W&O Client Experience Guide

WILLOW & OAK EVENTS Client Experience Guide

WELCOME Warmest congratulations on your upcoming wedding! The engagement season is one of the most thrilling and heartwarming seasons of life, and it would be our greatest joy to support you throughout the planning process, ultimately cultivating an authentic, beautiful and unforgettable reflection of you throughout the celebration and beyond. With studios in Charleston and London, we serve couples on a global scale with a design approach rooted in timeless elegance, sensory experience and storytelling. By working with only a handful of couples each year and developing meaningful relationships with each of them, we are able to tailor the full wedding experience from our meetings together to your one-of-a-kind celebration that immerses you and your loved ones into a tapestry of your shared passions, styles and story. As we work closely with the most talented vendors + artisans to craft bespoke designs with only you in mind, we are able to not only bring your vision to life, but also create a planning process that you can look forward to, enjoy and feel heard in. We look forward to getting to know you more soon! Warmly, Haley, Alexis & Ben



PLANNING With more than a decade of experience in the luxury planning space, we will have our hands wrapped around every logistical detail of your wedding from scouting the perfect venue and managing your guest list to creating personalized budget allocations and handling room block negotiations. We spend the initial months of the planning process laying a firm foundation for a seamless event by understanding your top priorities, brainstorming ways to optimize your budget and build your dream team of vendors from our curated network of trusted, seasoned professionals. Ultimately, we’ll support you, advocate for you and be a listening ear for you as we guide the entire planning process.

VENUE SELECTION VENUE RECOMMENDATIONS Once we’ve spent time understanding your aesthetic + experiential vision for the wedding, we will provide specific venue recommendations that match your needs from logistics to style to budget. This is presented digitally, giving you a sense of the spaces each venue offers, the major pros + cons and more. INITIAL SITE VISITS After hearing your top 3-5 venue preferences from this list, we will organize and attend site visits with you. Typically we conduct these together, in-person, so that we can chat through the anticipated benefits and challenges of each space, allowing you to make the most informed decision from the start. We discuss different options in terms of layout + event flow, rain backup and/or tent considerations at one property vs. another, budgetary considerations like what production rentals will be required at certain venues that will impact the bottom line and so on. CONTRACT NEGOTIATIONS While we usually start with 3-5 initial site visits so as to not overwhelm you, we are happy to show you more options until you find the perfect match. Once you give us the green light, we negotiate the contract(s) with the venue(s) on your behalf so all you need do is review and sign. SCOUTING TRIPS Further into the planning process, we will conduct another in-person site visit to scout your chosen venue with respect to the design decisions that have been made since the initial discovery trip. On this visit, we are gathering even more logistical data about the venue and potentially walking through with your photographer to assess best spots for portraits based on how the light falls, but we’re also aiming to meet with any local vendors for mock-ups, looking at how certain rentals complement each other in-person (size/shape/color-wise) and generally absorbing the cultural nuances of that destination as we dream up wow-moments for your guests inspired by the locale.

BUDGET MANAGEMENT HISTORICAL AVERAGES After an initial phone consultation, we will show you a Historical Averages budget based on what we know about vendor rates during a peak season vs. off-season, minimum spends to be aware of with certain categories such as rentals and everything we know about your dream vision for the day. We always want to give couples an idea of what we predict their budget might look like before they book, and while the budget will be revised throughout the planning process as decisions are made, it’s good to have a general idea of what you can expect to spend on the high and low end. BUDGET ALLOCATIONS We understand this is one of the biggest financial investments you’re likely to make outside of buying a home, and thus take our role very seriously, continually assessing and revising budget allocations so that your investments are ultimately maximized where it matters most. In our initial planning meetings, we will gather even more details about your sky-is-the-limit vision and construct a more specific budget allocation for us to follow along throughout the process. This will cover vendors whose pricing is based on a flat-rate model, as well as those more variable categories that will change with guest count + design decisions. Think: Food & Beverage, Floral Design, Rentals... TRACKING YOUR SPEND We will schedule budget meetings following vendor selections, the design presentation, the menu tasting and the RSVP deadline, though you will have 24/7 access to all invoices, payment schedules and the regularly updated budget tracker within your client portal.

