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Virtual Wedding Planning Made Easy with CalUp: Coordination & Communication

Take your virtual wedding planning to the next level with CalUp's easy-to-use tools for coordination, communication, and engagement. Try it free for 30 days!


What is Virtual Wedding Planning? And What About Virtual Coordination?

After googling many virtual planning sites we decided to ask Chat GPT to help define Virtual Planning, and this is what we got back:

“Virtual wedding planning is the process of organizing and managing all aspects of a wedding ceremony and reception using virtual or online tools, without the need for in-person meetings or visits.

This includes selecting vendors, creating timelines, choosing wedding attire, coordinating decor, and managing the budget, all through online platforms such as video conferencing, email, and social media.

Virtual wedding planning allows couples to plan their wedding from anywhere in the world, at any time, and with the help of a professional wedding planner who can guide them through the process remotely.”

We get the part about selecting venues, vendors, attire, decor and overseeing the timeline, budget, and organization. This is super helpful for a couple who is likely going through their wedding process for the first time.

However, what we are really excited about is the part that says virtual planning includes managing all aspects of the Ceremony and Reception using virtual or online tools.

As far as we’re aware, CalUp is the ONLY tool that can facilitate virtual coordination of the wedding day, ceremony, reception and even the rehearsal and pre-wedding activities.

 In fact, we’ve had planners located in Chicago remotely coordinate events in Florida that included on the fly restaurant and location changes, right from their desk. A quick update on CalUp was all it took.

Virtual Coordination

CalUp is an easy to use tool that lets planners create and publish a personalize itineraries for each member of the wedding party and for wedding guests.

Once published, each recipient has all their wedding related events and activities accessible right at their fingertips on On the CalUp Wedding Guest App. CalUp’s personalized itineraries are more than just an itinerary.

Each event includes full details - title, date, time, google maps location, plus optional quick links to websites (like the wedding website), PDF document attachments (like hair and makeup schedule, the couples vows, etc.), and visual meetpoint cues (for the shuttle stop, parking, photo shoot location, etc.) to make sure everyone gets to exactly the right location at exactly the right time.  

In the past, unforeseen schedule changes could wreak havoc on the wedding coordination, but with CalUp Planner, the remote (or on-site) coordinator, can simply edit the details for a given event or activity and immediately send the update to all the impacted individuals along with text notifications as necessary.

Everyone instantly has the current updated schedule right at their fingertips.  Communicating the movement of the ceremony indoors with a 15 minute delay due to rain is simple and easy with CalUp.

Virtual Communication & Engagement

With CalUp messaging tools, coordinators can send broadcast messages (text messages or in-app messages) to welcome guests, direct the wedding party, or ping an individual or group that is running late for an activity.

Beyond event logistics & coordination, CalUp offers optional fun tools for guest communication and engagement. CalUp’s event group chat allows invitees to a specific event to engage in a private chat thread (e.g. hair and makeup participants messaging amongst themselves).

In addition, CalUp's private photo sharing feature allows invitees to a specific event to share candid photos privately amongst themselves. All the shared photos are accessible, manageable and downloadable by the CalUp Planner administrator.

The Next Level of Virtual Wedding Planning

With CalUp Wedding Planners can offer a new “virtual coordination” service, and take Virtual Wedding Planning to the next level.  In fact, day-of virtual wedding coordination can be a completely new revenue stream for planners who have office staff, or need to support multiple weddings on a given day.   

We looking forward to seeing how planners use CalUp to grow their business with expended serived offerings.  If you're interested in using CalUp for your wedding planning business, you can access a free 30 day trial,  or sign up for a Free Professional Planner Demo Account.

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