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Wedding Planning and on-the-day Coordination
FULL WEDDING PLANNING PACKAGES
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
450 + HOURS OF PLANNING
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(12 hours on the day coordination: 8 am – 8 pm)
2025 Weddings starting at R50 000
2026/27 Weddings starting at R55 000
Pre Event / Rehearsal dinner/ weekend wedding: R22 000
#1 WEDDING PLANNING CONSULTATION & MEETING
Planning Progress Meeting
Discussing all the details for the big day
Moodboard consultation
Questionnaire
advice tips and planning "game plan"
Budget discussions
#2 WEDDING PLANNING SOFTWARE
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Wedding planning checklist
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Calendar
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Online Guestlist
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RSVP tracking
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Contact list
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Notes
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Timeline & Schedules
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Budget management
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Invoice Tracking
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Payment schedules & Tracking
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Layout & Seating
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Creation of a Floor Plan for the Wedding Reception
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Seating Chart Setup
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Menu options & dietary requirements
#3 WEDDING BUDGET
Ensuring 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.
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Budget set-up & allocation
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Cost calculations & financial spreadsheets
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Monthly payment schedule management & reminders
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Confirm all final payment amounts with your vendors
#4 PLANNING & TIMEMANAGEMENT
We know that a well-planned wedding is a stress-free wedding! That’s why we meticulously design a planning schedule that covers everything—meetings, tastings, fittings, deadlines, payments, and bridal party activities—keeping you fully informed right up to your big day. The schedule is always updated to fit your diary, ensuring a seamless experience. Expect regular reminders and updates from your wedding planner, so nothing slips through the cracks and all planning activities are completed well ahead of time.
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Comprehensive Checklists: We provide and manage detailed checklists that track every task and deadline, keeping you organized from start to finish.
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Confirming essential venue details
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Coordinating staff requirements
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Confirming bar requirements (if applicable)
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Arranging all meetings with the venue coordinator
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Scheduling and attending the flower and décor mock-up meeting
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Timeline meetings and planning sessions
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Arranging food tastings
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Finalizing the menu with precision
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Confirming on-the-day logistics with all suppliers from start to finish
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Supplier procurement and management
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Venue: Organizing viewings for up to 3 venues
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General logistics & planning
#5 WEDDING DESIGN CONCEPT AND DÉCOR STYLING
Our Wedding Design Concept and Décor Styling service is all about capturing a couple’s unique personality and translating it into a cohesive design. This process covers every detail, from stationery, décor, and furniture hire to draping, lighting, dance floors, and floral arrangements.
Our design concepts provide an exact visual representation of your wedding. We showcase the specific flowers, vases, and décor pieces that will be used, creating a detailed blueprint of your wedding’s aesthetic. This allows you to see the complete look and feel of your day before it even arrives, ensuring that every aspect aligns with your vision.
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Developing your mood board - PDF Format
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Colour scheme
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Venue layout
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Suggesting specific areas for each of the proceedings Floorplan layouts
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Up to 3 different table designs
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The exact numbers of each decor element needed
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Supplier recommendation, matching suppliers that are best suited to the client’s needs
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Flower selections recommendations
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Lighting Design
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Cake design
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Floral Design: Ceremony, Reception & Cocktail hour
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Stationery Design Concept: Table numbers, Menu, Seating chart, welcome boards, programs, signage
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Decor Selections
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Candle Selections
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Furniture design
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Custom designs
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#6 DECOR SUPPLIER PROCUREMENT AND MANAGEMENT
Selecting and managing the right vendors is crucial to bringing your wedding vision to life. Our Décor Supplier Procurement and Management service ensures you work with the best in the business while we handle all the admin and coordination.
Here’s what’s included:
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Vendor Selection Proposal: Presenting you with top vendor options that match your style and needs.
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Evaluation & Comparison: We evaluate and compare vendors based on their offerings, specifications, pricing, and details, providing you with clear recommendations.
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Florist Selection: Identifying and securing a florist who aligns with your floral vision.
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Décor Companies: Coordinating with décor experts who bring your design concept to life.
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Lighting Suppliers: Finding the perfect lighting specialists to create the right ambiance.
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Wedding Cake Bakers: Curating the best cake designers and bakers to fit your style and taste.
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Stationery Designers: Matching you with stationery designers who capture your wedding theme.
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Candle Manufacturers: Procuring high-quality candles for that perfect glow.
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Furniture Rental Companies: Sourcing stylish and comfortable furniture that complements your décor.
Quotation Request & Vendor Management:
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Quotation Request: Handling all quotation requests, ensuring they align with your budget and needs.
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Liaising with Vendors: We take care of all vendor communication, including emails, phone calls, and meetings.
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Admin & Contracts: Managing vendor contracts, making sure all terms are understood and favorable.
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Securement & Confirmation: Finalizing and securing vendor bookings, so everything is in place well before the big day.
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Décor Mock-Up Coordination: Organizing and attending mock-up sessions to preview your wedding décor.
