Wedding Management Guide
You've worked hard planning your wedding, and now we are here to ensure every last detail is executed perfectly. With Elysian Weddings & Events as your Wedding Management team, you can rest easy knowing you are covered. Enjoy your wedding day, and let us take care of the rest.
Each of our Wedding Management clients is provided with our handy Wedding Planning Workbook & Detailed Budget Tracker upon signing of contract, to help equip them to have an organized and painless planning process. Elysian Weddings & Events will meet with you 4-6 weeks before your wedding to discuss your vision and expectations. At this meeting, we will go over every last detail to ensure your wedding day is everything you've imagined. If desired, we will visit your ceremony and venue sites with you. We will confirm all of your vendors and organize their arrivals for the day-of, and reinforce their duties, expectations and arrival and departure times. If desired, we will confirm which of Elysian Weddings & Events' decor pieces you will use, and discuss any personalized signage you would like.
Two weeks prior to your wedding we will meet again, to ensure we have the proper contact information for your entire wedding party, key contacts and anyone else who plays an important role in your day. We will go over your day-of timeline and make any changes as desired.
Did you know that many marriage commissioners may not guarantee their availability for your rehearsal? Rest assured, Elysian will be present at your rehearsal to choreograph the processional, ceremony and recessional and work alongside your commissioner if he or she is present. If desired, Elysian can also aid in the planning and execution of your rehearsal dinner. Before we part ways, we will give each key person a copy of the wedding day itinerary and ensure each person knows where he or she should be throughout the day.
The Big Day
On your wedding day, your job is to relax, soak up the love, and get married. Our job is...
Facilitate arrival and set up of hair stylists and make-up artists
Organize the wedding party and ensure each member is ready when her turn comes
Coordinate deliveries, or fetch food or snacks as required
Ensure Bride and bridal party have their shoes, accessories, and dresses
Ensure Groom and groomsmen have their suits, ties, shoes, and accessories
Coordinate flower bouquet and boutonniere delivery
Coordinate photographer arrival, set up and go over must-shoot photo list
Confirm transportation arrival time
Assist Bride with her gown
Communicate with contact at Groom's location to ensure on-time departure
Assist with pinning boutonnieres
Communicate with transportation while wedding party is en route
Maintain Elysian's Emergency Kit which includes hundreds of items that may be needed in case of emergency, to touch up hair or make up, etc.
Safely transport any items on behalf of wedding party between locations
Act as main contact for all vendors in case of last-minute questions or change of plans; update timeline as needed
Prior to guest arrival, Elysian has already been to the ceremony venue to ensure all pew markers, flowers, candles and decor are in place
Coordinate arrival and set up of musicians and marriage commissioner
Set up programs, guest book, bubbles, etc.
Instruct ushers on their duties and guide them to their posts
Ensure bride and groom arrival and act as communication between parties
Line up both sets of parties for their entrances
Cue music and bridal party entrance
Handle late guests to ensure ceremony is not interrupted
Gather friends and family after ceremony for photos, if desired
Gather paperwork and items (guest book, marriage license, etc.) for safekeeping
Transport necessary decor and items to Reception venue
Ensure wedding party, family and photographer have water and drinks as needed
Call out names and arrange members for photos
Ensure all photos on "must-shoot" list are acquired
Coordinate transportation between locations and maintain contact
Prior to guest arrival, Elysian will ensure the Reception venue is presentable, all decor, table numbers, seating chart, guest book, card box, candles, etc are all set up as discussed
Check washrooms to ensure they are clean and stocked
Discuss and confirm food timeline with catering staff
Ensure flowers have arrived as ordered and are in place
Ensure vendors have arrived and direct them to a safe-keeping area for their belongings, as well as instruct them as to where they are to sit for their meals
Handle any last minute details that may come up
Ensure MC knows proper order of names for entrance
Help guests find their seats
Ensure guests are seated in a timely manner
Cue MC and wedding party for entrances, speeches and other events
Ensure band, photographer and videographer are aware of when key events will take place, with notice before they begin (first dance, cake cutting, etc.)
Prevent any issues that may arise during the event
Keep venue staff and MC updated for any changes to timeline that may arise
Periodically ensure washrooms are still clean and stocked
Handle any issues or complaints about food
Disperse vendor gratuities, if desired
Ensure safe keeping and delivery of gifts and cards
Ensure favour table or candy bar is regularly stocked
Coordinate delivery and/or execution of late night snacks
Coordinate transportation from reception
Ensure band/DJ has proper song list for special dances
Of course every wedding is unique and will come with its individuals needs and demands, but this list provides a baseline of services that you can expect to require.