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Epic Event Decor - Event Planning

Phone: 360-943-1420
Email: EpicEventDecor@gmail.com

Woman Owned and Spouse of Disabled Veteran

Epic Event Décor Planning & Coordination Services

Life is an Event, Make it Epic!

At Epic Event Décor, we are pleased to offer our clientele Event Planning & Coordination Services for all their special occasions. Our Senior Event Planner brings her many years of experience and wonderful enthusiasm to each project. Whether a Corporate Retreat, Special Anniversary, Wedding and Reception, or Holiday Party each event receives expert attention and extreme customer service. From start to finish, each detail is taken care of and our clients are happy to work with us again and again!

[According to The Association of Bridal Consultants, the average total cost for a wedding consultant is
$3,636 in the northeast and $2,635 in the south. The national average is $3,262.]

À La Carte Services

Our A La Carte services allow you to put together the exact amount of help and service you need for your wedding/special event. This is great if you are looking for coordinators to help set up, or run the "day of" flow of your event, and if you are having a shorter wedding. In that case, you would simply hire us for the number of hours you need.

Day-Of Coordination:

Our planners can help organize and manage the set up, clean up, vendor coordination, problem solving etc., while we are on-site. There is a 4 hour minimum. Additionally, our A La Carte service packages include 1 planning session/venue walk thru prior to the special event/wedding day.

Pre-Event Planning:

If you are looking for some assistance in the planning aspects of your special event/wedding, but don’t think you need help the day of – our A La Carte Pre-Planning option is for you. We can help with creating a budget, recommending vendors to fit your style and your budget, creating your timeline and helping you with your décor design. Our Design meetings will help you marry your dream décor to your budget and your venue. If you need a little help, give us a call, we will get you started on the right path.

*A travel fee applies to all events outside of the Olympia/Lacey/Tumwater Area.

Day-of Coordinator (the following example outlines a Wedding – but Day-of Coordinators can be for any special event!)

What is a Day-Of Coordinator?

Nowadays, with wedding blogs and DIY books readily available, more and more couples are opting to plan their own wedding. While there is nothing wrong with this, one thing is for sure—you may not want to coordinate your own wedding day!

On your wedding day, the main role of a Day-Of Coordinator is to ensure that your plans are carried out smoothly and to discretely handle any problems that may arise. They are the liaison with the venue, catering manager, decorators, florist, entertainment, photographer and parents. They pull the pieces of the puzzle together.

With a capable Day-Of Coordinator watching over the details of the day, you can enjoy all the special moments with your family and friends without stressing. Not only should you want to relax on your wedding day, those closest to you should as well! Entrust your special day to a wedding professional with the experience and flexibility to handle any last-minute changes that may come up, so you can enjoy your celebration!

The following is an outline of some of the tasks that could be handled leading up to and on the day of your wedding:

2-3 Months Prior to Wedding Day

  • Meet with Bride and Groom to create a wedding day timeline
  • Review all details and logistics planned for the wedding day
  • Review any arrangements the couple has previously made with vendors, and update timeline accordingly
  • Provide etiquette advice
  • Help create a wedding day emergency kit

Rehearsal + Rehearsal Dinner Management

  • Work with wedding officiator to choreograph wedding ceremony, processional and recessional (unless otherwise done so by Ceremony venue personnel
  • Remind wedding party of where they need to be the following day, and at what time
  • Setup and manage Rehearsal Dinner
  • Transport any necessary décor items from the Rehearsal Dinner to the Reception location for overnight storing


  • Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up their equipment
  • Coordinate any pre-wedding meal deliveries and clean up
  • Ensure all flowers arrive on time and distribute to wedding party
  • Confirm photographer and videographer arrive on time, and are aware of the day's timeline
  • Coordinate with transportation vendor so the wedding party departs for the Ceremony as scheduled
  • Assist bride with putting on her wedding gown
  • Make sure the Groom and Groomsmen are dressed and ready on time
  • Communicate any last minute details to the wedding party
  • Communicate with the transportation driver and wedding party so that everyone arrives at the Ceremony on time
  • Transport items such as the Bride's dress (if getting dressed at the Ceremony location), rings, wedding party's personal belongings, and any Ceremony and Reception décor

