1 hour Rehearsal
• (2 locations or guest count over 120 – add $120 for assistant)

• Organizational meeting to discuss vendors, timeline and all questions about the big day
• Wedding day coverage for 10 hours
• Total in person meetings: 1
• (2 locations or guest count over 130 – add $120 for assistant)


Wedding Management Coordination

• Organizational meeting to discuss vendors, timeline and all questions about the big day via Zoom
• Up to 2 in person meetings for tasting, walk through, vendor meeting of your choice, etc.
• Create space diagram
• Assist with sourcing vendors and gather vendor insurances, if needed
• Review all vendor contracts
• Use of any HKW decor
• Wedding Day coverage for 10 hours & 1 hour Rehearsal, with Coordinator Assistant on site from start to end

 


Partial Planning

• Organizational meeting to discuss vendors, timeline and all questions about the big day and consultation prior to wedding to discuss all the final details
• Prepare and manage wedding day budget, present couple with custom vendor list according to style & budget, manage booking vendors, review & negotiate (to the best of our ability) all vendor contracts, create vendor contact list, and manage vendor due dates and send reminders when payments are due
• Gather design & decor ideas with optional use of any HKW decor and assist in establishing wedding colors, theme & design
• Create space diagram and ceremony seating chart and develop a detailed Wedding Day Itinerary
• Attend food and cake tasting, any meetings with rental company and final walk-through meeting at caterer or venue
• Main point of contact for any appointments & other communication, unlimited communication via phone, email or text – you know you have support at all times!
• Proofreading assistance for all wedding-related stationary items
• Ability to create custom print materials – Welcome Sign, Seating Chart, etc. (printing fee only)
• Communicate final counts to venue and provide detailed wedding day itinerary, diagrams & details to all vendors
• HKW Team to coordinate and run Wedding Rehearsal with Officiant, Wedding Party & Family


Full Planning

We work closely with each client to guide them through the entire design and planning process. From full event design to budget tracking to vendor selection, we are there with you every step of the way to help personalize your wedding day.

For more details on specific services included in this package, please contact Holly here!