Essential Components of a Day-of Wedding Coordination Proposal

Your proposal needs to clearly communicate what you offer, how much it costs, and why you are the right coordinator for their special day. A standard wedding coordination proposal template should include:

• Client Information: Names, wedding date, venue(s).
• Introduction/Personalization: A brief opening acknowledging their specific needs or vision discussed during consultation.
• Your Understanding: Reiterate your understanding of their wedding day challenges and what they hope to achieve with your coordination.
• Scope of Services: Detail exactly what ‘day-of’ means to you. This prevents scope creep and sets clear expectations. Be specific:
  • Timeline creation and distribution
  • Vendor confirmation and communication
  • Rehearsal direction
  • On-site management on the wedding day (setup oversight, vendor coordination, timeline execution, problem-solving)
  • Point of contact for vendors, wedding party, and guests for day-of issues
  • Final walkthroughs
  • Emergency kit preparedness
  • Handling final payments/tips for vendors
  • Post-event breakdown oversight
• Exclusions: Clearly state what is not included (e.g., full planning, design services, extensive pre-wedding consultations beyond a certain point).
• Investment/Pricing: Clearly state the cost. See the next section for different pricing approaches.
• Terms & Conditions Summary: Briefly mention key terms like payment schedule, cancellation policy, and liability (referencing the full contract).
• Call to Action: Clear instructions on how to accept the proposal and proceed (e.g., ‘Click here to review options and accept,’ ‘Sign the attached contract’).
• About You/Your Team: A brief section highlighting your experience and unique value proposition.

Pricing Strategies and Presentation

How you structure and present your pricing is critical. Moving beyond a single flat fee or hourly rate can often better reflect your value and increase profitability. Consider these approaches for your wedding coordination proposal template:

1. Flat Fee: The simplest method. A single price for the defined scope of day-of services. Ensure your internal cost calculations (time, expenses) are accurate to make this profitable.
2. Tiered Packages: Offer 2-3 packages (e.g., ‘Essential Day-of,’ ‘Enhanced Coordination,’ ‘Premium Support’). Each tier adds more services or dedicated hours/staff. This uses anchoring and tiering psychology, guiding clients towards a middle option and making the basic package seem like a good value.
3. Base Fee + Add-ons: Offer a core day-of package at a base price and list optional add-on services (e.g., additional consultation hours, rehearsal dinner coordination, post-wedding brunch coordination, setup of personal decor items, extra assistant). This allows clients to customize and can increase the average deal value.

When presenting prices, focus on the value provided – peace of mind, a stress-free day, flawless execution – not just the tasks performed. Ensure the price is clearly linked to the detailed scope of services you just outlined.

Delivering Your Wedding Coordination Proposal

Gone are the days of simple PDF attachments that offer no interaction. How you deliver the proposal impacts the client experience and your closing rate. You have a few options:

• PDF via Email: Simple and common, but static. Difficult for clients to interact with options.
• Full Proposal Software: Platforms like PandaDoc, Proposify, or wedding-specific CRMs often include robust proposal builders with e-signatures, workflow automation, and tracking. These are great if you need a comprehensive tool covering contracts, invoicing, etc.
• Interactive Pricing Platforms: If your main challenge is presenting complex pricing options (tiers, add-ons, variations) clearly and allowing clients to configure their package live, a dedicated tool like PricingLink is a highly effective solution. PricingLink focuses specifically on creating modern, interactive pricing experiences via a shareable link (pricinglink.com/links/*). Clients can select packages, add-ons, see the price update instantly, and submit their selections as a qualified lead. It doesn’t handle e-signatures or invoicing, but it excels at making your pricing transparent and engaging.

Choosing the right method depends on your business needs and budget. For many day-of coordinators looking to upgrade from static PDFs and offer a modern, clear pricing experience without the cost of a full-suite solution, PricingLink offers a powerful, affordable alternative focused purely on the pricing interaction.

Tailoring Your Template and Follow-Up

While a wedding coordination proposal template provides a solid base, personalize it based on your initial consultation. Reference specific details discussed – the couple’s vision, particular vendors they’ve booked, or unique challenges they foresee.

• Discovery is Key: A thorough consultation helps you understand their needs, allowing you to tailor the proposal and price accurately. Don’t skip this step!
• Follow-Up: Don’t just send and wait. Plan a follow-up strategy – perhaps an email a few days later offering to answer questions, or a brief phone call. Be helpful, not pushy. Tools that track when a proposal or pricing link is viewed can help you time your follow-up effectively.

Setting Clear Expectations

Your proposal sets the stage for your working relationship. Ensure it’s clear, easy to understand, and accurately reflects the services you will provide. Use clear language and avoid industry jargon where possible.

Think of the proposal as the bridge between your consultation and the formal contract. While the contract contains the full legal details, the proposal summarizes the scope and investment, confirming what was discussed. A well-crafted proposal reduces misunderstandings down the line.