Comprehensive Wedding Planning Services
Key Elements of Wedding Coordination
The agency manages all aspects of wedding planning, including venue selection, contractor coordination, schedule management, and design implementation. Services typically begin 6 to 12 months before the event date, with regular progress updates and adjustments based on client preferences. The process includes contract negotiations, timeline creation, and on-site supervision during the event.
Comprehensive Wedding Planning & Coordination
What's Included
- Initial consultation and needs assessment (up to 2 hours)
- Venue scouting and recommendations (up to 5 venues)
- Coordination and negotiation with all contractors including caterers, florists, photographers, DJs, and decorators
- Detailed wedding day timeline creation and management
- Design concept development aligned with client preferences and budget
- On-site coordination on wedding day by a dedicated planner (from 4 hours before ceremony until 1 hour after reception ends)
- Vendor payment coordination and tracking
- Unlimited email and phone communication from contract signing until wedding day
- Emergency backup plans for weather or vendor issues
Pricing Details
| Base package price (up to 100 guests): | $4,500 USD |
| Additional guests (per person over 100): | $25 USD |
| Weekend surcharge (Fri-Sun weddings): | +15% |
| Early booking discount (book 12+ months in advance): | -10% |
| Payment options: | 50% deposit upon contract, 50% balance 30 days before event |
| Accepted payment methods: | Bank transfer, Credit Card, PayPal |
Schedule & Availability
Operating days: Monday to Sunday
Office hours for consultations: 9:00 AM – 7:00 PM EET
Wedding coordination availability: year-round, subject to booking
Recommended booking timeframe: minimum 6 months prior to wedding date to ensure availability and full service
What's NOT Included (Additional Costs)
- Venue rental fees
- Vendor service fees (caterers, photographers, florists, entertainment)
- Travel or accommodation expenses for vendors outside Kiev (charged separately)
- Custom decor items or rentals exceeding agreed design scope
- Overtime charges for coordination exceeding contracted hours ($100 USD/hour)
Cancellation & Refund Policy
- Cancellation made 90+ days before event: full refund minus non-refundable 10% deposit
- Cancellation 60-89 days before event: 50% refund of total paid amount
- Cancellation less than 60 days before event: no refund
- Rescheduling allowed up to 45 days before event without penalty
Terms & Conditions (Key Points)
- Client responsible for providing accurate guest count by 30 days prior to event
- Liability limited to services explicitly outlined in contract; not responsible for third-party vendor failures
- All intellectual property rights of design concepts remain with agency until full payment received
- Agency reserves right to subcontract select services with client consent
- Client must adhere to local regulations and venue policies; agency not liable for penalties arising from violations
Partial Wedding Coordination Package
What's Included
- Up to 3 planning meetings to review client’s own vendor selections
- Review and coordination of vendor contracts provided by client
- Creation of comprehensive wedding day timeline
- On-site coordination on wedding day (up to 6 hours)
- Coordination of vendor arrivals, setup, and troubleshooting during event
- Final budget review and payment reminders
Pricing Details
| Base price (up to 75 guests): | $2,200 USD |
| Additional guests surcharge (per person over 75): | $20 USD |
| Weekend event surcharge: | +12% |
| Deposit required: | 40% at contract signing |
| Balance due: | 60% due 14 days before wedding |
Schedule & Availability
Consultations available Monday through Friday, 10:00 AM - 6:00 PM EET
Wedding day coordination available 7 days a week
Booking recommended at minimum 3 months in advance to secure date
What's NOT Included (Additional Costs)
- Vendor sourcing and contract negotiation
- Venue rental and vendor fees
- Services beyond 6 hours on wedding day ($120 USD/hour)
- Design concept development
Cancellation & Refund Policy
- Cancel 60+ days before event: 75% refund of deposit
- Cancel 30-59 days before event: 40% refund
- Cancel less than 30 days: no refund
Terms & Conditions (Key Points)
- Client responsible for providing complete vendor contact information
- Agency acts as liaison only for coordination, not contract signatory
- Liability limited to coordination services; no responsibility for vendor performance
- Overtime work must be pre-approved and paid in advance
Wedding Design & Styling Consultation
What's Included
- Two in-depth design consultation sessions (2 hours each)
- Custom mood board and color palette development
