Welcome!
We are so glad you have decided to partner with Marcella Camille Events during your event planning journey. We can’t thank you enough for entrusting MCE as your wedding/event planner. The event planning process leading up to the event is often times a very intimate journey where we end up being dear friends after out time together.
It is my pleasure to officially welcome you to the Marcella Camille Events family. We’re getting your private planning portal ready but in the meantime, we’d like to introduce you to our Welcome Guide. This will help as a little guide into our time together and what you can expect.
Let me know if you have any questions!
Xo,
Marci
Your Planner:
Marci
CEO, Lead Planner + Designer
Office Hours and Holidays Off:
Our office hours are Monday– Friday 9:00 AM – 4:00 PM. My office is closed on Tuesdays. During event weeks, we will be unavailable on Fridays as we prepare for the weekend's event. We are off on the weekends unless it is your event!
I am accessible by email from 9:00 AM -4:00 PM and accessible for meetings or scheduled phone/video calls at varying times throughout the week via this link: https://hello.dubsado.com:443/public/appointment-scheduler/61382a0e6063a033a5b2fe1d/schedule
Marcella Camille Events is closed on the following holidays:
January 1,2- New Year's (Observed)
January 16 - Martin Luther King Day
April 22- Owner’s Birthday!
May 27-29th - Memorial Day
July 4 - Independence Day
September 4 - Labor Day
November 10 - Veteran's Day (Observed)
November 21 - 24 - Thanksgiving Vacation
December 15-31 - Christmas Vacation
Business Policies:
Confidentiality policy
We adhere to a strict confidentiality code and no information will be divulged to a third party. We take your confidentiality very seriously – all passwords and personal information are kept private and I use the highest level of internet security. Additional confidentiality measures are outlined in our contract. Any documents, files, and resources provided by your planner are the sole property of Be Merry Events and cannot be copied or distributed to anyone else. You can find more details about our confidentiality policy in your contract.
Communication policy
Response Time
We will respond within 24-48 hours of client needs and concerns Tuesday - Friday only when received via email. Delays in response times from the client when the planner is awaiting details will cause delays in the timeliness of service fulfillment and may result in project end date delays.
Methods of Communication
Communication with the client will only be handled via Google Chat and email.
PLEASE NOTE: Facebook Messenger, Instagram DM, and text messaging are not to be used as a form of communication when doing business with Marcella Camille Events.
Why do we have to communicate via Google Chat?
Answer: Because conversations often get lost in messenger threads. If I need anything from you during the planning process I can email you directly so that we can keep our correspondence in one place instead of having things lost in text messages.
Contact Person
Due to the complexity of your workflow setup, Nicholette will primarily communicate with the primary decision-maker during this setup process.
Client Calls & Meetings
During the scheduled time of meetings, we will wait for your arrival for 10 minutes. After waiting 10 minutes, the meeting will be documented as a no show and must be rescheduled. Rescheduling meetings will delay the timeliness of your planning process.
File-Sharing policy
During the process, we will request files, details, and resources from you pertaining to your event. We will request these files, details, or resources via email and google drive before we begin and throughout the process.
We ask that you provide this information within 2 days unless otherwise stated so that there are no interruptions in your event preparations. Access to these files and details will be located in your Client Portal.
Planning Process:
Planning Process (Full Service)
***Given to client in onboarding as a means for them to track decisions they are making. I extract details from this document and place them in my final timeline and layout.***
Booking
Sign Contract and submit retainer fee.
Onboarding
Once booking is complete, MCE will send a client profile form for the couple to fill out.
The couple will fill out the client profile form and then schedule their first consultation.
Once scheduled, the planner will send a meeting agenda to the client.
The First Consultation is 1-1.5 hours and covers the client’s vision and style (see meeting agenda for details).
After the consultation, MCE will create an engagement timeline that is custom to the length of the client’s engagement and is to be used for periodic updates between planner and client.
Phase I: The VIP Phase
In this phase, the planner and client work together to secure the venue and the most in-demand vendors. An in-demand vendor is one that has to physically be present on the wedding day for an extended period of time. Once they are booked, they are no longer available to other clients.
TIMING: In a 12-month engagement, this phase should begin within two weeks of booking and be complete eight months prior to the wedding.
Below is the order in which we plan in this phase:
Marcella Camille Events will accompany the client to one meeting in each category upon request. Our experience is that these vendors prefer this time to shine and we trust them with our couples! Our presence can often feel like micromanagement to them and is not preferred.
Venue(s): Marcella Camille Events provides 5 options that are available for the couple’s wedding date. The couple will be asked to explore websites, read reviews, and narrow the list down to their top two. Marcella Camille Events will then accompany the couple to two site visits.
Photographer: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation.
Videographer: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation.
Band/DJ: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation.
Officiant: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation.
Below is a checklist of other items the couple will need to work on during Phase I:
Order passport, visa or birth certificate, if needed for honeymoon or marriage license.
Select Bridal Party
Select Ushers if desired
Inform Bridal Party of their responsibilities (duties, monetary, help/assistance)
Arrange accommodations for out-of-town guests (remember, we are in Austin- the land of the festivals. Do this early!)
Select Wedding Dress
Select Bridesmaid Attire, Shoes + Accessories
Select Flower Girl + Ring Bearer Attire, Shoes + Accessories
Select Groom and Groomsmen Attire, Shoes + Accessories
Select other VIP Attire + Accessories (Ushers, parents, readers, etc.)
