Party Planning &
Coordination
Detailed Direction, Guidance, Support, Event-Management, Set-up, On-Site Direction, Problem-Solving,
Making Everything Beautiful and Stress-Free!
You are having a party at Ruby's Little Red Barn, but we party here almost every week! Let us show you all the options and help you plan your event with the experience and inside knowledge of the party planning industry and our venue. Your event should be fun spending time with friends and family, not stressing over every detail,
We love what we do, Let us help you!
Full Coordination & Planning Services -$1,725
(included in All-Ruby's Package)
From the day you book until the moment you get to enjoy your event, we will be there for you. Following your booking, your coordinator will be available to help you via phone and email, answering questions, providing detailed support, guidance, suggestions, and direction planning your event at Ruby’s Little Red Barn & Sunflower Farm. We handle the stress and navigation of party planning, so you don’t have to!
Example of Full Coordination and Planning Services for wedding:
Your coordinator will be responsible for scheduling and attending meetings with you to choose DJ and Photography vendors.
Ruby's package clients- coordinator will also be responsible for handling deposits and payments to both DJ and photographer up to the package budget. Additional charges exceeding budget will be the client’s responsibility.
Your coordinator can also plan meeting with other vendors for you such as caterers, florists, bakeries, etc. via phone and email. If you would like the coordinator to attend the meetings with you or for you, it will be an additional $75/per meeting, travel included within 50 mile radius. Please let coordinator know in advance if you would like them to attend with you or for you to any meetings prior to them scheduling.
In addition, your coordinator will contact the vendors prior to the event and ensure accurate day of contact information for each of them, including vendor cell numbers too, in case of an emergency. Collect from vendors a copy of their business license and insurance. Assist you in selecting Special Event and General Liability Insurance and Host Liquor Liability if applicable. Reviewing the Marriage License process for the State of Indiana/ Allen County instructions, laws surrounding wedding officiants, among many other important topics.
Your coordinator will assist you in making a detailed day of timeline, review and trouble-shoot the timeline with you, and adjust accordingly. We will review and approve the final timeline and set of notes regarding any special arrangements for handicapped guests, and any other special concerns such as food allergies. In addition, set-up instructions, food service timeline, and transportation logistics, etc. will be reviewed at least 1 wk. prior to event
Coordinator will be responsible for reviewing the décor design and a detailed timeline incorporating DJ, Photographer, and the couple’s timeline for the entire duration of the wedding. Communication on the above design and timeline will be done via email and phone then with face to face meetings to occur in alignment with your payment schedule, 90 days and 30 days prior, and an optional 1 week prior to event. It is highly recommended that the couple, their families, the wedding party, the photographer, and DJ/band should discuss the timeline to ensure everyone is in sync prior to the event. We allow an optional in-person meeting with final walk through of the event space one week prior to event.
Your coordinator can answer questions and provide information and coordinate wedding day logistics with all your outside vendors. A diagram of the space and it’s set up can be provided upon request to any outside vendors as well.
Full Coordinating Services Package also includes
Day-of Coordination Services
and
Set-up/Tear-Down Services.
Refer to select packages for details on these services.
Day-of Coordination Services- $945
(included in Ruby's & Diamond Package)
All the planning has been done and the moment is finally here! Your special day nearing should be a time of relief and excitement. Let us take the stress away and do what we do best! Not all weddings are the same, so we make it personal. We have streamlined the process and eliminated the worry to ensure everything goes smoothly and is customized to your needs. We work with all your vendors to make sure everyone is in sync and nobody skips a beat. Meanwhile, you, your family, and friends can all relax and enjoy this very special day. Are you excited? We are too!
Example of Day-of Coordination for wedding:
Rehearsal
90 days prior to event, a timeline layout and vendor list will be sent to the couple to be filled out and returned at least 30 days prior to event. This list and layout will be vital to your coordinator to make sure your event goes smoothly.
Your coordinator will direct the wedding rehearsal at the ceremony site in conjunction with the wedding officiator, 2 hours (1 hour prep and organization, 1 hour onsite practice). They will work with the officiant to choreograph the wedding ceremony, processional, and recessional.
The Big Day
Your Day of Coordinator will be on site from 12 pm until approximately midnight on the day of your wedding/reception. Coordination staff will be scheduled accordingly. Staff is to include at least 2 persons on duty during the event itself. Extra staff can be hired for duration of event if necessary. Cost is $200/per extra staff member. Request for extra staff must be made no later than 30 days prior to your event.
