JUSTINE + CORY // DESTINATION ELOPEMENT IN ST. AUGUSTINE, FL // FLAGLER COLLEGE

So you just got engaged and you are starting to explore options for a destination wedding planner or coordinator in Mexico…the dream. First of all, congratulations, you are engaged!! We hope you are taking some time to soak it all in the way you deserve. Before you dive in to start your search for a supportive hand, it’s helpful to know exactly what you might be looking for. What should you ask about? What should you expect when you reach out to a planning firm?

“Wedding Planner”, “Coordinator”, “Event Manager”, “Designer”, “Stylist”, and “Venue Coordinator”…these terms can all have very different meanings. What is included in the services for each term will most likely differ from company to company, but essentially their core roles will remain the same. As with any service offering, it’s good practice to ask the planning team you are reaching out to exactly what their services include.

We’ve got the 411 on what these terms can mean for many, so let’s get to it.

Event Coordination + Management

“Coordinator” and “Planner” are not as interchangeable as you thought…

For our team, “Coordination” or “Event Management” is a service that essentially covers management and execution of the wedding day or series of days that it involves. It does not involve any vendor procurement or design leading up until the event. You are provided with a roadmap for checkpoints along the way, and essentially it is up to you to follow. Your event coordinator is there as a shoulder to lean on for logistical questions, but usually they do not drive any portion of initial contact communication with the vendor team that you procure.

If our team was hired for event management, our couple would be set up with a client portal which houses all their vendor contracts and payment reminders for creative partners in one spot. We would provide monthly check-ins (via email) with our couple leading up until about six weeks out from the wedding itself. At just over a month out from the wedding, we would officially take the reins with all vendor communication. We would create a timeline for the day-of or series of days, unique to all vendor categories, and ensure all parts of the floor plan are logistically sound for the venue you select.

Finally, when it comes to the week of your wedding, event coordinators/managers are there to finalize all the details for you! They ensure all vendors are confirmed and ready. to. go. They run your rehearsal and ultimately serve as your go-to humans on the day of. Onsite event managers are at your beck and call — ready and armed to steam dresses, clean your ready-room, become a seamstress, hair stylist, florist, touch-up makeup artist, or anything else you can possibly imagine at a moments notice. Event coordinators are there onsite to ensure all vendors arrive on-time. Event Managers and are usually there to serve you and your lover from sun up to sun down.

What to ask when hiring a planning team?

Finally, we want to share some tips on what to ask the planning firms you reach out to before investing. Here is what we recommend you take into account before committing.

What is their availability for planning meetings?

If you work a 9-5 or you are planning from halfway across the globe, hiring a planning team that is only available during their personal working hours is going to get complicated. Make sure to ask when your planner or coordinator is able to be available for planning meetings.

What is their pricing structure?

Do they include travel fees for your destination or is that something that is tacked on later? Do they function on a flat fee structure or is it based on how much you spend? Is there an hourly rate charged or is it an all inclusive package? Do they charge percentage based service fees depending on the items you select for your big day? These are all really important questions to understand before signing on the dotted line.

Do your personalities vibe?

When it comes to your planning experience and the day of your wedding, besides your partner, photographer, and videographer — your planner is who you will spend the most time with. It’s extremely important to make sure your personalities fit together and you can trust the team that is onsite to take care of you!