Schedule fittings & alteration appointments, based on delivery/availability
Create wedding website if desired
Create a list of DIY projects (if desired) and recruit help needed
Schedule engagement photos
BREAK – provide a client experience to client, prepare them for this break and assure them that this is normal. Otherwise, a lull can cause them to feel nervous that they are missing something. It can allow you some time to manage other accounts and encourage your couple to just DATE, without talking about the wedding.
Phase II: The Design Phase
Time for all things glitter and gold. Or not. But all things pretty! In this phase, we will focus on the aesthetics of the event.
TIMING: in a 12-month engagement, this phase should start around seven months prior to the wedding and be completed four months prior to the wedding.
Below is the order in which we plan in this phase:
Florist: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation. We always attend this meeting with the couple, as it is one of the most difficult meetings to navigate.
Caterer:
Provided by venue: the tasting is scheduled in Phase III and Marcella Camille Events attends this meeting to secure logistics
Not provided by the venue: we will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation. Your caterer will also provide the bartending. We will attend one catering meeting to showcase the logistics that need to be secured.
Stationer: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation.
Rentals: We simply recommend the rental company that has the best price or equipment for the couple.
Cake: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation.
Makeup Artist/Hair Stylist: We will provide three options that fit within the couple’s style and budget, based on the information gathered from our first consultation.
Favors/Experiences/Welcome Bags: We provide recommendations and idea development.
Transportation- We simply recommend the company that has the best price and equipment.
Below is a checklist of other items the couple will need to work on in Phase II:
Set date, time and location for rehearsal dinner
Set date, time and details for ceremony rehearsal (must be approved by planner and venue)
Start planning your honeymoon
Select and reserve miscellaneous services: valet, entertainment etc.
Purchase bridal accessories and shoes (begin to break in)
Create a gift registry
Order favors or select charity for donation
Plan activities for out of town guests
Start shopping and purchase Parents gifts
Start shopping and purchase bridal party gifts
Start any DIY projects
Schedule hair, makeup and nail appointments for your wedding day
BREAK – provide a client experience to client, prepare them for this break and assure them that this is normal. Otherwise, a lull can cause them to feel nervous that they are missing something. It can allow you some time to manage other accounts and encourage your couple to just DATE, without talking about the wedding.
Phase III: The Wrap-Up Phase
In Phase III our focus is to tie it all in a bow and make sure we are reconciling all of our planning details with each vendor.
TIMING: with a 12-month engagement, this phase should start around three months prior to the wedding and be complete two weeks prior to the wedding.
Many of the tasks below can be worked through simultaneously:
If not already done, schedule a Menu Tasting to determine final food and beverage selections. This information is necessary for the invitation response card insert so menu selections must be made prior to mailing invitations. Marcella Camille Events will attend this meeting with you if not already done in Phase II.
Marcella Camille Events will lead a final site visit to finalize the layout. The venue manager, the florist, and catering lead are invited to this site visit. A draft timeline and layout will be sent to all vendors for feedback following this meeting that takes place 6-8 weeks prior to the wedding.
Secure current copies of all vendor contracts and confirm final details. Final timeline and layout are submitted to all vendors 2 weeks prior to the wedding.
Invitations must be designed and ready to be mailed 8 weeks prior to the wedding date. If the wedding is a destination wedding for most guests, invitations need to be mailed 10 weeks prior to the wedding date.
We provide a décor instruction sheet and will fill in as much information as possible. The client is responsible for confirming details and adding anything that has not yet been communicated.
Below is a checklist of other items the couple will need to work on in Phase III:
Mail invitations. Include accommodation choices, maps, meal selection and registry information
Maintain response cards
If needed, maintain list of meal selections; create master meal map-who is sitting where/having what
Create a seating chart
Finalize hairstyle and makeup styles for the wedding day
Shop for ceremonial items (toasting glasses, cake knife, ring pillow, guest book and pens, certificate pen, unity candle, etc.)
Check change of name requirements (we recommend a service called MissnowMrs.com)
Mail invitations to rehearsal dinner
Obtain marriage license
Find something old, new, borrowed and blue
Decide who you would like to give a toast and invite them to do it (2-3 for wedding day; as many as you like for rehearsal dinner)
Decide if you want a slideshow or video (if so, reserve equipment)
Arrange final fittings (bridal party + couple)
Finalize rehearsal dinner plans; seating, place cards, menu, décor
Write your vows
Pick up rings and confirm sizing is correct
Confirm list of photos wanted with your photographer:
General photos desired
Family photo list
Special guests you want photos with
Locations for bridal shoot (with rain options)
Confirm “wants” with the videographer
Confirm all song selections and lists with band/DJ/musicians, including
Processional: 1. Grandparents and parents, 2. Wedding Party 3. Bride 4. Recessional
Grand entrance
First dance
Mother/Son and Father/Daughter dance (or any other special dance)
Cake cutting
Bouquet and Garter Toss
Remind attendants when and where to pick up outfits
Determine ceremony seating for special guests and provide a list to ushers
2 Weeks – 1 Week Prior to the Wedding Day
Pick up wedding attire and ensure everything fits
Gather everything you will need for rehearsal dinner and wedding day
Confirm all honeymoon reservations and exchange money or get traveler’s checks
Pack for honeymoon
Rehearsal Day
Review list of things to bring- Stationary, marriage certificate, ring pillow, guest book, favors, cake cutting set, toasting flutes, comfortable shoes, family photos, etc.
Pack suitcase, gown and everything else needed for your wedding day.
Give Coordinator remaining balances and gratuities to be paid on the wedding day (in separate envelopes for each vendor).