East Texas Wedding Coordinators

Plus optional decor planning & setup service so you don’t have to “work” your own wedding day.

Weddings are unlike any other event you’ll ever plan… here’s why:

East Texas wedding coordinator — Not only is it one of the biggest days of your life, your wedding is the championship game of this season of life- you get ONE shot to execute the plan, because **you don’t get a “do-over”** once you’ve learned about what to expect firsthand.
And it takes a skillset you can only learn one way: through experience!

Luckily, you are probably here, because you are loving how Sunset Oaks shares experience with all the online tools and resources provided, but….perhaps… you’re just BUSY. …. Oh… and all the unsolicited advice is getting tough to sort through, am I right?!

Now that you have most of your vendors booked, and you’ve watched Tiktok’s and scrolled Pinterest until your eyes are crossed, some venue-specific questions are popping up, like:

will we have enough time to decorate?
where will we do portraits, first looks?
what will our guest do during cocktail hour?
how will they know where to sit?

Basically, who’s directing the wedding day?

That’s where professionals come in.

The wedding coordination team at Sunset Oaks takes the guesswork out of the final days of wedding planning and takes care of all the day-of details, so you and your family can truly be in the moment!

You know all rentals include a “Venue Host,” so

What’s the difference?

Tap the “+” to expand and see the detailed service descriptions:

Although not a full “coordinator,” since he/she is not part of the planning process, your Venue Host will be onsite lending a hand throughout the rental period to take care of the venue.
You’ll find him or her doing all sorts of handy things through the day to make your life easier, so here’s some clarification. They’re discreetly handling venue tasks in a way that means you won’t even notice, because it’s taken care of for you!
Included in all rentals:
-Tools & resources shared at venue booking: Planning checklist (at booking) + Website Resources like sample floor plans, budget calculator tool, etc. + Online Planner tool (3 mo prior to wedding)
-Meetings Included: "Final Details" Call to review planner tool, 30-60 min.
-Communication: Email communication during business hours, replies within 2 business days. Telephone access by appointment.
-Cleanup: Check-in returned decor, do final walkthrough with clients. Venue provides post-event deep cleaning (trash, floors, restrooms, dressing rooms)
Common tasks needed that are NOT Venue Host Duties:
-Timeline Creation
-Vendor & Logistic Management
-Decorating Planning Meetings and/or day-of Decorating Service
-Decor tear-down
-Additional 1-on-1 Meetings, Venue Revisits to “look at decorations,” or bring folks to “just see the place.”
Perfect for the bride who want to hand-off all the logistics so she can enjoy the wedding knowing there’s a skilled executing her plan! She likely already has trusted helpers, a florist, and a decorator to do the majority of the decor set up.
PRIOR TO THE WEDDING DAY
-Review all applicable vendor contracts if shared by the client.
-Arrange and attend 30-day coordinating meeting with the client at the venue to discuss time-line, introductions, vendors and confirm arrival times, floor plan, decorations, music, menu, and any applicable venue services. +/- 2 hrs
-The month of the wedding, the Coordinator will verify arrival times, service level, menus, and venue policies with vendors in advance as well as distribute timeline to all.
-Create wedding day itinerary for couple, wedding party, and vendors.
-Accessible via email and phone the month of the wedding for all questions from vendors and bride.

WEDDING DAY
-The Coordinator will arrive when your gates open and provides coordination of the setup, ceremony, and reception.
This time is used to:
-Manage wedding vendors per instruction
-Assist your decorating helpers as available
-Distribute flowers to wedding party, family members & special guests-Make sure all wedding party members are looking picture perfect-Properly line up processional and cue DJ
-Bustle bride’s gown
-Provide cake cutting service
-Cue vendors and couple to coordinate entertainment and announcements/events during reception with DJ, Photographer & Wedding Party according to the instructed timeline within service time.
-Arrange faux or real exit by distributing exit favors and lining up guests for the photos.
Coordinator & Decorating Service
ALL OF THE COORDINATOR DUTIES ABOVE PLUS:
Perfect for the bride who has a coordinator and wants a team to assist with deisgn and bring her aesthetic to life. The decor-setup adds additional preparation, design, and all the helpers need so the bride and family don’t have to lift a finger.
PRIOR TO THE WEDDING DAY
* Moodboard Creation from your pinterest/inpso
*Pre-Wedding (3-4 mo prior to the wedding) design consultation
* Tablescape Mockup
* Create a detailed decorating plan with lists and inspo/mock-up pics for the decorating team to install the design
Wedding Day:
* Early arrival of decorating team to begin all the ceremony and reception decorating using Sunset Oaks’ decor plus any decor you bring
* Decorate guest tables, head table, and any specialty tables
* Hang ceremony fabric
* Arrange place settings
* Decorate backdrops
* Hang your neon signs
* …and use their experience to elevate the overall design of the event!
* Tear Down duty: An assistant will tear down all decor and flowers at the end of night, including cleaning charger plates as needed.
Supplies: Provide decor installation supplies like cable ties, floral wire, floral sheers, etc. Access to some select items as available such as neon signs, misc loose silk/dried florals for bud vases and garlands.

Already booked?

email hello@sunsetoaksvenue.com to add services to your rental!

Not sure if coordinating is for you, but you don’t want to do ALL the heavy lifting? A popular option is to source some of your vendors through all inclusive packages!

Select packages include coordinating & decorating, or you can add it on a-la-carte.

See All Inclusive Options

FAQs:

These services are for the bride who has put her whole heart into the planning, but she’s ready to hand over the details to the Pros. She knows that even though her Maid of Honor got married last year, but she also knows her MOH has only done this ONCE vs the pros who have done it a hundred times and can provide real value.
Maybe Mom has not been listening to her wishes, and she needs someone to take ownership of decorating and/or running the day to avoid conflicts with mom or family for the best day ever.
Basically, the Bride who is open to professionals handling the details so she can have her cake and eat it too on the wedding day!
Folks, let’s be honest- Not everyone is good at “giving up the reins,” and that’s totally understandable. There needs to be room for professionals to do their jobs and make minor decisions that honor your wishes while also being functional and making the day run smoothly.
If you need control of every detail from each decor item to the exact songs the DJ plays, this is not for you.
Coordination services start roughly 30 days prior to the wedding at your coordinating meeting.
Great question!
As a bride, you’re probably running into questions like:
where will we do portraits, first looks?
what will our guest do during cocktail hour?
how will they know where to sit?
how many tables do I need in my floorpan?
Do I need a seating chart?
As a venue, we have the opportunity to work alongside so many great vendors, brides, and families. We love seeing a client’s dream come to life, and we love it even more when we can be more involved in the final stages of planning and help them take care of the duties we’re experts at!
For most, this is their first (and only) wedding, and we’ve found that so many brides place their trust in a friend or family member to give them advice.
While this is much needed, an experience professional, who has seen countless approaches at your venue, can give you more insight on what actually needs to be done.
She knows how to handle unexpected situations that pop up (without stressing you out!), shield you from the inherent chaos of gathering hundreds of people, and let you be a guest at your own wedding!
Our in-house coordinators have hosted more weddings than most independent wedding planners or coordinators. They bring real, hands-on experience from at least 50+ weddings prior to being selected as your coordinator. Lastly, they have hearts of service, love what they do, and happy brides are their pride and joy!