SERVICES

THE FIRM

Christine A. Wheat Special Events Firm, LLC combines its expertise, creativity and high touch attention to detail to produce truly memorable and unique occasions for each client. A CW Events occasion is one bringing originality, personality and signature style to impeccably orchestrated experiences. We honor the highly personal nature of our work. CW Events proves time and again that successful events are not only flawlessly executed, but live on in unforgettable memories long after their final note.

Our events range from weddings to social and philanthropic affairs, corporate functions to sports and entertainment productions. From intimate business dinners to glamorous weddings, our seasoned staff has the vision and skill to develop and implement unique functions tailored to suit each client. The Firm is dedicated to providing its clients with personalized, boutique service combined with the expertise and experience of a national firm.

GETTING STARTED

For the client that needs help determining what the first steps are; venue, guest list & investment guide. 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:

DISCUSS GUEST LIST

BUDGET COMFORT ZONE We will help you determine the overall investment necessary, to host the style of events you are envisioning

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, Financial Food & Beverage minimums and manage venue tours

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. See full list below

BUDGET DEVELOPMENT AND TIMELINE MANAGEMENT

BUDGET DEVELOPMENT - A comprehensive budget based on expectations, discussions, scope, and goals

VENDOR ACCOUNTING - Coordinate with client regarding vendor payments and contract management

TIMELINE MANAGEMENT - Creation of a planning process based on your scheduling needs

EVENT ETIQUETTE - Assist you with issues of etiquette that you may have questions or concerns about

VENUE AND CATERING

WEDDING VENUE - Research & contract negotiation

WEEKEND EVENT VENUES - Research Rehearsal, Welcome Party, After Party & Brunch locations

SELECTION, TASTING & MENUS - Advise on catering selection, schedule tastings, and consult on the tasting menu

CAKE - Consult on style and design of Wedding Cake

FOLLOW-UP - Provide ongoing liaison with caterer and cake provider

BRIDAL PARTY FOOD - Manage client order of food & beverages for bridal party

DÉCOR & CONCEPT DEVELOPMENT

CONCEPT DEVELOPMENT - Manage vendor execution of design concepts for the ceremony, wedding dinner, and reception. Coordinate all facets of the evening, including the scheduled entertainer and all logistical and technical details for the performance (Equipment, Piano, Sound, Lighting, Staging)

DESIGN - Establish color combination, themes and design concept by creating Inspiration Design Deck

EVENT FLOW - Designing of the guest flow and layout of your event

PHOTOGRAPHY & VIDEOGRAPHY

SELECTION - Advise and engage the photographer and/or videographer for the Wedding
(Including Preparation, Ceremony, Cocktail Hour, Reception, and Family Pictures)

NEGOTIATE - Consult on photography and/or videography shot selections

MUSIC & ENTERTAINMENT

SELECTION - Advise and engage the musicians/band for the Wedding & Weekend Events

BUDGET - Negotiate all musical expenses

FOLLOW-UP - Provide ongoing liaison with musicians/band or their agent

PRINTED SUITE

SAVE THE DATE - Consult on style, design, and format

INVITATIONS - Consult on style, design, and format

POSTAGE & CALLIGRAPHY - Consult on style, manage order, assemble & mail

WEDDING PROGRAM - Consult on style, design, and format

MENUS - Consult on style, design, and format

SEATING CARD AND PLACE CARD - Consult on style, design, and format

RSVP MANAGEMENT - Provide weekly reports of those attending, those not attending, and those who have not replied

FLORAL DESIGN & RENTALS

SELECTION - Advise on the selection of a floral designer

DESIGN - Consult on floral design & style

BUDGET - Negotiate floral costs

EVENT TRANSPORTATION & ACCOMMODATIONS

VENDOR MANAGEMENT - Secure and manage transportation company to handle guest & bridal party transportation

COORDINATE - Details for the wedding party and guest transfers to and from the wedding, signage and timelines and dry runs as needed for all vehicles

RIDER/GUEST MANAGEMENT - Manage the list of guests taking transportation

ACCOMMODATIONS - Assist with the booking for room blocks and vendor room needs

HAIR & MAKE-UP

RECOMMEND - Hair and Makeup vendors

RESERVE - Hair and Makeup vendor for the wedding date. (Clients are individually responsible for booking their own hair and makeup trial).

THE EXTRAS

WELCOME BAGS - Design, order management, assembly, delivery to area hotels

FORMAL ATTIRE - Rentals, pressing & steaming appointments

SPECIALTY ENTERTAINMENT - Fireworks, cigar roller, photobooth, performers, candy bar, boat ride etc.

DAY-OF ACCESSORIES - Design & order cocktail napkins, stirrers, labels, guest book, custom signage etc.

INVENTORY MANAGEMENT - Event Day management of all inventory

WEATHER RELATED PLANNING - Order & pickup weather-related items: umbrellas, blankets, hand warmers

BABYSITTER & PET SITTER - Referrals for local services available

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.

TENT DEVELOPMENT & INSTALLATION

TENT DEVELOPMENT & INSTALLATION - Establish tenting needs and coordinate with the chosen vendor; such as frame or pole tent, size of tent and location, flooring needs, table/chair rentals.

PROPERTY REQUIREMENTS - Determine property access for setup and duration of event & strike, determine parking logistics for vendors and guest & determine additional ATV transportation needs; such as golf carts.

VENDOR REQUIREMENTS - Assess kitchen tent and vendor requirements, coordinate serving logistics; such as china, glass & flatware rentals

ELECTRICAL REQUIREMENTS - Evaluate electrical requirements / Evaluate property lighting

RESTROOMS - Evaluate bathroom plan requirements / Evaluate potable water access
LOGISTICS COORDINATION - Site inspection of property, review floor plan, Table diagrams, event layout, and décor coordination including but not limited to lighting, draping, and ceiling treatments. Handle any insurance or certifications pertaining to off-premise function.

INSTALLATION OVERSIGHT - Oversee multi-day installation and breakdown, create and execute rain or foul weather plan.

PLANNING FOR A TENTED WEDDING

DAY OF COORDINATION

Day of Coordination and management service provides 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 3 to 4 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

• 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

• 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 wedding

• Manage bridal party movement and logistical needs

• VIP, immediate and extended family photo shoot management

• Overseeing setup and design of 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 coordinated with vendor

• Handle guest communication/correspondence during the event

• Use of our comprehensive emergency kits in case of the unexpected

• Point of contact for babysitter, dog sitter, and special care givers

• Specialty entertainment coordination – Fireworks, cigar rollers, boat rides, send off’s etc.

• Distribute final payments and gratuities to vendors

• From setup to tear down, we are onsite for your entire event

• Pack up 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 POPULAR ADD-ONS

Welcome bag – Create, order, assemble and drop off at hotels
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
Attire pick-up, delivery and returns
Dress steam/press & delivery

CONSULTATIONS & REFERRALS

For the client who has flexibility with their schedule to be the “doer” and wants the Firm to provide vendor referrals and monthly advice and guidance through consultation (email/phone/zoom).