n g i s e D t n e v E CK Wed d ing &
CK Event Design | 1
table of contents 2 | CK Event Design
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MEET THE CK EVENTS TEAM
Who will you be working with?
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EVENT DESIGN & FULL COORDINATION Our most comprehensive package
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FULL COORDINATION WEDDING PACKAGE Comprehensive, custom support
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PARTIAL COORDINATION Our in-between package
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FREQUENTLY ASKED QUESTIONS Your questions, answered
Cover photo: Brittany Lauren Photography Table of contents photo: Yasmin Khajavi Photography CK Event Design | 3
Top photo: Paul Rich Studio Bottom pioto: Yasmin Khajavi Photography
hi there. We are a small boutique planning team that specializes in creating personalized experiences for our couples. We build a true relationship with our clients! We are best friends and we value our friendship; our goal is to bring our clients into that friendship. We believe that is what truly sets us apart. Knowing that you can just walk into our office after a long day and feel at ease is what we strive for. Our services range from Full Service planning to Final prep. We are always happy to customize a package that fits somewhere in the middle as well. Our main goal is to support our clients as much or as little as they need. This is your wedding, our role is to execute the vision you have for your day and provide insight and feedback along the way to ensure a stress free and enjoyable experience for you. Our best weddings are put together with your vision, style, and personality in mind. Currently serving the following areas: Portland, Willamette Valley, Bend, & Seattle
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meet the CK Events team Chelsea
Kayla
Valerie
I’m the “C” in CK! There is something special about getting to spend each day following my passion! My parents would say this is the industry I was born to be in, back in elementary school I would beg them to subscribe to all the bridal magazines that I could get my hands on. A little fact about me, I am always in planning mode, whether I’m planning the next big event or just dinner for the night. I live with my handsome husband, Tyler, and our two pups, Sis & Abby. When I’m not planning a wedding, you will find me spending time with my family and taking the time on weekends to enjoy everything that Portland has to offer! I’m always up for girl time though! I LOVE getting pampered and drinking champagne, of course!
I am the “K”, hooray! I love so many different aspects of our business, I love working with our clients, I love creating and designing their events, and I love the friends we have made in this industry. Being a part of this CK team is such a dream come true and I could not be more proud of the work environment that Chelsea and I have created. My number one passion in life is my family! I have an amazing husband and two beautiful daughters. I cherish all of the time we get to spend together and I feel so grateful to be able to do something I love and also have the flexibility to make my family my first priority. We love exploring new places and spending time with friends. If I could eat out every night I would. Manicures make me feel refreshed and champagne makes my night! Cheers!
Hi there! I’m excited to be a part of the CK team! My family can attest to the fact that I’ve always loved planning the perfect party. Whether it’s dinner with the neighbors or an elaborate wedding, I love creating a welcoming, beautiful environment for people to gather and enjoy! I discovered my passion for weddings in my teens and have been working in the industry since 2005. Over the years, I’ve read every wedding book I can get my hands on, taken classes in floral, design, photography, and more, and passionately immersed myself in the wedding community. Marriage is a beautiful commitment and I love creating a memorable wedding day that captures the personality of my clients! I’m a born and raised Oregon girl. I love making a home with my wonderful husband, Ryan, my step-son Jadon, and our mischievous kitty, Tabby. In my downtime, I love to explore my beautiful state, surround myself with family and friends, and sip coffee at cozy local shops.
