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Virtual Planning

Expert strategy. Real-time guidance. Total peace of mind.  All done virtually.

Many venues now offer “wedding planning.”
What they’re really offering is venue coordination.

They ensure the doors open on time.  But we ensure your entire wedding experience runs smoothly.

Heart 2 Heart Virtual Planning was created for couples who:

• Want professional guidance but don’t need a planner onsite
• Are getting married outside of Ohio
• Have a strong venue coordinator but still need overall direction
• Want accountability, clarity, and expert answers

You’ll have a professional wedding planner in your pocket — guiding decisions, reviewing contracts, building timelines, and helping you avoid costly mistakes.

All via text, email, and scheduled FaceTime or Zoom.

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How It Works

  • Kickoff Strategy Session

    • We start with a 60–90 minute deep-dive into your vision, budget, vendor priorities, and planning timeline.

  • Structured Planning Milestones 

    • We meet at key planning points to keep you on track and ahead of schedule.

  • Ongoing Virtual Support   

    • Questions about etiquette? Contracts? Timeline flow? Guest drama? We’re here.

You get expert oversight without the full in-person planning investment.

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We offer three virtual packages...

  1. Virtual Guidance: For organized couples who want expert oversight.
    Includes:

    • Kick Off Strategy Call​

    • 4 Scheduled Planning Sessions

    • Unlimited Email Support

    • Text Support (Business Hours

    • Review of 2 Vendor Contracts

    • Timeline Feedback + Adjustments

  2. Virtual Planning: Best for couples who want structure and steady professional direction.  Our most popular option, includes everything in Virtual Guidance, plus:

    • Budget Planning Spreadsheet

    • Vendor Recommendation Lists

    • Unlimited Contract Review

    • Invitation + RSVP Timeline Guidance

    • Custom Master Planning Checklist

    • Monthly Planning Check-ins

  3. Virtual Full-Service Planning: Full planning expertise — delivered remotely.  Best for couples who want full planning support without an onsite planner.  Includes everything above, plus:

    • Design Direction + Mood Board

    • Rental + Decor Guidance

    • Seating Chart Strategy

    • Custom Wedding Day Timeline Built From Scratch

    • Vendor Outreach Assistance

    • Final Logistics Call with Venue Coordinator

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Venue coordination manages the building.  Heart 2 Heart manages the entire experience.  

 

Because beautiful weddings don’t just happen.  They’re strategically planned.

Full Service Coordination

Full Service Coordination is ideal for the couple that is looking for assistance in all aspects of their wedding plans. Whether we are working with a local couple, or a couple planning from far away, Full Service takes the pressure off of all of the tedious parts of coordinating a wedding. From the initial consultation to the moment the couple has departed for their honeymoon, we are involved in every last detail. Once the event priorities are determined, we will collaborate with vendors, manage all contracts and track budgets. We want our couples to be engaged in the planning process but ultimately feel comfortable as it is all taken care of!

Pre-wedding Production

  • Unlimited planning hours including face to face meetings, phone, video chat and e-mail communication

  • Venue and vendor matching

  • Create budget; manage deposit schedule and payments

  • Establish couples “priorities”, focusing budget on the wedding pieces that take precedence

  • Decor conceptualization and coordinate overall event vision and design

  • Act as the liaison between client and vendors for all logistical needs

  • Create complete timeline for celebration and share with all vendors

  • Invitation, Save the Date and RSVP assistance; including custom designs, assembly and mailing

  • Creating and management of custom wedding website with event info for guests, listing of bridal party, fun facts about the couple, etc.

  • Coordinate aspects of rehearsal dinner

 

Wedding Week​

  • Confirm all details and arrival times for vendors

  • Provide schedule for family and VIP guests

  • Coordinate all printed materials (ceremony programs, menu cards, table numbers, place card, food tags, bar signs, welcome signs, etc.)

  • Assemble and deliver welcome gift bags for out of town guests

  • Coordinate rehearsal with (or without) Officiant.  Including the lineup of bridal party, parents, and standing positions.

