Weddings & Events Coordinator

Beautiful moments,
thoughtfully planned.

Calm, caring coordination for celebrations that feel effortless, meaningful, and entirely your own.

Weddings · Milestones · Meaningful Gatherings

Thoughtful planningBeautiful momentsLasting memories

How we can help

Wedding & Event Coordination

One complete coordination service for weddings, milestone moments, private gatherings, and professional events—from the first idea to the final farewell.

Thoughtful planning. Calm coordination.

Your occasion, beautifully brought together

Whether you are celebrating love, gathering family, or welcoming colleagues and guests, we create the plan, coordinate the people, and manage the details so you can be fully present.

Personalized planning and timelines
Venue and vendor coordination
Budget and detail management
Confident event-day leadership

Every reason to gather

Events we coordinate

From intimate occasions to large celebrations, each event is shaped around your people, your purpose, and your vision.

Weddings & Romantic Celebrations

Weddings, engagements, anniversaries, bridal showers, and rehearsal dinners.

Private & Milestone Events

Birthdays, dinner parties, tea parties, graduations, retirements, and family reunions.

Family & Seasonal Gatherings

Baby showers, baptisms, holiday celebrations, cultural events, and meaningful family occasions.

Corporate & Community Events

Conferences, fundraisers, launches, networking events, galas, and community gatherings.

Complete event support

What event coordination can include

Choose the support your occasion needs. We can guide the full planning process or step in for focused coordination and event-day management.

Vision, Planning & Budget

Meet with clients to understand event goals, requirements, expectations, and budget
Develop event plans, schedules, timelines, and checklists
Establish and manage event budgets
Create detailed event-day schedules and run-of-show documents
Develop floor plans, seating plans, and room layouts
Develop contingency plans for weather, cancellations, equipment failures, vendor issues, and other unexpected problems

Venues, Vendors & Event Details

Research, evaluate, and book venues
Conduct venue walkthroughs and site inspections
Coordinate venue requirements, policies, permits, and restrictions
Source, obtain quotes from, and coordinate vendors and suppliers
Negotiate pricing, contracts, and service agreements
Coordinate catering, food, and beverage services
Plan menus and accommodate dietary requirements
Arrange décor, furniture, linens, signage, staging, and event equipment
Coordinate audiovisual equipment, lighting, sound, microphones, screens, and presentations
Arrange entertainment, speakers, performers, DJs, or other programming
Coordinate transportation, parking, shuttles, and guest arrival procedures
Arrange accommodations when required

Guests, Communications & Staffing

Manage invitations, RSVPs, registrations, and attendee lists
Coordinate ticketing and admission procedures when applicable
Prepare name badges, registration materials, programs, and information packages
Communicate event details and updates to attendees
Serve as the primary contact for clients, vendors, venues, and event staff
Schedule and coordinate employees, volunteers, contractors, and temporary staff
Assign responsibilities and provide staff instructions or briefings
Coordinate promotional materials, branding, signage, and sponsor recognition
Coordinate social media or event communications when part of the role

Safety, Compliance & Final Confirmations

Coordinate security, crowd management, and emergency procedures
Ensure accessibility requirements are addressed
Obtain necessary permits, licences, insurance, and approvals
Monitor compliance with venue rules, safety requirements, and applicable regulations
Confirm all vendors, deliveries, schedules, and services before the event
Track deposits, invoices, payments, purchase orders, and event expenses
Maintain event documentation, contracts, contact lists, and records

Event-Day Coordination

Coordinate event setup and teardown
Oversee vendor arrivals, deliveries, installation, and setup
Inspect event spaces before guests arrive
Ensure décor, equipment, signage, seating, and amenities are correctly positioned
Manage registration, check-in, guest services, and information areas
Welcome and assist guests, VIPs, speakers, performers, and other participants
Coordinate backstage, speaker, performer, or VIP requirements
Keep the event running according to schedule
Communicate timing and instructions to staff, vendors, speakers, and participants
Troubleshoot problems and make quick operational decisions during the event
Handle attendee questions, complaints, and special requests
Monitor catering, cleanliness, washrooms, supplies, and overall presentation throughout the event
Monitor attendance and capacity
Ensure health, safety, and emergency procedures are followed
Coordinate event photography and videography when required
Monitor the event budget and prevent unnecessary overspending

Wrap-Up & Post-Event Support

Supervise event teardown and vendor departures
Ensure rented equipment and materials are returned
Confirm the venue is left in the required condition
Reconcile final invoices and expenses
Collect feedback from clients, attendees, vendors, and staff
Conduct post-event evaluations or debrief meetings
Prepare post-event reports
Document problems, successes, attendance, costs, and recommendations
Maintain relationships with venues, vendors, suppliers, and clients for future events
Identify improvements and lessons learned for future events
Perform other event-related administrative and operational duties as required

A glimpse at the details

Celebrations made memorable

Every gathering has its own story. Here are a few of the thoughtful details and joyful moments we have helped bring to life.

Black and gold 70th birthday collage showing charcuterie, decorated cookies, welcome balloons, and an elegant dining table — 70th Birthday Celebration

Ladies happy hour collage with a floral outdoor table setting and homemade fruit sangria — Ladies’ Happy Hour

Pastel Easter celebration table styled with florals and bunny chair details — Seasonal Celebration

Elegant afternoon tea party with floral table settings and tiered treats — Afternoon Tea

Thanksgiving dinner party with an elegant autumn table, floral centrepieces, place settings, and charcuterie

Meet your coordinator

Sandy Ledo, owner and coordinator of Three Hearts Events Co.

Hi, I’m Sandy Ledo.

My passion for creating unforgettable celebrations began in 2014, when I joined Princess Cruises as a wedding coordinator.

In my first year, I had the privilege of planning and coordinating more than 100 weddings, helping couples transform one of the most important days of their lives into a truly magical experience.

My dedication, creativity, and attention to detail soon led me to become the program manager. I went on to plan weddings for leading cruise lines, working with couples from around the world and coordinating beautiful celebrations aboard cruise ships and in breathtaking destinations.

My love for event planning extends beyond weddings. I have also planned and hosted many other special occasions, always adding thoughtful details that make each celebration personal and memorable.

Born and raised in the Vancouver area, I recently moved to the Edmonton area with my husband and our beloved Golden Irish dog, Chevy. Coming from a large Portuguese family, I grew up surrounded by lively gatherings, meaningful traditions, and the joy of bringing loved ones together. Those experiences taught me that the most memorable events are the ones where every guest feels welcomed, appreciated, and loved.

I am deeply committed to every client. I take the time to listen, understand your vision, and offer fresh, creative ideas that bring it to life. Starting my own business has always been a dream, and I am honoured to help others celebrate life’s most meaningful moments.

Let’s create an occasion you and your loved ones will never forget.

Let’s talk about your event

Let’s plan your celebration

Client Profile

Share your event details, ideas, and preferences. Download the Word form, complete and save it, then attach it to an email to Sandy.

Download client profile form Email completed form

The email button opens your email app. Please attach your saved form before sending it to info@threeheartseventsco.ca.

Let’s create something meaningful

Your celebration starts with a conversation.

Tell me a little about your wedding or event, your date, and what kind of support would feel most helpful.

Email Sandyinfo@threeheartseventsco.ca

Call or text604-825-2644

Service areaEdmonton and surrounding area

Beautiful moments,thoughtfully planned.