This one is for all you logistical types out there…As you begin the wedding planning process, you may be having many conversations with event design and planning teams. If this is the case, you’ve already discovered that every team approaches your wedding differently so understanding each team’s process is necessary when determining which team is the right fit. That said, here is a breakdown of how we approach event design and planning at BHE:
GETTING STARTED
To get started, we have a conversation with each client about the size, scope, location and goals of your celebration. We will spend this time asking and answering lots of questions, clarifying what to expect and developing a custom proposal for you.
Should we collectively decide we’re the right fit for each other, we will develop a contract to make it official. From there we will dive right into the process by creating a transparent planning & design calendar outlining the milestones to be expected.
ONBOARDING
The first detail we share is a planning and design calendar aka a workback schedule and an online portal so you have full transparency on our milestones as well as access to working documents such as budgeting, contracts, timelines and more.
FINDING THE VENUE
Should you not have a date and location set when committing to our team, the first step will be to do just that. We will scour the regions discussed to find the best locations for you based on your vision and priorities such as curfews, guest counts, etc.
BUILDING THE TEAM
Once we have a time and a place, we can dive into identifying and securing the best partners for your day from entertainment to photography to catering and more. We start with the big vendors first so they don’t get booked up. Once we have those partners in place, we will pepper in the smaller vendors in bite sized pieces so you never get overwhelmed.
GUEST COMMUNICATION & SUPPORT
Simultaneously with building the team, we will also prepare your guests for the event by securing room blocks, creating event websites, designing save the dates and offering concierge support so they can plan properly for your celebration.
COMPREHENSIVE DESIGN
Once the foundation is created, we will dive into a comprehensive design process which is as collaborative as you’d like it to be. Some enjoy being a part of even the tiniest of decisions while others like us to take the lead. Either way our process begins with a custom look book outlining our suggestions for every guest touch point from invitations and welcome bags to the presentation of the late night snacks and everything in between.
Once we’ve interpreted the vision properly, we will start preparing for a design presentation involving a table prototype, renderings, sketches and more. This is the fun stuff and where you get to truly see your celebration come to life.
GUEST EXPERIENCE DESIGN
As much as we love a beautiful event, ultimately we believe in the art of hospitality and know your celebration is the most successful when guests feel special, thought of and comfortable. We’ve found that if a guest is too cold, too hot, unable to get a second glass of wine in a timely manner or has to sit on an endless shuttle ride without entertainment, it can significantly impact their enjoyment and ability to stay present at your celebration. That said, guest experience design is one of our top priorities and taken into consideration every step of the way. We address this by identifying and thinking through every touch point with intention. This can be as simple as increasing the number of bartenders at the cocktail hour to creating a unique celebration or activity allowing guests to experience your destination in an authentic way. Whatever the case, this is a huge part of our process and one of the number one reasons our events are so successful.
PRODUCTION & LOGISTICS
While we’re working with you on the aesthetics and guest experience design, behind the scenes we will be preparing for execution by ensuring every detail is as logistically sound as it it aesthetically beautiful. This involves the management of vendors, timelines, floor plans, power distribution, generators, shuttle buses and so much more.
FINANCIAL MANAGEMENT
Prior to contracting our services, we will ask that a financial comfort zone be shared alongside of your expectations. Once we’ve determined we are able to align your vision with your investment, we will work on your behalf throughout the process to ensure you stay informed every step of the way. We will share vendors and services that can meet your goals and flag you if we see you making decisions that will impact the final investment. While we will guide you every step of the way, it’s important to keep in mind, it will be your expectations and decisions that will ultimately ensure our ability to meet your goals.
EXECUTION
The days leading up to your celebration, our team will be on site to manage vendors, load in, tend to guest needs and so much more. The day of each celebration, we will have a team of associates there to ensure you and your guests have nothing to do but celebrate. Our ultimate goal is to create an experience and environment that allows you to connect with your guests and our team will be working tirelessly behind the scenes to ensure just that.
I hope this helps and if this sounds aligned with your hopes for a planning and design team, we hope you’ll reach out at hello@bethhelmstetter.com. Happy Planning!
