About Your Day Of Wedding Coordinator

 
 

Day of coordinating is more involved than you think…

Day of wedding coordinators are there to help you bring your day together and make sure your reception and ceremony go according to plan the day of your wedding. The main goal of day of wedding coordinators is to relieve the stress of the bride, groom and their families. This will be done by leaving everything up to the coordinating team, from scheduling the vendors to making sure you get something to eat during your busy day.

Don’t let family member miss important parts of your day to go check on how the venue is getting put together, or if all the vendors arrived and are paid. Your day of wedding coordinating team will take care of everything.

Day of Wedding Coordinators take care of the following:

  • Creation of timeline

  • Creation of floor plan

  • Creation of vendor list

  • Vendor call list to confirm details

  • Venue visits

  • Distribute final payments on the day of

  • Setup of event

  • Tear down of event

  • Securing the gift box into the bridal suite

  • Attending Rehearsal

  • Final ceremony venue & reception venue walkthrough

Further EXPLAINING a Day of Wedding Coordinator

Creation of Timeline

The creation of a timeline is one of the most important things you can do for your wedding. It can also be a very stressful task. Thinking about when the vendors are arriving, when to start your dances, when to begin speeches, and when to schedule dinner can get a bit complicated. Let us relieve this stress and confusion from you and put it all together for you.

Creation of Floor Plan

The creation of a floor plan needs to include everything from the stage, DJ, decor, lighting, bar, and where your guests will be seated. The most important part of the floor plan is where your guests will be seated and how many guests there will be per table. The flow of your wedding reception and where things are placed is very important for your venue, as this will help save a lot of time during the setup process of your big day.

Creation of Vendor List

Deciding what vendors to use and seeing if they are a good fit for your wedding will take up a lot your time. Negotiations may take even longer to get the vendors' services to fit into your budget, let your day of wedding coordinator help you with the process of negotiating with one of our experienced coordinators. Coordinating and working with so many talented vendors, we know the tactics to get you the most value.

Vendor Call List to Confirm Details

Calling each vendor, doing follow-ups, scheduling arrival/end times and figuring out what balances are due can be one of the more stressful parts of wedding planning. We will be able to organize all of this for you and keep your vendors up to date as needed with any updates to your timeline and big day!

Venue Visits

Venue visits are essential in picking your perfect location that fits your style. After choosing your venue it is time for negotiations and negotiating for the best prices can be tough. Throughout the years of talking to venues and building relationships with many venues nationwide, we have learned what to say and when to start negotiating in order to get you the best value. Leave it to your day of wedding coordinator to handle it. However, if you want to negotiate yourself go check out our ‘Top Venue Questions’ blog to learn about what you should ask your potential venue.

Distribution of Final Payments

On your wedding day, it is expected for you to celebrate your special day with family and friends, but payments might be keeping you from being fully in the moment with your loved ones. The day you’ve been planning for has finally arrived and last minute payment distributions aren’t going to be the last thing on your mind. Let your day of wedding coordinator take that burden off your hands and pay everyone when the time comes so you’ll be able to completely enjoy your big day.

Set Up of Event

On the wedding day there are so many different moving parts from food to decor to vendors checking in and even sound check with the MC & DJ, it takes a lot of people and time to pull everything together before the doors open for the reception. Having one of your family members make sure everything is set up and good to go can be a burden as some of the most magical moments of the day is something they’ll be excluded from. Let us help keep all the members of your family be part of your wedding memories and manage all these working parts for you.

Tear Down of Event

Every venue has an event cut off time where the vendors need to tear down and pack up for the night. The benefits of hiring a day of coordinator is that we stay around until everyone is gone, everything is cleaned up and make sure the venue looks the way it was from the beginning of the day. This will allow you to avoid any random and extra cleaning charges and fees.

Securing Gifts & Cards In Bridal Suite

By the end of the night, we make sure that everything from your gift box and all your gifts are secured and stored into your room safely. When you’re in the moment and celebrating with everyone it’s easy to forget some of the most physically small but very important things to take back with you like the wedding gifts. Your day of wedding coordinator makes sure this doesn’t happen and nothing is forgotten.

Attending Rehearsal

The rehearsal is a key part in making sure the day of your wedding goes smoothly and everyone knows what they are doing. We will help manage the rehearsal and organize the processional and recessional lineup to make sure everything runs smoothly.

Final Walkthrough

After the wedding comes to an end and all the vendors are gone, we do a final walk-through with the captain and the manager of the venue, to make sure everything is as it was before and no extra charges will be applied to your final bill. This will also help you get your security deposit back if your venue asked for one from the beginning of the planning process.