The Paper Hat Wedding Process

What do you get with Partial Planning?

There a thousand (literal) details that go into the planning and execution of your wedding day. So what do Paper Hat’s services actually handle? We’ve mapped out the entire process for you, from the day you book, to the moment you receive your wedding photos back. Here’s what you can expect:

When do we start planning? 

From the minute you book! Whether you’re 1 year out, or 3 months out, we’ll immediately schedule your first planning meeting where we deep dive into your vision, preferences and struggles.

We’ll run through different timing options and scenarios for all sections of your day to see wha works for you best. From there, we’ll create a rough draft timeline of the day. We’ll then provide you with the following:

Timeline
Vendor recommendations
Custom emails written to vendors with your specific information
Checklist of what needs to be completed next
Vendor organization list
Client Portal to access and keep all your wedding details and documents organized
Welcome guide with process and next steps

What happens after our first planning meeting? 

So you have a checklist of all your to-do’s and are working through them. Now maybe we’re 6 months out and you’re feeling a little stuck. What can I be working on now while I have time? I need some design help or ideas for the layout. We’ll schedule another call and go over where you’re at and what we can be working on now.

If you’ve chosen Partial Planning, you have unlimited communication with your planner from the day you book to answer all of your questions. We will review all of your vendor quotes and contracts as they come in, and communicate any changes that need to be made.

We’re 3 months out, what happens now?

We’ll schedule a planning call at 3 months out. We’ll go over your timeline and questionnaire to see if there are any major changes or if there’s anything we have to really nail down now.

We’ll contact all your vendors individually. We’ll go over when the major things are happening on the day, what time they’ll need to arrive, how long they’ll need to get setup, any prep items required, the layout of the space, and we’ll work around any logistics that need to happen between all of the vendors.

We will create your final transportation schedule, layout and last minute details needed.

Between now, and 1 month out, we will continue to remind you of things that still need to be completed for your vendors such as final song selection, cake flower selection, who is taking home the gifts, etc.

We’re only 1 month out, now what?

We will schedule your final planning call. During this call, we will go over any final information needed for vendors.

We will go over final questions that need answers and final personal details like breakfast the morning of, who will have the vow books, etc.

We will go over your final decorations list and discuss the plan of where everything will go.

2 weeks away!

We’ll send you the final documents to approve.
We will then send the final timeline and all final information to your venue and vendors
We will answer all last minute vendor questions and make any necessary logistical changes
We will send you a final simple timeline for you and the wedding party
We will ask all of your vendors to contact us, and not you.
If any vendors contact you, tell them to “ask your planner”

What do you do on the wedding day?

PRE-CEREMONY

From the minute you wake up, we are the day of contact for all vendors, venue, wedding party and guests.

Contact Hair + Makeup, Photographer, Videographer and anyone else who needs morning information.

Confirm the getting ready location, room #, access codes and instructions for how to arrive

Confirm arrival of Hair + Makeup

Confirm arrival of Photographer

Communicate if there are any changes to the day and alert the appropriate parties and vendors

Confirm floral and rentals have arrived and direct to set up

Confirm all personal florals have been distributed

Collect all personal décor and set up all details

Coordinate first look with photographer

Confirm transportation is on time and gather wedding parties to depart for photos and/or ceremony

Coordinate ceremony musicians/music arrival and direct to set up while confirming the day’s timeline

Verify that florist has set up all arrangements according to pre-approved plan

Lay out and label all personal flowers still yet to be distributed (Flower girl petals, mother corsages, etc.)

Supply all flowers to wedding party if no previously done

Help pin boutonnieres and clip corsages

Display programs, reserved seating and send-off items

Pivot to pre-approved rain plans if needed

Make sure ushers arrive on time and direct them to their duties

CEREMONY MANAGEMENT

Signal escorts when to begin leading guests to their seats

Communicate with officiant and music to determine cues for ceremony

Arrange wedding party in designated order

Cue all wedding party for walking

Hold dress train and fluff before walk down the aisle

Handle any and all emergencies that arise throughout

Help locate and pose family members for photos post ceremony

Transfer any items from the ceremony location to the reception venue and store any items not needed

COCKTAIL HOUR/PRE-RECEPTION

Make sure all items transferred from ceremony are set up at reception according to plan

Meet all vendors and direct them where to set up/answer all their questions

Set up all client’s personal décor

Coordinate grand entrance timing with band/DJ

Assemble catering and venue staff to confirm food timing

Arrange menu cards, place cards and favors

Arrange escort cards, signage or any other personal details

Set up table numbers, gift table, champagne flutes and cake cutting utensils as needed

Make sure guest tables and head table are set properly and have the correct number of chairs at each

Confirm all other décor has been displayed according to pre approved plan

Review final set up before end of cocktail hour

Confirm timeline is on track

Provide couple with drinks/food during photos

Assist in dress bustling

Light any and all candles

Manage caterers to continue proper flow of cocktail hour food and beverages

RECEPTION MANAGEMENT

Coordinate a timely transfer of guests from cocktail hour to reception

Locate wedding party and line them up accordingly for introductions

Alert designated emcee when majority of guests have found their tables and couple are ready to enter

Help ensure food is served at scheduled time

Cue music, photographer, videographer and members involved in all important events (parent dances, cake cutting, toasts, etc.)

Cue wedding party members when they are to be announced for toasts

Distribute pre-approved final payments and gratuities to vendors

Remain easily accessible throughout the entire event in case there are any details the couple would like attended to

Contain and rectify any problems that may arise

Collect gifts, top of cake, and personal items to pack in designated person’s car for them to depart at the end of the night

Direct the reception departure transportation and/or formal send-off

Confirm final pick ups/drop offs with transportation

CLEAN UP

If applicable, collect personal décor items from venue and pack in designated person’s vehicle

Collect any leftover personal items and clean bridal suites

versee vendor strike and tear down