Intimate Williamsburg Retreats
with Southern
hispitality
retreat planning
If you're searching for an event planning team who knows Williamsburg, Virginia and who can take your details and create a retreat experience with all that williamsburg has to offer with a stress-free planning process...
you're in the right place.
With over 15 years of industry experience of planning Williamsburg events and submerging ourselves in every avenue of the what the area has to offer, we have mastered the art of planning a Williamsburg, Virginia event.
With vendor relationships that expand across the area, from restaurant owners, to event design companies, to the best caterers, we have a deep rooted network that allows us to provide you with the best of the best for your event.
You might be thinking "this all sounds great, but how do you actually make my retreat planning process stress-free?"
So glad you asked.
Here's the thing...in your Google searches I'm sure you've found a LOT of Virginia Event planners, but, can any of them boast over 15 years of experience with a team of over ten people? This experience coupled with the fact that we work at the same venues over and over enables us to tackle any sort of issue that comes up before and on event date. We truly are prepped for anything because we've seen everything.
"The day wouldn’t have been the same without Jess or her team.
Jess, owner of the Wedding Co of Williamsburg, is not only creative, collaborative, caring, and hardworking — but she’s the best. My cousin, who is from LA, and had the most fabulous wedding, noted she was the best planner she’s ever seen. That says something.
I went to Jess with a specific vision and we worked collaboratively to exceed it! I don’t know what I would have done without her. Jess tailors the experience to each bride and pours her heart into every detail and aspect of your wedding. When she says she will cry at your wedding and you will become friends. She means it."
"Full coordination was worth every. single. penny.
My now husband and I were living far from Williamsburg, both working busy jobs, and decided early on that we'd want help. Jess knows so much about weddings in general and specifically Williamsburg-area vendors, and even though I am an organized person, there is no way I could have kept track of everything without her and kept my sanity.
She is incredibly responsive, beyond friendly, and finds a great balance between letting you run with your own vision and adding in her own suggestions based on her experience.
I have told every friend of mine that when they get married they should do everything they can to save the money for a planner because our experience with Jess was truly invaluable."
So...in a nutshell we're Williamsburg's premiere event planner because...
- We have extensive experience in the Williamsburg area with over 15+ years
- We have a team of 11 people that enables us to take on bigger events with more detail
- We ONLY work with Williamsburg area venues and their surrounding vendors ensuring we know the area like the back of your hand
- We work repeatedly at the same sought after venues
what's included
in retreat planning
- Vendor recommendations, booking assistance, and vendor management throughout the entirety of planning the event (to include: Food and beverage, lodging venue, transportation (if needed), tour and excursion planning.
- Budget management & budget planning for the event
- Logistics planning (to include schedule of events for all participants)
- Monthly check ins with point person to discuss event planning and check ins
- Culinary reservations created, confirmed, and dietary restrictions passed onto restaurant, for all meals
- Booking of tours and excursions along with recommendations
- Check-in and check-out assistance with planner liaison upon arrival and departure
- Liaison available during the course of the retreat stay to ensure transitions and schedule are being followed
- Welcome/lodging bags sourced and put together on behalf of the client (additional fees apply for souring welcome/lodging bag gifts)
proposals range from $2,500 - $10,000 +
inquire on website
First, let's setup an event consultation to discuss your event and learn more about how we can serve you .
the paperwork
When you decide to book we will send a contract services questionnaire. You'll fill that out and we then create the event contract and invoice for you for 25% of your event planning package.
Online event planning Dashboard
You'll get access to our customer relationship management software, Aisle Planner, from the day you sign the event contract .
your planner will be chosen
Once all the bookkeeping is done, you'll be introduced to your planner via email and the next steps will be provided.
venue walkthrough
You'll get a venue walkthrough at the beginning of planning or when you come into town and a final walkthrough to review final details, typically 1.5 months out from the event. Should you not reside in the area, all of this can be done virtually as needed.
vendor recommendations and communication
Your planner handles all vendor recommendations, all bookings, contract review, and keeps track of payments and payment reminders. We communicate with the caterer or all-inclusive venue the final numbers for catering and breakdown of meals. We also communicate with ALL vendors through the entirety of planning.
LOGISTICS and diagrams
Your schedule and diagrams will be completed following the first walkthrough. You'll have access to them before they are sent out to vendors and your planner will work on it with you until two months from the event. They will be sent out to all vendors five weeks out, two weeks out, and the week of the event with updates.
design and budget
We will provide you with a full design plan in tandem with a full budget breakdown. We show you how to achieve the budget you've set forth for the vision you want to have. In addition, we manage the budget throughout the entirety of the event planning.
check-ins
Your planner is available to you as needed throughout the planning process. Consistent check-ins are part of our planning process.
execution
The day of the event, our team will handle all the details and execution of the event. As the host, you will be able to relax and enjoy your hard work.
is retreat planning really needed for my retreat?
Our retreat planning services are perfect for the client who wants everything taken care of! Of course you will make the ultimate decisions, but we will educate you and point you in all the right directions!
In retreat planning we take on every detail for you! We help gather your retreat desires and find ways to make that vision become a reality all within your needs and budget. Every vendor will be recommended and managed and we will carry out all communication with each of them, while assist you during your retreat stay.
start your planning →
when will i be assigned an event planner?
For all packages, we provide the liasion with their planner and their contact information, immediately following the booking process.
Do you all do Custom services?
So much of what we do is custom! Following the event consultation, you will be sent an official proposal outlining the services we will offer. The services we have listed on our website are our standard offerings, and often we add to them to fit the needs of the client and their budget.
Do you travel outside of Williamsburg, Virginia?
Currently, we only handle social events, retreats, and galas in the Williamsburg, VA area. We have become known for Williamsburg events and we pride ourselves on being experts on what the area has to offer.
How many events do you all do a year?
It depends on the scope of each event inquiry. We carefully review each inquiry and ensure that our team can handle the scope of the event. Ideally, we plan and execute just 15-20 events a year.
I’m ready to book a consultation, how do I do that?
Yay! We would love to meet with you to see how we can best serve your needs. Please submit your inquiry on our contact page. You will receive an email right away with our next steps and offerings. In addition, you will be provided with a link to book a event consultation with us. It’s a free, no obligation, meeting!
What makes your Company different?
We are so glad you asked! We put hospitality above everything. We want you to be a guest at the event you worked so hard to plan. We do this by providing staff on the event day at ever corner, and making sure we get ahead of any questions or cocnerns you may have on the event day. In addition, our 15+ years of experience in the Williamsburg market, has allowed us to become experts in what the area has to offer. Our knowledge of the area’s event industry exceeds expectations.
What type of services do you offer?
We currently offer Full Event Planning and Design and Meeting Consultation Services.
What type of communication do you offer?
Each planner is different. From the start of your planning experience, your planner will tell you the best way to contact them. Email is included in your package. Most of our team members love text, phone calls, email, and using our online dashboard for the majority of our communication.
