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Wedding planning is an exciting time for couples. Some love planning their wedding, while others find putting all the details together overwhelming. At Darby House, our wedding packages are ‘All-Inclusive,’ which means wedding planning for our couples looks a little different. With an All-Inclusive wedding venue, nearly all of your wedding vendors will be in-house, streamlining the planning process and helping to organize your important wedding details in one place.  

Immediately after you book at Darby House, your Wedding Coordinator will reach out to you with a warm welcome and an overview of what to expect. Read on for a sneak peek into your Darby House planning timeline and what each step looks like. 

 Vendor Preview- The First Step  

The Vendor Preview is an “open house” style event where couples are invited to come meet, mingle, and learn from all our in-house vendors. Here, you can taste catering options from our exclusive catering partner, Gourmet Fresh, and ask any questions about creating your perfect menu. You will also see floral and decor inspiration from our in-house team, Fiori Florals. 

The Vendor Preview is a quarterly event where couples are invited based on their wedding date. Your Wedding Coordinator will contact you with an invitation for your designated Vendor Preview. Typically, couples will attend a Vendor Preview about 8-12 months before your wedding date!  

Floral Consultation- Bringing Your Vision to Life 

Now that you have attended your Vendor Preview and gathered floral inspiration, it is time to take things to the next stage with our talented floral design team—your Floral Consultation meeting. This meeting occurs at our Fiori Florals Design Studio in Worthington, Ohio. Virtual meetings are also available for couples planning from out of state.  

During this meeting, scheduled for around 6-7 months before your wedding, you will share your vision, Pinterest boards, and creative ideas with our team. While table centerpieces are included in all packages, many couples love to add ceremony arches, personal pieces like bouquets and boutonnieres, cake flowers, and head table details too. We recommend adding additional floral designs through Fiori so that all your florals stay a consistent look!  

Detail Meeting- Meet Your Wedding Team  

After you have attended the Vendor Preview and met with Fiori, you and your fiancé should be in a good place as far as establishing the vibe of your wedding and your desires for the overall day. The next step in the process is your Detail Meeting, which is the first official meeting at Darby House! 

Your Wedding Coordinator will schedule this first meeting for around 5-6 months out from your wedding date. The Detail Meeting is extremely helpful for narrowing down overarching wedding details, such as linen colors, floor diagrams, timeline details, and package selections.  

This is a fantastic opportunity to get to know your Wedding Coordinator team, share your unique ideas, and address any concerns. If you are excited about custom bar packages or signature drinks, this is the perfect time to brainstorm fun ideas together. We love helping couples create signature cocktails that add an individualized touch to their celebration! 

DJ Meeting- Curate the Perfect Night 

You know the start and end times of your wedding, but this meeting specifically breaks down the day into 5–10-minute increments. By doing this, you can precisely plan the segments of your day, ensuring that every minute is utilized effectively. This detailed schedule allows you to allocate specific time slots for the important moments of your wedding.  

Discuss your music preferences, choose your must-play songs, and create a soundtrack that sets your day’s perfect mood and energy. This meeting typically takes place 1-2 months from the wedding date.  

Final Meeting- Countdown to the Big Day  

By this point, couples reach the final stage of the planning process. The Final Meeting, usually a short phone call with your Wedding Coordinator, takes place around 30 days before the wedding. This is when you will finalize the remaining details of your event. The phone call is usually scheduled at the Detail Meeting with your coordinator mentioned above. 

First, you will finalize the guest count, confirming the number of attendees so our teams can plan accordingly for your event. Next, you will discuss any last-minute changes or adjustments to your event package, whether they involve diagram layouts, dietary requirements, specialty orders, or other details. You and your Wedding Coordinator will now be on the same page about the final details of your day and can look forward to an unforgettable wedding day. 

At this time, you will also schedule your rehearsal time, which is also your time for the drop-off of personal items such as decorations, favors, or attire. Due to other events, we cannot guarantee rehearsal timing until 30 days prior. Your Wedding Coordinator will be there to ensure things go smoothly, but your officiant is there to help lead you through! 

Conclusion 

Planning a wedding can be a complex and daunting task, but with Darby House, our all-inclusive wedding packages simplify and enhance the process. From the initial Vendor Preview to the Final Meeting with your Wedding Coordinator, every step is designed to ensure your special day is seamless and stress-free. With a dedicated team of in-house vendors and coordinators, we take care of the intricate details, allowing you to focus on enjoying the journey to your wedding day. 

By the time you reach your Final Meeting, all the essential elements of your wedding will be organized and planned, giving you peace of mind and the freedom to fully embrace the joy of your big day. We can’t wait to celebrate with you!