  • Mange rehearsal dinner including timing and speeches

 

Wedding Day

  • Coordinate the lineup, timing, cueing and completion of wedding ceremony

  • Coordinate all aspects of wedding celebration

  • Oversee check-in of rentals

  • Provide fully stocked event emergency kit

  • Organize and set up escort cards, place cards and menu cards

  • Conduct final seating and table check prior to guests welcomed to reception

  • Cue all music changes, speeches & formal events with band/DJ

  • Serve as point person for all vendors—cueing timing throughout event

  • Manage and remedy all moment-to-moment challenges

  • Oversee strike of venue post reception

  • Collect any celebration elements and gifts

  • Double check return/pick up of all rental elements from caterer and floral designer

  • Coordinate after-party

  • Coordinate post wedding brunch/lunch

Partial Planning

This package allows couples to use our knowledge of the wedding planning process.  Many times, we hear that the planning started out great, but then you realize you need help.  There are still a few vendors that you need to book, seating charts that need to be made and you would love to have a professional planner look over what you’ve done so far and tie it all together. This couple has time to do some of the legwork but sees the advantages of having a local professional offer guidance every step of the way. We work with you to make sure you don’t miss any of the details by reviewing vendor contracts, creating a floor plan, timeline and finalizing all of your plans to make sure the event runs smoothly. 

Pre-Wedding Production

  • Up to 25 hours of Heart 2 Heart Occasions time

  • Recommend venues and vendors in accordance with event budget and style

  • Attend two vendor meeting of the couple’s choice

  • Unlimited text, phone, video chat and e-mail communication

  • Guidance on wedding etiquette

  • Coordinate overall event vision and design

  • Create complete timeline for celebration and share with all vendors

  • Custom wedding planning checklist/schedule/itinerary

  • Invitation, Save the Date and RSVP assistance; including custom designs, assembly and mailing

  • Advise on menu planning and attend tasting with caterer

  • Available throughout your planning process to help guide and keep planning on track

 

Wedding Week​

  • Confirm all details and arrival times for vendors

  • Provide schedule for family and VIP guests

  • Coordinate all printed materials (ceremony programs, menu cards, table numbers, place card, food tags, bar signs, welcome signs, etc.)

  • Assemble and deliver welcome gift bags for out of town guests

  • Coordinate rehearsal with (or without) Officiant.  Including the lineup of bridal party, parents, and standing positions.

  • Mange rehearsal dinner including timing and speeches

 

Wedding Day

  • Coordinate the lineup, timing, cueing and completion of wedding ceremony

  • Coordinate all aspects of wedding celebration

  • Oversee check-in of rentals

  • Provide fully stocked event emergency kit

  • Organize and set up escort cards, place cards and menu cards

  • Conduct final seating and table check prior to guests welcomed to reception

  • Cue all music changes, speeches & formal events with band/DJ

  • Serve as point person for all vendors—cueing timing throughout event

  • Manage and remedy all moment-to-moment challenges

  • Oversee strike of venue post reception

  • Collect any celebration elements and gifts

  • Double check return/pick up of all rental elements from caterer and floral designer

  • Coordinate after-party

  • Coordinate post wedding brunch/lunch

Month Of Coordination

This is for the couple that has worked for months, picking the perfect color scheme, amazing food and little touches that are going to make your wedding special and memorable. Now your goal is for you and your family not to lift a finger and just enjoy the wedding day! We can take over all vendor communication one month prior to the wedding date, review final planning checklists and assist with tying up all loose ends. We create a comprehensive timeline which includes all details for the day from start to finish. 

30 Days Prior To Wedding Day​

  • Up to 8 hours of Wedding Associate time for all “day-of” services (or Wedding Director if available)

  • Will be dismissed by Bride and Groom upon completion of all major evening events. 

  • Guiding you graciously through your day and keeping things running on schedule 

  • A custom wedding day agenda will be distributed to all vendors with confirmed times for loading and setup.

  • A wedding agenda will also be given to other necessary participants 

  • Use of fully stocked wedding day “S.O.S” kit 

  • Assist with the final payment of vendors 

  • Placement of ceremony items 

  • Ceremony/reception setup confirmation and final decoration preparations 

  • Greeting and managing vendors on wedding day, oversee on site vendor activity 

  • Coordinate ushers and seating plans 

  • Arrange and cue musicians/bridal party/bride for ceremony processional 

  • Orchestrating pictures along with the photographer 

  • Assist MC/D.J. with announcements of bridal party and smooth transitions of all reception activities 

  • Observe general event progression 

  • Organizing and packing everything up for you at the end of the evening 

  • Assistant coordinators are provided for large parties and select reception locations 

  • Does NOT include heavy lighting/labor (ie: moving tables, chairs, etc)

  • One in person meeting to review all details and timeline, typically 30 days prior to wedding

  • Up to 12 hours of planning and coordination of final details one month prior to wedding with Wedding Director

  • Creation of custom schedule and last-minute wedding check list

  • Communication with all vendors throughout the month

  • Coordination of wedding ceremony rehearsal 

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