VENDOR CURATION SOURCING CREATIVE PARTNERS Matching you with creative partners that suit your style, personality and budget is an exciting step in the planning process. While we have curated a network of trusted, seasoned vendors through the years, we always love working with new talent and are happy to collaborate with you on anyone you already have in mind. We’ll provide our top recommendations for every category from Photography to Catering to Entertainment, though we space these out where possible so you have some buffer room between each booking. PACKAGE DIRECTION & CONTRACT NEGOTIATIONS Many vendors offer prix-fixe packages, often with add-ons/upgrade options to customize. We guide you through what you absolutely need and what you can probably skip, always keeping the big picture of mind. Experience has taught us how many hours of photography you truly need, what kind of lighting makes the biggest impact, how entertainment should transition from one event to the next to achieve the mood you’re envisioning, etc. As a result, we are considering all these factors before you ever commit to a package. As with venues, we negotiate vendor contracts on your behalf too. ONGOING COMMUNICATION Much like a General Contractor tasked with a home build, we are constantly directing the vendor team on all things layouts, timelines, production needs, capabilities, presentation and so on. We refine the big picture vision at an expert level through close collaboration with each vendor to ensure the complexities of design and production work cohesively as a part of a whole.

GUEST COMMUNICATION PERSONALIZED EMAIL We’ve found that one of the best ways to take a big stressor off your plate is to create a personal wedding email account from where we can reach out to your guest list directly. It allows us to communicate important information to them as needed (i.e. rehearsal details for your VIPs or time-sensitive updates on the wedding weekend), but also help you avoid getting random messages from your guests throughout your engagement season. COLLECTING GUEST ADDRESSES One of the first ways we will use the personalized email is to collect guest addresses on your behalf. There will be a place to share important details like titles, allergies, relation and even custom notes for each guest within your client portal, and this is where we will add the compiled addresses so you can access at any time. This is particularly useful when it comes time to write thank you notes! WEBSITE DIRECTION Whether you’re hoping to have a wedding website or prefer a bit more mystery, we will make sure your guests receive all the important details with plenty of time to make reservations, organize travel and plan their guest attire before the big day. Good communication is paramount for destination weddings in particular, and your guests will always appreciate a heads up about what to expect for the festivities and how you typically like to experience the destination. Our main role is to advise you on what information to include so each guest feels held from the start, though you don’t have to twist our arm for advice on the aesthetic front too!

WEDDING TIMELINES PLANNING TIMELINE It is our hope that your engagement season feels light, free and overwhelmingly joyous, so we will thoughtfully compose a planning timeline that aligns with your schedules and communication preferences. You can be as involved or as little involved in the planning process as you’d like, and we are always mindful of any big work trips/launches, personal getaways and holidays so the many months we’re working together feels balanced. You will receive a customized planning timeline at the very beginning so you can peek at “months-at-a-glance”, though outside of the major meetings we’ll share, you will receive monthly check-ins and ongoing communication via your client portal. COUPLE + VIP TIMELINES We will craft specific wedding day/weekend timelines for yourselves and VIPs so that you are receiving the details most relevant to you. Even if we are not managing group excursions or activities outside of the wedding events, we want to be mindful of your plans as we craft timings for hair + makeup, breakfast spreads, etc. PRODUCTION TIMELINES In addition to your customized timeline, we build extensive multi-day production timelines for the entire vendor team so you never have to worry about tent inspections, lighting installations, sound checks, meeting curfews, natural light for photography and so on. We are constantly communicating with each vendor individually to understand their needs and make sure we’re setting your wedding up for success with a solid foundation from set-up to strike.

CONTINGENCY PLANS WELL-ROUNDED BACKUP PLANS We abide by the philosophy that you can never be over-prepared! As we brainstorm event flow + design possibilities, we are always keeping in mind what a Plan B or even Plan C would look like in the event of inclement weather. We create specific layouts, timelines and production logistics specifically for these scenarios so that even in the worst-case scenario, no one realizes it wasn’t the Plan A all along. LAYOUTS & DECISIONS Through sophisticated CAD systems, we are able to show you a variety of layout recommendations for each wedding event so that you can share feedback well before a time-sensitive decision needs to be made based on a forecast. For destination weddings, we typically arrive the day or two before your check-in so that we can walk the grounds, check-in with local vendors and put out any fires before the wedding festivities begin. We’ll communicate any concerns with you when necessary, but it is our goal for you to let go and enjoy your celebration as a guest from the moment you arrive. Something so much easier to do when you’ve talked through all the potential scenarios beforehand!

