Popping the Question: Our Couple's POV on Planning a Dream Proposal
One of the most special days in couples’ lives is when they take the next step and smoothly transition into the “fiancé” roles. Whether your dream proposal is just the two of you enjoying each other's company or an intimate celebration with family and friends, popping the big question requires careful planning - especially if you're hoping for a true surprise.
As destination wedding and event planners, we get to dream up exquisite designs, from east to west coast, and discover new and meaningful destinations that will forever be marked as the spot where you said “YES!” to your future lifelong marriage.
From small gatherings to large weddings, we have found that, regardless of size, the ultimate moments are the ones that remind each couple why they chose each other. We’re giving you a new perspective on the planning and design process as we break down our most recent spring proposal in Scottsdale, Arizona, through our couples’ eyes.
Uncover Details & Discover Interests
Whether it’s a dinner party or full wedding weekend, we kick off the planning process by diving deep into the details on a discovery call. This meeting is designed to get couples’ goals, ideas, and visions down on paper so that we can use it to jumpstart the planning process and get to really get to know what’s most important, so that those elements can be weaved throughout the entire design.
Here are some checklist items as you prepare for your first meeting:
Budget: While you can always make adjustments to your budget, if needed, it’s best if you have a solid idea of what you’re looking to spend for your event. This will dictate how many guests you can accommodate, the venue you can secure, and how big you can go with your design elements.
Venue & Vendors: You may have a dream location in mind, but can they host you on your dream day? Give yourself enough of a runway to ensure that both your venue AND vendors are available and have enough time to execute on everything you’re hoping for.
Must-haves: Designs can evolve over time, so you don’t have to know everything the first time you meet with your planner. However, it is helpful to share your non-negotiables, so that they can be top priorities when planning.
“During our first call, we shared with Allison a very rough idea of what we were hoping to accomplish for the proposal. We knew we wanted beautiful florals, a private venue, and live entertainment to compliment the special moment - followed by a 20-30 person cocktail hour to celebrate with friends and family after. Allison asked a variety of questions that really broadened our vision and opened up our eyes to possibilities we didn’t even think of. In the areas where we didn’t have a clear vision, she shared ideas and guided us towards the best solution.” - best friend of couple
You want your event to exemplify who you are - your personality, your interests, your love for one another - all of it. This day is for you, so use each meeting as an opportunity to dig deeper into what it takes to pull off your perfect day.
Planning & Preparation
Once you have a clear vision on your wants and needs, the planning process can take off. If you’re looking for striking backdrops for those perfect proposals, like our couple was, then florals and venue space becomes a top priority. If you want more emphasis on the experience for the loved ones that come out to support, then lean more into entertainment and catering. If you want it all - even better!
Here’s how we prepared for this highly-anticipated day:
Location: Since this specific event was taking place on the opposite coast, with roughly one month until event day, time was of the essence to secure a location. After our initial meeting, we immediately started piecing together the puzzle by securing a private courtyard at the luxury resort, Royal Palms. This romantic space was fully enclosed and resided at the base of Camelback Mountain, which made for incredible photos and checked off our couple’s biggest need.
Design Deck: Many elements come together to create the designs you see on social media - florals, linens, tableware, chairs, and more. After getting a feel for the couple’s vision, we sent over a design deck to help with visualizing and encourage their feedback.
Vendor Pairing: Who your vendors are matters. For this event, we sourced tons of florals that would drape the fireplace where the proposal would take place, along with each cocktail table. We hand-picked linens that were ordered in advance to line the tables and brought the pieces of the design deck to life. Lastly, we found a special one-man-band to serenade our couple as they approached the courtyard and for all of the guests to enjoy after the proposal was complete.
Plan B’s: While we are hopeful that each event will go off without a hitch, it’s best to prepare for the unexpected. If you’re hosting an outdoor event, you need a weather-backup. Even in the sunniest of locations, like this one in Arizona, you can’t control the weather. We always make sure to double check with the venue to ensure that they have a separate space if we need to make a change at the last minute.
“Allison made this process seamless and wasted no time on getting started on action items. By the end of the day, we received a design deck that perfectly captured the ideas we shared previously + responses from multiple Scottsdale resorts, with their availability and pricing. She matched us with the right vendors to pull it off and stayed in constant communication with all parties to ensure deadlines were met and all agenda items were completed on time.”
Planning an event really means covering all bases and ensuring that all boxes are checked. The best way to accomplish the perfect day is to prepare for it.
Event Day Execution
For destination or local events, it’s essential that your planner arrives with enough time for setup and to oversee any vendors or deliveries. Even intimate celebrations require a significant amount of time and while events are very well-planned in advance, it’s important for a professional set of eyes to guide each moving part, on the day of, so that the final outcome is exactly how it should be.
Here’s a look at what takes place on event execution day:
Setup: On the day of the event, your planner is your right-hand. They are the first to arrive at the venue and last to leave. Depending on the event size, we typically arrive first thing in the morning to make sure the space is ready for anything we are bringing in. This also ensures we have enough time to gather any last minute items we feel are missing or would enhance the celebration. They are there to greet each vendor at the location and triple check that everything is running on time and according to plan.
Management: Bringing your exact design to fruition requires careful guidance. While the vendors you’re paired with are experts in their own right, it’s up to the planner to direct them on where each floral installation, tablescape, and live band setup goes within the space.
Showtime: If you’re planning a surprise event, like a proposal, put together a gameplan with your planner, so that they know exactly when to expect you and your guests' arrival. For this proposal, we walked through a map of the property and coordinated where guests would congregate so that everyone knew just where to be and when to be there.
“We truly underestimated the amount of work that goes into the planning side, so we were so thankful that we got the chance to work with an expert that knew exactly what vendors to pair us with and what needed to be done to get us to a successful execution. This process was so streamlined and organized and any questions we had were resolved in such a timely manner. Plus, she flew all the way from Savannah to be there on the event day, so that we could enjoy it stress-free. 5 star experience overall.”
Before you know it, your day will come and go. However, your experience with the process and how you felt on the day of your event will leave a lasting impression for years to come - make it a positive one.
A Day to Remember Forever
We approach each event with care. From private events to grand weddings, each deserves its own moment to be everything you ever hoped for.
From the first call to the end of your event, the process of planning your dream day should be memorable. It’s not just about securing the perfect venue or curating a menu your guests will love, it’s about creating that unforgettable experience that will forever be a part of your story.
Just got engaged and want to know what steps to take next? Read our blog: We’re Engaged, Now What? or Get in touch today!