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Cake Tasting Arrangements: Scheduling and attending cake tastings to finalize flavors and designs.
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Service/Product Confirmation: Ensuring all services and products meet your standards before the event.
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On-the-Day Logistics: Confirming vendor arrival times, deliveries, and set-up schedules.
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Delivery and Setup Coordination: Overseeing deliveries and setups to ensure everything runs smoothly and on time.
With our thorough vendor management process, you can relax knowing that every detail is handled by professionals who understand your vision and bring it to life flawlessly!
#7 SUPPLIER PROCUREMENT AND MANAGEMENT
As your wedding planners, we take on the role of expert evaluators, helping you navigate the process of selecting the best venues and vendors to ensure your wedding is nothing short of perfect. We manage every detail to make sure you make informed decisions and choose the highest-quality suppliers for your special day.
Here’s how we manage supplier procurement and management:
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Vendor/Venue Selection Proposal: Presenting you with carefully selected options for venues and vendors that align with your vision and requirements.
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Package & Date Requests: Coordinating requests for packages and availability to fit your wedding timeline.
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Evaluation & Comparison: Providing a detailed analysis and comparison of different vendors and venues, including specifications, pricing, pros, cons, and overall value.
Areas of Focus:
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Venues: From stunning locations to intimate spaces, we help you find the perfect setting for your celebration.
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Caterers: Identifying caterers who offer exceptional cuisine and service.
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Photographers & Videographers: Selecting professionals who capture every moment beautifully.
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DJ & Live Musicians: Finding the right entertainment to set the perfect mood for your event.
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Cartoon Artists & Live Entertainment: Adding unique and engaging elements to entertain your guests.
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Make-Up Artists & Hairstylists: Coordinating trials and securing beauty professionals to ensure you look flawless.
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Thank You Gifts: Sourcing thoughtful gifts to show appreciation to your guests.
Quotation Request & Vendor Management:
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Quotation Requests: Handling all quotation requests and ensuring they fit within your budget.
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Vendor Communication: Managing all correspondence with vendors, including emails, phone calls, and meetings.
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Contracts & Understanding: Reviewing and managing vendor contracts to ensure clear terms and conditions.
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Booking Confirmation: Securing and confirming all bookings to ensure everything is set for your big day.
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Engagement Shoot & Trials: Arranging engagement photo shoots and beauty trials for make-up and hair.
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Service/Product Confirmation: Verifying that all services and products meet your expectations before the wedding.
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On-the-Day Logistics: Coordinating arrival times, deliveries, and set-up to ensure a smooth event flow.
#8 WEDDING DAY TIMELINE
Ensuring your wedding day runs smoothly requires meticulous planning and coordination. Our Wedding Day Timeline service covers every aspect of your day, making sure everything unfolds perfectly according to plan.
Here’s how we ensure a flawless execution:
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Creation of Event Timeline & Schedules: We develop a comprehensive event timeline and all necessary schedules to guide your day.
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Setup Management & Logistics: Coordinating and managing setup to ensure everything is in place before guests arrive.
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Supplier Logistics Scheduling: Proposing and arranging logistics schedules for all independent suppliers to ensure timely delivery and setup of their services.
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Supplier Coordination: Ensuring all suppliers receive and confirm their setup schedules, including times and services/products.
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Task Management: Considering the time required for each task and ensuring sufficient staff is available to complete everything on time.
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Contract Adherence: Verifying that all suppliers deliver exactly as per the contracted agreements.
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Setup Completion: Making sure setup for the ceremony, cocktail hour, and reception is finished promptly and to your satisfaction.
Detailed Schedules Include:
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MC Schedule: Timings and cues for the Master of Ceremonies.
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Bride & Groom Schedule: Key moments and activities for the bride and groom.
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Bridal Party Schedules: Timelines for the bridal party to ensure everyone is in the right place at the right time.
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Make-Up & Hair Schedule: Coordination of beauty appointments and timing.
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Décor & Florist Schedule: Timing for décor setup and floral arrangements.
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DJ Schedule: Including the song list and timing for wedding proceedings.
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Food Service Schedule: Timing for meal courses and service.
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Speeches & Toasts Schedule: Coordinating the timing of speeches and toasts.
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Officiant/Priest/Pastor Schedule: Ensuring the officiant is on time and prepared.
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Venue Schedules: Coordination with the venue for seamless transitions between events.
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Running of the Day: A detailed schedule covering the ceremony, pre-drinks, and reception.
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Photo and Video Shot List: A comprehensive list of must-have shots to ensure no special moment is missed.
Our timelines are color-coordinated to provide a clear and easy-to-follow guide for everyone involved, making sure every aspect of your day is perfectly organized and executed.
With our detailed planning and coordination, your wedding day will run like clockwork, allowing you to enjoy every moment without any stress.
#9 ON THE DAY WEDDING MANAGEMENT & 12 HOURS COORDINATION
Ensuring that every aspect of your wedding day unfolds seamlessly is our top priority. Our On-the-Day Wedding Management service covers every detail to ensure a smooth, stress-free celebration.
