Welcome Packet

Thank you for being the next MirWood Events couple! As we work together towards your dream wedding day, we wanted to pass along some useful resources.

What’s in the welcome packet : Recommended Vendor List, Vendor Questions, Monthly Planning Guide, Changing Your Last Name Guide, Commonly Asked Questions, Tips & Tricks, Tipping Etiquette

As always, if you have any questions, please don’t hesitate to reach out!



Recommended Vendors List

Photographer

Sydney Breland Photography 615-497-8805 sydneybrelandphotogrpahy@gmail.com https://sydneybreland.mypixieset.com *currently offers a “MirWood Couple’s Discount” of $200 off her packages!

Through Victoria’s Lens 320-444-0787 throughvictoriaslens@gmail.com http://throughvictoriaslens.com/

Maria Gloer Photography 318-348-2776 mariagloerphotography@gmail.com https://www.mariagloerphotography.com/weddings

Grace Kirkpatrick Photography 615-336-3934 grace.kirkpatrick599@gmail.com https://www.graceannkirkpatrick.com/home/

Collins and Collins Photography 803-270-6572 collinsandcollinsphotos@gmail.com https://www.collinsandcollinsphotography.com/

Videographer

Colling Films 615-431-9018 phillip@collingfilms.com http://collingfilms.com/

Peerless Films 615-439-2028 info@peerlessweddings.com https://peerlessfilms.com/

Crown & Lace 979-308-1664 lancecookfilms@gmail.com https://www.crownandlace.com/

Bartender

The Fizzy Mule info@thefizzymule.com https://www.thefizzymule.com *currently offers a “MirWood Couple’s Discount” of $100 off or credit towards a champagne wall!

Just A Splash 615-971-2447 justasplashbarservice@gmail.com https://lindsey8981.wixsite.com/justasplash

Call The Shots 615-972-0633 calltheshotsbartender@gmail.com https://www.calltheshotsbartender.com/

With a Twist 629-206-2122 tex@twistbartending.com https://twistbartendingservice.com/tn/nashville-bartenders/

Florist

Larson’s Floral Co. 615-738-1384 natasha@larsonfloralco.com https://larsonfloralco.com/

Flourishing Flowers by Mari 562-746-5713 mari@flourishingflowers.com https://www.flourishingflowers.com

Amy & I Designs 615-691-1432 amy@amyandidesigns.com https://amyandidesigns.com/

TVillager Designs 615-878-5216 flowers@tvillagerdesigns.com https://www.tvillagerdesigns.com/

DJ

DJ Austin Tallant 623-680-2989 austin@austintallant.com https://austintallant.com *currently offers a “MirWood Couple’s Discount” of $500 off his Premium Package and $250 off his Deluxe Package!

Whole 9 Yards Ent. 270-681-5452 info@w9yent.com https://www.w9yent.com/contact

DJ Trav 615-631-6785 tolmstead@djtrav.com https://www.facebook.com/deejaytrav/

DJ Connection 918-481-2010 info@djconnection.com https://djconnection.com/nashville

Band

The Beasley Brothers 256-975-2436 https://thebeasleybrothers.com/

Top Tier Band 615-319-6318 info@toptierband.com https://toptierband.com/

The Stretta Band 615-330-6659 info@strettaband.com https://strettaband.com/

Catering

Chef Penelope 615-977-4925 penelope@chefpenelope.comcastbiz.net https://www.chefpenelope.com

It's a Pear Catering 615-604-2683 kimjones9100@comcast.net It's A Pear Catering Website

Wildberry Catering 615-812-1724 wildberry.catering@gmail.com https://wildberrycatering.com

What’s Cookin’ 615 615-924-5999 whatscookin615@gmail.com https://www.facebook.com/whatscookin615/

Bakery

Kailey Cakes 615-924-6444 madison@kaileycakes.com https://www.kaileycakes.com *currently offers a “MirWood Couple’s Discount” of a free cake tasting box and a free 4” anniversary cake

Baked on 8th 615-933-1100 info@bakedon8th.com https://www.bakedon8th.com/

The Bearded Baker 615-308-2980 nclingman@gmail.com https://www.beardedbakernashville.com/

Crazicakes 615-364-0349 crazicakes1@gmail.com https://www.crazicakes.com/

Hair & Makeup

One10Beauty 615-970-0726 booking@one10beauty.com https://one10beauty.com/bridal#

The Blowout Co. 615-244-8243 nashvilleparties@blowoutco.com https://blowoutco.com

Agency of Beauty 248-207-1248 booking@agencyofbeauty.com https://www.theagencyofbeauty.com

Rentals

Please Be Seated 615-712-6940 bonney@pleasebeseated.com https://pleasebeseated.com/

Everyday Fiestas 615-573-8053 everydayfiestas@gmail.com https://everydayfiestas.com



Vendor Questions

General Questions to ask every vendor

  • How long have you been in business? (be cautious with newer businesses)

  • How many weddings do you/your staff support every year?

