The Firm
Christine Wheat Events Firm is able to accommodate the wide-ranging needs of our wedding clients by offering several levels of service including shaping or refining design, day-of wedding event management, or producing and executing your entire event. No matter which service you select, we promise that you will save valuable time, energy and enjoy a more comprehensive and less stressful event planning experience.
We have endless resources at our fingertips and work with only the most reliable vendors. These resources and relationships, coupled with over 2 decades of experience, culminate to form an efficient group at the Firm. With over 20 years of experience and 1000 Special Events, the CW team is devoted to customized events with flawless execution.
Getting Started
For the client that needs help determining what the first steps are; venue, guest list, investment guide, transportation…? In order to prevent hasty decisions, we serve as an objective and experienced voice, essential both to the success of the day and your sanity.
What the package includes: (Choose one or all four of these)
• Discuss guest list organization and management
• Investment Comfort Zone – We will help you breakdown the items that go into the style of event and determine the overall
investment necessary along with your comfort zone
• Region Research – Discuss and learn about the region and what it has to offer your event weekend and guests
• Venue Research– Discuss style of event you want to host, Requirements, Availability, Amenities, F/B Minimums, Discounts and
Pricing (Planner to attend tours is optional)
Full Planning
For the client who wants the Firm to guide them through the entire wedding planning process, assemble their team of service providers, provide unlimited professional advice, and manage every detail of the wedding day.
What the package includes:
• Budget Management - Management of expenditures and creation of payment schedule
• Timeline Management – Creation of a planning process based on your scheduling needs
• Venue
• Photographer
• Videographer
• Caterer
• Baker
• Florist
• Rentals
• Entertainment
• Establish color combinations, theme and design concepts
• Review proposals and terms of final contracts
• Accommodations for guests or employees – Hotel Block bookings & Custom Guest
Reservation Management
• Stationary – Save the Dates, Invitation suite, Welcome Bags, Programs, Seating and Escort Cards,
Menus, Custom Signage, Postage and Calligraphy, RSVP management
• Transportation – Guest and VIP needs for the weekend & event day, out of town guests
transportation & pick ups
• Consult and collaborate with client to discuss wedding style
• Stylistic Décor - Creation of inspiration boards, style sheets, design layout and event overview
• Weekend events - Rehearsal, Welcome Party, Brunch
• CAD drawing of your event elements
• Designing of the guest flow and layout of your event
• Assisting you with issues of etiquette that you may have questions or concerns about
• Favors – Design, order Management, assembly
• Welcome Hotel Bags – Design, order management, assembly, delivery to area hotels and homes
• Formal Attire – Purchase, rentals, pressing & steaming appointments
• Specialty Entertainment – Fireworks, Cigar roller, Photo Booth, Performers, Candy Bar, boat ride etc.
• Accessories: Design and order cocktail napkins, stirrers, labels, guest book, etc.
• Weekend Coordination
• Event Day Inventory Management
• Ongoing access for professional advice and guidance with unlimited consultation via email and phone
Partial Planning
For the client that has a few things booked and needs help with finding specific vendors. Partial planning also includes day-of coordination. With this package you can pick and choose the combination of services, for the perfect fit.
What the package includes:
• Budget Management - Management of expenditures and creation of payment schedule
• Timeline Management – Creation of a planning process based on your scheduling needs
• Venue
• Photographer
• Videographer
• Caterer
• Baker
• Florist
• Rentals
• Entertainment
• Establish color combinations, theme and design concepts
• Review proposals and terms of final contracts
• Accommodations for guests or employees – Hotel Block bookings & Custom Guest
Reservation Management
• Stationary – Save the Dates, Invitation suite, Welcome Bags, Programs, Seating and Escort Cards,
Menus, Custom Signage, Postage and Calligraphy, RSVP management
• Transportation – Guest and VIP needs for the weekend & event day, out of town guests
transportation & pick ups
• Consult and collaborate with client to discuss wedding style
• Stylistic Décor - Creation of inspiration boards, style sheets, design layout and event overview
• Weekend events - Rehearsal, Welcome Party, Brunch
• CAD drawing of your event elements
• Designing of the guest flow and layout of your event
• Assisting you with issues of etiquette that you may have questions or concerns about
• Favors – Design, order Management, assembly
• Welcome Hotel Bags – Design, order management, assembly, delivery to area hotels and homes
• Formal Attire – Purchase, rentals, pressing & steaming appointments
• Specialty Entertainment – Fireworks, Cigar roller, Photo Booth, Performers, Candy Bar, boat ride etc.
• Accessories: Design and order cocktail napkins, stirrers, labels, guest book, etc.
• Weekend Coordination
• Event Day Inventory Management
• Ongoing access for professional advice and guidance with unlimited consultation via email and phone
Month-of Coordination
With Month-of Coordination we are here to help you tie up any loose ends. As the date gets closer, it is common for topics to start piling up on a “to do” list; especially when you are planning from afar. Most common topics, we see added on, are listed below.