Here’s what’s included:
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Setup Management: Drafting, communicating, and confirming the setup schedule to ensure everything is in place as planned.
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Supplier Coordination: Managing all suppliers—including the venue, photographers, videographers, hair and makeup artists, DJs, and entertainers—throughout the day. We handle timing schedules, address any changes, and coordinate adjustments if delays occur. For example, if the ceremony starts late, we inform the kitchen, MC, DJ, and photo/video teams, and discuss how to catch up or manage overtime rates if necessary.
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Venue and Catering Coordination: Working closely with the venue coordinator and the catering company or in-house chef to ensure everything runs smoothly.
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Review of Signed Contracts: Verifying all contracts and confirming vendor logistics to ensure everyone is aligned with the plan.
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Confirmation of Products and Services: Ensuring all agreed-upon products and services are delivered as expected.
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Timeline Confirmation: Sending the final timeline to the venue coordinator and all other vendors.
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Arrival/Delivery Time Confirmation: Confirming the arrival and delivery times of all vendors.
On-the-Day Coordination Includes:
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On-Site Wedding Coordinator: A dedicated coordinator present throughout the day to oversee all activities.
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Rehearsal, Ceremony & Reception Coordination: Managing all aspects of the rehearsal, ceremony, and reception to ensure smooth transitions.
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Wedding Day Schedule Management: Keeping everything on track according to the planned schedule.
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Event Management & Oversight: Overseeing the entire event to ensure everything runs smoothly and addressing any issues that arise.
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Vendor Delivery, Setup, and Logistics Management: Coordinating the delivery, setup, and logistics of all wedding day vendors.
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Personal Items Delivery & Setup: Managing the delivery and setup of personal items such as gifts and décor.
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Stationery Setup: Ensuring all stationery items are correctly set up and placed.
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MC Management: Coordinating with the MC to keep the event on schedule and manage announcements.
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Food Service Management: Overseeing food service to ensure timely and accurate delivery.
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Bridal Party Management: Coordinating with the bridal party to ensure everyone is where they need to be.
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Photography Coordination: Assisting with the coordination of family and group photos to ensure all important shots are captured.
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Note: We work closely with the Photographers, Mc, Dj, Venue coordinator and catering company or in-house chef to ensure seamless execution. And remember, if a cake or any other item is not in the expected location on the wedding day, it means we’ve already made alternative plans and resolved any issues. Your day will go off without a hitch!
With our comprehensive on-the-day management, you can relax and enjoy your wedding day, knowing that every detail is handled with precision and care.
#10 A final consultation
As your wedding day approaches, our final consultation ensures that every detail is perfectly aligned and ready for your big day.
What to Expect:
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Hand-Over of Final Details: We will provide a comprehensive hand-over of all final details, ensuring you have everything you need.
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Draft Schedules Finalization: Finalizing all draft schedules to confirm timings and arrangements.
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Supplier Liaison: Liaising with all suppliers to send final schedules, address any last-minute changes, and ensure everything is set according to your specifications.
This final step ensures that every aspect of your wedding is meticulously planned and coordinated, allowing you to enjoy a seamless and stress-free celebration.
DESTINATION WEDDINGS
Planning a destination wedding? We offer all of our planning packages to make your dream wedding come true, no matter where you choose to say "I do."
Please Note:
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Accommodation: The bride is responsible for providing accommodation for the planner and their assistant.
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Travel Fee: A travelling fee will be added to all packages to cover the costs associated with reaching your destination.
Let us handle the details so you can focus on enjoying your special day, no matter where in the world it takes place.
Q & A
Quotations, Payments, and Budgeting
At Ethereal Events Co., transparency is at the heart of everything we do.
Every wedding planner and professional in the industry has their own approach, but we believe in being completely open with our clients. When you receive a quotation from us, it clearly outlines the wedding planning fee, which is the only amount paid directly to us. All supplier quotations and bookings we arrange on your behalf are paid directly by you.
We plan weddings this way so that our clients have full clarity on where their budget is going. You’ll see the exact quotations and can rest assured that we don’t take any commission from vendors. This approach ensures you know exactly what you’re paying for, without any hidden fees. It’s simply the way we love to work.
Let's Talk Budget
We understand that everyone has a unique budget in mind, which is why we’ve created this section to provide clarity on the costs associated with planning a wedding. Our goal is to help you get a realistic idea of what to expect, whether you're going for our Signature Package, covering all the essentials, or our Luxury Package, which offers additional elevated touches.
It’s important to note that guest count can have a significant impact on pricing. However, smaller weddings can also be surprisingly costly since certain fixed costs, like photography, remain consistent regardless of guest size. The pricing we’ve outlined here reflects the calibre of our preferred suppliers—experts who are at the top of their craft, not newcomers to the industry. This guide offers insight into the type of weddings we plan and the quality we deliver.
Transparency is key for us, and that’s why we’ve included this budget breakdown.
We want you to know exactly what it takes to create the stunning weddings we’re known for.