SERVICES

Now, I am sure you have spoken to or will speak to other local planners.  Let me tell you a little bit on how Amy Varain Weddings likes to work. This is what make us different (and I think better) than other wedding planners:

 

1. WE TREAT ALL OUR CLIENTS LIKE FULL- SERVICE CLIENTS! We have been helping couples plan weddings for 20 years and know what it takes to bring your wedding visions to life. All our clients are important to us no matter how much hand holding you need in the planning process. We are going to be available from day one as your CO-PLANNING PARTNERS to make sure you have everything you need to plan a successful wedding. We give you access to all the planning tools, tips and more so you stay organized and on task through the months leading up to your wedding day. We want you to feel confident, relaxed and stress free as a VIP guest, while we step into the host role and manage your wedding day from start to finish.

 

2. 3 PHASE PLANNING / PACKAGES: I like to break down wedding planning into 3 phases:

 

Phase 1: During months 9-12 focus on hiring your Creative Vendor Team

Phase 2: During months 3-8 focus on your wedding Design & Decor

Phase 3: During months 1-2 to your wedding day, this is the MOST IMPORTANT PHASE, focus on all the wedding day Logistics. 

 

I offer packages depending on what areas you need help with in the planning process:

 

  • WEDDING MANAGEMENT - All clients start with this package. We help manage your wedding planning from day one by giving you all the wedding planning tools for you to plan a successful wedding. We start with our first 2 hour planning meeting within 2 weeks of signing a contract to get you organized and off and planning in the right direction. We are always available via email during your planning process to give advice as needed to keep you on track. We jump in to be there by your side, with our second 2 hour planning meeting 60 days before your wedding to handle all logistics in Phase 3, including a site walk thru and a third planning meeting to discuss and wrap up all the final details. Behind the scenes throughout the process we manage your contracts, vendors, timelines, layouts and design/decor details to organize your event and make sure no details are missed. Come your ceremony rehearsal and special day, we manage and host your wedding from start to finish so you and your families can be a guests at your own wedding and enjoy every moment. Just like your very own fairy godmother!​

  • PARTIAL WEDDING PLANNING -  OUR MOST POPULAR PACKAGE: This is an add-on to Wedding Management. You put your vendor team together and we step in around 7-8 months before your wedding day to help with Design and layout of your wedding. We will add on an extra 10 focused planning hours that we plan half over zoom and the rest in person when possible.  These focused meetings we discuss the layout and design of your event - everything your guests will experience.  This includes an extra design walkthru of your venue where we work together to design your layout in person and what rentals you may want to add on to your day such as umbrellas, cabanas, arches, lounges, place settings, napkin choices, etc.  For those that have trouble picturing their wedding space, this is truly helpful in making decisions, from simple to luxury, we work with your budget to help you design the wedding of your dreams. After the walkthru, this is the fun part... we take you to the rental company where we get to play with the place settings see rental choices and really make some design choices to personalize your wedding.  It becomes really real at this time and is something I think all couples should take the opportunity to do in the planning process!  We also handle the ordering and coordinations of rentals for you so you don't have to worry about all those details and any changes once we get your final headcount. In addition once we have a layout, we talk about your florals, how many arrangements would fit your style, how to repurpose florals when possible and any other decor that will bring the whole design together. We find couples that choose this package enjoy the wedding planning process the most, as we spend a good amount of time getting to know each other during the planning process.  We learn the so much about our couples that we can really help make your wedding day special and unique to you and our couples have built up a trust with us so they can truly not worry about anything on their wedding day except enjoying every moment!  We like to say 10 hours with us - your wedding experts, is like 80-120 hours of planning time on your own, googling and researching ideas and solutions.

 

  • FULL-SERVICE WEDDING PLANNING - This is an add-on to Wedding Management. If you have less time than money to plan your wedding then this may be the perfect package for you. Let us hold your hand and plan your wedding with you from start to finish. We help our couples gather and hire your vendors, design and layout of your venue space and all the details for your rehearsal and wedding day. We have all the info to guide your through each wedding planning phase, saving your hundreds of hours in planning your wedding. We will add on 30 focused planning hours that we plan over zoom or in person with you in the areas of your choice to bring your wedding vision to life.