What the package includes:
• Additional coordination assistance for Rehearsal Dinner & Welcome Party
• Weather related planning, order & pickup weather-related items: umbrellas, blankets, hand warmers
• Babysitter & pet sitter referrals
• Suggest & pick up any last-minute items that are needed: Accessories, seating chart, etc.
• Favor & event inventory assembly
• Order & deliver food and beverages for bridal party
• Welcome bag – Create, order, assemble and drop off at hotels
• Coordinate VIP and guest transportation for Rehearsal Dinner & Welcome Party
• Pack up and delivery of event materials after Rehearsal Dinner or Welcome Party
• Order Stationary: calligraphy, escort cards/board, place cards, signature cocktail signs, event signage
• Floor plan layout & flip guidance
• Attire pick-up, delivery and returns
• Dress steam/press & delivery
• VIP emergencies or unexpected occurrences the week of the wedding.
• Gift wrapping for bridal & family gifts
* Reassess at the 2-3 month mark if you need assistance
Consultations & Referrals
For the client who has flexibility with their schedule and wants the Firm to offer unlimited vendor referrals, provide unlimited professional advice in addition to manage the details of the wedding day.
What is included:
• Ongoing access for professional advice and guidance with unlimited consultation via email and phone
Examples:
• Consult and collaborate with Client to discuss wedding style
• Review proposals and terms of final contracts with vendors
• Proof wording for Save the Date Cards and Invitations
• Offer vendor referrals best suited to the Client’s style and budget (Photographer, Videographers,
DJ’s, Bands, Stationers, Bakery, Transportation, Officiants, Hair & Make-up Artists, Tuxedos, etc.)
Day-of Coordination
Day of Coordination and management services fits the Couple who is confident booking their vendors, invitation materials and planning logistics for the wedding day but needs a Coordinator to draft a minute to minute schedule of the day, determine how logistics layer together, execute a ceremony rehearsal and the full extent of the wedding day.
DOC itinerary creation services start 1 month before invitations go to print. (generally, 4 months prior to the wedding … but can start earlier if preferred)
Our process includes 4 to 5 meetings with the Client to cover the following:
-
1st meeting- Review all the vendor contracts, coordination questionnaire and produce a minute-by-minute timeline of the wedding day
-
2nd meeting- Refine major logistical coordination needs and add formality details to the timeline
-
3rd meeting- Refine major logistical coordination needs, beauty schedule, add transportation pickups & routes, photo shot list and final song selection details to the timeline
-
4th meeting- Final detail meeting with client, meet at venue and attend Final catering logistics meeting (traditionally the week of the wedding).
What the package includes:
• Unlimited emails and phone calls
• Review all the vendor contracts signed and executed by Client
• Review and proof final BEO (Banquet Event Order) provided by Catering Manager
• Contact Service Providers for arrival and end times, including strike time
• Communicate venue’s policies and procedures for unloading, set up and tear down
• Confirm all vendor orders and quantities on rental Items
• Distribute Client-approved timeline to all vendors 2 weeks before wedding date
• Communicate venue’s policies and procedures for unloading, set up and tear down
• Create a schedule for family and bridal party to follow
• Assist Officiant and orchestrate ceremony rehearsal with bridal party and family
• Communicate and manage banquet staff regarding set ups and compliance of floor plans
• Advise & management of ceremony rituals & legalities
• Orchestration of the event formalities
• Transportation coordination on the day-of the event
• Manage bridal party movement and logistical needs
• VIP, immediate and extended family photo shoot management
• Overseeing setup and design over all details – everything is in place and lit
• Serve as a point person for all vendors, guests and VIPs throughout the day
• Make sure any guests with special needs or dietary requests are taken care of
• Handle guest communication/correspondence during the event
• Use of our comprehensive emergency kits in case of the unexpected
• Point of contact for babysitter, day sitter, and special care givers
• Specialty entertainment coordination – Fireworks, cigar rollers, boat rides, send off’s etc.
• Distribute final payments and gratuities to vendors & oversee vendor load in and load out for
event
• From setup to tear down, we are onsite for your entire event
• Pack up of event materials & family heirlooms at the end of the event and return to preferred location
• A worry-free day for the client
Day-of Coordination
Off-premise events are elaborate and packed with details. There is an elevated level of planning and coordination that goes into the behind the scenes of an off-premise event. Building an event from the ground up is something we specialize in and we make it our priority to take into consideration all of the variables.
What the package includes:
• Inclusive of Day of Coordination package points
• Site inspection of property & review floor plan
• Evaluate tent needs; such as frame or pole tent, size of tent and location
• Evaluate electrical requirements / Evaluate property lighting
• Evaluate bathroom plan requirements / Evaluate potable water access
• Assess flooring needs
• Determine property access for setup and duration of event and strike
• Assess kitchen tent and vendor requirements
• Determine parking logistics for vendors and guest
• Determine additional ATV transportation needs; such as golf carts
• Coordinate design logistics; such as table/chair rentals and tent lighting
• Coordinate serving logistics; such as china, glass & flatware rentals
• Handle any insurance or certifications pertaining to off-premise function
• Coordinate set up of site and rental production (2 weeks – 3 days prior)