At Ad Astra Events, we don’t believe wedding planning fits neatly into “full,” “partial,” or one-size-fits-all packages because couples don’t.
Instead, we hand-craft each planning package around your specific needs, pain points, and decision style. Early in the process, we spend time understanding where you most want and need support, where you feel confident, and where planning feels heavy or overwhelming. From there, we intentionally determine how many planning meetings you’ll need and what each meeting will cover, with clear agendas designed to eliminate stress and decision fatigue.
Some couples need more structure and guidance early on. Others want focused support at key milestones. Many find that their needs evolve as planning unfolds, and that’s completely normal. If additional support becomes helpful later, we can always add meetings or planning time to the package. We can also adjust agendas as needs arise.
This approach allows us to stay flexible, thoughtful, and truly supportive without asking you to fit into a preset box that doesn’t reflect how you actually plan.
This is something we plan for from the very beginning.
When you first inquire, we don’t just assign you to a preset package. We take time to understand your priorities, pain points, and how you prefer to make decisions. Based on that, we thoughtfully build a planning experience that includes the right number of meetings with clear agendas, so you feel supported without being overwhelmed.
That said, wedding planning is dynamic. As details come together, new questions or needs can surface, especially for couples planning from out of town or balancing full-time careers. If you find that additional guidance or working time would be helpful, we can easily add planning meetings or support hours to your package.
Many couples choose to do this as planning progresses. It allows us to respond to your needs in real time and continue bringing structure, clarity, and calm to the process, without locking you into more than you need upfront.
In an ideal world, we recommend booking a wedding planner as early as possible, especially if you’re planning a Nashville wedding from out of town or have a specific date or venue in mind. That gives us the most flexibility to guide early decisions, help you secure trusted vendors, and build a clear, organized planning roadmap from the start.
That said, there is no such thing as “too late” to bring in support.
We regularly work with couples who reach out many months before the wedding and others who are just a few months from their event date. What matters most is understanding where you are in the process and where planning currently feels heavy. From there, we hand-craft a planning approach that meets you exactly where you are.
For couples considering Event Management (sometimes called "day-of" planning), we recommend booking earlier rather than later. Even though active planning support begins closer to the wedding, securing your planner in advance ensures availability and gives us time to understand your event before the final stretch.
If you’re unsure whether now is the right time to book, we’re happy to help you talk it through and recommend the level of support that makes the most sense.
This is a great question, and one we hear often.
A venue coordinator is an incredible resource, but their role is focused specifically on the venue itself. They manage what happens within the venue’s walls, such as venue logistics, policies, and on-site needs related to the space.
As your wedding planner, our role is much broader. We look after the entire wedding, not just the venue. That includes coordinating all vendors, building and managing your full wedding-day timeline, tracking details across contracts, anticipating logistics, and making sure every moving piece works together seamlessly.
We also act as your advocate throughout the planning process. We help you think through decisions, identify potential issues before they arise, and ensure nothing important is overlooked. On the wedding day, we manage communication so you, your families, and your vendors aren’t fielding questions or putting out fires.
Many venues actually prefer working alongside a dedicated planning team. When roles are clearly defined, everything runs more smoothly, and you’re free to be fully present and enjoy the celebration.
Wedding planning services in Nashville can vary widely depending on the level of support, experience, and customization involved. Some planners offer flat, pre-set packages, while others build services around a couple’s specific needs.
At Ad Astra Events, our planning services begin with Event Management (sometimes called "day-of" planning), which starts at $2,350, and we hand-craft each package from there based on the level of support that will best serve you. Rather than asking you to choose from rigid tiers, we focus on understanding your priorities, your planning style, and where you want the most guidance.
Your investment reflects not just time on the wedding day, but the depth of planning, organization, and leadership behind the scenes. Our couples value having a calm, experienced team who thinks several steps ahead, manages details proactively, and helps them avoid costly mistakes along the way.
If you’re curious what level of support makes the most sense for your wedding, we’re happy to walk through options and help you decide with confidence.
We help you identify vendors who are not only talented, but also reliable, professional, and aligned with your priorities and values. Rather than handing you a long list to sort through, we offer thoughtful, curated recommendations based on your budget, vision, and the type of experience you want for your guests.
As planning progresses, we also assist with communication and coordination. That includes reviewing contracts, tracking important details, confirming logistics, and making sure all vendors are working from the same plan. Our goal is to eliminate confusion, reduce back-and-forth, and prevent details from slipping through the cracks.
Many of our couples tell us this is one of the most relieving parts of working together. You don’t have to guess who to trust or worry about whether everyone is on the same page. We help bring structure and clarity to the entire vendor team.
For couples who want our guidance in selecting their entire vendor team, we typically plan for about three focused planning meetings to accomplish that. Those meetings are intentionally structured to move decisions forward efficiently, without dragging the process out or overwhelming you.
That’s completely okay and very common.
Many couples come to us after they’ve already booked a venue, photographer, or another key vendor. We step in by reviewing what’s already in place, identifying any gaps, and making sure all remaining decisions align smoothly with what you’ve chosen so far.