 

3. AISLE PLANNER ONLINE ORGANIZER: I use a client management system called Aisle planner and give you access to this organization system from day 1 that keeps everything organized and all in one place and has all the tools you need to get you from now to your wedding day. Plus lots of wedding planning tips/cheat sheets that we created just for our clients to support your planning process. Within 2 weeks of signing a contract, we will have our first onboarding zoom meeting (2 hours) where we go over all our Aisle Planner tools and how to use them. This way you have all the tools to be successful at planning your wedding. I also have access to this tool so I can easily see where you are in the planning process and jump into the planning process where you have contracted my services.

 

4. PREFERRED VENDOR LIST: As our client we give you access to our preferred vendor list for all vendor categories. We also discuss during our onboarding call what vendors I feel would be a good fit for your wedding and that I would recommend you reach out to see if they are available for your wedding day. We only refer the best tried and true vendors for your wedding day!

 

5. VENDOR CONTRACTS: I will look over all your vendor contracts with a fine-tooth comb to make sure I know everything we are expecting of your vendors and any special needs or rules we should know.  I also guide you on the questions to ask of your vendors to make sure nothing is missing on your wedding day. My job is to make sure your vendors adhere to their contracts and you get what you expected from each vendor. 

 

6. 60 DAYS BEFORE WEDDING- WEDDING MANAGEMENT STARTS:  We have our in-depth zoom call 60 days before your wedding day, which is phase 3: the logistics. We will work on all the wedding logistics together to create a seamless timeline of events for your wedding day. I like to call this the de-stressing phase! We will make sure nothing is missed! 

 

7. UNLIMITED EMAIL ACCESS: I offer unlimited email access to me from the day you sign the contract. So I can be available to you throughout the whole planning process for wedding advice.  

 

8. TOAST GUIDANCE: I also offer guidance to those giving toasts to make sure there are no embarrassing moments

 

9. OFFICIANT ASSISTANCE: I offer officiant assistance in writing your ceremony so no special moments and traditions are missed and your marriage is official at the end of the day! I am also an ordained officiant and will make sure you are officially married at your wedding, no matter what!

 

10. CEREMONY REHEARSAL: I offer you management of your ceremony rehearsal where I will work with you and your wedding party and parents and officiant to make sure everyone knows what to expect the day of and make sure you get down the aisle like a rock star. 

 

11. DETAILED TIMELINES: I provide you, your parents, and your bridal party a personal printed timeline of the wedding day at the ceremony rehearsal to make sure everyone knows where to be and when.  I also let them know I will be their main contact the day of your wedding and to come to me with questions and needs as you are VIP guests and off duty at your wedding. I also take care of all vendor timelines.

 

12. RESERVED SEATING CARDS FOR CEREMONY: I offer reserved seating cards for the first 2 rows of your ceremony so your immediate family and special guests have the best seats in the house. 

 

13. EMERGENCY KITS: I provide you both with emergency kits the day of your wedding so we have a solution for anything thrown our way.

14. LICENSED & INSURED WEDDING PLANNER: We have been helping couples plan weddings for 20 years. This is our wedding planning business, it is not a hobby. As a professional in this industry we have a business license and business insurance just as we require all your professional vendors that you hire to have as well. It is to protect you and them for your wedding day. It also shows that your vendors are commited to their business when they have a business license and insurance in place.  This is one of the many things we help you look for when finding professional vendors that are a good fit for you wedding. 

15. I WILL BE YOUR PERSONAL HOST: NEVER GO HUNGRY OR THIRSTY! I will make sure you never go thirsty or hungry at your wedding.  I always make sure you have a drink in hand (and are drinking lots of water) and have food to go at the end of the night cause you will be hungry after this marathon! 

16. I WORK FOR YOU! And last but not least, most of all I work for you, not the venue or a vendor.  This means I help you plan a wedding that is unique to the two of you, not a cookie cutter wedding that is convenient for the venue or vendors. I am there to make sure everything you planned for your wedding goes off without a hitch all the while you are relaxing and enjoying your wedding stress-free like a VIP guest should be!  I come with unbiased support and solutions as I only know the people you show me during this process.  And the best part your family will also feel like VIP guests too since they don’t have to worry about any of the wedding details the day of as well! 

 

 

WEDDING MANAGEMENT PACKAGE

(compare to other "day of" or "month of" packages, EXCEPT WAY BETTER!)