Pre-Ceremony Preparation and Vendor Coordination-Day of coordinator to arrive by noon on the day of the event to assist couple and answer any questions. Coordinator will make sure facility is all set up for the event, greet vendors upon arrival, and assist them with set up according to your directions. Coordinator will confirm arrival of all vendors and contact any vendors who are late in arriving. Confirm florist and/or decorator had delivered all the arrangements and decor needed for ceremony and reception.
Pre-Ceremony & Ceremony Coordination and Direction
Coordinator will confirm that personal flowers (i.e. boutonnieres, flower girl baskets, and attendant corsages) have arrived and are distributed to those specified in wedding party and family. Communicate with couple to make sure they know how much time remains before the start of the ceremony. Coordinator will ensure vendors such as band or DJ and ushers and groomsmen are set up and ready prior to guests arriving. Set out programs on chairs or ensure designated attendants are ready to pass out programs and assist with the guest book. Coordinators will cue the start to seating guests when designated by the couple or when guests start arriving. Coordinator will be responsible for lining up the wedding party and family when they are ready for the processional to start. Coordinator and staff will then cue the start of the processional when the wedding party is ready to proceed. Once the processional begins and all parties are in place, the coordinator and staff will be available for any necessary tasks needed for the transition into the reception including, candle lighting, set up of light refreshment or snacks, etc. After the recessional coordinator and staff are responsible for clean-up of the ceremony, decor re-arrangement per the couple’s requests, and re-arrangement of chairs making ceremony space re-usable for other parts of the reception according to the couple’s needs.
Cocktail Hour
Coordinator is responsible in ensuring bartender and security is on site and set up prior to bar opening. Coordinator and staff will be available to assist couple and wedding party as needed. Also, they will insure proper flow of cocktail hour and food. Coordinator and staff will keep track of timing and assist in the transition between cocktail hour and reception. Along with the catering staff, your coordinator will guide guests to join the couple for dinner at the end of the cocktail hour. Your coordinator and staff will then assist the couple and wedding party with the grand entrance and commence the dinner.
Reception
DJ is primarily designated to dismiss tables for dinner after couple and wedding party have gotten their plates. Coordinator and staff are responsible for busing tables and trash removal after dinner is concluded. In addition, they are responsible for cues with DJ/band, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts, and parent dances. Coordinator and staff will also alert bartenders and prepare toasts for head table just before any toasts take place.
Conclusion and Wrap-up- Coordinator and staff will coordinate the remainder of the reception as necessary and oversee the reception departure along with the security on staff.
Set-up and Tear Down Services are available as well to make your experience extra stress free. See package for details.
Set-up & Tear Down Services - $450
(included Ruby's Package)
If you are one of those that like the set-up, but not the tear down or visa versa, we can offer one or the other.
Clients who only book tear-down service, must provide list of items and whom they belong to. For example: linens-belong to rental company, centerpieces-belong to wedding couple, vases-belong to florist,
so on and so forth.
Example of Set-up and Tear Down for a wedding:
Set-up- During the hours of 10 am-11 am of the day before your event, we will collect from you all wedding décor and decoration items to be set up on wedding day, such as table linens and numbers, cake stands, cake toppers, wedding favors, programs, printed menus, seating cards, toasting glasses, candles, photographs, guest books, serving sets, aisle runners, table garlands, centerpieces, etc. Your coordinator will, with you, itemize a written list of the wedding décor you deliver. (Wedding décor must be delivered in a condition ready to be set-up and not requiring building or assembly.) Ceremony and reception space will be set-up per couple’s specifications on the day before your event and will be available for inspection prior to event rehearsal on the evening of the day before with final inspection the morning of the event. The client is more than welcome to participate in the set up if they wish. Set up usually takes 4-5 hours.
Tear Down-The party was a success who wants to stop and start cleaning up? We do! Staff will be on site starting at 9 pm to bus tables and discard any other trash items making it easy to start disassembling the set up. At 10 pm staff will start with a semi-tear down- Removal of signs, table décor, lights, etc. and putting them in an organized manor in boxes in a designated spot to be taken home at the end of the night. Please note, caterer is responsible for clean-up of food area and packaging leftovers. Between 11 pm-midnight, staff will start the full tear down with removal of linens and tear down of tables and chairs. Guests are expected to leave around midnight. Times mentioned above are flexible if the tear down can be completed by midnight. Your personal items will be ready for you to take home by midnight. Arrangements can be made for pick up on the next day if necessary.
Fact is we go to weddings almost every weekend. What may take you a long time may only take us a second. We also have a ton of ideas that you may not have thought of, to help put your mind at ease. We can take a ton of the stress away by doing what we love to do, so let us help you!