PERSONAL CLIENT PORTAL YOUR DIGITAL HOME BASE Before our first Kick-Off Call, we’ll customize your online client portal which will act as your “Home Base” throughout the planning process. Accessible 24/7 via the web, it’s where we will communicate any important reminders on upcoming payments, contracts needing signatures, menu tasting food preferences and so on. Here, we will share guides to ceremony readings, unique music selections, marriage license requirements, photography shot lists and processional order. It’s the place you’ll have the opportunity to share important details about your guests, such as allergies or relation to you. It’s where you’ll track RSVPs, meal selections, assign seating... It’s where you can track current budget status and grab details like the check number for your 2nd installment to the venue. Rather than filtering through hundreds of emails, your client portal is a one-stop shop you can filter by date, category and priority. PLANNING MILESTONES As we customize your wedding planning timeline, we organize little planning milestones that will need your attention along the way. While we are always working on a variety of tasks for your wedding on the backend, we only give you a to-do list when it’s a decision we cannot make ourselves (i.e. choosing your bridal party). Via monthly emails, we’ll touch base with you on what we’re working on so you have peace of mind we’ve got the important production tasks covered. But in your client portal, we’ll only add checklist items that are relevant to you so you aren’t bombarded with mile-long lists. You’ll receive these tasks in bite-sized pieces, scheduled according to how important/relevant they are at any point in time.



DESIGN Event Design is all about the visual and experiential components of the wedding events. With a focus on storytelling through the five senses, we approach each design element with ambiance, color, texture, aroma and palate in mind. We listen carefully to your inspiration, take time to understand your style and translate your vision into the actual design elements for the day from concept to creation. Our aim is to craft timeless celebrations that both engage + inspire your guests, but speak to comfort and functionality as well. As we collaborate together on everything from the font of your stationery and the texture of your linen to the type of ribbon for your bouquet and the welcome gifts that speak to the culture of your wedding destination, we strive to create cohesive, intentional and one-of-a-kind designs that reflect your story from start to finish, while keeping your greatest priorities top of mind.

CREATIVE DESIGN PROCESS CLIENT WORKBOOK Immersing guests into your world in a way that’s memorable is a balance of beautiful, cohesive visuals and multi-sensory experiences that never compromise comfort or function. As storytellers, we seek to first understand who each of you are, at your core, to ensure our recommendations for the aesthetic + experience design are fully aligned. Following our Kick-Off Call, you’ll have the opportunity to complete a Client Workbook, which guides you through questions like “what are some examples of interior designs from hotels or restaurants that you’re drawn to?” “Who are your fashion icons?” “Are there any meaningful song lyrics, quotes or poems in your life?” and so on. HOME TOUR Though not required, this is often a favorite step of the design process! We’ve found that our couples’ homes are a wonderful window into their style, so we like to host our initial design consultation as a laidback charcuterie + wine/cocktail hour style “home tour” where you can share real examples of the textures, patterns, color combos and decor styles you’re drawn to. We’ll talk about the pieces you’ve curated, ask you about your favorites and why. We’ll hear stories about your favorite memories together, special traditions in your family and so on. In doing so, we’re able to get to know you at a deeper level and ultimately bring these details back to the designs of the wedding so you feel connected to each and every ideal we present. INSPIRATION & GUEST EXPERIENCE MEETING During these initial planning months, we’ll encourage you to collect inspirational images/videos from art, fashion, architecture, interior design, travel, and so on that spark joy in your heart. When possible, it’s great to curate non-wedding related images so that your core inspiration is a reflection of you and only you! We’ll have an Inspiration & Guest Experience call after you’ve narrowed down to the top 16-20 that reflect the way you want your wedding to feel, and during this call we’ll walk through each image and dig into what specifically you love about it. We’ll hear your vision for the guest experience as it may have evolved and share our take on the experiential opportunities that will leave a lasting impression.