This is what we do best! Even if your comfortable checking everything off your planning list, the execution of your wedding is where a Wedding Manager is a necessity so that everyone, especially you, the bride & groom, can relax and enjoy the most precious moments you’ve been working toward. We understand that you don't plan a wedding every day, but we do... and are here to guide you with our expertise and love of wedding planning throughout the process! As our Wedding Management client, from the day you sign we treat you like a full-service client. We give you the wedding planning tools to be successful and help you get off and planning on your own. You put your creative vendor team together and decide on all the details from design to decor. Then once the planning starts to heat up we start to de-stress you about 60 days before your wedding by learning everything we can about your wedding and filling in the gaps. When your wedding day arrives, WE will execute all your ideas/wedding plans and oversee your creative wedding vendors and all the details, large and small of your wedding day. YOU get to you sit back, relax and get ready for your ceremony trusting in us that we will bring your wedding vision to life. We will gracefully organize and host the event so you can relax and enjoy it like a VIP guest at your own event. We can't imagine a wedding without one!

 

WEDDING MANAGEMENT PACKAGE: starting at $4000

 

includes the following...

 

services from the signing of our contract:

,

  • Fully Licensed and Insured wedding planner by your side from start to finish.

  • Unlimited email access to me from the day you sign the contract. I am available as your wedding expert for advice while you plan step by step thru planning phases 1, 2, and 3.

  • I use a client management system called Aisle planner and give you full access to this organization system from day 1 that keeps everything organized and all in one place and has all the tools you need to get you from now to your wedding day.

  • Onboarding zoom meeting to go over your Aisle planner tools and get you off and planning! We will have this meeting within 2 weeks after signing the contract. (Two-hour zoom meeting)

  • Provide 3 phase planning: and give you all the steps to get thru each stage: phase 1: creative vendor team, phase 2: design, and phase 3: logistics.

  • Access to Preferred Vendor list and various other planning notes to assist you in your planning process in Aisle planner. These are invaluable notes that will give you tips and secrets to planning your perfect wedding.

 

services 60 days prior and leading up to your wedding:

 

  • Two Months before your wedding we talk via zoom to review phases 1 & 2 and work together on phase 3! All your pre-wedding planning details (i.e.) Design, décor, vendors, budget, etc. We will gather all information and begin putting all the logistics together into the wedding of your dreams. We have the expertise to bring it all to life and make sure no detail was missed! This is just the beginning of the de-stressing process! (Two hour zoom meeting)

  • 4-6 weeks before wedding: Wedding & Reception Venue Visit - final walk thru, to discuss design and layout (destination weddings final walk-thru will take place on the rehearsal day)(One-hour venue walk-thru)

  • One Month before we talk via zoom to discuss the nitty-gritty design of your ceremony and reception layout to make sure everything is perfectly organized for the big day into a final timeline. (One to Two-hour zoom meeting)

  • I Review all your vendor contracts with a fine-tooth comb to make sure I know everything we are expecting of your vendors and any special needs or rules we should know.  My job is to make sure they adhere to their contracts and you get what you expected from each vendor. 

  • Go over your Budget and help you in the final stages to make final decisions to stay within your budget. (and get creative with everything else outside of the budget)

  • Guidance for those giving Wedding Toasts, no embarrassing speeches.

  • Assistance to non-professional Officiants before the wedding with ceremony writing & organization and making sure your marriage is official at the end of the day!

  • 2 Week before your wedding: Main contact to your vendors the last 2 weeks before wedding and day of so you can enjoy your day. I provide all vendors with a wedding day timeline so we are all on the same page working together as a team. I will confirm the services provided and arrival and end times as well.

  • Wedding advice / recommendations / suggestions (i.e. creative ideas, budget, etiquette, etc.)

  • And last but not least, most of all I work for you, not the venue or a vendor.  This means I am there to make sure everything you planned for your wedding goes off without a hitch all the while you are relaxing and enjoying your wedding stress-free like a VIP guest should be!  And the best part your family will also feel like VIP guests too since they don’t have to worry about any of the wedding details the day of as well! 

 

services on your rehearsal day: (up to 1 hour)

 

  • Management of your ceremony rehearsal where I will work with you, your officiant and your wedding party, and your parents and make sure everyone knows what to expect the day of and make sure you get down the aisle like a rock star. 

