CAN YOU WORK WITHIN OUR BUDGET?

Couples typically come to the table with a budget in mind, based on what funds are made available for their wedding.  More often than not, the funds available don't cover everything the client wants.  THAT'S OK!  We actually start the planning process by creating a "dream wedding" budget - we price out everything you say your want.  From there, we review the budget, and work on ways to get you as much as we can for the funds you have available.  Sometimes that requires getting creative with your designs, but that's why we're here - It's our job as professionals, to not only educate about realistic costs, but it's also our job to design a wedding that does fit the aesthetic AND the budget. 

 

Typically our clients have a minimum budget of $1,000 per person for their wedding (take your estimated guest count, and multiply x 1000).  This monetary number encompasses ALL aspects of your wedding day budget:  Catering, bar, photographer, videographer, dress, hair, makeup, venue, planning, florals, rentals, transportation, etc.  It's a good starting point.  If your budget is sitting at this figure right now, you'll have a lot more flexibility right off the bat to get what you want.  If your budget isn't quite there, you'll need to have some flexibility with your designs and details. This is just what a wedding costs, if you want it to look like the weddings in our portfolio.

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When it comes to theme parties, corporate galas, birthdays and non-profit events, we still price out the dream event, just like we do with weddings. But typically, you have less vendors involved in these social functions, and there's less time spent in vendor and client communications vs. wedding planning.  These differences mean less event expenses.  But because each social function is very different, we will work with you on your overall budget, and how best to utilize the funds for maximum impact.

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HOW MANY MEETINGS WILL BE HAVE, AND HOW WILL WE BE INVOLVED?

If you book a full service package (either our Signature Event or our Full Service planning package), access to us is unlimited!  Email us as many times as you need.  You're always welcome to call any time during our office hours.  However, we recognize that our clients have busy schedules, and many live on the other side of the country.  Should you need to talk outside of business hours, it's as simple as just setting up a time to talk.  When it comes to being involved, some clients want to be VERY involved, and others want to be completely hands off (or a mix of both!).  Part of our on-boarding process is getting to know your personal preferences, so we can tailor our planning services to you.  No decisions are made without you - we want your input.  However, you're relying on our expertise to help reduce the legwork, and leave you with the parts of planning you enjoy!

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HOW DOES THE VENDOR SELECTION PROCESS WORK? 

Once we're at a good place with designs & budgeting (usually after the first month of planning), we'll send over a list of vendor suggestions that fit your specific event needs and style.  We don't have a "preferred vendor list" - we tailor our suggestions to your individual needs.  You'll receive a few suggestions in each vendor category, when possible  We encourage you to take some time to visit their websites, review their social media, and/or set up interviews to get to know them.  The decision of who you want to work with is always in your own hands.  You can definitely suggest & choose vendors outside of our suggestions - we're always willing to work with new businesses!  Either way, once you've selected your vendor team, we'll get involved again, and request contracts on your behalf.  You are responsible for signing the contracts & paying your vendors, but having us ask for contracts ensures vendors know we're on board (and that makes future communications a lot easier!).  Yes - in many cases, you're signing contracts with vendors without meeting in person.  Later on in the planning, we'll set up a FAM (familiarization) trip, and that is the time for you to confirm which products you want, once you see everything in person.  Please note, we never receive kick backs from vendors - our suggestions are professional vendors, who have a great track record, and do outstanding work.  Vendor suggestions are only provided with Event Design, Basic Full Service, Elopements, and Signature Events.

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HOW MANY PEOPLE ON YOUR STAFF WILL BE AT THE WEDDING?

On-site staffing is based on the size + scope of your event plans, as well as location.  When we're quoting any of our planning packages, we're providing ample staffing to set up a standard event at your location of choice, with your estimated guest count in mind.  Our staff sets chairs, linens, place settings, paper products, and more.  It's our responsibility to get the room set in enough time for other vendors to do their jobs according to the timeline we've created.  We are not the type of planners to stand there with a clipboard and point. . . we are do-ers!  We always want the room setup completed in enough time, so your photographer can get plenty of detail images.  If there's more in depth set up needs, beyond what's "standard," we will talk about updating the staffing counts.  If your guest count drops, and the plans are possible with a smaller staff, we'll cut back, and you'll save some money.  The same staff is on site all day, and remains through the end of the wedding, to help pack up your decor and prep your rentals for vendor pickup.

