Wedding planning

What planning means

Planning means that every part of the wedding - venue, food, music, photos, transport, guests - is in one plan and in one pair of hands.

You choose and decide. We search, compare, agree terms and make sure what was agreed is delivered exactly.

Our role

We are your representative on the ground: we see what you cannot see from afar, and we speak the suppliers' language.

Each couple has one lead coordinator who knows every detail. That is who you always go to with a question.

The first conversation

In the first conversation we learn the essentials: the date or season, the number of guests, the budget range and what matters most to you.

We ask what you do not want. That often says more than a wish list.

After the conversation we send a short email: how we understood your wedding and what the first steps will be.

The concept

The concept is the wedding's character: intimate or large, traditional or modern, urban or out in nature.

We collect it in one document with photos, colours and a few words. Every later choice is compared against it.

A good concept speeds up decisions: when the character is clear, surplus options fall away by themselves.

Allocating the budget

The largest share of the budget usually goes on the venue and food. Then come photography, music, decor and transport.

First we establish what your priority is. If photography matters most, we save elsewhere.

In the spreadsheet each line shows the planned and actual amount, and you see any change straight away.

12-6 months ahead

At this stage we set the date and book the venue and the most in-demand suppliers - the photographer and the music.

We send guests a "save the date" so they can plan flights and leave in good time.

If registration is in Georgia too, we start checking the documents now.

6-3 months ahead

We choose the decor, menu, transport and guest hotel. We send the formal invitations.

This is when the tasting happens and, if you wish, the venue visit in person or by video call.

Contracts are signed at this stage, and the payment schedule appears in your spreadsheet.

The final month

The final guest list, seating plan, transfer list and the day's running order. Every supplier receives their part.

We confirm details with each supplier in writing: time, address, contact, what they will bring.

By now the decisions have been made. Changes are still possible, but we cost each one.

The final week

Your arrival, registration if needed, a last meeting at the venue and the rehearsal.

Guests arrive, and the concierge line works at full capacity.

On the evening before the wedding we send every supplier a final reminder. And you rest.

Choosing suppliers

In each category we offer two or three options, with their work and our notes - what experience we have had with whom.

We work with suppliers we know on the ground. A new one is tested on a small project first.

If you have your own supplier, we work with them too and fit them into our plan.

Contracts

Contracts are often in Georgian. We translate the key points: what is included, timings, the deposit, cancellation terms.

We check especially what happens in case of weather, illness or a change of date.

Before signing we send each contract with a short summary, so you know exactly what you are signing.

Payments

Suppliers often ask for a deposit, and the rest before the wedding or on the day. We set the schedule in advance.

Each payment is confirmed by a receipt, and everything is in your spreadsheet.

If some suppliers accept only local payment, we find a way in advance, so you are not looking for cash on the day.

Online meetings

Most of the planning happens on video calls, at a time that suits you, allowing for different time zones.

Every decision is written into a shared document. You can see at any time what is ready and what is not.

Between calls we usually answer questions the same day.

Visiting venues

If you can come, we plan one or two days of venue visits: two or three places a day, with a tasting.

If not, we show you the venue by video call at the hour the wedding will take place - the light and sound as they will be.

The photos and video always stay with you, so you can show the family too.

The tasting

A menu tasting on site is best. If you cannot come, our team tastes and describes it to you in detail.

Georgian cuisine has a great many dishes. We help you choose ones foreign guests will enjoy too.

We taste the wine separately and check how it pairs with the menu.

The guest list

We keep the guest list in one spreadsheet: reply, arrival date, hotel, dietary needs, language.

Collecting replies is often the most tiring part. We send the reminders.

The list is the single source for every supplier: for the kitchen, for transport, for seating.

Invitations

An invitation can be paper, electronic or both. For bilingual families we prepare it in two languages.

Paper invitations often reach guests abroad late. So an electronic version is always worth it.

The key information in an invitation: the date, the city, the reply deadline and a link to the details.

The guest guide

For guests we prepare a short guide or page: how to get here, where to stay, what to wear, what to see.

It also covers visa information, currency, a SIM card and our number for questions.

A good guide spares you dozens of identical questions.

The seating plan

A seating plan is an art of its own: families, friends, languages. At each table we try to make sure there is one shared language.

If the families speak different languages, we seat bilingual guests at the tables as "bridges".

We prepare the plan as a spreadsheet and a drawing, and on site we hand it to the waiters on cards.

