Event Coordination Breakdown

Rincon Beach Club Wedding Planning & Coordination

• Initial consultation to discuss your vision
• Create a highly detailed event plan for the reception including: a site plan, rental list, lighting plan and vendor plan
• Menu development
• Assist with the look and feel of your event theme and entertainment
• Referrals for vendors not yet booked
• Manage and Assist with booked vendors in creating a detailed vendor delivery schedule for the day of your event
• Unlimited availability for questions, advice, support and referrals by phone, e-mail and in person
• Unlimited onsite meetings prior to wedding day to discuss event details, style and decor
• Finalized estimate including event plan, site plan, rental list and vendor delivery/production schedule
• Final walk through of reception event plan and site plan
• Confirms with vendors their contracted services, coordinate delivery schedule and creates a detailed production schedule
• Distribution of complete event plan to vendors
• Event Coordinator manages set up of ceremony location and reception site
• Checks in and manages all vendors
• Coordinates delivery and set up as needed
• Event Coordinator collects and ensures all details and placement of guest book and pens - or picture frame with pens, place cards, table numbers/names, toasting glasses, cake service, disposable cameras, favors and other personal items for the reception
• Check in with family and see to any last minute details
• Ensures all event details are completed before guest arrival
• Event Coordinator manages catering and catering staff
• Coordinates with family and wedding party during reception
• Lights candles and finishes last touches
• Direct guests to reception location
• Cues dj/musicians during reception
• Organize bridal party for grand entrance
• Organize first dance, parents’ dance, cake cutting, bouquet/garter toss and other special activities
• Dismiss tables to buffet
• Organize vendor meals
• Arrange “to-go” meals for Bride and Groom
• Organize grand exit (as needed)
• Distribute vendor balances and/or thank you gifts on the day of event
• Pack up and organize personal items for bride, groom and family
• Event Coordinator manages clean up and breakdown of event

Ceremony Planning

• Initial consultation to discuss your Ceremony vision
• Provide expertise in Ceremony production
• Create Detailed Ceremony Plan
• Referrals and bookings for vendors not yet booked
• Unlimited availability for questions, advice, support and referrals by phone and email

Ceremony Rehearsal Coordination

• Event Coordinator Manages Rehearsal (Time is subject to Rincon Beach Club venue availability)
• Confirm and run through ceremony plan with family and wedding party (with or without music)

Ceremony Coordination

• Ensure all planned items are distributed and set up completely
• Place Ceremony Programs and Organize Sand/Candle Ceremony (If Desired)
• Handle any unforeseen issues that may arise
• Greet guests upon arrival and direct them to ceremony location
• Organize family and wedding party for procession
• Cue musicians for ceremony