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HOW DO PAYMENTS WORK?  WILL THERE BE ADDITIONAL FEES ON TOP OF YOUR BASE FEE?  (TRAVEL, PARKING, FOOD, ETC.).

FULL SERVICE PACKAGE: 

• Deposit:  $5000 due at the time of booking. 

• Remaining Balance:  Divided in half: first half due at 120 days and remaining half due at 30 days. 

• Additional Payments:  If you rent items from our inventory, or we custom create decor, there is a separate invoice + payment due following the wedding.  You will receive a rental agreement prior to the event, to approve items we're providing. 

 

SIGNATURE PACKAGE + ELOPEMENTS: 

• Deposit:  $5000 at the time of booking. 

• Remaining Balance:  Divided in half: first half due at 120 days and the remaining half at 30 days. 

• Additional Payments:  Specialty hand-made linens + stationery is discussed, budgeted, and paid for at the time of creation.  Custom decor is a separate invoice + payment is due following the wedding. Nothing is created without your approval of the overall wedding budget.

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EVENT DESIGN:

• Deposit: $2500 deposit. 

• Remaining balance: Due to release final organizational documents.

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AUXILIARY EVENT ADD ONS (for Full Service Packages): 

• Deposit:  $500 at the time of booking. 

• Remaining Balance:  Divided in half: first half due at 120 days and remaining half due at 30 days. 

• Additional Payments:  If you rent items from our inventory, or we custom create decor, there is a separate invoice + payment due following the wedding.  You will receive a rental agreement prior to the event, to approve items we're providing.

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With all packages, the client is responsible for overnight accommodations, if the event takes place further than 60 miles from Stevensville, MT.  We require one hot meal per staff person on the day of the event (we'll work out the total vendor meal count with your caterer for other vendors as well).  If there are fees for flights or parking, these are added to the final invoice as well.  But driving mileage is already covered in your customized package quote.

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DO YOU CARRY PERSONAL LIABILITY + PROFESSIONAL INDEMNITY INSURANCE?

Yes!  We're fully insured, with $1,000,000 coverage.  Although our business is insured, you'll be required to get event insurance too.  It's the smartest money you'll spend (we budget for it), and it covers additional items, like damages due to unforeseen circumstances like weather, vendor or guest mishaps.

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HOW DOES THE PLANNING PROCESS WORK?

SHORT VERSION:  I take your ideas and dreams, and I turn them into a reality! 

 

LONGER VERSION:  Through an initial (usually virtual, for destination clients) meeting and follow up consultations, I get a feel for your budget, goals and your story.  From there, I can create a design plan customized for you.  We can work through all those little details and decisions to make your event just like you envisioned.  By the time the event date rolls around, I’m a pro at what you want, and what your vision is, so I can set it up, and manage everything just the way you wanted.

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Being an artist, if you book my "Signature Event by Autumn," I can also create customized decor, paper products + more, to truly customize your wedding or event.  I like to say, I’m here to “lower your stress, and not your expectations!”  A wedding week is your time to hang out with friends and family, and just enjoy the moments!  All you have to do it show up to the ceremony and reception, and let it take your breath away!  We'll do all the "heavy lifting!" 

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More of the detailed planning process can be found HERE.

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WHEN DO WE START PLANNING?

My services start on the day you sign your contract and pay the deposit. The scheduling of our first meeting is up to you!

 

If you're planning a wedding - you’ll receive a wedding planning workbook. The workbook is something I’ve created after years of event planning, that really helps you put your ideas down on paper. It also allows those who prefer to work ahead the ability to do so! We also have an initial consultation meeting where we dig into the nitty-gritty details and begin mapping out your dream wedding day!

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For all other clients, we'll also have an initial consultation meetings as soon as we're hired, and it's geared towards figuring out the main logistics - guest count, what you're considering to be included in your budget, must haves, and goals for your event.

 

At Events by Autumn, we realize that putting together a wedding or event is a very fluid thing.  Clients change their minds continually over the course of the planning.  My timeline helps us work together in setting goal dates for major decisions.  From there, since every wedding and event is different, we’ll move at a pace that is personally acceptable to you.  We want to relieve the planning stress as much as we can!