SPECIALTY DECOR PRODUCT SOURCING Our couples are certainly not limited to the inventory of local rental companies! We pride ourselves in our interior design level of intentionality when it comes to sourcing the specific pieces that feel 100% right for the couple, the venue and the rest of the decor elements. On any given day, you’d probably find us amidst paint swatches and textile samples, quartz varieties and mockups for custom table linens. We’re looking at everything from color matching to product scale to pattern play, all of which can make the design elements of a wedding feel like parts of a whole. ORIGINAL CONCEPTS Custom builds consist of anything from unique escort card displays to ceremony backdrops to reception bars. We’re fortunate to have connections with production companies across the world that allow us to tell our couples’ stories in truly creative, innovative and exciting ways. We present any original custom build concepts during the Visual Proposal Presentation where we share all the design ideas, often with sketches or renderings so you can better visualize the finished look. Any ideas that are approved would then be produced, managed and set up/cleared out by W&O and our partners.

AESTHETIC DIRECTION DESIGN VENDORS As we’re bringing all the design ideas together internally, we’re having conversations with your floral designer about specific varieties, color + texture compositions, arrangement scale, vessel selection, candle hues and unique holders, etc. We’re working with various rental companies that specialize in tabletop, furniture, draping, lighting, tenting, flooring and more to select the right quantities, sizes, colors of each functional + decorative rental for your wedding. We’re directing every design vendor in very specific ways to ensure your vision does not get lost in translation with the companies that produce multiple events every weekend. FOOD PRESENTATION Impeccable food & beverage is a cornerstone of any great event, and presentation matters! We work alongside your Caterer to determine a unique presentation for everything on the menu so that it’s memorable from both a beautiful and functional perspective. We’re conceptualizing how food is plated, what the passing trays look like and even what the servers are wearing as we seek to craft a dining experience rooted in storytelling through all 5 senses. FASHION GUIDANCE From recommending bridal stylists to help you source your look and/or day-of bride aids to take care of steaming, emergency alterations and bustling, we will help ensure you feel confident in your unique style on the day! We’ll also share recommendations for the general direction of bridal party + parent attire based on your fashion selections, the setting and designs as a whole. Intentionality here can be a game- changer for photos!

LAYOUTS & RENDERINGS FLOORPLAN DEVELOPMENT We craft detailed floorplans tailored to each event and its space to keep all your vendors on the same page and, of course, make sure you’re happy with the layout and flow before major design decisions are approved. Floorplans may evolve over time based on guest count or miscellaneous changes throughout the planning process, so this is a component we’re always revising as necessary. Additional floorplans are created for contingency plans, so you know in advance what that will look like should we need to implement them. SPATIAL RENDERINGS As needed, we’ll work with a specialist to conduct spatial renderings that show the event from a guest’s perspective within the experience of the event. This is done by generating a photorealistic image that combines your exact venue space with all the design elements we’re proposing from the overall layout to the specific furniture pieces. It’s a great way to give you a sense of how things like color and finish work in the space + in relation to each other, as well as visualize how certain lighting, floral shapes and draping will impact.

VISUAL PROPOSAL FULL DESIGN BOARD & PRESENTATION One of the most exciting parts of the design process is the Visual Proposal Presentation, where we’ll share our recommendations for all the aesthetic and experiential design elements of your celebration. You’ll receive a tangible copy or your customized design magazine outlining each and every element, and we’ll walk through it together in-person or via video call. This Visual Proposal document gives you a comprehensive look at the design suggestions for your wedding from an individual and big picture perspective, so you can better visualize it all coming together. We go deep! So it’s common for these documents to be anywhere from 75-125 pages that you can review in- depth following and share feedback from there. Where applicable, we cover elements like the below: Design Thesis with Mood, Color & Texture Direction Welcome Bag Packaging, Inclusions and Gifting Stationery Save-The-Dates, Invitation Design and Day-Of-Stationery Welcome Drinks, Signature Cocktails and General Menu Design Floral Design (including bouquets, bouts, backdrops, centerpieces, etc) Ceremony (including backdrops, aisle decor, chairs, programs, etc) Bridal Party & VIP Attire Suggestions Lounge Furniture & Decor Specialty Entertainment Vignettes Escort Card Display/Seating Chart Design Tablescapes (i.e. furniture, linens, place settings, candles, holders, compotes, place cards, etc) Food Presentation, Server Attire, Bar Design Cake & Dessert Band/DJ & Dance Floor (i.e. stage design, custom backdrop, dance floor wrap, lighting transitions) Tent Treatments (i.e. draping, functional & decorative lighting, decorative accents, entryways)

