Hudson Valley Event Planning LLC

•Ratings include Zola and Google reviews

Service levels: Full-service planning

Team size: 1

About Hudson Valley Event Planning LLC

Estefani Martinez

Planner and Producer

Hudson Valley Event Planning LLC delivers full-service event planning, partial design, and day-of coordination for weddings, quinceañeras, milestone celebrations, and corporate events across Orange County, Rockland County, and the broader Hudson Valley. Founded by Estefani Martinez, we bring 12+ years of enterprise project management expertise to your celebration by handling master timelines, vendor logistics, budget tracking, and on-site production so you can enjoy every moment stress-free. Whether you need month-of vendor takeover or turnkey production from start to finish, we ensure seamless execution. Bilingual coordination available (English & Español).

Behind every breathtaking wedding is rock-solid execution. With 12+ years leading enterprise tech implementations, I bring Fortune-500 organization, strict budget clarity, and proactive problem-solving to your celebration. We don’t just design beautiful aesthetics. We build airtight vendor timelines, audit contracts, and ensure the entire day runs like clockwork. From private Hudson Valley estates to regional ballrooms, we absorb the stress so you can actually be present for every moment. Fully bilingual coordination available (English & Español).

In three words: Collaborative, Organized, Resourceful

Services by planning level

Service included in starting price
Service available for an extra cost
Full-service planningPartial planningDay-of coordination / wedding management
Description

Full-service planning delivers an executive-level planning experience. I manage the entire lifecycle of your celebration: scouting locations, assembling a custom vendor team, managing six-figure budgets, designing full-room environments and directing on-site production teams. You make the final creative choices; I handle every negotiation, technical schedule and operational detail.

You have locked in your venue and defined your aesthetic, but the middle stage of planning brings decision fatigue, vendor vetting headaches and budget leakage. Partial planning pairs your early ideas with structured project management: I take over contract negotiations, track payment milestones, design guest floor plans and bring in a trusted regional network to build out your vision.

Planning begins12 Months out3 Months out1 Month out
Vendor Management
Contract Review
Final Venue Walkthrough
Timeline Creation & Management
Onsite Event Management
Event Styling & Design
Budget Planning
Vendor Selection
Rentals & Linens
Venue Recommendations
Invites & Stationery
RSVP Tracking
Accommodation Coordination
Transportation Coordination
Venue Visits
Wedding Website
Wedding Favors & Accessories
PricingStarts at $7,000Starts at $3,800Starts at $1,900

Reviews

Write a review
Rating: 5.0

5.0 out of 5

3 reviews

  • RH

    Rosemary Hiraldo

    Rating: 5
    •Google
    •Oct 25

    Hudson Valley Event Planning helped make my daughter Lexi’s Sweet 16 such a beautiful and special day. From the beginning, communication was great. She listened to what I wanted, understood the vision, and helped bring everything together in a way that felt very Lexi. What I appreciated most was how easy she made the process feel. Planning a Sweet 16 can get stressful because there are so many details to think about, but she helped take a lot of that stress off of me and kept everything moving smoothly. She was also very transparent throughout the process. I always knew what was happening, what to expect, and where things stood. There were no surprises, and I never felt like I had to constantly follow up for answers. The decor came together beautifully, and I loved all of the personalized touches. Seeing Lexi walk into the space and seeing everything finally come together made it all worth it. If you’re planning a Sweet 16 or another special event and want someone who communicates well, actually listens to your vision, is transparent, and helps make the entire process easier, I definitely recommend Hudson Valley Event Planning.

    Hudson Valley Event Planning LLC•Oct 25, 2026

    Thank you so much! Seeing Lexi’s face light up when she walked into the room and saw all of the personalized details made every bit of the planning worth it. Sweet 16s have so many moving pieces, so keeping communication seamless and absorbing the stress so you and your family could just be fully present and celebrate was an absolute joy. Thank you for trusting Hudson Valley Event Planning with Lexi’s special milestone! 🎉✨

  • EH

    Eilleen Hiraldo

    Rating: 5
    •Google
    •Oct 25

    Loved everything about this vendor’s attention to detail, coordination & organization skills are unmatched and truly a gem to work with!

    Hudson Valley Event Planning LLC•Oct 25, 2026

    Thank you so much! Keeping every timeline tight and the details organized behind the scenes so everyone can just enjoy the celebration is always our top priority. Truly appreciate your support! ✨

  • PM

    Pam M

    Rating: 5
    •Google
    •Oct 25

    Hudson Valley Events Planning helped my family have a wonderful experience planning and managing my niece’s birthday party! The team was professional, knowledgeable, and attentive to our family’s needs. They took the time to understand what we wanted and made us feel heard and supported throughout the planning process. Their care and dedication helped make the celebration special. I highly recommend them to anyone looking for thoughtful, reliable event planners!

    Hudson Valley Event Planning LLC•Oct 25, 2026

    Thank you so much! Coordinating your niece’s special celebration and helping make the day seamless for the whole family was an absolute honor. Thank you for trusting Hudson Valley Event Planning! 🎉

For full-service planning, 9–14 months before the date is ideal — that's when venue and vendor availability is still real. Coordination-only bookings can come together as late as 8 weeks out, though I cap how many I take per weekend, so earlier is safer.
No. A venue coordinator works for the venue: their job is the building, its staff and its rules. I work for you — your vendors, your timeline, your budget, your family — and I go with you wherever the day moves.
I have relationships across Orange and Rockland Counties, New York County and the Bronx, and the mid-Hudson, and a new venue is a normal part of the job: site visit, load-in rules, vendor access, power and rain plan, all documented before we commit.
Where a vendor pays a referral fee, I tell you before you sign, and my recommendation list is never limited to vendors who do. You always see the direct quote.
Fifteen minutes, no pitch deck: your date, your venue status, your guest count and the part that's stressing you out. You leave knowing which package fits and roughly what it costs — even if that answer is 'you don't need me yet.'

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