  • What packages do you offer, what is included, and what are the prices?

  • What costs aren’t included in the price of the package?

  • How much is the deposit? When is it due? When is the final payment due?

  • What is the cancellation/refund policy?

  • Do you use a contract?

    • A contract is designed to protect both you and the wedding vendor. Always get everything in writing.

  • Do you carry liability insurance?

    • If a vendor carries insurance it is more of a sign that they are a reputable, responsible, and professional vendor.



Photographers/Videographer

  • If they have been to your venue before? If so, can you see their work from the venue?

  • What planning help do they provide?

    • A day of wedding photography schedule

    • Assistance with planning specific family photos

  • Do they have backups to their cameras that save the images in case they get erased?

  • How long is the image editing process?



    Caterers

  • Do you provide any rentals? (plates, glasses, flatware, or linens)

  • Will you package up leftover food for the family to take home?

  • Do they buss the tables after dinner service? (highly recommended they do)

  • Do they clean the dishes? (If the rental company requires it)



    Bartenders

  • Do you provide cups/stirs/mixers?

  • Do you bring any ice or coolers?



    Florist

  • Will you be on-site to distribute personal flowers? (boutonnieres, bouquets, etc.)

  • What are delivery and pick up costs?



Hair and Makeup

  • How much time do you need per treatment?

  • For # of bridesmaids and mothers/grandmothers needing hair/makeup done, how many

    stylists do you recommend?

  • Do you create a schedule for the stylists to go by to take advantage of getting the ladies

    done as quick as possible?



    Music

  • Do you have any specific set up needs? (amount of space, outlets, etc.)

  • Do you have a secondary set up for the ceremony site and a main set up at reception?

  • Do you have your own table and linen for the reception?



    Venue

  • Will anyone be on-site during the event?

  • How handicap accessible is the venue space? Ceremony space?

  • Is there a certain time that the music needs to be lowered or turned off?

  • Which vendors need to be licensed and insured?

    • Some venues are very strict while others are very relaxed on this policy

  • Where does the trash go after the event is done? Who is in charge of that?

  • Do you require an event coordinator or event insurance?



Monthly Planning Guideline

Some of this might not apply to your event or you may jump ahead to make decisions quicker! Either is completely fine! This is just a breakdown of what we think is important to consider for wedding day. We will go into more day of details (like who is bringing water or ice) at our month out meeting!


Changing Your Last Name

Here are the steps to make that happen! ***If either bride/groom is planning on changing their name, wait until AFTER the honeymoon! That way it doesn’t mess up travel plans if your new license doesn’t come in the mail quick enough.

Get Your Marriage License and Certified Copies

When you're applying for your marriage license, ask if you can purchase certified copies in advance. (We recommend buying three to start.)

Update Your Social Security Card

You can either apply for a new social security card by mail or in person at your local Social Security office. If you plan on going to the Social Security office in person, save yourself some time by filling out the application for a social security card in advance. You will need to bring the following documents

  • Proof of citizenship (valid passport or certified copy of birth certificate)

  • Proof of Name Change (copy of marriage license)

  • Proof of Identity (valid driver’s license or state issued ID)

  • Your current Social Security card

    Get a New Driver's License

    After the Social Security office, wait at least 24 hours before going to the DMV. This will give enough time for your updated information to get into the system. Updating a driver’s license must be done in person. You will need to bring the following:

  • Receipt from Social Security office (just in case) or new Social Security Card

  • Current Driver’s License

  • Proof of address (lease, mortgage documents, insurance documents, or bill/bank

    statements)

  • Certified copy of marriage license

  • Checkbook/cash (most DMV’s charge a credit card processing fee)

    Get a New Passport and Travel Documents

    If your passport is less than a year old, you’ll be able to change your name without paying a fee. The fee for a change and a new passport book is $110. All passport changes must be applied for by mail. The U.S. The Department of State has put together a link to make it easy to fill out the form. Once you’ve filled it out, send the following to the National Passport Processing Center:

  • Complete form DS-82 (which can be filled out online)

  • A certified copy of your marriage license

  • Your current passport

  • A check for the passport fee, made payable to “U.S. Department of State”.