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Sweetlife Photography
event design & full coordination: $7,000+
Your wedding day is the most personal and meaningful party you will ever throw. Full service Event Design is for the couple who is looking for an incredibly cohesive event from start to finish. We will handle all the aesthetic details of your wedding by curating all the décor, floral, and details to create a beautiful and unique experience for you and your guests. On the day of your event, our team will be onsite to ensure every detail is perfectly placed so you can celebrate with your nearest and dearest. Vision and Style Once we determine a style, color palette, and over all aesthetic for your wedding, we will create a mood board to convey your vision. We will carry out these elements throughout the entire event from ceremony to reception and everything in between. Vendor Selection Creating a team that is inline with the vision for your wedding is key. We will work closely with these professionals to ensure that the invitations, desserts, linens, furniture, etc. are spot on. Floral Floral is a key component to a wedding. It ties everything together and brings an event to life. We love creating lush, romantic arrangements that enhance the overall design of the event. (Note: Floral Design is priced separately based on number and style of arrangements, types of flowers used, seasonal availability, etc.) Décor + Prop Sourcing Full service event design clients have complete access to all our décor and prop inventory. We will also source or build any other décor and props that you may want or need to complete your vision. Execution On the day of the event we will have our team there to carry out your vision and set everything as planned. We will also be there at the end of the night to strike the event. Meetings & Walk-Throughs Up to 8 meetings and walk-throughs throughout the process to go over design elements, meet with vendors, and finalize details + logistics. Venue Selection We will spend the time researching possible venue choices. Present you all of the options as far as price, size, and things that 6 | CK Event Design
are included in the rental fee. At this point we should be able to help you narrow it down to your 3 favorites. We will then arrange and attend up to 3 site visits. Schedule & Attend Appointments with Wedding Professionals Refer and assist you in the selection of your entire wedding professionals team based on your specific needs and budget. Review Wedding Professional Contract Prior to signing we will review proposals and terms of final contracts. Make recommendations to ensure fair industry pricing and practices. Manage Budget & Track Payments Detail a custom budget tracking worksheet in planning software and send payment reminders throughout the planning process. Wedding Task List Provide a wedding to-do list to help keep you updated on the progress throughout the planning process. Reserve Transportation for Bridal Party We will assist in hiring, scheduling, and managing transportation details for your wedding weekend. Track Invitation Responses Input guests in planning software for RSVP management and update you regularly as we receive responses. Assist With Menu Selection + Details Work with you and the caterer/venue to choose a personalized menu, provide display/serving ideas and arrange and attend the tasting. Wedding Day Management • Walk through wedding venue to discuss floor plan & logistics with venue contact, caterer and décor team. • Assist with ceremony and reception diagram/layout • Verify final guest count with venue and other wedding professionals. • Create timeline and distribute to wedding professionals 1 month before wedding date. • Confirm load-in and load-out times with all wedding professionals • Assist Officiant and direct rehearsal with your wedding party and family • Create wedding party timeline to be distributed at rehearsal • Full use of Wedding Emergency Kit. • Onsite coordination and management up to 12 hours on wedding day. • Ensure correct setup of ceremony site (floral, sound check, lighting, sound, programs, chairs, etc.) • Ensure correct setup of cocktail hour & reception (tables, chairs, linens, menus, table numbers, seating cards, band, floral, favors, etc.) • Coordinate teardown. • Secure all gifts and wedding items with pre-designated family member or friend. • Handle final payments + gratuities upon request. CK Event Design | 7
I was nervous about hiring someone. As it turns out, it was the best choice I made in all of my wedding planning. Kayla and Chelsea helped me put together an accurate timeline of my wedding, reached out to all of my vendors and made sure everyone knew where they were going and when, and asked me all the right questions (I hadn’t thought of everything afterall!). Not only did Kayla and Chelsea make the weeks leading up to my wedding far less stressful, but they performed fantastically on the day of my wedding. They set up the ceremony site and reception site beautifully – just as I imagined it – and kept everything running on time and smoothly.
Amber & Thomas
Brittany Lauren Photography 8 | CK Event Design
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Brittany Lauren Photography
full coordination: $6,500 Comprehensive, custom support: from proposal to reception, count on us to shoulder all the planning pressure, design your ideal wedding day with you, and ensure that no detail is missed.
Venue Selection We will spend the time researching possible venue choices and present you all the options as far as price, size, and things included in the rental fee. At this point we should be able to help you narrow it down to your 3 favorites. We will then arrange and attend up to 3 site visits. Venue Walk-Through Meet one month prior to wedding to discuss wedding day logistics and finalize details. Planning Consultations Unlimited meeting and coordination time. Schedule + Attend Appointments with Wedding Professionals Refer and assist you in the selection of your entire wedding professionals team based on your specific needs and budget. Review Wedding Professional Contract Prior to signing, review proposals and terms of final contracts. Make recommendations to ensure fair industry pricing and practices. Wedding Design + DĂŠcor Establish color combination, theme and design concept based on your personal style. Provide design guide with ideas for floral, linens, rentals, stationary, etc. Work with your dream team to carry concept throughout all elements of the wedding. Manage Budget + Track Payments Detail a custom budget tracking worksheet in planning software and send payment reminders throughout the planning process. Wedding Task List Provide a wedding to-do list to help assist you throughout the planning process. Reserve Transportation for Bridal Party Hire, schedule and manage transportation details for your wedding weekend. 10 | CK Event Design
All CK couples are given access to our online wedding management system that includes a checklist, a message center, and allows for document sharing. Your lead planner will be available to meet in person and communicate via email, phone, and skype.