From there, we focus on bringing structure to the rest of the planning process. We help you prioritize next steps, guide vendor selections still ahead, and coordinate details across contracts so everything works together cohesively. Even if some decisions are already made, there is often significant value in having a planner manage logistics, timelines, and communication moving forward.
Our goal is never to redo work you’ve already done. It’s to support you from where you are, reduce stress, and make sure nothing important is missed as planning continues.
Communication is ongoing and intentional, not limited to planning meetings alone.
While planning meetings serve as key milestones with clear agendas and focused decision-making, our support continues well beyond those scheduled conversations. Between meetings, we’re actively communicating with vendors behind the scenes, tracking details, answering questions, and keeping everything moving forward.
Couples can expect regular email communication throughout the planning process, including quick check-ins, clarifications, and coordination with vendors as needed. As the wedding approaches, communication naturally increases, especially during the final six to eight weeks when timelines are finalized and logistics are confirmed.
Our team is intentional about helping you distinguish between questions that can be answered quickly and topics that are better handled thoughtfully during a planning meeting. Our goal is to make sure you never feel like you’re “on your own” between meetings. The meetings provide structure, while dongoing communication provides continuity, reassurance, and momentum.
Planning meetings are designed to be focused, productive, and intentional. Each meeting has a clear agenda so we can tackle more complex decisions thoughtfully and efficiently, rather than rushing through them over email or text.
Between meetings, couples are encouraged to email or text questions as they come up, and we stay actively involved behind the scenes. Our planners are trained to quickly identify when a question can be answered simply and when a topic would benefit from deeper discussion.
If something is more involved, your planner will guide you toward the best next step. Sometimes that means adding the topic to an upcoming meeting agenda. Other times, if all meetings have already been used, we’ll talk through whether it makes sense to add an additional planning meeting so the conversation gets the time and attention it deserves.
This approach allows us to support you fully while keeping planning organized, efficient, and calm. It also ensures important decisions are handled thoughtfully, not squeezed into quick exchanges that deserve more care.
Absolutely! In fact, many of our couples are planning their Nashville wedding from out of state.
We’re experienced in guiding couples who can’t be physically present regularly and need a planner they can trust to manage details, vendors, and logistics locally. From vendor recommendations to timeline development and coordination, we bring structure and clarity to the process so you don’t have to rely on guesswork or endless research.
We use thoughtful planning meetings, clear documentation, and consistent communication to keep everything organized and moving forward, no matter where you’re located. Our goal is to make planning from afar feel just as manageable and supported as if you lived down the street.
Yes. We offer a free hotel room block booking resource that couples can use whether or not they book with Ad Astra Events.
This resource helps you explore hotel block options, understand availability, and get support with the booking process, without having to navigate it all on your own. It’s a helpful starting point for couples who want guidance without added pressure or obligation. And it’s completely free!
If hotel room blocks are part of your wedding plans, we’re always happy to help you think through logistics, guest experience, and how everything fits into your overall weekend.
We provide our couples with a robust set of planning tools designed to bring structure, clarity, and confidence to the entire process.
Every couple we work with receives thoughtfully organized documents and resources that help track decisions, timelines, vendor details, and logistics all in one place. These tools are designed to reduce overwhelm, keep planning moving forward, and make sure nothing important gets missed.
In addition to our custom planning documents, we also offer access to our wedding planning organizer, which many couples find helpful for staying organized between meetings and having key information easily accessible. It’s a practical resource that complements our planning process and gives couples a clear place to capture notes, questions, and decisions as they arise.
Our goal with every tool we provide is the same: to make planning feel manageable, supported, and well-organized from start to finish.
Every wedding we plan includes a lead planner on-site from start to finish, along with assistant planners to support setup, transitions, and the end-of-night wrap-up.
The exact number of assistants depends on the size, scope, and logistics of your wedding. For many weddings, we staff assistants to help with setup and tear-down. For events with room flips, larger guest counts, or more complex logistics, we schedule overlapping support so nothing feels rushed or under-supported. Weddings with over 200 guests or those hosted on private property often require additional full-day assistance, and we plan accordingly.
We determine wedding-day staffing after reviewing your details through the quote questionnaire and build your package to reflect the level of support your event truly needs. If additional help becomes necessary later in the process, we adjust internally so your wedding is properly supported. You don’t need to worry about monitoring staffing needs or managing last-minute changes.
Our priority is simple: having the right team in place so everything runs smoothly and you can stay fully present on your wedding day.
Booking with Ad Astra Events begins with our quote questionnaire. This helps us understand your wedding details, priorities, and where you want the most support.
From there, we’ll share custom planning package options tailored to your needs, and schedule a call to talk through what level of support will serve you best. After the call, we’ll send a contract for the package that’s the best fit.
Once the contract is signed and a 50% retainer is paid, your date is officially reserved! From there, we’ll connect you with your lead planner, set you up with our planning tools, and get the first meeting scheduled so everything feels organized, supported, and manageable from the start.
