We're so glad you're here — let's talk through everything you need to know.
Wedding Day April 17, 2027
Dream Point Ranch
Your Package
WDM + Design
Wedding Day Management & Design
Lead Planner
Brooke Hyden
XO Event Co., Tulsa OK
Time Together
9+ months
Now through April 17, 2027
Venue
Dream Point Ranch
Tulsa, Oklahoma
Your Package at a Glance
What WDM + Design means for you
WDM + Design is a partial planning package that combines two things: professional design direction and full wedding day management. You won't be navigating design vendor logistics and aesthetics on your own — we partner with you on the design vision and take the lead on all design-related vendors. Then, as your wedding day approaches, we step in fully to manage every moving piece so you can simply be present.
We Lead
Design concept, design vendors, day-of coordination, master timeline, vendor communication leading up to the wedding.
We Guide
We share our preferred vendor list of people we love and trust — and while vendor selection beyond design is yours to own, we're always happy to weigh in. Some vendor choices (like your DJ) have a huge impact on the overall feel of the day, and we'll never hesitate to share our honest perspective when it matters.
You Focus On
Enjoying your engagement, making decisions on the things that are truly yours — and showing up on your wedding day with nothing to manage.
Your Planning Journey
From today to April 17, 2027
Here's how your planning unfolds — with milestone meeting dates built in. Planning comes in waves. There will be active seasons and quieter stretches, and that's completely by design.
July
2026
Phase 1 — Now
Onboarding & Foundation
You're here. We get acquainted, go over your vision and aesthetic direction, set up your Google Drive folder, and build the framework for everything ahead.
✦ Onboarding Meeting — today
Mid-August
2026
Phase 2 — Design Begins
Design Process Kicks Off
At eight months out, we officially begin your design work. This is one of the most exciting parts — we develop your mood board, refine your aesthetic, define your color story, and build your full design concept.
✦ Design Meeting — August or September 2026
Sept – Nov
2026
Phase 3 — Design Development
Design Board Finalized & Vendors Sourced
We finalize your design board and begin reaching out to design vendors — florist, rentals, lighting, stationery, and more. We source, vet, review proposals, and handle contracts on your behalf.
Design board review — October 2026 Design vendors confirmed — November 2026
Dec – Jan
2026 – 2027
Phase 4 — Quiet Season
Pre-Planning Support
The pace naturally slows here. Your design is in place, design vendors are contracted. We're available for check-ins and questions as they come up. You'll still be working through your own vendors at your own pace — we're here when you need a sounding board.
Feb 20
2027
Phase 5 — 8 Weeks Out
Wedding Day Management Active Phase
This is when the WDM side of your package fully activates. We reach out to every vendor on your team, collect all logistics, and begin building your master wedding day timeline.
✦ Active vendor outreach begins
~March 6
2027
Phase 6 — 6 Weeks Out
Details Meetings
We now split your details sessions into two focused meetings — one centered on vendors and logistics, and one on family, ceremony flow, and day-of contacts. Both of you present for each. We'll schedule these when the time comes.
✦ Details Meetings (2) — late Feb / early March 2027
March – April
2027
Phase 7 — Final Stretch
Final Confirmations & Rehearsal
Your master timeline is distributed to all vendors. Final confirmations are made. We check in on weather, logistics, and any last-minute details. Rehearsal is coordinated for April 16, depending on venue availability.
Venue walkthrough — early April 2027 Rehearsal — April 16, 2027
April 17
2027
Your Wedding Day
April 17, 2027 ✦
You show up. We handle everything else.
The Design Side
How the design process works
The "D" in WDM + Design means we don't just coordinate your day — we develop it aesthetically from the ground up. Starting no earlier than eight months out (mid-August 2026), we build your full design story together, then bring it to life through the vendors we manage on your behalf.
1
Design meeting & discovery
We meet to talk through your vision, aesthetic preferences, and inspiration. What does the day feel like? What matters most to you visually? This shapes everything that follows. Before this meeting, we'll send you a prep email with exactly what to bring — including your budgets for each design category (florals, rentals, lighting, stationery, etc.) so we can design toward what's actually achievable.
2
Mood board & concept development
We develop a mood board and full design concept — color palette, texture direction, overall aesthetic. You review and we refine until it feels exactly right.
3
Layout planning & design board presentation
We create the layout for your reception — table arrangements, lounge areas, ceremony setup, and the overall flow of the space. From there, we present your complete design board — a visual guide showing how every element comes together. This becomes the reference document for every design vendor.
4
Design vendor sourcing & contracting
We take the lead on reaching out to, vetting, and contracting all design vendors. You'll be looped in on decisions, but we manage the communication and logistics entirely.
5
Design execution on your wedding day
Every design vendor is directed by us on the day. Your florist, rental team, lighting crew — they all report to us so your wedding looks exactly like the vision we built together.
