Full wedding planning & management
One planner, from the first call to the last thank-you.
We handle venue shortlisting, vendor selection, budget management and the entire function calendar, so you make the decisions and we run the rest.
Wedding Planning
& Hospitality Management
Full wedding planning and guest hospitality management across India: one planner for the budget, the vendors, the timeline and the hundred small decisions, plus a hospitality team so every guest is picked up, housed, welcomed and looked after.
500+Events produced since 2015
14Cities with resident coordinators
120+Vendor & venue partners
9.6/10Average client rating
Why it needs one team
A wedding runs on two things going right
The plan behind the scenes, and how every guest is treated in front of them.
Most weddings split these across a planner, a travel desk and a hotel liaison who never quite talk to each other, and it shows: a budget that drifts, a vendor nobody confirmed, an aunt stranded at the airport, a guest with no idea which car is theirs.
Blue Birds Events runs wedding planning and guest hospitality as one scope, with one planner accountable for the budget, the vendors and the schedule, and one hospitality team accountable for every guest's travel, stay, welcome and comfort, from the first save-the-date to the last goodbye.
Planned for, not discovered on the day
Four ways a wedding gets away from you, and what we do about each
The budget quietly overruns
What we do: a single line-item budget, tracked against every vendor payment, so you see drift before it becomes a surprise.
Vendors aren't on the same page
What we do: one planner briefs and confirms every vendor, with a shared schedule so nobody is guessing.
Guests arrive with no plan
What we do: travel, pickup and room assignments confirmed before the first guest lands.
The day-of schedule slips
What we do: a minute-by-minute run sheet, and a coordinator on the ground at every function.
Wedding planner services in India
Wedding planning services we provide
Looking for a full-service wedding planner, or just someone to hold the day-of schedule together? These are the planning services we offer, scoped to how much you want to run yourself.
Partial planning & month-of coordination
You've booked the basics; we take over from there.
We step in on the vendors and decisions still open, confirm every booking, build the run sheet and coordinate the final weeks so nothing is left to chance.
Budget & vendor management
A line-item budget, tracked against every payment.
We negotiate rates, confirm scopes in writing and track every advance and balance against the budget, so you always know where the money stands.
Guest list & RSVP management
Invitations, RSVPs and seating, tracked in one place.
We manage the guest list across functions, chase RSVPs, track dietary and travel needs, and hand the hospitality team a confirmed list well before the wedding.
Destination wedding coordination
Planning that travels with you, wherever the wedding is.
Venue sourcing, permissions, vendor travel and on-ground coordination for weddings outside your home city, in India or abroad.
Timeline & day-of logistics
A minute-by-minute run sheet, and someone holding it.
Every function gets a written schedule shared with vendors, families and the venue, with a coordinator on site to keep it on time.
Every planning engagement is paired with a dedicated coordinator on the ground at each function. See how we plan the timeline
Guest hospitality for Indian weddings
Guest hospitality services we manage
Looking for wedding guest management that goes beyond a hotel block? These are the hospitality services we run for every function, so guests are looked after from landing to departure.
Guest travel & airport transfers
Flight tracking, pickups and drops, planned by name.
Every guest's arrival and departure is tracked against their flight or train, with a driver and a named coordinator meeting them at the gate.
Accommodation & room blocks
Rooms negotiated, allotted and confirmed before anyone checks in.
We negotiate hotel room blocks, assign rooms by family and function, and hand the property a rooming list that matches what guests actually expect.
Welcome desk & concierge
A staffed desk, so no guest is left asking around.
A welcome desk at the hotel or venue handles check-in, event schedules, local recommendations and any request that comes up mid-wedding.
Guest gifting & welcome kits
Curated, branded and placed in the room before arrival.
Welcome kits, itineraries and gifts are curated to the wedding's design and placed in each room ahead of check-in.
Most guest complaints at weddings trace back to logistics, not décor.
We confirm every guest's travel and room assignment against the final list before the wedding, so the welcome desk is working from certainty, not asking guests to explain themselves.
Airport pickups, room allotment and local transport
Guest travel, stay and on-ground logistics
Guest hospitality fails for the same reasons every time: a pickup nobody confirmed, a room block that didn't match the final list, a shuttle schedule nobody printed. We plan the travel, the stay and the ground transport as one piece of work, against a single guest list.
What we arrange
- Airport and station pickups & drops
- Hotel room blocks and allotment
- Inter-venue shuttles for multi-day weddings
- A staffed welcome desk at check-in
What we plan around it
- Flight and train tracking, so pickups adjust to delays
- Rooming confirmed against the final guest list
- A shared shuttle and function schedule, printed and sent to every guest
What separates a calm wedding from a chaotic one
Building a planning timeline that holds
Four things decide whether a wedding stays on track. Each is tracked against the calendar below, from the first booking to the wedding week.
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Budget & vendor lock-in
Rates negotiated and scopes confirmed in writing, early enough to hold the date.
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Guest list & RSVP tracking
Invitations out, RSVPs chased, and travel needs collected well before hospitality planning starts.
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Travel & accommodation
Room blocks and pickups confirmed against the final list, not the guess from month one.
