Day-Of Wedding Coordinator

‘Day-Of’ Wedding Coordinator

ELITE Day-Of Coordinator Ceremony Planning Package
Unlike a full-service Wedding Coordinator, a ‘Day-Of’ Coordinator is for brides and grooms who want to do most of the planning themselves. But, when their wedding day arrives they need a professional to execute all of their hard work.

Too often, the bridal couple relies on family and friends to help carry out plans on the day of their wedding. By asking a friend or family member to take on this stressful task, the couple will not be able to fully relax and enjoy the event as the proper center of attention. They often end up feeling overwhelmed as they try to keep on top of everything that must be done to ensure that the day runs smoothly.

The following is an outline of some of the tasks that we handle as the Day-Of Coordinator on the day of your wedding:

Six Weeks Prior to Wedding Day

Meet with bride and groom to present timeline. Discuss all arrangements the couple has previously made with vendors and update timeline accordingly.

Four Weeks Prior to Wedding Day

Confirm final details with vendors prior to wedding day. Make sure that all vendors have the Day-Of Coordinator’s contact information. Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations.

Please Note: The Day-Of Coordinator will not renegotiate any terms of contracts with vendors at this time or at any other time prior to, during, or after your wedding day. All agreements should be finalized prior to the wedding.

Rehearsal

– Work with wedding officiator to choreograph wedding ceremony, processional and recessional
– Alert wedding party as to where they need to be the following day, and at what time

Pre-Ceremony

At Brides “getting dressed” location:
– Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up hair dryers, brushes and any other equipment they have with them
– Coordinate hair and make-up schedule with bridal party and stylists and ensure hair and make-up was completed in a timely fashion
– Coordinate any food deliveries and set up for all meals
– Make sure personal flowers i.e. bridal bouquet, bridesmaid’s flowers and father of the bride’s boutonnière arrive on time
– Make sure photographer arrives on time and has a “must shoot” list
– Gather bride, bridal party and immediate family for photos
– Call out names on “must shoot” list for photographer
– Ensure that transportation arrives on time and instruct wedding party when to depart for ceremony
– Assist bride with putting on her wedding gown
– Maintain the Bridal Emergency Kit: Includes such items as stain sticks, hairspray, safety pins, a sewing kit, scissors, Static Guard, deodorant, straws, Band-Aids, snacks, and many other things you may need on the wedding day
– Communicate with best man to ensure groom is getting dressed and on-time
– Make wedding party aware of any last minute details
– Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location

Ceremony

– Set up programs and other ceremony items i.e., Guest Book or unity candles
– Ensure that ushers/groomsmen arrive on time and are ready to pass out programs
– Ensure that personal flowers i.e., flower girl bouquet and groomsmen boutonnières have arrived at ceremony location
– Alert ushers/groomsmen when to begin escorting guests to their seats
– Ensure that ceremony musicians have arrived and direct them where to set up
– Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will be used to cue musicians
– Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony
– Communicate with bride and groom so they understand the time remaining before the start of the ceremony
– Handle any emergencies that may arise
– Line up the bridal party for their entrances down the aisle
– Cue ceremony musicians when bridal party is ready to begin the processional
– Gather family and friends for after-ceremony photos

Prior to Reception

– Greet vendors and instruct them where to set up i.e., wedding band, florist, and caterer
– Arrange escort cards
– Make sure reception flowers/décor is set up according to flower order
– Ensure that tent and lighting are set up properly and troubleshoot as needed
– Meet with catering staff to confirm food timeline
– Set up guest book and pen, champagne flutes, cake cutting utensils
– Set up table numbers/names and menu cards
– Set up amenities baskets, hand towels, candles etc., in bathrooms

Reception

– Ensure proper flow of cocktail hour food
– Look over dining tables and make sure they are set up properly
– Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour
– Help guests locate their escort cards and dining tables
– Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance
– Cue band when the majority of guests have found their tables, and bride and groom are ready to be introduced
– Cue band, photographer, and videographer when important events take place at reception i.e., first dance, cake cutting, toasts and parent dances
– Cue best man and father of the bride when they are about to be announced for toasts
– Alert catering staff to pour champagne just before the toasts
– Be aware of timing of catering service and make sure people are served promptly
– Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled by the Day-Of Coordinator at this time)
– Prevent & attempt to fix any problems that may arise during your event
– Remain easily accessible throughout the entire event in case there are any details needing attention
– Set up favor table towards the end of the evening
– Pack up gifts/cards and miscellaneous ceremony and reception items and have them ready to be taken to a designated family members car at the end of the night
– Coordinate reception departure transportation

 

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