Experience Guide
Welcome, friend!
We are ridiculously glad you’re here!
Weddings are our “business”, but it feels more like a calling. Our systems are simple, our events are not. We provide streamlined tools to take the guesswork out of the planning process, but that doesn't mean our weddings are boring. Whatever or whoever you want as part of your day, we'll make it happen... in a relaxed and stress-free way.
We are so happy we get to celebrate alongside you.
Let’s get this party started!!
Our Mantra:
Creating a world where family & friends feel full-body joy coming together to celebrate the major moments that make life meaningful.
What to expect!
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Phase One | Planning
First, we will meet to deep dive into your Budget and make a plan for moving forward.
Then, we will dig into a venue and caterer (if you don’t already have one). Then we will work through your essential vendors one by one to make sure we can host your wedding day!
Lastly, I’ll give you homework so we can source your remaining design-focused vendors!! You’ve have a awesome checklist in Aisle Planner (AP) to work through as well.
First 3-6 Months!
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Phase Two | Design
Now the fun begins!
In this phase we work on the design-focused vendors like floral and rental companies.
This is when you start to work through all of your Pinterest Posts and we will develop a Design Board or Mood Board together.
We will help you make a game plan for which items to source on your own and which elements to have made by other vendors! And of course, more handy checklists!!
Next 1-3 Months!
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Phase Three | Logistics
The Planner’s Favorite Phase… The Logistics!!
About three months out from the big day, we will meet to work on your Wedding Weekend Timeline. This timeline will be live in Aisle Planner for you to review at all times.
After that meeting, we will share the draft timeline with all of your vendors, check in, and coordinate any missing details. Don’t worry, it’s not finalized until the week-of. We look at the Timeline at the One Month Décor Call and the Week-of Check In as well.
Last 3 Months Before the Big Day!
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Phase Four | Wedding Day!
The Big Moment!! Wedding Day!
This may include a ceremony rehearsal, dinner, and or a welcome party. But then, no matter what, it includes your completely coordinated wedding day!
Let us take over all the minor details so you can focus on being fully immersed in your special moments with family and friends!
Sample Timelines
Needless to say, we’ve done this a few times!
Every wedding day is unique, but here’s a few sample timelines to start wrapping your head around the bigger details of the wedding day.
We will create a completely custom timeline in Aisle Planner at our Timeline Meeting. That meeting happens about three months out from your wedding day, but let’s set your Ceremony Start time at the Kick Off Meeting at the very least!
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8am to 12pm - Getting Ready
1230-1pm - Transition to the Ceremony Site
2pm - Ceremony
3pm - Family Photos at Altar
330-5pm - Wedding Party and Newlywed Photos (Off Site?)
430pm - Travel to the Reception
5-6pm - Cocktail Hour
6pm - Reception Begins
Intros/Cake Cutting/First Dance/Welcome Toast
620-745pm - Dinner Service & More Toasts
745pm - Special Dances
8pm - Open Dancing & Dessert Available
11pm - Big Exit from the Reception
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8am to 12pm - Getting Ready
1230-1pm - Transition to the First Look
2pm - First Look
230-4pm - Family Photos & Wedding Party Photos
430pm - Travel to Ceremony
5pm - Ceremony
530pm - Big Group Family Photos & Any Remaining Newlywed Photos
530-630pm Cocktail Hour
630pm - Reception Begins
Intros/Cake Cutting/First Dance/Welcome Toast
650-830pm - Dinner Service & More Toasts
830pm - Special Dances
845pm - Open Dancing
1130pm - Big Exit from the Reception
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10am to 2pm - Getting Ready
2 to 4pm - Close Family Photos & Wedding Party Photos & Getting Ready Photos (Typically at the hotel or the house)
430pm - Travel to Ceremony Location
5pm - Ceremony
530pm - Family Photos & Any Newlywed Photos
530-630pm Cocktail Hour
630pm - Reception Begins
Intros/Cake Cutting/First Dance/Welcome Toast
650-830pm - Dinner Service & More Toasts
830pm - Special Dances
845pm - Open Dancing
1130pm - Big Exit from the Reception
Important Stationery Timeline Dates & Notes
Purchase Invitation Suite | 4-5 Months out from Wedding Date
Mail Invitation Suite | 3 Months out from Wedding Date
Set RSVP Date | 6 Weeks Out
Plated Meals | Capture Meal Selections & Allergies
Buffets | Just capture Allergies and Dietary Restrictions!
BW Studio Tips & Tricks
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![flat lay from a styled shoot]()
Flat Lay Checklist
A thorough list of all the essentials for the perfect flat lay photos! Pack these items up for your photo/video team on the big day!!
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![ceremony rehearsal guide]()
Ceremony Rehearsal Plan
Not having BW Studio at your rehearsal? No sweat, print these out to help your wedding party stay on track the night before!
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Officiant Tips & Tricks
Worried your officiant might have questions? After you share our email with them, send them this document, too!!
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Tipping Guide
All the nitty gritty details for who to tip and how much! If you have questions or see a missing category, don’t hesitate to ask.
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Napkin Folds
Great ideas for napkin folds!
COMMUNICATION
Business Hours
Typically, M-TH 10am-6pm but Tuesdays we hold space for late night meetings until 8pm. Weekends are traditionally reserved for client’s events, but we have a few time slots open on occasion.
Response Time
The team responds to all calls and emails within 48 hours, but aim for less than 24! If it’s a true emergency, shoot us a text and we will respond as soon as we are able.
Preferred Contact Method
Always email so we can keep a safe record of all communication! But feel free to shoot us a quick text or voice memo if you have a quickie Q!!
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BWS likes to schedule the final walkthrough right before our One Month Meeting… so typically, about 5-6x weeks before the big day.
We like to invite your caterer, florist, and any other rental companies along for the walkthrough - especially if they haven’t been to the venue before.
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YES!
Look in the next section below to find all of our affiliate links and discount codes on our Shopping List Page and Vendor List Page!!
Enjoy.
in case you’re wondering
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Our Kick Off + Budget Meeting (shortly after hiring us), the Timeline Meeting (three months out), One Month Décor Meeting (one month out), and our One Week Check In (the Friday before your wedding) are all mandatory meetings.
Any other meetings are scheduled on as-needed basis. Probably about monthly in the beginning… but LOTS of email communication in between.
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If we can, absolutely!!
Ideally, we like to come to your top 3x favorite venues if you’re having trouble making a final decision.
In a perfect world, we will come to your initial catering tasting, but ALWAYS your final tasting to take notes and make sure nothing is missed!
Perks + Deals + Shopping + Links + The Goods +
Perks + Deals + Shopping + Links + The Goods +
Who doesn't love a bargain?
As as BW Studio + Events couple, you would have exclusive access to all of our favorite vendors, deals, and recommended shopping lists for the wedding planning process! Emergency Kit List? We got you!! Ideas for card boxes? Coming at chya! Favorite spots to buy invitations suites? Absolutely. We have ideas for everything!!
Recommended Vendor List
No matter what package you purchase, BW Studio is always happy to share our recommended vendor list with our couples. Full and Partial Planning couples will get personal introductions, and Event Management couples should absolutely drop our company name when inquiring on their own!
Affiliate Links
Yes, some of our emails may include affiliate and other links, and we may make a percentage if you purchase. But we only link to things we love and think you will as well. All opinions are our own, but the deals are yours to keep!
Need to Chat?
Whenever in doubt, send your planner an email! But if you know for sure you’re ready to chat about something in depth... here is Blair’s calendar link - snag some time!
Here’s Blair’s direct contact info:
blair@bwstudioevents.com
www.bwstudioevents.com
@bwstudio_events