Wedding Coordinators in Tyler, TX
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:
That’s where professionals come in.
The wedding coordination team at our East Texas Wedding Venue- 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!
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 LOTS of experience!
When you imagine yourself on the wedding day, are you….
Showing up to a beautifully decorated venue with a team in charge of all the details so you and your family can just enjoy the day?
Maybe you’ve been to a DIY wedding where everyone is so stressed they forget to be present and soak in the sentiment of the day, and you know that’s NOT how you want your day to go?
How do I sign up for a stress free wedding day?
Book any all inclusive package (includes Coordinating & Decorating)
Add Coordinating & Decorating at booking (if you’re not booking a package)
Already booked? email hello@sunsetoaksvenue.com to add services to your rental!
A-La-Carte Service Options
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Bar Service
The bar is EASY, custom, and affordable at Sunset Oaks. See Bar Details
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Coordinating & Decorating Services
Worry free wedding day:
Wedding Decor Plan creation- private decor planning meetings
All decor setup & tear down day-of
Month-of wedding coordinator, vendor assistance, timeline prep, runs the wedding day.
Family enjoys the day without any setup/teardown or coordination duties
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In addition to the thousands of decorations already INCLUDED at no charge, some premium wedding decor rentals are available. See Rental Items
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In addition to the thousands of decorations already INCLUDED at no charge, some premium wedding decor rentals are available. See Rental Items
You know all rentals include a “Venue Host,” so
What’s the difference?
Tap the “+” to expand and see the detailed service descriptions:
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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.”
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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.
Our Professional Wedding Coordinators are exclusively dedicated to you on the wedding day. The do not have any venue duties.
PRIOR TO THE WEDDING DAY
-Review all applicable vendor contracts as shared by the client.
-Arrange and attend coordinating meeting (5-6 weeks prior to the wedding) to discuss timeline, 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.
-Coordinate an onsite rehearsal, if applicable (subject to Sunset Oaks availability- day before not guaranteed)
WEDDING DAY
-The Coordinator will arrive when your gates open and provides coordination of the setup, ceremony, and reception.
-Coordinate a day-of rehearsal if applicable, combined or separate groups.
This time is used to:
-Manage wedding vendors per instruction & invoices
-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.
Estimated 10 hrs onsite during the wedding day.
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Bundle coordinating & decorating for a peaceful wedding day!
(Decorating only = $1500)
-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.
BUNDLE INCLUDES ALL OF THE COORDINATOR DUTIES ABOVE PLUS:
PRIOR TO THE WEDDING DAY
*Decor questionnaire to gather your inspo and discover your design style & vision.
*Moodboard Creation from your pinterest/inpso
*Pre-Wedding (3-4 mo prior to the wedding) virtual design consultation “moodboard review meeting”
* Tablescape Mockup meeting to see plans in person (1-2 mo prior to wedding)
* 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 per plan
* 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.
-EXCLUDES: charger plates & linen napkins (rent separately), dinnerware, floral arranging, custom sign making, decor/furniture assembly, arranging florals, balloon work, pipe and drape, steaming linens onsite, or any last minute duties not agreed upon in writing via the decorating plan.
FAQ’s
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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, 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!
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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.
If you’re seeing silk floral design, place settings, balloon work, pipe and drape, and a higher level of design and inventory, we can recommend outside designers with a more robust offering. Prices start over $3K
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Coordination services start roughly 30 days prior to the wedding at your coordinating meeting.
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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!
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Plan to receive your “decorating questionnaire” roughly 4 mo prior to the wedding! Before then, pin and save all your Inso, PLUS attend Decor Open Houses to start brainstorming.
Once you submit your decor questionnaire, we make your moodboard and schedule a virtual meeting to review it together and create a prelim decorating plan.
Lastly 1-2 mo prior to the wedding, we’ll meet with you onsite for a “tablescape/mockup” meeting to see your table design simulation in person and finalize who’d providing what (items from you, florist or venue). Ideally, we can combine this with your coordinating meeting if possible.
Decorating service in the Sunset Package (package includes fresh flowers & place settings)
Decorating combined with fresh florist. Place settings included with All Inclusive packages that have catering.
Decorating services when client provides the florist & napkins
Aisle marker setup
Baby’s breath provided by florist, all decor installed by venue. Place settings included with All Inclusive packages that have catering.
Custom welcome, cards and gift, dessert, and memory table designs suited to your theme.
Add extra service at booking,
or booked couples can email hello@sunsetoaksvenue.com to add services to your rental!
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Seasonal Venue Pricing
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Available Dates
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