Wedding
Coordinator Guidelines
Supporting the professionals who keep your special day running smoothly
At 7 Oaks, we provide optional in-house coordination services to help manage the details and ensure everything runs smoothly on your wedding day. For couples bringing in their own coordinator, we’ve also outlined essential information about our venue’s setup, logistics, and timelines. Whether you use our coordinator or your own, we’re here to support your vision and make your day as seamless as possible. Please review the options below:
In-House Coordinator Services (Optional)
Services Provided:
- Pre-Wedding Consultations
- Description: The in-house coordinator can meet with you up to two times before the wedding to finalize details and develop a day-of timeline.
- Ceremony & Reception Oversight
- Description: The in-house coordinator will be on-site to manage the flow of the ceremony and reception, ensuring that each part of the event follows the timeline as planned.
- Included: Hands-on management of both ceremony and reception, ensuring seamless transitions.
- Day-of Assistance
- Description: The in-house coordinator provides support with any last-minute issues that may arise, allowing you and your family to enjoy the day without interruptions.
- Included: On-the-spot assistance for unexpected needs or changes.
- Cost for In-House Coordinator: $450 (covers consultation, day-of management, vendor coordination, and ceremony oversight).
Outside Coordinator Amenities & Guidelines
For couples using their own coordinator, here’s everything they need to know about working at 7 Oaks.
Essential Information for Outside Coordinators:
- Venue Walkthrough: We encourage all outside coordinators to schedule a walkthrough of the venue prior to the wedding day to familiarize themselves with the setup options and layout.
• Timeline Submission: Please submit a finalized timeline to 7 Oaks at least two weeks before the wedding day, including setup times, ceremony timing, and reception flow.
• Vendor Management: Outside coordinators are responsible for communicating directly with vendors about arrival times, setup locations, and breakdown schedules.
• Point of Contact: A designated 7 Oaks staff member will be available on-site to answer any questions related to venue logistics on the day of the event.
To ensure a smooth setup process, we’ve provided key details about the tables, seating, and the venue’s arch dimensions. This information will help coordinators or planners design an arrangement that fits the space and style of the event.
Table Details:
Our tables and seating options include:
- Round Tables: Seats 4–10 (depending on size)
- Rectangle Tables: Seats 6–18 (when combined)
- Picnic Tables: Seats 6–10
- Specialty wooden tables with specific placements (e.g., outdoor-only or specific areas within the venue). See the full breakdown on the “Choose Your Setup” page.
Note: Arrangements depend on the layout chosen by the rentee and the guest count.
Arch Dimensions:
- Width: 4’ 10”
- Depth: 16”
- Height: 7’ (to the straight top), 2’ 8” to the arched tip.
- Placement: The arch is movable and can be used indoors or outdoors, making it a versatile addition to your ceremony.
Important Guidelines for All Coordinators
Guidelines:
- Setup and Teardown Times: All coordinators must follow the setup and teardown times agreed upon in the venue contract. Early setup or late breakdown will incur additional fees.
- Venue Access Points: Coordinators should familiarize themselves with the specific access points for vendors and guests. This information will be provided in advance.
- Equipment and Decor Restrictions: Please note that some areas of the venue have restrictions on decor or equipment. For instance, no open flames are allowed indoors, and certain furnishings may not be moved.
