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WEDDING & EVENT COORDINATION

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Coordination Details Booklet

What we do

California event coordinators Milestone Events Group

We understand that every event is different and your planning needs are as well – let our California event coordinators 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.

Call/Text: (707) 755-7499

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 California event coordinator 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 California Event Coordinator 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

Testimonials & REviews

What people are saying

"AMAZING FROM THE VERY BEGINNING"​

"Napa Valley is the perfect setting for a destination wedding, and we are so happy with our decision to wed at Viansa Winery in July 2018. Planning the entire thing from Chicago, we relied on the help of the Milestone team, who went above and beyond to ensure our big day was perfect. We were appointed Teina as our event coordinator, who was a pleasure to work with. She was always prompt to respond to emails, and knew all the answers to our many questions! We shared our vision with her, and she really helped it come to life. She put us in touch with the right vendors, and finalized our rental order so we didn’t need to worry about it. On the day of, she did everything to ensure our event followed its timeline, all the vendors did what they needed, and even packed up our car with the decorations at the end of the night! I don’t hesitate in recommending Milestone Events Group for your Napa Valley wedding or special event! Thank you for everything!"
Amy
"The team at Milestone Events Group was amazing from the very beginning. I got married at Trentadue, one of the many breathtaking venues that this expanding company has to offer. From my original site tour, to our interactions throughout the year leading up to the wedding, all the way up to the wedding day, the staff was supportive, informative, and professional. They were so patient with my questions, accommodating with my requests, and always made me feel as though I could go to them if I needed something. Everyone there is a class act and they made the planning process much easier! Most importantly, they have some of the most gorgeous and unique venues in the area. Thank you to everyone at Milestone for helping make my wedding the best day of our lives!"
Lindsay
"I could not have had a better experience with Milestone Events Group. We were guided through every step of the process, they were attentive to our needs, prompt in their responses, and a pleasure to work with."
Michael H,
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matthew parks

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About

Matt is a Sonoma County native. He has worked on the production side of events for over two decades. From bartending, to catering to event planning, Matt has done it all. He co-owned one of Marin County’s premier catering and event planning companies for many years. Matt is passionate about sharing our beautiful wine country and helping to create exceptionally memorable events. When he is not working you can find him mountain biking at Annadel State Park or Skiing in Tahoe, or maybe relaxing at a brewpub after a good trail run. Cheers!