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DO YOU TRAVEL?

Absolutely!  My background is very diverse.  Although I went to college in the South, and was raised a city girl, in the Midwest, I completely embrace my life as a Montana wedding planner (my office is located in Stevensville, which is part of the beautiful Bitterroot Valley).  I’ve lived in Greece, and traveled throughout Europe, so I am sensitive to cultural differences, and have planned weddings of many religious denominations.

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I'm very familiar with Montana weddings and events, which often means planning events in very desolate, but beautiful locations.  In a typical year, about 95% of my clientele are "destination wedding" clients, coming to Montana from another state.  I've worked throughout the state of Montana, but I also offer services all over the globe!  If you want a destination wedding; whether that’s coming to me, or me coming to you, I would be happy to work with you.

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My years of experience have given me the innate ability to work at new locations and immediately understand what's needed to make an event successful.  Whether we're completely off the grid, or have some infrastructure in place, that's why you're hiring someone with my set of skills.  For the past ten years, I've specialized in backyard weddings, where events have never even happened before. And I'm able to guide clients through the necessary steps to make this a reality for you + your guests.  So working at locations I've never been to is not considered a challenge, but more of an adventure!  For destination events (where we're traveling), you'd pay our base planning rate, and then simply add on transportation and accommodations fees.

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Find out more about destination weddings HERE.

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HOW MUCH DOES IT COST TO HIRE YOU?

You should plan on spending about 10% - 20% of your overall wedding budget on a wedding planner.

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That being said, we don't charge based on that percentage - we contract a flat fee up front. This fee is calculated after reviewing your inquiry form and having a quick phone conversation.  We've been planning events for so long, we're able to estimate the amount of time we'll spend working on your specific wedding or event just by reviewing the size + scope information during these initial communications.

 

This is how we are able to list "starting prices," under each service option.  We know what's required to pull off a smooth and successful event, and that's what you'll get for the starting price.  From there, we customize each and every quote based on the information you give us.  You can always continue to add to your package along the way!

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We require a non-refundable deposit at the time of contract signing to confirm your booking. Payments are then setup in a maximum of 2 additional installments, and we require to be pre-paid for all planning services prior to the date of the wedding and/or event.

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Inquire about non-profit discounts - we work a small number of non-wedding events throughout the season.

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WHY SHOULD I HIRE YOU?  WHAT SETS YOU APART FROM OTHER PLANNERS?

I've been delivering fun, relaxing event days to clients for the last 20 years.  I've planned almost 6500 events during my career so far - the most event planning experience of any planners in Montana.  What have I learned over the years?  Some "planners" are good at planning.  Some "planners" are better at designing.  Others are just coordinating the details.  Events by Autumn is all three of these things in one package, because we've honed each skill through our years of experience.

 

We're type A planners - organized + methodical. You'll have everything you need at your fingertips, since we use an all digital planning portal to store your budget, designs, event order, timeline, etc.  Everything we offer is accessible on your smart phone, making it easy to plan/reference if you're on the go.  Our processes are smooth, and easy to use.  We break the planning into manageable sections so you can focus on the parts that you really enjoy!  If you're a visual person, we have tools you'll like to use.  If you're a numbers person, we have tools for you too.  No matter your personal preferences for planning, we can help!

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We're very creative, professional artists.  With our "Signature Event by Autumn" (The fine art wedding and event package), we're able to design an event based on your personal style + wants, by hand crafting everything from stationery, to linens, custom decor installs, and even floral arrangements.  Other planners would need to source each of these vendors at retail prices, but we're able to provide a lot more on a wholesale budget.  This lets you splurge in areas that hold the most importance (frequently a more elaborate dinner, a fully hosted bar, a videographer, live band, etc.).  Not to mention the items we create are professional quality, beautifully crafted items, so you're getting it all, and it's one of a kind.

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And finally, we're great event day leaders!  We do this by organizing and communicating with vendors in advance, in a very clear way (Event Order, Timeline, Maps, etc.).  These tools help all the moving pieces of the long planning + design process come together flawlessly, and each vendor sees their involvement, and how it fits into the larger plan.  We excel at managing the event timeline, by working very closely with your vendors - we're flexible, but also know when to apply pressure to make your day run smoothly!

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You won't find another planner in Montana with our specific skill set or years of experience.

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