- Recommendations for decor elements including linens, centerpieces, lighting, and floral arrangements
- Vendor referrals specialized in wedding decor and styling
- Detailed shopping and sourcing list with pricing estimates
- Follow-up email support for 30 days after final session
Pricing Details
| Flat fee for design consultation package: | $1,200 USD |
| Additional consultation sessions: | $150 USD per hour |
| Payment terms: | 100% upfront before first session |
Schedule & Availability
Consultations offered Monday to Friday, 11:00 AM – 5:00 PM EET
Sessions held virtually or at agency office in Kiev
Booking recommended minimum 4 months before wedding date for optimal design implementation
What's NOT Included (Additional Costs)
- Purchase of decor items or rentals
- On-site styling or setup on wedding day
- Coordination with vendors beyond design referrals
- Travel expenses for off-site consultations
Cancellation & Refund Policy
- Full refund if canceled 14+ days before first session
- 50% refund if canceled 7-13 days before first session
- No refund if canceled less than 7 days before first session
Terms & Conditions (Key Points)
- Design materials remain property of agency until full payment received
- Client agrees to provide timely feedback to ensure schedule adherence
- Agency is not responsible for availability or pricing changes of third-party decor vendors
- All consultations conducted in English or Ukrainian as per client preference
Wedding Coordination Components
Core Planning Services
Full-service wedding event planning includes coordination of venues, contractors, timing, and design to ensure all elements align. The agency manages communication among parties involved and oversees the event timeline from preparation through completion.
Venue Coordination
Venue selection involves evaluating available locations based on capacity, accessibility, and client preferences. Contracts and site visits are arranged during a 2-week consultation period to finalize the booking.
Contractor Management
Contractor management covers liaising with caterers, florists, photographers, and entertainers. Scheduling and contract oversight occur 4-6 weeks before the event date.
Event Timing
Timing coordination includes developing a detailed event schedule covering ceremony, reception, and vendor activities. The timeline is finalized 2 weeks prior to the wedding day.
Design Planning
Design planning covers theme development, décor selection, and layout arrangements. Collaboration with designers and suppliers usually spans 3-5 weeks.
On-site Supervision
On-site event supervision ensures that the planned schedule and arrangements are executed as coordinated. Supervision begins 4 hours before the event and continues until completion.
Wedding Planning Timeline
Planning Process Overview
The planning process follows structured phases including consultation, contract finalization, design development, and execution. Each phase has defined timelines and deliverables to maintain progress.
Consultation Phase
Initial consultation involves gathering client requirements and discussing preferences. This phase typically lasts 1-2 meetings over 1 week.
Contract Finalization
Contract finalization includes securing venues and vendors through signed agreements. This process usually takes 2-3 weeks depending on availability.
Design Development
Design development consists of selecting themes, floral arrangements, and décor elements. Client feedback is incorporated during 3-4 weeks of iterative planning.
Rehearsal Coordination
Rehearsal coordination organizes the run-through of event activities with key participants. This typically occurs 1-2 days before the wedding.
Event Execution
Event execution involves managing the schedule, vendor arrivals, and guest logistics on the wedding day. Coordination spans the full event duration, approximately 8-12 hours.
Wedding Planning Team
Team Roles and Expertise
The team consists of certified event planners with experience averaging 7 years in wedding coordination. Specialists cover venue management, vendor relations, and design consultation.
Lead Planners
Lead planners hold certification from the International Live Events Association and coordinate all major client communications.
Vendor Coordinators
Vendor coordinators handle contracts, scheduling, and quality control for all third-party services involved in the wedding.
Design Consultants
Design consultants develop event themes and oversee décor implementation based on client preferences and venue characteristics.
On-site Managers
On-site managers supervise event day activities, ensuring adherence to the schedule and resolving issues as they arise.
Support Staff
Support staff assist with logistics, guest services, and setup tasks throughout the event phases.