  • Reserved named seating cards for the first 2 rows of your ceremony so your immediate family and special guests have the best seats in the house. 

  • I provide you, your parents, and your bridal party a personal printed timeline of the wedding day at the ceremony rehearsal to make sure everyone knows where to be and when.  I also let them know I will be their main contact the day of your wedding and to come to me with questions and needs as you are VIP guests and off duty at your wedding.

 

services on the day of your wedding: (up to 12 hours)

 

  • Emergency kits in your getting ready suites or in the guest bathrooms the day of your wedding so we have a solution for anything thrown our way.

  • You will never go thirsty or hungry at your wedding.  I always make sure you have a drink in hand (and are drinking lots of water) and have food to go at the end of the night cause you will be hungry after this marathon! 

  • I will be the first vendor to arrive to receive deliveries and greet vendors.

  • I will be the last vendor to leave to make sure all cleanup is to venue standards.

  • Oversee all vendor commitments and make sure they are fulfilled to contract and your standards.

  • Manage flow and timing of events throughout the day based on pre-set timeline, adjust as needed to make sure everything goes as smooth as possible.

  • Oversee setup and breakdown and assist with final details of approved decorations. Yes I will make sure all those little planning details happen as planned so you or your family doesn't have to!

  • Assist in the following: set up and break down of the welcome table decor, gift table decor, escort card display table, free-standing signage, menu cards, programs, guest book, wedding favors, cake cutting set and toasting flutes.

  • Ensure proper placement of escort cards and seating assignments.

  • Assist photographer in rounding up family members & make sure you get all the photos taken that you requested and that no special moment is missed throughout the day.

  • Cueing of musicians and announcements for all events, processional, first dance, etc.

  • Lining up, cueing wedding party, and getting you down the aisle on time like a rockstar!

  • Making sure all reception finishing touches are in place before guests arrive.

  • Make sure all candles are lit and stay lit during the event.

  • Answering and attending to the wedding party, family members and guests' questions and concerns so you don't have to! I will keep an eye out for any wedding crashers too!

  • Ensure that anyone with special dietary requests is followed through correctly.

  • Continually communicating with Chef/Caterer and all other vendors on your wedding day.

  • Distribute payment/gratuities to your stellar vendors, if due on the wedding day.

  • Keeping track and assist with organizing and packing up gifts, cards, and any special items for you at the end of the evening (cameras, toasting glasses, cake servers, guest book/pen, etc., and turnover to designated person).

  • Assist in loading gifts into the proper vehicle.

  • Be there by your side, ready and available for any and all emergencies.

  • Being your eyes and ears throughout the day so you can enjoy the moment like a VIP guest with no stress or anxiety.

  • Extra a la carte services can be added for an extra charge such as decoration and site setup, decoration and site breakdown, decor creation, rehearsal dinner, and after wedding brunch.

 

CONTACT US HERE, ASAP to reserve your wedding date now!

For more information check out our FAQ Page

PARTIAL PLANNING WEDDING SERVICE

DESIGN & DECOR

 

Maybe you have already secured the wedding and reception sites but require some assistance on a few other vendors.  Or perhaps you have some planning and decor ideas you want some advice on.  Not everyone requires the full help of a wedding planner from start to finish, but would benefit from some help along the way.

The Partial Wedding Planning and Wedding Management package includes up to 10 hours of focused planning where you decide what you need help with, whatever the areas may be in addition to our Wedding Management package.  Whether it be finding the best recommendations on vendors, how to be creative, cut costs & stay within budget, design & decor without breaking the bank or how to navigate picking a photographer, let us help guide you through the process of your specific needs.  We like to say 10 hours with us - your wedding experts, is like 80-120 hours of planning time on your own, googling and researching ideas and solutions. This package starts up to 1 year prior to your wedding date and/or once a contract is signed.

These hours are to be used for planning purposes determined by you.  These are not complete lists, they are just a portion of the tasks we can take care of for you.

 

PARTIAL PLANNING: CUSTOM QUOTED starting at $6000 (includes wedding management)

 

services 1 year prior to your wedding: (up to 10 hours)

 

  • Creating a detailed budget and monthly to do list.

