Word on the vine is… a winery wedding should feel effortless, romance in the rows, laughter on the breeze, and a celebration that feels like you. But “effortless” is never accidental. It’s designed, meticulously, by a planner who understands both the poetry and the practicalities. That’s why Grapevine Vows is proud to team up with Elizabeth Kim, CEO & Lead Wedding Planner of Heartfelt Events, LLC. Her team’s level of detail and service is unmatched, and it shows in every timeline, every Plan B (and C), and every moment that feels beautifully meant-to-be.
“Prioritize what is most important for a couple regarding their wedding.”
Elizabeth begins with the vision and builds outward with grace and rigor. Below, we’ve expanded on her guidance to help you imagine your own day among the vines and see why we trust Heartfelt Events with our couples.
Timing, Weather, and the Look You Love
Vineyards have seasons, just like love stories. Your photos, your guest comfort, your ceremony backdrop—all of it gets shaped by the moment you choose to say “I do.” Elizabeth encourages couples to start with the scenery they want and work backward to the date, not the other way around. That simple switch keeps your vision front and center and dramatically improves the experience for you and your guests.
“Spring and summer vineyards tend to have more lush green vines. There’s more golden autumn foliage during the harvest time. While early bloom season is not a great time for photo opportunities because the vineyards do not look full.”
Great planning doesn’t ignore the elements, it designs for them. Think of coverage and temperature as design inputs, not inconveniences. The right tenting, curated lounge spots, and heat or cooling solutions turn potential stress into ambiance.
“Make sure the vineyard venue has indoor options and/or tented setups for rain, heat, or even chilly evenings. Have backup plans in case of these types of weather.”
And because vineyards are as popular as they are picturesque, Elizabeth’s counsel is to go in with options, not assumptions.
“Get as many possible backup options as possible. Confirm ideal vine stage time of year and what’s ideal look of the vineyard for the engaged couple.”
At Grapevine Vows, we align your tour schedule to the season you’re considering, so you can see the light, the landscape, and the guest flow you’ll actually have—then lock in a date that loves you back.
Elegant Vibes, Grounded Logistics
Style matters. Flow matters more. Elizabeth’s approach blends both: set the tone with tactile, natural materials; then engineer the guest experience so the night moves like a favorite song.
“Use natural elements and soft luxurious textures in ceremony and reception table décor and floral designs. Farm tables and cross-back wooden chairs and lounge areas are all great aesthetics to make a great dining experience.”
After sunset, lighting becomes your co-designer—guiding movement, flattering faces, and amplifying the romance.
“Lighting always makes such a difference especially when guests are outdoors after sunset.”
Heartfelt Events turns abstraction into clarity with thoughtful walkthroughs and detailed timelines, so every vendor, every cue, and every guest is where they need to be, when they need to be there.
“Venue walkthroughs of the venue are always beneficial in planning process… Guiding the couple during planning stages to inform them and their guests about the winery’s terrain and recommended footwear… Making sure we have alternative plans (Plan B) due to weather conditions… Balance also comes with peace. (Not overwhelm.)”
That last line is a Heartfelt hallmark, and exactly why our partnership is so natural: the vibe is elegant; the logistics are air-tight.
Getting There, Loving It There
Part of the magic of a vineyard is its remove from everyday life—which can also mean remote roads, weak cell service, and limited signage. None of that is a problem with the right plan. We help you set expectations early with precise directions, landmark references, and guest-friendly transportation options.
“Some vineyards are in remote areas with weak cell phone coverage and signal… Provide detailed directions/map to guests ahead of time. Recommend landmarks or mileage marks which are easier for guests to identify.“
Budget clarity is just as important. Vineyards are working estates with unique beverage policies and cost structures; understanding them up front keeps your numbers honest and your vision intact.
“Venue fees and beverage packages are more costly than non-vineyard venues’ because their business is focused on their wine and agriculture. Ask the vineyard venue(s) about their alcohol policy, licensing and/or any special requirements/procedures needed in order to have hard liquor as part of the drink menu, if alcohol is a must…”
And because you chose wine country for a reason, bring your culinary team into the terroir-forward conversation early.