A bilingual wedding

If the families come from different countries, the host speaks two languages or has an interpreter.

Speeches and toasts are translated in advance, so both sides laugh at the same moment.

The menu, running order and table cards are in two languages. It is a small thing, but guests notice it.

The welcome dinner

A welcome dinner on the eve of the wedding lets the families meet each other - before the wedding, not during it.

It can be a simple supra in a restaurant or a wine evening in a cellar.

It is often at this dinner that the friendships are born that make the wedding warm.

Excursions for guests

Guests come from far away and often stay several days. We plan excursions for them: old Tbilisi, Mtskheta, Kakheti.

The excursion runs before or after the wedding, so the couple has time to prepare.

We divide groups by language and give each its own guide.

The next-day brunch

A calm breakfast or lunch the day after the wedding is a good ending: a first look at the photos, thanks, goodbyes.

It is held at the hotel or nearby, and no one needs to get up early.

Meanwhile we run the guests' departure transfers.

The running order

The running order is a minute-by-minute plan: when the stylist comes, when photos begin, when the ceremony starts, when the first dance happens.

Next to each line is who is responsible and what the backup is.

Every supplier receives the running order, and on the wedding day we run things by it.

The rehearsal

A rehearsal at the ceremony venue, a day ahead: where everyone stands, who enters when, where the rings are.

It takes twenty minutes but greatly reduces nerves on the day.

If family members take part in the ceremony, we invite them too.

Our team on the day

On the wedding day our coordinators are on site - from one to several, depending on the number of guests.

They start in the morning, receiving suppliers, and finish when the last guest gets into a car.

You do not need your phone. Every question comes to us, and only what needs your decision reaches you.

The emergency kit

The coordinator carries a kit: needle and thread, safety pins, plasters, headache tablets, a charger, umbrellas.

These small things have come in handy at least once at every wedding.

If you need something specific - a medicine, something for a child - tell us in advance.

Sound, light, equipment

An open-air ceremony needs a microphone, or the back rows will hear nothing.

Evening light matters equally for photos and mood. We check the power supply in advance.

If you need a live stream for family who cannot come, we test the internet on site.

Guest safety

A Georgian supra goes on late and the wine flows freely. Guests do not drive - we arrange transport with drivers.

We announce the time of the last transfer in advance, and call a taxi for anyone leaving early.

For older guests and children we plan a quiet corner and an early transfer.

When a supplier cannot come

Rarely, but it happens: a supplier falls ill or a car breaks down. For this we have a backup contact in every category.

Photographers, musicians and drivers often stand in for one another. We know that network.

If something changes, we handle it, and you hear about it after the wedding.

Gifts for guests

A Georgian gift is a good wedding memento for a guest: churchkhela, a small bottle of wine, honey, something handmade.

If guests are flying home, we choose a gift that fits easily in luggage and causes no trouble at the border.

We place the gifts in hotel rooms with a welcome card.

After the wedding

After the wedding we close accounts with suppliers, return rented items and check that everything was delivered.

We keep track of the photo and video deadline and let you know when they are ready.

We send you the final spreadsheet: every expense, every receipt.

The families' role

Parents often have their own expectations - traditions, guests, menu. The two families' expectations may differ.

At the start of planning we agree who decides what and whom we send information to. That prevents arguments.

Sometimes a separate call with the parents is the quickest route, especially if they speak another language.

The local rhythm

Georgian suppliers are flexible and hospitable, but they sometimes leave details until the last moment.

So we confirm every agreement in writing and check several times before the wedding.

We know this rhythm, and only the result reaches you, not the stress.

Your own rest

The days before the wedding are often the most tiring. We keep free time for you in those days in advance.

A spa, a massage or just a slow breakfast - it is part of the plan, not a luxury.

A rested couple shows in the photos, and you remember the wedding better.

Common mistakes

Booking the photographer in the final month, when the best are already taken. An invitation with no reply deadline.

A running order with no ten-minute margins. A ceremony at the hour of the strongest sun.

We fix all of this in the first months of planning, while it is still easy.

What we need from you

The date or season, an estimated number of guests and a budget range.

A few photos you like, and what you definitely do not want.

Who makes the decisions - the couple, the families or everyone together. That simplifies things a great deal.

Price

The cost of planning depends on the format, the number of guests and the number of days. Our fee is agreed in advance.

Suppliers' prices are separate and visible in your spreadsheet. We add no hidden mark-up to them.

After the first conversation we send a proposal with the format and an estimated budget.