Why start at eight months? Design vendors — especially florists and rental companies — book up quickly, and starting at eight months out gives us the best window to secure the right people at their best availability. But here's the other side of it: we also wait intentionally. When couples start the design process too early, trends shift, tastes evolve, and you can end up seeing the exact look you chose at wedding after wedding before your own day ever arrives. Starting at eight months keeps your design feeling fresh, relevant, and truly yours — not oversaturated by the time April 17 comes.
Vendor Roles
Which vendors we manage — and which are yours
Here's the division clearly laid out. We take full ownership of your design vendors — from outreach through wedding day execution. Your other vendors are yours to manage, though we ask you to keep us in the loop on all communications.
For vendors you manage independently, please copy us on emails. Even small details can affect timing, layout, or logistics.
For reference
Sample wedding day timeline
We'll walk through a sample timeline together today. As we get into your specific details (closer to your details meetings), we'll build a fully customized master timeline for your wedding day. That's one of the most important things we do in the final 6–8 weeks.
How We Work Together
Communication plan
We prioritize clear, consistent communication and will always let you know what's happening and what's coming next. Our preferred methods:
Preferred
Email
For detailed updates, proposals, vendor options, design reviews, and any documentation. This is where the planning work happens.
Preferred
Virtual meeting (Google Meet)
For design reviews, planning milestones, and your details meeting. Typically monthly during active planning phases.
As needed
Phone call
For quick decisions, urgent clarification, or when you're feeling overwhelmed and need to talk something through.
Okay for logistics
Text
For confirming meeting times and simple scheduling. Not the best place for decisions or detailed questions.
We ask for a response within 48 hours when we send a contract or invoice for a vendor — vendors hold dates, and delays can mean losing your first choice.
Your Documents
Your Google Drive folder
Everything lives in your shared Google Drive folder — updated in real time, always accessible. Here's what you'll find there:
Budget sheet
Your working document — update it as vendors are added and decisions are made
Design board
Your full visual concept — updated as design is finalized
Guest list
Yours to maintain — add guests and update as your list evolves
Wedding day timeline
Built and added in the final 6–8 weeks of planning
Vendor contracts & notes
Copies of all design vendor agreements
What We Need from You
Key deadlines & your active participation
August 20268 months out
Design meeting scheduled. Before we meet, we'll send you a prep email outlining exactly what to bring — including your budgets for each design category (florals, rentals, lighting, stationery). Come ready to share inspiration images, words that describe your vision, and anything you know you love or want to avoid.
October 20266 months out
Design board reviewed and approved. This is the foundation everything is built from — decisions made here guide vendor selection and all visual details.
Nov – Dec 20265–4 months out
Design vendor contracts signed and returned within 48 hours. Vendors are holding your date — delays can result in losing your first choice.
Feb 20272 months out
Finalized guest list submitted. We need accurate headcount to finalize seating, layout, catering quantities, and vendor logistics.
~March 66 weeks out
Two details meetings — both of you present. We now split this into two focused sessions: one centered on vendors and logistics, and one on family, ceremony, and day-of flow. We'll schedule both when the time comes. Plan for about 60–90 minutes each.
Always
Be reachable and give us honest feedback. If something doesn't feel right, say so early. We'd rather adjust direction than fix something later.
How We Work
Transparency & honest communication
Planning works best when we're direct with each other. Tell us what you actually feel — not what you think you should say. Share concerns early. Ask questions whenever something isn't clear.
"This doesn't feel like us" — say it. We'll adjust.
"We're feeling overwhelmed" — say it. We'll simplify.
"We don't understand what this includes" — ask. Clarity prevents assumptions.
Our commitment to you: we'll be honest about pricing, feasibility, and value. If something isn't realistic, we'll say so — not to limit you, but to protect your experience.
Common Questions
Things couples often ask us
Should I CC you on vendor emails?
Yes — for any vendor we're not already managing. It helps us stay aligned and step in if needed.
Are you recommending vendors because you have a relationship with them?
Honestly — yes, relationships are part of it, and we'd never pretend otherwise. But here's what that actually means: the vendors on our preferred list have earned their spot by consistently showing up and doing exceptional work. We only recommend people we know will treat your wedding day with the same care we do. It is entirely merit-based. We don't receive referral fees or kickbacks from any vendor — and if we're ever offered one, we pass it along to our clients. You can trust that every recommendation we make is because we genuinely believe that vendor will make your day better.
What if a vendor becomes unresponsive?
We step in immediately, advocate on your behalf, and find a solution. You don't need to manage that.
What happens if something goes wrong on the wedding day?
We manage it behind the scenes — weather, timeline shifts, vendor hiccups — so you stay calm and present. That's exactly what we're there for.
"The best wedding days are the ones where the couple has nothing to think about — because we thought of it already."