Ceremony Management

  • Ensure florist has delivered and set up all Ceremony floral arrangements
  • Ensure that personal flowers i.e. Groom and Groomsmen Boutonnieres, Flower Girl bouquet and attendant corsages have arrived at Ceremony location
  • Distribute all flowers to remaining bridal party and family members
  • Set up programs and other Ceremony items i.e. guest book, unity candles, and send off items
  • Ensure that Ceremony musicians have arrived and direct them as to where to set up
  • Ensure that Ushers/Groomsmen arrive on time and are ready to escort guests
  • Ensure designated attendants arrive on time and are ready to pass out programs and assist with the guest book
  • Alert Ushers/Groomsmen as to when to begin escorting guests to their seats
  • Coordinate with the Ceremony officiator to determine signals or cues that will begin the Ceremony
  • Communicate a 'Countdown to I Do' with the wedding party members as the day progresses
  • Handle any emergencies that may arise
  • Line up the bridal party for their entrances down the aisle
  • Cue Ceremony musicians when bridal party is ready to begin processional
  • Gather family and bridal party for photos after the Ceremony
  • Transport items from the Ceremony location to the Reception venue and store any items not needed at the Reception

Prior to Reception

  • Greet vendors and instruct them as to where to set up (i.e. band/DJ, florist, baker and caterer)
  • Make sure band, DJ or designated emcee can correctly pronounce the wedding party's names (and in the right order) for the introductions
  • Make sure Cocktail Hour and Reception décor is set up according to plan
  • Make sure all flowers are set up according to floral order
  • Make sure reception décor is set up according to plan
  • For outdoor tents, make certain that lighting is arranged and working appropriately
  • Meet with catering staff to confirm food timeline
  • Arrange escort cards, if used
  • Set up guest book, cake cutting utensils, and champagne flutes
  • Set up table numbers and menu cards
  • Set up any amenities baskets in guest restrooms
  • Set up favor table or place favors at individual seats
  • Assist catering and/or venue staff with remaining setup needs
  • Look over guest tables and head table to confirm they are set up properly
  • Review final set up before guest arrival

Reception Management

  • Ensure proper flow of Cocktail Hour food and drinks
  • Encourage guests to take their seats at the appropriate time
  • Help guests locate their escort cards and dining tables
  • Locate Bride, Groom and wedding party and instruct keep them in position for their introduction
  • Cue band, DJ or designated emcee when the majority of guests have found their tables and Bride and Groom are ready to be introduced
  • Cue band/DJ, photographer, videographer and immediate family members of the Bride and Groom when important events take place at reception (i.e. first dance, parent dances, cake cutting, and toasts)
  • Cue Father of the Bride, Best Man and Maid of Honor when they are about to be announced for toasts
  • Know the catering service's schedule, and help ensure that guests are served at the appointed time
  • Distribute final payments/gratuities to vendors at the end of the night
  • Prevent and fix any problems that may arise during the event
  • Remain easily accessible through the entire event in case there are any details the Bride & Groom would like attended to
  • Coordinate Reception departure transportation and/or send off

Day Of The Wedding

  • Up to (_______agreed upon number of) Hours – “Day Of Coordination” the day of your wedding
  • Monthly, in-person planning meetings
  • Weekly phone/skype check in meetings
  • 2 Venue Walk Throughs
  • 2 Design meetings
  • Facilitation of your ceremony rehearsal
  • Creation and distribution of your wedding day timeline
  • Creation and distribution of your ceremony and reception floor plan design
  • Creation of your customized budget and wedding checklist
  • Customized vendor referrals – access to our Network

*A travel fee applies to all events outside of the Olympia, Lacey, Tumwater Area

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   Epic Event Decor
Woman Owned
A unit of Majestic Conference Plaza