Out of Town Accommodations (Hotel + Transportation) Hire, schedule, and manage transportation and room block details for your wedding weekend. Aid in Selection of Stationary Help choose wedding stationary items such as save-the-dates, invitations, programs, menus and all other printed items. We will communicate all details and edits to stationer. Track Invitation Responses Input guests in planning software for RSVP management and update you regularly as we receive responses. Assist With Menu Selection + Details Work with you and the caterer/venue to choose a personalized menu, provide display/serving ideas and arrange and attend the tasting. Aid in Selection of Favors, Bridal Party Gifts, etc. We will help source ideas and determine costs associated with these items and provide favor assembly. Design, Assemble and Deliver Guest Welcome Gift Provide ideas; Gather items and deliver guest welcome gifts for up to two locations. Excludes cost of materials and items forwelcome gift. Wedding Day Management • Walk through wedding venue to discuss floor plan & logistics with venue contact, if needed with caterer and décor team. • Assist with ceremony and reception diagram/layout. • Verify final guest count with venue and other wedding professionals. • Create timeline and distribute to wedding professionals 1 week before wedding date. • Confirm load-in and load-out times with all wedding professionals. • Assist Officiant and direct rehearsal with your wedding party and family. • Create wedding party timeline to be distributed at rehearsal. • Full use of Wedding Emergency Kit. • Onsite coordination and management up to 12 hours on wedding day. • Ensure correct setup of ceremony site (floral, sound check, lighting, sound, programs, chairs, etc.) • Ensure correct setup of cocktail hour & reception (tables, chairs, linens, menus, table numbers, seating cards, band, floral, favors, etc.) • Coordinate teardown. • Secure all gifts and wedding items with pre-designated family member or friend. • Handle final payments + gratuities upon request. NOTE: Every wedding includes one Lead Planner and at least one assistant. Additional assistants brought on site based on amount of setup work, with an additional charge. CK Event Design | 11
“Kayla and Chelsea inspired confidence, from their quick responses to email to their ability to walk on the forest floor in heels (!). Their day-of coordination service is easily worth twice what they charge for it. If you’re not sure whether you can afford coordinators, look at your other budget items and ask yourself if ANY of them are as important as being fully present with your guests and your new spouse on your wedding day.”
Julia Photography 12Luma | CK Weddings Event Design
partial coordination: $4,500 Are you looking for something in between? Does the thought of planning your wedding get you excited but you are a little nervous about taking it all on? Then this is the service for you. Our Partial Service is perfect for the couple who wants to be involved in all aspects of the planning but wants guidance bringing all of the details together.
Wedding Professional Referrals Refer wedding professionals based on your specific needs, style and budget. Four Planning Consultations First meeting we will walk through the wedding venue to discuss floor plan and logistics with venue contact, if needed with caterer and décor team as well. One design meeting, and two meetings of your choice will be at the CK office. Design & Decor Assistance Talk with you about your wedding decor vision. Put together a design board, and point you in the right direction on where to gather rentals and floral needed to bring your vision to life. Review Wedding Professional Contract Prior to signing, review proposals and terms of final contracts. Make recommendations to ensure fair industry pricing and practices. Schedule & Attend Two Appointments with Final Vendors Attendance at two final vendor meetings of the couple’s choice. Wedding Day Management • Assist with ceremony and reception diagram/layout. • Verify final guest count with venue and other wedding professionals. • Create timeline and distribute to wedding professionals 1 week before wedding date. • Confirm load-in and load-out times with all wedding professionals. • Assist Officiant and direct rehearsal with your wedding party and family. • Full use of Wedding Emergency Kit. • Onsite coordination and management up to 10 hours on wedding day. • Ensure correct setup of ceremony site (floral, sound check, lighting, sound, programs, chairs, etc.) • Ensure correct setup of cocktail hour and reception (tables, chairs, linens, menus, table numbers, seating cards, DJ/band, floral, favors, etc.) • Coordinate teardown. • Secure all gifts and wedding items with pre-designated family member or friend. • Handle final payments + gratuities upon request. NOTE: Every wedding includes one Lead Planner and at least one assistant. Additional assistants brought on site based on amount of setup work, with an additional charge.
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Christa Taylor
Stuart Mullenberg 14 | CK Event Design
Lauryn Kay Photography
Lauryn Kay Photography CK Event Design | 15
“Working with Chelsea and Kayla was one of the best decisions we made for our wedding. They were both a total joy to work with and really helped alleviate our stress in the months leading up the big day. They quickly understood our vision, made great vendor recommendations, and kept everything extremely organized. And the day of, we were completely free to enjoy the day while they took care of everything.�
Dani & Rachel
Top photo: Yasmin Khajavi Photography Bottom left: Phil Chester Bottom right: Brittany Lauren Photography 16 | CK Event Design
final prep: $2,000 To truly do our job well, we cannot just show up the day of your wedding and run things. We believe in prevention of problems, not just a quick clean up of an emergency. We need to know your preferences and wedding day vision, so if something comes up that day, we can make a decision with your best interests in mind. We need to know who your vendors are and make sure everyone is on the same page before we even get to your big day. With this package, you enable us to truly tie up all the loose ends before your wedding so no one has any emergencies to deal with on the big day.
