Questions I Wish Couples Would Ask Us

(Because behind the pretty photos is a whole lot of planning magic you never see.)

When couples contact us, we usually discuss the big things first—design, vendors, timeline, and maybe how many guests they expect. But the part of this work that gets me excited—the part I could talk about for hours—is the backend: the systems, the logistics, the checklists, the ways we keep everything running calmly and thoughtfully behind the scenes.

Most couples don’t think to ask about that stuff, and I get it—it’s not the flashy part. But honestly? It’s the part I’m proudest of. So here’s a little behind-the-scenes look at how our team works and why our weddings feel the way they do: calm, thoughtful, and totally in control.

Here are the questions I wish people asked more often, because they show how seriously we take what we do and how much time, energy, and care we pour into every single wedding.

How do you stay organized behind the scenes?

One of the parts of oso I’m most proud of is that we've built our own internal planning system from scratch using Google Sheets and Apps Script. I taught myself how to code to create a tool that worked the way we needed it to—not some off-the-shelf thing we had to adapt around. And believe me, there’s already plenty of software in the mix—Aisle Planner, floor plan tools, Canva, phones, email, the works. But we needed something that could tie all the pieces together in a way that made sense for our process. So we built it.

Every client has a dedicated planning file for our in-house to-do list, vendor database, and tracking tools. Everything syncs in real time. When we book a vendor, it updates in all the right places. Everyone on your team sees something instantly when we check something off your timeline.

We also work closely with Chris, our Apps Script developer, for the trickier builds—anything that’s too hard to figure out on my own. I’m just a baby script writer, honestly. Chris jumps in when things get too complicated and always makes it work. It’s a real collaboration, and it’s made such a difference in how we work. We save hours each week, cut down on errors, and no one’s digging through inboxes trying to remember which file version is the right one.

What happens if someone on the team is out?

We’ve intentionally planned for this: there’s no single point of failure at oso. We’re a team of four and stay closely involved in every wedding. We’re all copied on every email. We meet weekly to discuss each event. We constantly check in with each other on progress and updates.

So if one of us is out—for a day, a week, or anything in between—someone else steps in seamlessly. Because we’ve already talked about your event, read through your notes, and reviewed your layout. Everyone who’s working your wedding already knows your timeline, your priorities, and your budget. That level of consistency is fundamental to us.

We also don’t rely on just outside staff for the wedding day. Almost everyone you see on-site is someone who’s been part of the planning process all along. They’ve read your notes, joined internal meetings about your event, and already know the tone you’re hoping for—whether that’s relaxed and intimate, high-energy and bold, or something in between.

That kind of consistency is important to us. It means your team already knows that your uncle is giving a surprise toast, your ceremony layout changed after the walkthrough, or the flowers need to be moved after photos. It’s not just about executing a timeline—it’s about being fully present and prepared. And because we’re a full-time team, we can show up that way every single time.

How often will I hear from you?

We’re intentional about communication—not just answering emails quickly (which we do), but proactively keeping you informed so you’re never wondering what’s happening.

• Full planning clients get weekly updates (usually on Fridays): what we did, what’s next, and what we need from you

• Partial and concierge clients get clear monthly updates with that same structure

• All clients have scheduled check-ins at six months, three months, and one month out

• And you can book a call with us any time in between if something comes up

We always respond within two business days, but you’ll usually hear from us the same day. We know how stressful silence can feel when you’re planning something this personal, and we never leave people hanging.

How involved are you, really?

We probably don’t say this enough: our team invests hundreds of hours into every wedding we coordinate and plan. And that’s not an exaggeration—we’re in it from the early conversations to the final breakdown, making sure nothing slips through the cracks.

We don’t offer “month-of” or “day-of” coordination because, honestly, it just doesn’t align with how we work. A wedding isn’t something we can drop into at the last minute and expect to run smoothly. There’s too much care, nuance, and behind-the-scenes work involved for that.

Instead, we officially take over at least three months out, even for our coordination (or “concierge”) clients. That gives us time to communicate with your vendors, ask the right questions, update your timeline and floor plan, confirm logistics, and build trust with everyone involved. We want you to feel a fundamental shift, like you can take a deep breath and hand things off. That’s the whole point.

We attend site walks, vendor meetings, and walkthroughs. We review contracts. We prep our internal run-of-show, follow-ups, and packing lists. And we keep going until every piece feels solid.

This is a big day, and it’s often a big financial commitment. We don’t take that lightly. Our standard is to do what it takes to ensure everything is clear, calm, and fully handled—every single time. No shortcuts.

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Looking for a planning team that’s as thoughtful behind the scenes as they are on the wedding day? We’d love to be that team for you.

Let's get in touch

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Are you mindful of the budget, or do you just spend what we give you?

We’re very mindful. We treat your budget the way we’d treat our own. That means giving you options instead of assumptions, helping you see what’s worth investing in and where you might scale back, and flagging fees or pricing things you might not even know to look for.

We’ve had weddings where just offering alternative vendor options has saved tens of thousands of dollars. And the best part? That money can be reallocated to the things you actually care about—like guest experience, upgraded food, or more hours with your photographer.

Do you ever stop to improve how you work?

All the time. It’s part of how we operate—not just a box we check, but something we care deeply about.

Every week, we set aside an hour as a team to review weddings in progress: what’s done, what’s coming up, and what needs extra attention. Once a quarter, we block off a full day (literally 8+ hours) to take a step back and examine our systems as a whole. What’s working? What could be better? What have we learned that we want to apply going forward?

But it’s not just about logistics or templates. Every person on our team is dedicated to being better. We’re not going through the motions—we think about why we do things a certain way, how we can be better planning partners, and what would make the process even smoother for our clients and vendors.

That mindset—of showing up curious, staying flexible, and being open to learning—is something we all share. It’s one of the things I love most about our team. We’re not stuck in “how it’s always been done.” We’re invested in doing it better every time. And when something doesn’t feel quite right, we don’t just work around it—we pause, figure out the root cause, and rebuild it in a way that makes more sense.

That’s how we grow. That’s how we protect your experience. And honestly, it’s one of the reasons we love what we do.

What kind of details are you actually managing?

The short answer? All of them.

We have internal checklists for everything—rehearsal timing, candle unwrapping, power strip placement, signage installation, late guest seating, audio cable backups, table count changes… and it’s all documented. If something can go wrong, we’ve already considered it.

It’s not just about having a timeline. It’s about knowing how things will actually play out logistically—and having a plan for it. We want you (and your family, and your vendors) to feel calm and confident from start to finish.

What makes team oso different?

Honestly? We care. About our clients. About our vendors. About each other.

Everyone on this team shows up wanting the day to go smoothly—not just for the couple, but for everyone involved. We’re thoughtful, organized, and deeply invested in getting it right. And because we’ve built systems that support us, we’re able to show up present, calm, and ready to handle whatever the day brings.

We don’t take this work lightly, and we never phone it in. That’s just not who we are.

Still curious? We’re always happy to share more about how we plan or walk you through what support might look like for you. No pressure. Just honest conversation and a lot of love for what we do. Reach out here if you want to chat.