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Wedding & Event coordination

Let's Plan!

We understand that every event is different and your planning needs are as well – let our event coordination team help. Milestone Events Group prides itself on hundreds of 5 star reviews, flexible scheduling and decades of experience to assist you in the planning that you will need for your day to go off without a hitch.

How can we help?

Most couples haven’t had to plan a wedding before, and we know you want your wedding to be perfect.  Our team makes wedding planning easy, we have this down to a science, and that’s why couples choose one of our very competitive Event Coordination options:

 

  • Partial Planning at Milestone Managed Venues
  • Partial Planning at other Wine Country Wedding Venues
  • Wedding weekend/ Multi-day planning

What do we do?

All Milestone Event Coordination Packages include:

  • Introduction to your Milestone Coordinator
  • Intro call to get to know your style and preferences
  • Coordinator creates online planning portal with access to vendor info
  • We make suggestions for vendors within requested categories, budget, style, etc.
  • Rental order created by coordinator
  • Coordinator creates checklist online with timing, tasks and important details
  • Wine tasting and walk through appointment date set for coordinator and client
  • Prepare timeline for bride and groom to approve
  • Send out approved timeline to vendors
  • Prepare and review layout
  • Verify vendor list with contact information
  • Review wedding party and ceremony processional
  • Create processional list of names and place in order
  • Confirm music cue’s with bride, groom, and musicians/DJ
  • Ceremony Rehearsal
  • Collect items from bride and groom such as escort cards, programs, décor items
  • Run rehearsal processional with officiant
  • Coordinate with wedding party where they will need to be the day of and what time
  • Distribute emergency contact information to bride, groom, maid of honor, best man
  • Coordinate vendors upon arrival
  • Set up personal items such as sign in book, escort cards, wedding favors
  • Place water and sparkling wine in the bridal changing room and groom changing room
  • Greet bride and bridesmaids and escort them to bridal changing room
  • Welcome groom and groomsmen as they arrive ensuring bride is hidden
  • Hand out personal flowers to bride, bridesmaids, flower girls, M.O.B, M.O.G
  • Pin personal flowers on groomsmen, bridal party (F.O.B, F.O.G)
  • Coordinate with photographer for pre-ceremony photos
  • Set up ceremony items such as programs, unity candle, reserved seating signs
  • Confirm the music that the ceremony musicians and/or DJ and hand cue
  • Greet guests as they arrive
  • Communicate with ushers/groomsmen and guide them on proper ushering (if needed)
  • Schedule with catering staff to invite guests to be seated for ceremony
  • Pow wow w/bride and groom on timing and give them 5-10 min. alert
  • Line up bridal party for their entrance down the aisle
  • Cue musicians/DJ when bridal party is ready for processional
  • Gather bride, groom, bridal party and family for photos
  • Ensure proper flow of cocktail hour
  • Review dining table layout and instruct catering staff to light candles, etc.
  • Communicate with catering staff when they may invite guests to dinner
  • Assist guests to locate their table
  • Line up bride, groom, and bridal party for introduction
  • Cue DJ/band when bridal party is ready for introduction
  • Confirm with catering captain when toasts will begin to ensure guests have beverages at all times
  • Chat with guests who will be giving toasts and give them 5-10 minute alert prior
  • Communicate and organize with bride and groom first dance/cake cutting
  • Prevent and fix problems as they arise
  • Remain easily accessible throughout the entire event
  • Pack up gifts, miscellaneous ceremony/reception items into designated car
  • Coordinate departure transportation
  • Coordinate departure of vendors

How do we do it?

Our simple, powerful & complete set of collaborative planning tools to keep you on track include:

  • Checklists & Timeline
  • Style Guides & Vendors
  • Wedding Website
  • Guest Manager
  • Seating & Space Layouts
  • Calendar & Automatic Reminders

"amazing from the very beginning"

Let's connect

Get all of our coordination details!

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