    Your full name and date of birth must also be typed or printed on the front of your check.

  • A recent color photograph, 2x2 inches in size, that meets passport photo requirements

    Change the Name on Your Bank Accounts

    As soon as your identification has been updated with your new name, head to your local bank branch to update the information on your bank accounts. Most banks will require it to be in person. Be sure to request both a new set of cards and checkbooks. The following documents must be brought if going in person:

  • A certified copy of your marriage license

  • Your new Social Security card

  • Your new driver’s license

    Change the Name on Your Credit Cards

    The process for changing your name on your credit cards will vary from company to company. For example, American Express has a form on their website (in the Account Services tab) where you can edit your personal information. You'll need to upload a supporting document (they request your driver's license, state ID card, or passport) that shows your new name, and once processed, a new card will be mailed to you. Other companies request that a certified copy of your marriage license be mailed to them in order to process the change. Contact your credit card company directly to determine the best way to have a card issued with your new name.

    Provide Your New Name and Bank Information to Your Employer

    Now that your ID and bank accounts match, contact your company's human resources office or payroll processor to provide your new information as soon as possible. This way your checks will be issued with the correct name, and direct deposits will be processed correctly.

    Update Your Insurance Information

    Whether you're combining insurance policies or are simply updating the information on your own policy, this is a major change you need to make as soon as possible to ensure you're covered in the event of a claim. You will need a copy of your marriage license to move this along. Planning to combine your coverage? Make these changes all at once. Marriage is considered a major life event, so you also have the opportunity to change your health care coverage, even if it isn't an enrollment period. For auto and home insurance, adding an additional vehicle or a new home to your policy could result in some great savings if you combine multiple policies with the same company.You won't need to call your doctor's office or dentist about the change to your insurance. Instead, head to your next appointment a few minutes early (with your new insurance card and ID in hand) to make the changes in person.

Update Your Mortgage, Rent, and Utilities Companies

With your new name and new payment information in hand, it's time to update the payment information for your mortgage or rent, and your utility companies. Most can be easily updated online in your account portal or on the phone, and should be as simple as typing in your new last name and entering your new credit card number or bank routing information.

Review Your Credit and Debit Card Statements for Auto Pay Accounts

From Netflix and HBO to the hosting for your blog, we've all got smaller automatic payments that happen monthly that we can sometimes forget about. Look through a couple months of statements on all of your cards and accounts, keeping an eye out for regular payments that you're making automatically. Log in to those accounts to make the change, then input your new credit card or banking information and update your billing information with your new name.


Commonly Asked Questions

What does the planning process look like now that we have booked MirWood Events?

We are excited to start the planning process with you! No matter which package you chose, we immediately begin creating a custom wedding day timeline that is shaped to your specific wants and needs on wedding day.

From there, we ask that anytime something new is decided on for your wedding (ceremony, to reception, to vendors, to decor) we ask that you send us a message so that we can edit the timeline and be kept up to date! Depending on the package chosen, additional assistance will be given during the planning process.

Then a month before the wedding day, we hop on the phone to go over the wedding in detail to finalize the timeline before sending it to vendors 2 weeks before the wedding day!

What if it rains on my wedding day?

We always plan ahead! If a couple chooses to do an outside ceremony, cocktail hour, or reception, we always make sure to keep an eye on the weather the week of and day of the wedding. A rain plan is always created for every wedding in the event we are unable to allow an outdoor ceremony, cocktail hour, or reception.

What if my venue requires my planner or coordinator to have insurance or to be licensed?

MirWood Events is both licensed and insured! We have worked with several venues that require either one or both documents and are happy to continue sharing that information for venues who have yet to see it!

What if the coordinator assigned to my wedding isn’t able to coordinate due to illness, etc.?

We always have a backup! Even though we have an assigned coordinator to your wedding months prior, there is always at least one or two coordinators who are able to step in, in the event your assigned coordinator is not able to coordinate your wedding.

What if I want to choose a specific coordinator?

We love when couples choose a specific coordinator! Depending on their availability, we are happy to connect any of our coordinators to a specific couple. If your first choice is not available, we are happy to work with our other coordinators to figure out the next best option!