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Day-of run sheet
A minute-by-minute schedule shared with every vendor and family, rehearsed before the wedding week.
Share your date early and we'll map the exact timeline for your wedding, working backward from the day itself.
A typical planning timeline
- Dotted line: the planning calendar
- Markers: milestones tracked
- Dots: vendor & guest touchpoints
- Each stage builds on the last
Wedding planning & hospitality packages
What's included in each service
A starting reference, not a fixed package. Every scope is confirmed and line-itemed in your proposal after the first call.
| Service | What it covers | Best for |
|---|---|---|
| Full wedding planning | Venue, vendors, budget, design direction and the full function calendar, managed start to finish. | Couples who want a single point of contact |
| Partial planning | We take over remaining vendors, confirm bookings and build the run sheet from where you left off. | Couples with some vendors already booked |
| Month-of coordination | Final vendor confirmations, run sheet, rehearsal and on-ground coordination for the wedding week. | Couples who planned it themselves |
| Guest hospitality management | Travel, room blocks, welcome desk and gifting for your full guest list. | Weddings with outstation or international guests |
| Destination coordination | Venue sourcing, permissions, vendor and guest travel for a wedding away from home. | Destination weddings, in India or abroad |
Not sure which tier fits your wedding? Tell us your guest count and how much you've already booked, and we'll recommend a scope before you commit to anything.
Ask what's includedPlanned rooms, welcomed guests
See our portfolioA studio's-eye view of planning and hospitality
From the run sheet to the welcome desk: the kind of moments a planning and hospitality team is judged on.
Not sure where to start?
Match the service to where you are in planning
A starting point, not a rule. Tell us where you are and we will tell you what's actually left to do.
| Where you are | Service to consider | Add hospitality if | Action |
|---|---|---|---|
| Just engaged, nothing booked yet | Full wedding planning | You have outstation or international guests | Enquire |
| Venue and a few vendors already booked | Partial planning | Your guest list is finalised | Enquire |
| Everything booked, wedding a month away | Month-of coordination | You need a welcome desk on site | Enquire |
| A large guest list arriving from out of town | Guest hospitality management | Room blocks aren't confirmed yet | Enquire |
| Wedding planned away from your home city | Destination wedding coordination | Guests need flights and local transport | Enquire |
How we work
From first brief to the last guest home
One team from the first call to the final goodbye, so what you approve is what actually happens.
- 1
Brief
Tell us your date, guest count, budget range and how much you've already booked.
- 2
Plan
We build the budget, shortlist vendors and lay out a function calendar working back from the wedding date.
- 3
Confirm
Vendors are booked in writing, the guest list is tracked and room blocks are negotiated against it.
- 4
Coordinate
Travel, pickups and the welcome desk go live as guests start arriving, run sheet in hand.
- 5
Execute
Our team runs every function on the ground, in step with your photo, video and décor crews.
In their words
What couples and families tell us afterward
We had guests flying in from four countries, and not one of them had to ask us where to go. The planner had already told them.
Naveen Sood — Wedding, UdaipurThe budget sheet never once had a surprise line item. We always knew exactly where every rupee was going.
Priya & Arjun Malhotra — Wedding, JaipurPlanning & hospitality FAQs
Before you enquire
The questions we hear most about wedding planning and guest hospitality. Anything else, ask us directly.
What's the difference between full and partial planning?
Full planning starts from a blank slate: venue, vendors, budget and design, all managed by us. Partial planning picks up from what you've already booked and finishes the rest, including the day-of run sheet.
Can hospitality management be booked without full planning?
Yes. Guest travel, accommodation, welcome desk and gifting can be commissioned as a standalone service alongside a planner you've already engaged, or on their own.
How do you manage guest room blocks?
We negotiate rates directly with the property, allot rooms by family and function against the confirmed guest list, and hand the hotel a rooming list before check-in begins.
Do you handle international guests and visas?
We coordinate travel, transfers and stay for international guests, and can advise on invitation letters for visa purposes. Visa applications themselves are the guest's responsibility.
How much does wedding planning and hospitality management cost?
It depends on the scope, guest count and number of functions. After the first call, you receive a proposal with a line-item budget, so you can see what each service costs and adjust it.
How early should we bring in a planner?
As early as possible, ideally as soon as the date is fixed. Venue and vendor availability, especially in wedding season, narrows fast. For destination weddings and larger guest lists, earlier is better still.
Do you plan destination weddings outside India?
Yes, subject to the destination and scope. We coordinate venue sourcing, vendor travel and guest logistics for weddings both within India and abroad.
Will one planner handle every function of our wedding?
Yes. One planner is your single point of contact across the mehendi, sangeet, wedding and reception, with a coordinator added on the ground for larger or multi-day weddings.
Enquire about planning & hospitality
Start planning your wedding
Tell us your date, guest count and what you've already booked. We'll tell you what's left to do and what it costs. A planner will call you back within one working day.
Call the studio+91 93192 12344
Write to usenquiry@bluebirdevents.in
Head officeCF-2, 202, 2nd Floor, ADA HEIGHT, Fatehabad Road, Agra - 282001