  • Vendor research & recommendations - photo/video, DJ/band, officiant, flowers/decor, cake, etc.  Recommendation list only, you contact and book your vendors directly.

  • Vendor contract booking - 10% managing fee added for all vendors booked by AVW

  • Sourcing unique or hard to find items/services

  • Caterer contract comparison to help you decide which caterer is right for you

  • Vendor contracts review to help you make decisions when hiring your vendor team

  • Dedicated decor planning to bring your wedding together

  • Planning meetings, ceremony and reception site layout.

  • Attend vendor phone meetings with Bride & Groom to make sure all the right questions are asked.

  • Weekend Itinerary Planning for you and your guests.

  • Hotel Room blocks for you and your guests

  • Officiant and ceremony organization/design when using friends and family for ceremony

  • Monthly tasks / timeline emailed to keep you on track. 

  • Creating and working with the couple on an inspiration board for decor.

  • Extra Venue visit, layout/ design planning meeting.

  • Wedding day etiquette & advice.

  • Creative decor ideas and inspiration to cut costs and stay within budget.

  • Assistance with DIY decor and showing you how to DIY and save money!

  • Money budgeting tips & savings in all aspects of your wedding, how to have it all without the cost!

  • Invitations, Thank you notes, Menus, Programs design and wording

  • And more...

 

PLUS all services in our Wedding Management package above...

CONTACT US HERE, ASAP to reserve your wedding date now!

For more information check out our FAQ Page

 

FULL-SERVICE WEDDING PACKAGE

(Start to Finsih)

 

Every wedding is truly unique and special to each couple. Amy Varain Weddings understands you don't plan a wedding every day...but we do! We love wedding planning and using our expertise to guide our couples to create the wedding they've always imagined. If you have less time than money to plan your wedding then this may be the perfect package for you. Let us hold your hand and plan your wedding with you from start to finish. We have all the info to guide your through each wedding planning phase, saving your hundreds of hours in planning your wedding. We will add on 30 focused planning hours that we plan over zoom or in person with you in the areas of your choice to bring your wedding vision to life.

 

These hours are to be used for planning purposes determined by you. These are not complete lists, they are just a portion of the tasks we can take care of for you.

FULL-SERVICE PLANNING: CUSTOM QUOTED starting at $9000 (includes wedding management)

 

services 1 year prior to your wedding: (up to 30 hours)

 

  • 30 hours of focused planning via zoom or phone to go over wedding details (i.e.) Design, décor, timelines, vendors, budget, etc.

  • Unlimited email during office hours

  • Assist with Budget analysis and management 

  • Monthly To do list emailed to you if requested to keep you on task

  • Schedule vendor visits and attend visits as needed

  • Venue visits for ceremony and reception to help you decide on venue package

  • Assist with Innovative and creative event design 

  • Sourcing unique or hard to find items/services

  • Caterer contract comparison to help you decide which caterer is right for you

  • Vendor recommendations and bookings - 10% added fee for al vendors booked by AVW

  • Assist with hiring professional vendors 

  • Assist Booking Music and entertainment, including sound and audio visual 

  • Management of vendor contracts - 10% added fee for all vendors managed by AVW

  • Recommendation for liability insurance required by venue 

  • Dedicated decor planning to bring your wedding together

  • Officiant and ceremony organization/design when using friends and family for ceremony

  • Extra Venue visit, layout/ design planning meeting.

  • Creative decor ideas and inspiration to cut costs and stay within budget.

  • Assist with site design and layout 

  • Assist with Lighting design 

  • Assist with specialty linens and furniture design 

  • Assist with Gift baskets, welcome bags and favors as requested 

  • Assist with Invitations, signage and print design as requested 

  • Assist with making apt for hair and make up as requested 

  • Assist with your Weekend Itinerary Planning for you and your guests.

  • Assist with Hotel Room blocks for you and your guests

  • Assist with arranging Guest transportation as requested 

  • Assistance with travel, activities and accommodations upon request 

  • Money budgeting tips & savings in all aspects of your wedding, how to have it all without the cost!

  • Wedding day etiquette & advice 

  • and more...

 

PLUS all services in our Wedding Management package above...

CONTACT US HERE, ASAP to reserve your wedding date now!