Tips & Tricks

Marriage License

In the state of TN, a marriage license is valid for 30 days once it is picked up from the county clerk's office. We recommend picking up the marriage license between 1-2 weeks before the wedding day. This will give enough time to return/mail back the marriage license within the 30 day validity period. You will need to create an appointment prior at the county clerk’s office for obtaining a marriage license. You will also need to complete a marriage license application through the county clerk’s website before the appointment. We recommend bringing a paper copy of the application in the event the staff member isn’t able to pull the submitted application up on the website. Both people getting married will need to be present when picking up the marriage license at the county clerk’s office.

Wedding dress

Once you have your dress, we always recommend trying to go ahead and schedule any fitting and alteration appointments! It is completely normal for them to schedule it a month before wedding day and you pick up your dress up to the week before wedding day.

When you go in to pick up your wedding dress after the final alterations and after the bustle has been added (if needed), we highly recommend having your seamstress or a friend take a video on your phone of the dress being bustled. This is a great way to remember how to bustle a dress and/or find the bustle points on wedding day.

Photography

Go on the venue’s social media account and screenshot any areas/backdrops that you definitely want to get photos in. If you see any photos you want to re-create or positions you want to be put in for photos, take screenshots of those too! Put them into a folder or an email and send them to your photographer. This is an easy way for your photographer to know exactly what you want on wedding day and anything extra they take is an added bonus!

DJ/Band

If there is any music you want to stay away from or songs you absolutely hate (no country music/no cha-cha slide), be sure to let the DJ/band know of those so that they can’t be requested from guests! If there is any language you want to avoid (no F bombs before 8pm/no cuss words) let the DJ/band know and they are normally very accommodating!


Tipping Etiquette

Your wedding is made up of a talented team of artists and various moving parts, ensuring that the entire day is executed flawlessly for both you and your guests. Tipping he service providers who went above and beyond is always a nice gesture and should be treated the same way you would tip a barista who remembers your drink order every morning or a waiter that provided exceptional service.

Makeup Artist & Hair Stylist

  • Protocol: Optional

  • Suggested: 10-15%

  • When To Tip: At the end of your service

Kitchen & Service / Waitstaff

  • Protocol: Expected

  • Suggested: $20-$50 per person

  • When To Tip: Drop off cash envelopes with labels to the day of coordinator to hand out at the end of the evening.

Wedding Officiant

  • Protocol: Optional

  • Suggested: Donate $50-$200 to the church or synagogue (if applicable) and for the officiant a top of $25-50.

  • When To Tip: Drop off a cash envelope labeled to the day of coordinator to hand out at the end of the ceremony.

Ceremony Musicians

  • Protocol: Optional

  • Suggested: $20-$25 per musician

  • When To Tip: Drop off a cash envelope labeled to the day of coordinator to hand out at the end of the ceremony.

Photographer & Videographer

  • Protocol: Optional

  • Suggested: $50-$100 per photographer/videographer

  • When To Tip: Drop off a cash envelope labeled to the day of coordinator to hand out at the end of the reception/when their booked time ends.

Wedding Reception Support Staff (Valet, Bathroom Attendant, Bartender, Movers, etc.)

  • Protocol: Recommended

  • Suggested: 10-15% of the food/beverage bill

  • When To Tip: Drop off cash envelopes with labels to the day of coordinator to hand out at the end of the evening.

Band or DJ

  • Protocol: Optional

  • Suggested: $25-$50 per musician; $50-$150 for DJ’s

  • When To Tip: Drop off cash envelopes with labels to the day of coordinator to hand out at the end of the evening.

Transportation

  • Protocol: Expected

  • Suggested: 10-15% of the total bill

  • When To Tip: At the end of the night/or after your last ride

Wedding Planner/Coordinator

  • Protocol: Optional

  • Suggested: 10-15% up to $500 (or non-monetary gift)

  • When To Tip: After the reception or with a thank you note



WEDDING VENDORS TEND TO BAND TOGETHER AND GO ABOVE AND BEYOND FOR YOUR SPECIAL DAY, SO IF THERE ARE OTHER PEOPLE WHO PROVIDED EXCEPTIONAL SERVICE, NOT MENTIONED ON THIS LIST, OF COURSE IT IS ALWAYS NICE TO ACKNOWLEDGE THEIR EFFORTS. FOR EXAMPLE: IF YOUR FLORIST WENT OUT OF HER WAY TO FIND A SPECIFIC EXOTIC FLOWER TO INCORPORATE IN YOUR ARRANGEMENTS.