Welcome: SPP
Welcome!
Communication
OFFICE HOURS (EST):
Our hours vary slightly, due to the extreme hours we work in our busy season with lots of weddings! Here are the details:
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May – October, Becca and Cassie each work Monday – Saturday (including 14 hour days on Saturdays) with the exception of a half day once a week. Becca’s half day is Wednesday and Cassie’s is Thursday. On the other days, we work 9:00 – 5:00. If we have a brunch to execute, then we take Monday off.
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November – April, Becca and Cassie work a 4 day work week (to help counter balance our long hours the rest of the year) and Becca’s day off is Wednesday and Cassie’s is Thursday.
Other details to note about our schedules:
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evening appointments available once a week
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Saturday: none May – October (by appointment November – May), which means NO site visits on the weekend May – October
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Sunday: none May – October (by appointment November – May), which means NO site visits on the weekend May – October
OFFICE HOURS EXPLAINED:
Office hours are times that we respond to your emails, complete client work, schedule our various social media and blogging content, and attend various meetings. We only hold meetings a few days a week and these days rotate depending on the season. We follow a block schedule to allow us to get work complete.
HAVE QUESTIONS?
If you ever need anything, reach out in Aisle Planner where it makes the most sense. We receive email notifications anytime you write something:
in the checklist
comments for vendors
comments in the design studio tab
We DON’T get a notification for items in the Notes tab.
If you’re unsure where to reach out, please email. If it looks like there’s a lot to discuss, we’ll ask us to schedule a meeting. Keep in mind, we do keep office hours. At times, we’ll respond to an email or text outside of those hours, but it’s not a guarantee.
MEETINGS:
Meetings either occur in person at an agreed upon location, on the phone, or via Google Hangout for video chatting. We try to schedule these during office hours, but we’re flexible if these hours don’t work with your schedule.
ACCESSING GOOGLE HANGOUT:
You’ll receive an email from us with a link to our session before our scheduled meeting. Click that link and then the button that reads “Join Hangout.”
PHONE:
The number you have is strictly a business line. Feel free to text or call at anytime, but please note that we rarely answer outside business hours.
CONTACT INFORMATION
207.468.6040
62 Summit Street Portland, Maine 04103
hello@oliveandcoevents.com
PLANNING OVERVIEW
We use Aisle Planner, an online software to track our planning and assign you tasks. Within Aisle Planner, we’ll also keep conversations about design and vendors. We’ll manage just a portion of your checklist and the rest will be for you. This is the same with budget— we’ll get you started with budget development, but then it becomes your task to track your budget through the planning process. We will not be updating this for you.
Aisle Planner works great on your phone or on your computer (sadly, it’s not an app).
We also use a document we’ve created in Google Docs called Detail Tracker. This is where we document ALL of your details for your wedding. You have a link to this in Aisle Planner notes. Please feel free to view this at anytime and please do let us know if something is in correct (don’t worry about blank items— we fill this in as we go).
We follow a team approach to planning, meaning that we will collaborate on your wedding planning. Therefore, you may hear from anyone on our team, but you will have a main point of contact. If you’re unsure of who that is, please ask!
THE OLIVE AND CO. APPROACH
IDEATION: DISCOVERY AND VISION
We learn about your biggest hopes and get to know you!
In this phase, we lay the groundwork for a smooth planning process, including design, planning and budget development. You’ll be tasked with getting your guest list started!
Depending on when you’ve booked us, we sometimes overlap this phase with the next one.
VENDOR CURATION
We’ll help you book one non-design vendor: catering, baker, photographer, video, etc. This means, we’ll reach out and get quotes and compare them in a spreadsheet (if it’s a more complex vendor) and share these details with you. You’ll confirm who you’d like to secure.
IMPLEMENTATION
This is the nitty gritty where we’ll execute all the plans we’ve been putting in place. We’ll finalize your design, meaning review it one more time and make any changes. We’ll add all links to the document and we need final decisions at this point (i.e. where the frames will be purchased, who is providing the easel, which vendor or individual is handwriting the place cards, etc.). Then, we’ll place orders, organize mailings, master the logistics, and guide you with the few tasks you’ll have.
FINISHING DETAILS
Are you excited yet?! It’s the final stretch where you’ll assign seats to your guests, you’ll be sure your rings are cleaned and your shoes are broken in. You’ll write notes for family members and your best friends! We’ll be doing some finishing details on our end as well, especially with your vendor team.
WEDDING WEEKEND
It’s here!! You get to have everyone you love with you for the best sort of celebration!
CLIENT EXPECTATIONS
We expect you to:
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use Aisle Planner
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complete the tasks we assign to you in Aisle Planner
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tell us which non-design vendor you’d like help booking
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upload your contracts in Aisle Planner
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keep track of your own budget (yes we help create it, but we aren’t going to input vendor expenses as you book them)
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respect boundaries and know that there are additional fees for some items, which you can see here
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let us know if you need something
Thank you!
Thank you for choosing Olive and Co. to help you plan your day! We are so thrilled to be working with you and guiding through these next upcoming months!! Being engaged is one of the most magical feelings and we hope you enjoy each part of the process!