Wedding Professional Referrals Refer wedding professionals based on your specific needs, style and budget. Two Planning Consultations First meeting we will walk through the wedding venue to discuss floor plan and logistics with venue contact, if needed with caterer and décor team as well. Second meeting will be at the CK office to discuss final details Wedding Day Management • Walk through wedding venue to discuss floor plan and logistics with venue contact, if needed with caterer and décor team. • Assist with ceremony and reception diagram/layout. • Verify final guest count with venue and other wedding professionals. • Create timeline and distribute to wedding professionals 1 week before wedding date. • Confirm load-in and load-out times with all wedding professionals. • Assist Officiant and direct rehearsal with your wedding party and family. • Create wedding party timeline to be distributed at rehearsal. • Full use of Wedding Emergency Kit. • Onsite coordination and management up to 10 hours on wedding day. • Ensure correct setup of ceremony site (floral, sound check, lighting, sound, programs, chairs, etc.) • Ensure correct setup of cocktail hour and reception (tables, chairs, linens, menus, table numbers, seating cards, DJ/ band, floral, favors, etc.) • Coordinate teardown. • Secure all gifts and wedding items with pre-designated family member or friend. • Handle final payments + gratuities upon request. NOTE: Every wedding includes one Lead Planner and at least one assistant. Additional assistants brought on site based on amount of setup work, with an additional charge.
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Photo credit from left to right: Luma Weddings, Lauryn Kay, Stuart Mullenberg
you may be wondering... When is the best time to hire a wedding planner? Let me answer your question with a question, “How long do you want to stress over planning your wedding?” The answer to that will dictate the urgency in which you will want to consider when hiring a Wedding Planner. We recommend that you hire your Planner as soon as you get engaged, and before you select your venue or vendors. However, we have been hired by couples that already had their venue and selected their vendors. So, it’s really never too late or too early. How do we know you’re the right wedding planner for us? It is crucial that the wedding planner you choose is someone you like and trust. You’ll be spending a lot of time with them and if you’re not comfortable with them, it could lead to a very bumpy road. Our biggest concern is that you get the wedding of your dreams and to do this, you need to have the right people working for you. This is why we do not charge for your initial consultation. It is the time we both use to get to know each other and make sure we both click before moving forward. This is a two-way interview and we both get to ask lots of questions. If we feel that we’re not the perfect match, we will be happy to recommend someone we think you would work well with. Contact us to schedule this consultation. How do payment terms work? We accept checks and credit cards. We require a 50% retainer fee at the time of booking. Following this, we will collect 25% payment at the half way planning point and the final 25% 30 days before the event. Reminders will be sent out 1 week before payment is due. I have a few more questions before requesting a meeting. May I call you? You can call our office at 503.850.6415. If you would like pricing information or further details about what we do, email planning@ckeventdesign.com. If you do call our office and leave a message, please leave your phone number and your email address along with your wedding date. May we contact past clients about their experience? Absolutely! Upon request we can provide information to connect with past clients and hear their stories. You can also see some of our testimonies on our "praise" page.
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How much communication will we have? There is no limit on email or phone communication. You can email, call as much & as often as you need. It is our policy to respond to all messages with in 24 business hours. Our goal is to ensure you are always in the loop, feeling heard & feeling confident in the proceedings. How many weddings or events do you coordinate per day? We only coordinate one event per consultant per day. Your coordinator will have no other events to distract them. What do you do during the reception when you're done coordinating our ceremony, dances, cake cutting, etc? Once our logistical duties are fulfilled, we then act as an extension of staff to the remaining vendors. Often times we are assisting the caterers during the reception before, after or in between dances, cake cutting, the bouquet toss, ect. We help clear plates, we refill water glasses, we offer your guests another glass of wine, but we're also watching the clock to ensure that you are aware of the next event. Maybe it's the garter toss or maybe it's the fact that last call is 5 minutes away so we'd like to offer you another drink or ask if there are any additional songs you'd like played before the last dance is announced. Ultimately, our work is never "done." Are all the photos on your website from weddings you’ve worked on? Absolutely! We’ve been fortunate to work with many photographers and they have been kind enough to share their work with us. You’ll find their names and a link to their website within each gallery. What if we don’t want a traditional wedding or reception? We LOVE the non-traditional weddings. If you want to do something different, just call us and let’s talk about it. It’s your wedding; you should have it your way! We are also happy to offer our services for commitment ceremonies, civil unions, domestic partnerships, civil marriages and other alternative weddings. All engaged couples are welcome to contact us for information on our services How does wedding planning work if we don't live in the Portland Area? A good number of our couples don't live in the same city we do, but the wedding planning process is very much the same no matter where you live. The majority of our communication and planning for your wedding will be done over phone or email whether we lived in the same city or not. We've worked with many out of town clients in different time zones and we can always find a time and method that works.
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Lauryn Kay Photography
CK Event Design www.ckeventdesign.com planning@ckeventdesign.com