PARTIAL WEDDING COORDINATION SERVICE
PRE‐WEDDING
TASKS (at least 4 months before the wedding)
> Conceptualization
·
Schedule a formal
meeting to discuss in detail the final concept/ theme. It is expectedthat the
client has the complete concept/ wedding theme they prefer. M Events may suggest/
make recommendations in terms of the feasibility of the concept.
·
Logistics
·
Client to turnover
final reservation details of the church, hotel, and reception venue to M
Events. M Events will conduct ocular inspections and assist in coordinating
with the venues the final setup details as per client’s requirements. Marriage
documents required from the church will be handled directly by the client.
·
Recommend at least
two (2) to three (3) suppliers that best fit the client’s reception concept and
requirements
·
Submit and manage
wedding budget including cost analysis from the list of suppliers
·
Assist the client
in making payments to contracted suppliers, which shall include safekeeping of
original or copy of contracts and receipts of payments.
·
Constant
coordination and management of contracted suppliers
·
Create and manage
wedding timeline; ensure punctual and proper implementation of schedule and
tasks
·
Wedding rehearsals
will be upon request of the client and will be counted as one (1) personal
meeting with M Events. Meals for the entourage will be provided by the client, if
applicable.
> Invitation
•
Optional:
Distribute invitations via courier and RSVP. Additional charges are further stipulated
in the Terms and Conditions below.
ON‐THE‐DAY
WEDDING TASKS
> At
the Hotel/Preparation Site
•
Ensure the arrival
of expected suppliers at the hotel and their delivery of requirements.
•
Implementation of
wedding timeline.
•
Secure all bridal
accessories (rings, coins, arrhae, pillow, cords, matches & veils, offerings,
etc.) and transport to church/ceremony
•
Attend to the needs
of the bride and the groom (bridal assistant and groom assistant)
•
Supervise and
facilitate food distribution to the bridal party and other suppliers
> At
the Church/Ceremony
•
Check ceremony
set‐up and seating arrangements of entourage/sponsors, parents, bridal pews,
musicians, set‐up of matrimonial candles (if applicable). Coordinate with church
coordinators on ceremony and layout
•
Check and follow up
suppliers’ arrival and delivery of requirements (if applicable)
•
Organize the processional
and recessional of the whole entourage with due permission from the church
•
Distribute
ceremonial items accordingly:
* Cord, veil, and matches to Secondary sponsors
* Ring/ arrhae pillows and bible to bearers
* Flowers, corsages, and boutonnieres to the entourage
* Misalettes to principal sponsors and guests
•
Assist readers,
lectors, offerors during the ceremony (if applicable)
•
Supervise proper
implementation of special effects, music, lights, ventilation, flowers, and
other logistical concerns
•
Collect all
ceremonial items after the ceremony
•
Distribution of
rose petals/poppers to guests for the couple’s exit, with due permission from
the church
•
Make sure that the
bridal party and family are where they need to be for pictures both before and
after the ceremony
> At
the Reception
•
Supervise the
entire set up. Check and follow up suppliers’ arrival and delivery/ implementation
of requirements with accordance to the approved wedding timeline
•
Check arrival of
musicians, entertainers, and hosts
•
Check audio‐visual
presentations and conduct a quick technical run through before the start of the
reception
•
Ensure style and
presentation from caterers and event stylists (if applicable); make sure that
the food is on time and is still hot before serving
•
Ensure that all
items from the client have been turned over to M Events during the preparations
in the morning (e.g. wine, souvenirs, AVPs, props, etc.)
•
Supervise
distribution meals for all suppliers; ensure that everyone gets to eat without disrupting
the program
•
Orient the hosts
regarding the final program flow to ensure a smooth flow and maintain timing of
each event
•
Handle
Registration/receiving of guests and obtaining guests’ signatures in the guest book
•
Oversee gift table
and number every gift upon receipt for monitoring
•
Supervise
implementation of the program (no awkward silences in between)
•
Assist in the
distribution of souvenirs to sponsors and guests
•
Monitor services to
ensure each supplier complies with the agreed contract
•
Supervise
distribution of leftover food, Wedding Cake and other items as requested by client
•
Ensure that all
balance payments to suppliers are settled. Coordinate with the person incharge of
payments for suppliers and assist in signing acknowledgment receipts
•
Turnover of all
logistics used at the Church/Ceremony and Reception, including gifts collected
during the guests’ registration and all extra items at the end of the night
such as extra favors, menus, programs, place cards, etc.