VISUAL PROPOSAL TABLE PROTOTYPES & MOCKUPS As often as possible, we work with your vendors to show you actual mock-ups of a place setting using the rentals we’re suggesting, as well as bespoke cake sketches and sample centerpieces that follow a similar mood, shape and colorway to what you can expect at the wedding. MENU & CAKE TASTING A thoughtfully designed menu is just as important as the decor elements on the table, so we will guide you through appropriate and exciting suggestions based on your personal tastes, the destination, the season and of course the wedding style and mood direction as a whole. Often, the menu and cake tastings will take place in-person following our Visual Proposal Presentation and it’s a wonderful opportunity for you to experience the potential dishes firsthand so you can better share feedback and tweak certain ingredients or menu items as necessary.

BESPOKE WEBSITE WEBSITE DESIGN From layouts and image curation to font selection and navigation, we will design and launch your wedding website on your behalf. Though certainly not required, many couples find this to lift a huge burden off their shoulders while simultaneously ensuring one of the first impressions their guests receive is informative, intuitive and a beautifully authentic reflection of what’s to come! GUEST COMMUNICATION In conjunction with the design efforts, we will ghostwrite your website in alignment with the wedding tone of voice, detailing the important information such as timelines, dress codes, room blocks and travel recommendations so they feel held from the start. As details are updated throughout the design process, we will continue to update your wedding website accordingly. CONTENT DIRECTION Some couples prefer a bit more mystery surrounding their day, while others want to build hype around the destination long before the wedding weekend. Whatever your preference, we will direct the content accordingly, whether that involves playlists, packing lists and recipes or a hook that leaves them wanting more.

GIFTING DESIGN WELCOME BAGS Thoughtful curation of welcome gifts for your guests goes a long way, so we will source the specific products, design + assemble any custom details, package each gift and deliver during the wedding weekend so you ultimately don’t have to lift a finger! WEDDING FAVORS Creative escort card displays and/or place cards that double as memorable wedding favors are our bread and butter! From concept to execution, we will take care of all product sourcing, construction and assembly.

STYLING YOUR DETAILS FOR THE PHOTOGRAPHER INVITATIONS & DAY OF STATIONERY In a dedicated time block with your photographer, we will style artistic compositions of your wedding paper goods so you can enjoy these visual heirlooms in the narrative of your wedding day as a whole, in addition to keeping the original pieces themselves. FASHION, ACCESSORIES & HEIRLOOMS We’ll also style your fashion, accessories and heirlooms so they receive their own moments in the spotlight! Employing our collection of wool, linen, velvet and hand-painted styling surfaces, these carefully orchestrated images will be cohesive with the rest of your wedding style and mood.



COORDINATION Our streamlined, in-house approach allows us to ensure that both the logistical foundations and the aesthetic direction for all vendors work together hand in hand, so that your day can unfold beautifully + seamlessly. Wedding coordination is the final piece in the puzzle that allows us to create a firm foundation for a smooth event. The nuts and bolts, if you will. We’ll be in ongoing communication with your entire vendor team as we develop extensive production timelines, coordinate transportation for you and your guests, develop floor plans + tenting schematics, create contingency plans for inclement weather, determine production equipment needs for your tented reception and ultimately oversee the wedding day from setup to tear down.

TENTING SCHEMATICS LOGISTICAL PLANNING Whether used as a rain backup or the “Plan A”, tents require complex logistical planning from the structural direction to the zoning & fire code permits to the elements required to build an entire space from the ground up (i.e. leveling, flooring, draping, lighting, climate control, generators, satellite kitchens and so on). We’ll determine your unique needs from the beginning and factor them into the budget, then coordinate these many layers and production timelines with your rental partners in the months leading up to the wedding. INSTALLATION MANAGEMENT Tent builds typically take place across a number of days. Our team will oversee this process, conduct power, lighting and sound checks, organize locally mandated inspections and manage any potential challenges that arise before the wedding day.

