winter wedding planner wedding

I recently wrote about the top three reasons full-service wedding planners are worth the investment and I promised I would write, in more detail exactly the services we offer. After starting to write that post, I realized just how ridiculously long it would be and decided to break this post down into parts starting with the beginning of the planning process.

Hey before you gets started, you may love this FREE worksheet for planning an Intentional Wedding


Email Communication

When a prospective client reaches out to us we take the time to figure out what kind of service they are really looking for. We don’t send “templates” or general emails, we send an email with get-to-know-you questions that give us some insight on what you need. I like to jump on the phone with a prospective client to chat a little more in-depth about their vision for the wedding day and get a feel for their expectations to make sure we are a good fit for each other. After figuring out the service(s) they are interested in I sit down to write out a custom quote based on their individual needs. Once they receive the quote, if they are comfortable with the cost as well as the payment schedule, we’ll arrange for an in-person (or Skype) meeting to answer any additional questions before moving forward with a contract.


Once the prospective clients become official clients the first thing we do is take a look at their budget. If the couple already has a set budget which is also realistic,  I’ll break it down by percentages of the overall budget into categories. When that is complete I will confirm with the clients and make changes as necessary.

If the budget is not yet set, or isn’t very realistic based on the number of guests, venue type, etc. we’ll work on an estimated budget for them based on their wants/needs to help educate them on the local costs as well as make suggestions on how to work within their desired budget.

Venue & Vendor Sourcing

Using our database of venues we work with our clients to find the best options for their wedding. If we can’t find the perfect fit within the venues we already know and love we’ll do additional research to make sure we do! We contact each venue on behalf of the client to find out about available dates, ask any questions our clients may need to know and will set up a schedule of appointments to go see each venue. In addition to making the appointments, we also attend each site visit with our clients in order to answer any questions, give them our opinions and work on possible design ideas.  We continue with additional follow-up between the venue and the client and assist in the venue selection. Once we get to the contract stage of the desired venue we’ll look it over with the client to ensure everything looks standard and there is nothing unreasonable or out of the norm.

Like the above service with the venues we provide the same service with each vendor we need to hire. We give suggestions from our database based on the clients style and price range. We do a lot of back and forth emails so the client doesn’t have to. We’ll set up all in-person meetings with the vendors of choice as well as attend them. We’ll bring you to the contract stage where again we’ll look at the fine print and make sure it all sounds good.  This continues for the entire length of your planning process until all vendors have been booked.

The initial contracting stage between Weddings Tied With Lace and the client, budgeting and venue selection can take anywhere from a couple of weeks to a few months depending on how busy and decisive the client is. The vendor booking process continues throughout the entire length of time as we book different vendors at different stages.

victoria wedding planner simple wedding design

We spend about one full week working on the perfect initial design for our clients based on the ideas they’ve given us. Our proposal includes everything that is a visual factor as well as the elements that help create the desired atmosphere. We break down the following into detailed ideas and sketch pictures to put the ideas in our head on paper.


  • “Altar design”
  • Aisle Design
  • What will guests sit on?
  • Ceremony programs
  • What will enhance the guest experience? A water station on a hot day? An apple cider station on a cool fall day?
  • How can we make that beautiful

Cocktail Hour

  • Layout of the event
  • Types of food, signature drinks, bar design
  • Linen choices
  • Signage/ Stationery
  • Music/Lighting


  • Head Table Design (Style of table, linen, floral piece(s), style of chair)
  • Guest Tables Design (style of table, linen, centerpiece design, style of chairs, charger plates, stationery design( menus, escort cards, table numbers) )
  • Room Layout
  • Overall “wow” appeal as guests enter the room
  • Lighting, music, signature drinks – elements that can suggest the desired tone.


Invitations that will echo the entire design/tone of the event.


A basic idea of how the flowers will look.

After we complete the design proposal, we’ll sit down with our clients to go over the design elements that they want to implement. Once they’ve decided we will get firm quotes on all outside decor.

Complete Floral Proposal/ Quote

Once our clients decor has been decided we will work on putting together a detailed Proposal and Quote for them. This includes everything from type of flowers in each arrangement to how many of each arrangement are needed with a detailed quote on the cost of the service.

niagara on the lake wedding


At Weddings Tied With Lace, we spend the entire week leading up to the wedding on our client of that week. We closely follow up with each vendor to confirm numbers, timing, package selection and specifics, requests for the wedding day, items required etc. We put all of this information together into a detailed timeline that we hand out to all key vendors and anyone involved in the wedding day logistics.

We also spend this time prepping and designing the client’s wedding flowers which means cleaning vases and containers, de-thorning and cleaning stems, conditioning flowers to live their longest and of course, arranging your bouquets, centerpieces, ceremony pieces, etc.

We always attend and supervise the clients rehearsal to make sure we have all the last minute details and changes, as well as have the opportunity to make last minute suggestions.  It’s also a good way for my team to meet the entire bridal party and parents before the day-of, so everyone knows who to find in case anything needs to be taken care of.


We’re up bright and early on the wedding day to make sure we’re not needed by the bride and groom or any vendors. We use this time in the morning to pack up all of our emergency kit items as well as the flowers for the day. We arrive on site in time to complete the setup. For us, this usually includes any floral installations that need to be created on site, floral placement, menus, place cards, table numbers, napkins, charger plates, the seating chart, cocktail decor, candles, straightening linen and chairs and general tidying of the event spaces.


While on site we deal with everything on behalf of the client. Even with a perfectly planned wedding where all of the details have been carefully thought out, things can and do go wrong (due to human error, traffic, weather, etc.) We’re there to deal with these surprises so the clients don’t have to. In a lot of the instances, we can deal with the issue before the bride and groom even know. We’ve dealt with mix-ups in the seating chart, a cake that didn’t quite make it intact , vendors who were lost and couldn’t find the venue, and the list goes on. The important thing is we were on site to handle it so the bride and groom didn’t have to know about it, nevermind deal with it on their own.


Aside from dealing with unforeseen hiccups, we’re also there to manage the planned parts of the day. We give our clients a heads up before it’s time to walk down the aisle, move into the reception area for dinner, each time there is a speech, the first dance, time to cut the cake, etc.

In addition to all that, with full planning service at Botanica and Bloom we’re there until the very end. We make sure everything is packed up and put aside for the bride and groom to grab the next day, all vendors have been taken care of, tear down has been completed and to make sure nothing has been left behind.

The Value

It’s hard to really explain the value of our services without actually experiencing them. We can tell you exactly what we do in detail, but until you’re really ready to get down to the nitty-gritty of planning, it may not really hit you head on. It usually takes about a week into the budget and venue process before clients exclaim” how happy they are to have us”.

Most of what we “do” has been covered in the last three posts. We have one more coming with the additional benefits we provide to our clients with our full planning service.

wedding planner victoria wedding bride getting ready

Online/ Easy-to-use

We’re all about making things super simple for our clients. We provide an online software that makes signing contracts, receiving quotes and invoices and answering questionnaires a hassle-free experience. We have “1-click” options that create and maintain an approach of simplicity for the clients.

Questionnaire Booklet

Pages upon pages of questions that make sure we catch every detail during your wedding planning. We’ve spent four years putting these lists together. They’re a combination of our own experience, planning book questionnaires, to-do lists and just-in-case lists we’ve come up with.

Ready to get started 👉 Download the FREE Getting Started guide here.

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Dezine by mauro says:

Tuesday, November, 28, 2017

your site is amazijng :)

Samantha Gieseke says:

Monday, February, 8, 2016

This is really helpful! Thanks for sharing :)