FULL WEDDING PLANNING PACKAGES

Wedding Planning and on-the-day Coordination

If you’re unsure about where to start, Ethereal Events Co. can expertly come on board and help you bring your wedding dreams to life! Your wedding day is one of the most important days of your life and it deserves nothing less than perfection. Ethereal Events Co. organizes every aspect of the event and takes the worry, confusion, and stress out of the wedding planning. Whether you’re just starting out or you’ve already done some legwork, we can guide you and help manage the planning aspects of your wedding day. From vendors to decorations and seating arrangements, we’ve got you covered so that you can have the wedding of your dreams.

We offer our Wedding Planning packages in Pretoria, Johannesburg & Cape Town
Gauteng, North West Province, Mpumalanga, Limpopo, and the Western Cape.

INVESTMENT

Wedding planning and on-the-day coordination

2024 Weddings R45 000
2025 Weddings R50 000

450 + HOURS OF PLANNING
+
(12 hours on the day coordination: 8 am – 8 pm)

Planning Progress Meeting
Discussing all the details for the big day
Moodboard consultation
Questionnaire
advice tips and planning "game plan"
Budget discussions

CONSULTATION & MEETING

Wedding planning checklist
Calendar
Online Guestlist
RSVP tracking
Contact list
Notes
Timeline & Schedules
Budget management
Invoice Tracking
Payment schedules & Tracking
Layout & Seating
Creation of a Floor Plan for the Wedding Reception
Seating Chart Setup
Menu options & dietary requirements

WEDDING PLANNING SOFTWAER

Budget set-up & allocation

Cost calculations & financial spreadsheets

Monthly payment schedule management & reminders

Ensuring that the client is constantly updated with the budget changes and expenditures as and when suppliers are confirmed and payments are made. Keeping track of all payments made to suppliers and reminding clients of all payments that need to be made. Negotiating payment terms with all suppliers, perhaps you cannot pay the 50% deposit at the moment, but we can negotiate a smaller deposit and payment plan on your behalf.

BUDGET

Designing a planning schedule that has all meetings, tastings, fittings, deadlines, payments for all suppliers, and bridal parties, and keeping clients up to date until the wedding date. This schedule is constantly updated and changes according to the client's diary. Your wedding planner will send constant reminders and updates of the schedule to ensure all planning activities are done timeously before the big day.

Confirm details the venue needs
Confirming staff requirements
Confirming bar requirements (if applicable)
Arranging all meetings with the venue coordinator
Assisting with the designing of the menu
Arranging food tastings
Confirm the final menu
Confirm on the day logistics
Venue Search and Evaluation: Top 3 recommendations based on comparisons done
Supplier Procurement and Management:
Venue: Venue viewings for up to 3 venues
General logistics relating to the design

PLANNING & TIME MANAGEMENT

Décor styling is the service of taking a couple's personality and translating it into a cohesive concept that incorporates stationery, décor hire, draping, lighting, dance floor furniture, and flowers for their wedding.

Developing your mood board - PDF Format
Colour scheme
Venue layout
Suggesting specific areas for each of the proceedings Floorplan layouts

Supplier recommendation, matching suppliers that are best suited to the client’s needs

Flower selections recommendations
Lighting Design
Cake design
Floral Design: Ceremony, Reception & Cocktail hour
Stationery Design Concept: Table numbers, Menu, Seating chart, welcome boards, programs, signage
Decor Selections
Candle Selections
Furniture Selection

DESIGN CONCEPT

Florist
Decor Companies
Lighting Suppliers
Wedding Cake bakers
Stationery Designers
Candle manufacturers
Furniture Rental Companies

Quotation Request
Leasing with vendors
Managing admin; related to vendors: emails, phone calls, etc.
Vendor contracts and understanding
Securement & confirmation of booking
Mock-up
Arranging cake tasting
Confirm service and/or products
Confirm on the day logistics
Confirm Arrival time/delivery

DECOR SUPPLIER PROCUREMENT AND MANAGEMENT

Vendor selection proposal

Evaluation & comparison of different vendors with details and specifications, prices, and exact numbers

Leasing with vendors
Managing admin; related to vendors: emails, phone calls, etc.
Vendor contracts and understanding
Securement and confirmation of booking
Confirm service and/or products
Confirm on the day logistics
Confirm Arrival time/delivery

SUPPLIER PROCUREMENT AND MANAGEMENT

As wedding planners, we become the experts who can evaluate and compare venues and vendors for you to ensure you make an informed decision about which venue or vendor to choose, also ensuring you have chosen the best possible suppliers for your wedding.

Vendor/Venue selection proposal
Package & date request
Evaluation and comparison of different vendors/venues, with details and specifications, prices, pros and cons, etc.

Venues, Caterers, Photographer, Videographer, DJ, Live musicians, Cartoon artists, Live entertainment, Make-up artists, Hairstylists, Thank you gifts, officiant

Creation of Event Timeline & all schedules required

Setup management and Logistics

Creating/ proposing logistics schedules for all suppliers to ensure all suppliers who are independent are arranged to arrive at apt times to deliver their services
Ensuring all suppliers receive setup schedule and confirm their times and services/products
Taking into consideration the amount of time each task will take and ensuring that there is enough staff to complete the task on time.
Ensuring that all suppliers deliver exactly what service/ product that was contracted by the client
Ensuring setup for ceremony, cocktail, and reception is completed on time

Mc schedule
Bride & Groom schedule
Bridal party schedules
Make-up & Hair schedule
Decor & Florist schedule
DJ Schedule with the song list for wedding proceedings
Foodservice schedule
Speeches & Toasts schedules
Officiant/Priest/Pastor Schedule
Venue schedules
Running of the day schedule
Including Ceremony, Pre-Drinks & Reception
Photo and Video Shot list

TIMELINE

Review Signed Contracts and Confirm Vendor Logistics
Confirm all products and services
Confirm & Send the timeline to Venue Coordinator & all other Vendors
Confirm arrival/ Delivery time
On-site Wedding Coordinator
Coordination of Rehearsal, Ceremony & Reception
Management of Wedding Day Schedule
On the day event Management and Oversight
Manage Delivery, Setup, and logistics of all Wedding Day Vendors
Delivery & Setup of all Personal Items*
Stationery set-up
On the day Mc management
Food service management
Bridal Party Management
Photography Coordination of family photos & Group photos

COORDINATION

ON THE DAY WEDDING MANAGEMENT

Includes set up management, drafting, communicating, and confirming set up a schedule
Managing all suppliers including venue, photo, video, hair and makeup, DJ, and entertainment throughout the day, regarding timing schedules and any changes. For example, if the ceremony starts an hour late, the kitchen needs to be informed, as does the MC, DJ, and photo and video, perhaps we can discuss how we can catch up on the schedule, or in some instances, overtime rates will have to be approved and signed off on

Hand-over of all the final details

Draft schedules finalization

Liaising with all suppliers, sending all schedules, and making changes where requested

FINAL CONSULTATION