For more information check out our FAQ Page

 

 

FREE CONSULTATION REQUIRED TO CONTRACT OUR SERVICES

 

To receive your custom quote for services, a free consultation with Amy Varain Weddings is required to discuss your event and what expectations each party has of one another. When agreed by both parties to move forward, a contract with details will be sent to you for review and signature. Your event is important to both of us and communication is key to the design, planning, and management process. A signed contract and deposit are required for Amy Varain Weddings to hold your event date and perform services outlined in your package.

 

The Fine Print of our packages....

 

time included / overtime rate:

 

The Wedding Management service starts from the day you sign the contract with unlimited email and the additional benefits above. Then the service kicks into high gear 60 days before your wedding date. This package includes three (3) 2-hour phone appointments before your wedding to get all the wedding details ironed out. One (1) Venue walk-thru for two (2) hours (if it's a destination wedding the Venue walk-thru will take place on the same day as the rehearsal day). One (1) hour for the rehearsal day and up to Twelve (12) hours on the day of the wedding. Additional time will be billed per our cost summary.

Partial Planning adds on 10 focused planning hours on zoom or in person or behind the scenes as we perform the tasks requested of us. Full-Service Planning adds on 30 focused planning hours on zoom or in person or behind the scenes as we perform the tasks requested of us. All focused planning time will be logged on a notes page in Aisle planner in 15 minute increments by your planner.

 

wedding planner services included and what is not included:

 

On the wedding day, we assist in the following: set up and break down of the welcome table decor, gift table decor, escort card display table, free-standing signage, menu cards, programs, guest book, wedding favors, cake cutting set and toasting flutes. overseeing vendors, decorators and staff at ceremony and reception sites; providing a bridal emergency kit; managing the flow of the ceremony and the reception, and assisting family with gathering personal ceremonial items and leftover food. Anything beyond this scope will require you to provide additional assistance or an additional setup/breakdown team will be added to your event per our wedding day surprises cost summary.

 

The services shall not include any of the following: set up and break down of tables and chairs; bus tables; trash removal; venue sweeping, vacuuming, mopping and other cleaning; floral or centerpiece service; anything requiring a ladder or electrical service; emceeing; family, wedding party or guest mediation; errands, pick-ups or deliveries; receiving, storing or transporting items; completing do it yourself projects; manage guest responses; cut wedding cake; serve alcohol; provide transportation or any other services not referenced in our contract.  

 

add-on planning & wedding services:

 

Amy Varain can be obtained as your event consultant for more A La Carte services or consulting as needed. Inquire for pricing. Any additional costs incurred to execute your requests such as postage, film developing, materials, etc. will be reimbursable to Amy Varain. In addition, Amy Varain will keep records of all time spent on phone calls and meetings on your behalf. A statement of such record can be sent to your attention at any time during the planning process.

 

Larger events / 2 locations / logistically challenging events:

 

For larger events and 2 locations, additional wedding assistants may be required. And If logistically needed, assistants will be added accordingly as well. Our custom quote will let you know the number of assistants included. However, if an additional assistant is needed or an assistant is requested they will be billed according to our cost summary

 

travel fees / remote locations / other island locations:

 

All wedding packages for areas more than 40 miles from El Dorado Hills, (such as Tahoe) remote locations or islands other than Maui will have added costs for travel (hotel/car) and time. Please inquire for pricing and more information.

 

other A La Carte wedding services: not included in service above, please inquire for prices

 

  • Decoration/site setup and Decoration/site breakdown

  • Decoration/site setup when Wedding and Ceremony are at two locations

  • Rehearsal Dinner planning and coordination

  • Rehearsal Dinner decoration packages

  • Bachelorette / Bachelor Party planning and coordination

  • Day–after brunch planning

  • Snacks and food for the bridal party on the wedding day

  • Wedding Party emergency kits

  • Bridal party gifts and parent gifts

  • Planning and Coordination of single day, a pre-wedding event for guests (i.e. wine tasting, golfing, etc.)• Adding on other vendor services to your event

 

CONTACT US HERE, ASAP to reserve your wedding date now!

For more information check out our FAQ Page

 

Amy Varain

 

Owner / Wedding Planner

Amy Varain Weddings

www.amyvarain.com :website

808-268-4481 :cell/text

info@amyvarain.com :email

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