“Plan vineyard venue’s wine pairings with your caterer to match courses and elevate local varietals. Seasonal local food and beverages are ideal for vineyard weddings.”
From invitation wording to shuttle schedules to late-night pick-ups, the small choices here become big guest-experience wins.
Vineyard Touches We Adore
Your setting is a built-in mood board; the right details make it sing. Elizabeth’s favorites combine sense-of-place with easy hospitality—memorable, photogenic, and delicious.
“Wine barrel altars and wooden arches with décor (example: floral arrangements and lanterns) used to frame the ceremony altar are a great nod to the natural beauty of the winery. Wine tasting stations and creative charcuterie boards during cocktail hour makes everyone happy including guests’ stomachs.”
“Have the DJ announce the venue’s wine names and any specific details about the wine to make it an even more special time.”
“Provide a fun, short vineyard tour during cocktail hour or during the wedding weekend, for a memorable guest experience.”
“Newlywed sunset photos.”
We love layering these moments into the flow—mini tasting notes as toasts, vineyard tours as conversation starters, and a golden-hour photo plan that guarantees those frame-on-the-mantle shots.
A “Rain? Shine.” Love Story
Preparation invites serendipity. On a recent wedding morning, rain threatened the couple’s dream of an outdoor terrace ceremony. The clock was ticking; the venue extended the decision window and Heartfelt Events mobilized.
“When my Heartfelt Events team and I arrived at the venue the skies were still cloudy but it had finally stopped raining… I informed the couple and we made the decision to proceed to have the wedding ceremony outdoors.”
Chairs were wiped down, puddles squeegeed, vendors redirected—calmly, quickly, and with the couple’s vision intact. Then nature did what great planners make room for: magic.
“Unexpectedly the bright sun rose out above the spreading clouds so beautifully like a beautiful new heavenly backdrop to bless the happy couple and their marriage. The couple was very happy!”
This is why Plan B isn’t a concession; it’s a runway for moments you’ll talk about forever.
Her Standing Offer of Wisdom
When decisions pile up, Elizabeth brings couples back to center. Your relationship is the why; logistics protect it; flexibility keeps joy on the table.
“Prioritize one another (engaged couple – their relationship and love for each other), logistics as much as aesthetics, be open-minded, and be flexible. Do not panic. Embrace the beauty ‘your’ special day brings. Focus on loving each other! Enjoy your wedding day! If you focus on what is most important, you will be sure to have an incredible wedding!”
Expert guidance early = less stress later. That’s not a slogan—it’s a structure for peace.
“Collaborate with us early on in your wedding planning process to receive expert advice and guidance to make the process simpler and less stressful.”
Engagement season is fleeting; your time together shouldn’t be spent firefighting spreadsheets.
“Engagement season goes by fast… That’s why hiring Heartfelt Events, LLC especially for full-planning wedding service helps to trust expert in knowing the ins and outs of wedding planning at different types of venues… Heartfelt Events, LLC, curates the dream/vision into a heartfelt elevated genuine experience for the Bride & Groom and their guests.”
That’s the promise—and the practice—we see delivered, wedding after wedding.
Why Grapevine Vows Partners with Heartfelt Events
Grapevine Vows simplifies venue discovery so you can compare winery settings in one inspired day. Heartfelt Events takes that clarity and orchestrates the rest—vendor alignment, design cohesion, guest flow, contingency planning, and all the tiny touches that add up to ease. Elizabeth’s team is meticulous without being fussy, unflappable without being distant, and lovingly protective of your vision. Together, we give you a planning experience that feels as smooth as your favorite reserve—start to finish.
Word on the vine is… you’re ready to see it all come together. Book a Grapevine Vows tour to find your perfect winery backdrop, then let Heartfelt Events, LLC carry your vision the rest of the way—beautifully, expertly, and down to the very last detail. Connect with Elizabeth Kim and learn more about full-service planning with Heartfelt Events, LLC at www.heartfelteventsva.com. Because your wedding should feel as joyful, meaningful, and unforgettable as your love.