TRANSPORTATION SCHEDULING & NAVIGATION From sprinter vans and classic cars to sailboats and ski lifts, we will work with you to develop a transportation strategy that engages your guests and gets them from Point A to Point B comfortably and efficiently. We work directly with transportation companies to map out the best routes, solve logistical challenges like road clearances and ultimately craft schedules for your unique fleet that set the pace of wedding festivities and vendor contracts (i.e. photography) on track. of for you, your bridal party, family and guests COUPLE, VIP & GUEST TRANSPORTATION Most weddings will have a variety of transportation needs for the couple themselves, their bridal party & family VIPs and their guests. We will supervise the transportation schedules across the board throughout the wedding events to ensure the drivers are properly directed, the guests are accounted for and the timeline stays on pace so certain festivities don’t get cut short.

WEDDING WEEKEND SETUP & STRIKE Often the first to arrive and the last to leave, we are typically at your wedding destination days in advance to conduct final walk-throughs and prep meetings with vendors, put out any potential fires, oversee multi- day installations, receive/unpack shipments, greet you upon your arrival, deliver welcome bags and of course manage all aesthetic and experiential design, production and coordination components of the event days as we move you and your guests through each moment. VENDOR COORDINATION The final piece of our ongoing communication with your wedding vendors is coordinating their delivery of products and services for the actual wedding events. We are present for catering meetings, photography walk-throughs, floral installations, sound + lighting checks and so on, ensuring all vendors are up to speed on your decisions and ready to deliver with excellence. Even beyond setup and breakdown, we have on-site coordinators on the floor to oversee the photography schedule and shot list, transportation fleet, entertainment sets and more.

WEDDING WEEKEND BRIDAL ATTENDANT On the wedding day, you will have a dedicated bridal attendant to assist with any last minute emergencies, make sure the hair + makeup schedule is staying on pace and be there for you for anything you may need... even if it’s a call for more champagne! TIMELINE MANAGEMENT As touched on previously, we are simultaneously managing setup with your vendors and overseeing the hair + makeup, photography and transportation schedules as they happen. As the Ceremony approaches, will cue music, greet guests, send everyone down the aisle and make sure any vendors for Cocktail Hour & Reception are prepped and ready when time. We move you and your guests through each and every part of the day, while also being conscious of having your VIPs present during those important moments like toasts, the first dance, the cake cutting. We will share gentle reminders with you and anyone with a speech coming up about what’s around the corner, so you never feel like you have to keep track of the time or wonder what’s next. It’s your day to enjoy without the pressure of “hosting.” EVENT FLOW It’s very important that we’re not only managing the logistics but constantly keeping a pulse on how your guests are experiencing each moment as well. We may find that guests are starting to get antsy, so it might mean moving the First Dance up by 30 minutes, or it might be that they’re really enjoying a moment on the dance floor, so we bump the cake cutting back until there’s an organic dip in energy and the time is absolutely right. Of course, we’ll be in open communication with you about any shifts, and ultimately want to make sure the flow of the experience feels natural, engaging and memorable every step of the way. It certainly makes all the difference!



FREQUENTLY ASKED QUESTIONS 1. What if I’ve already selected my venue and/or certain vendors? While we’d love to guide you in selecting your venue and vendors, you can of course come to us with these contracts already booked. The reason we prefer to assist you in this process is because we spend so much time understanding your vision, style and personalities that we’d love to match you with well-respected vendors that not only produce the same quality of work you see in our portfolio, but that fit your wedding perfectly as well. Every vendor comes with their own unique skillset, and the more time we spend time getting to know you and determining the best way to stretch your budget based on your priorities, we can better direct you towards the venues + vendors that will exceed your expectations in all the right ways. 2. Do you work with the same vendors every time? Not necessarily! We do love working with our curated network of vendors where possible, as it creates a more seamless planning process for our couples and a solid foundation of trust, though we love collaborating with talented creatives we haven’t had the opportunity to work with before. We never take a cookie- cutter approach to weddings, even when it comes to the vendor selection stage. So rest assured that your vendor recs will be tailored specifically to you. 3. How often will we meet? The answer is different for every client. We’ll aim to meet at least once a month, though some clients prefer to chat more often and others prefer less contact. Ultimately, we’re flexible based on your needs. As we begin planning, we’ll have an initial Kick-Off call and begin a series of laidback style/inspiration/design- focused meetings be a charcuterie/cocktail dinner style chat so it feels more like a conversation with old friends than a formal meeting. The one big meeting we’d love to have in person if possible is the Visual Proposal presentation, where we’ll present all the specific design ideas for the day with mock-ups and exact product/rental recommendations, as well as the Menu + Cake tastings. Not every client will be able to meet in person for this, and that’s of course okay too! We’re always available via email as well and are continuously sharing updates, pending to-do’s and misc. questions on your digital Client Portal throughout the planning process so that you receive personalized + proactive attention every step of the way. 4. How big is your team? With studios in Charleston and Windsor we have 3 full-time team members and a number of day of assistants (typically between 4-8 depending on the scope of the event) that we bring on for wedding weekends to ensure seamless coordination from setup to breakdown.

