Designed for the couple that has already taken care of all the pre-wedding decisions, contracting and preparation, and all that is needed is someone to take over on the day of your wedding, let’s talk about what a “Day of Coordinator” does.
The first thing your “Day of Coordinator” does anywhere from a month to two weeks out from your wedding is to look over the contracts for all of the vendors you have hired. We will contact each of them two weeks prior to the wedding to introduce ourselves, review your contracts and ensure all the information is accurate and what you are anticipating. We will confirm with them their estimated arrival times, gather cell phone numbers and contact information and clarify their set up requirements for the day of your event.
To ensure a smooth wedding day, with your input, we will create a detailed timeline incorporating input from your photographer, DJ/MC or band, and YOUR timeline for the entire duration of the wedding. All parties will approve the timeline to ensure everyone is in sync. A copy will be emailed out to all vendors; and reviewed and handed out to everyone in the wedding party at the rehearsal, as well.
With your assistance, your coordinator will ensure that everyone who is in the wedding party or will be escorted in to the ceremony attends the wedding rehearsal, if possible. The phrase “Day of Coordinator” is a bit of a misnomer as we will be in charge of the wedding rehearsal as well, which usually takes place one or two days before the wedding. This is also our last chance to hammer out all the scheduling details with you so we are all assured that everyone is on the same page.
On the day of the wedding, your coordinator will arrive at the venue early enough to supervise all vendor set-up and answer any questions that may arise. Your coordinator will ensure that the bride, groom, DJ/band and photographer are all informed in advance of each event (grand entrance, first dance, cake cutting, garter toss, etc.).
Your coordinator will be the liaison between all the vendors and the bride/groom on the day of the wedding. This allows you to enjoy the day with their friends and family instead of having to chase after vendors. That’s our job! It’s your coordinator’s duty and privilege to ensure that the client’s vision is implemented.
Once the time for the ceremony approaches your coordinator will begin distributing the personal flowers and ensuring everyone is in place according to the timeline. They are responsible for ensuring each person in the wedding party is fulfilling their responsibilities and that guests are being treated properly.
Once it is time for the ceremony to begin your coordinator will be ready to queue the music and keep the processional flowing as planned.
After the ceremony your coordinator will ensure the guests are quickly ushered to the reception venue and the wedding party is at the appropriate place for photos to begin. This is one of the most crucial and overlooked segments of the wedding, but if executed correctly it will ensure a smooth and timely start to the reception.
Your coordinator’s job is not quite done just because you and your guests have exited the reception. Even after everyone clears out, with your designated “clean up team”, your coordinator will make sure all of your personal property and wedding gifts are properly packed and turned over to your designated responsible person.
It’s always nice to think your friends and family will step up and take care of all these little details, but the reality is that THEY want to enjoy your day with you as much as they want you to enjoy it. Saddled with all of the details means they are working …. Not enjoying … your wedding. And, sadly, oftentimes those who volunteer don’t follow through, adding unnecessary stress at the least convenient time.
Hiring a day-of coordinator eliminates those issues. It is well worth the investment!
Serving the greater Sacramento and surrounding areas.