FREQUENTLY ASKED QUESTIONS 5. Will you help keep us on track of anything we need to do throughout the planning process? Of course! We’re continuously in conversation with you via monthly meetings, email check-ins and your Client Portal. The latter is where most of our written communication will take place, as it keeps all wedding-related activity from contracts and payment schedules to planning decisions and floorplan approvals in one easy-to-access place. We assign a handful of tasks to you each month via this online platform so as not to overwhelm you with a mile-long list all at once, and that way, you know exactly when to start collecting addresses for your guest list, confirming menu tasting selections, signing vendor contracts, etc. You can customize your notifications here as well so that if you want to be given a heads up a certain number of days before something is “due”, you don’t have to check back + forth on your own. Our clients rave about the convenience of this platform, and we think it’s pretty spectacular too! 6. What is the online customized client portal? We touched on this above if you want to reference there as well, but this personalized portal is essentially a one-stop-shop for all things wedding. Here is where you can quickly access vendor contracts, receive reminders on payment schedules, track the budget, organize your guest list, update RSVP + meal selection status, view mock-ups, floor plans and other design documents, plus receive direction on when you and your partner need to work on those little things we can’t do for you (i.e. choosing your bridal party, determining your guest list, etc). We love the way this streamlines the planning process as opposed to hundreds of different email threads where information can often get buried. 7. Tell me more about your creative design process. We seek to create weddings that are a true reflection of the couple and their story. The design exploration process typically lasts about 6-8 months, as we spend a great deal of time getting to know you, discovering your personal style, hearing your favorite stories, and unearthing some of those passions/design elements you never knew how to articulate. We ask questions like, “What quote or lyric inspires you?”, “What’s your favorite memory growing up?” “Can you share some examples of interiors/fashion/architecture that speaks to you?” By searching for inspiration that has a more personal/ethereal foundation, we are able to create a timeless, sensory wedding experience that you connect with on an emotional level rather than a replica of a wedding you saw on Pinterest that while beautiful, has no real meaning with your own unique story.

FREQUENTLY ASKED QUESTIONS 8. How collaborative can we be in the planning process? As much as you’d like! The design process is very much a two-way street, and our goal is to reach a point where you’re excited about every single element. We encourage honesty throughout, so if there is ever an idea you are not loving wholeheartedly, we’re more than happy to hear your feedback and go back to the drawing board. We love it when clients are as invested in the design ideas as we are, though some couples prefer to stay in the backseat for more of the design decisions, and that’s okay too. This is your day, and the planning process should be whatever feels most comfortable and exciting for you. 9. How many clients do you take each year? To ensure we can provide white glove service to each of our couples throughout the process, we limit our bookings to 6-8 clients/year. As a result, we’ve been fortunate to develop deep, meaningful relationships with all of our clients that not only makes the planning process more enjoyable for them, but makes the design direction more authentic and detailed as well. 10. What are the next steps? If all sounds good, please go ahead and schedule an initial consultation call with us via email! We typically chat anywhere from 30-45 minutes in an effort to fully understand your vision and the scope of the events, as well as answer any questions you may have about our process, the planning timeline, our pricing model and so on. We can't wait to chat with you soon + get to know you even better!



CONNECT EMAIL [email protected] [email protected] WEBSITE https://www.willowandoakevents.com SOCIAL @willow.and.oak.events

WILLOW & OAK EVENTS