What Is A “Day Of” Wedding Coordinator?

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.

Pre-Wedding

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.

Wedding Day

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.

Wrapping up

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!

 

BELLA! WEDDINGS & EVENTS

(916) 396-0942

Serving the greater Sacramento and surrounding areas.

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Considerations When Choosing A Wedding Venue

Getting engaged so exciting and suddenly one of the most stressful parts of the planning process –
WHAT DO WE DO NOW?
Photo courtesy of Darling Photography
Selecting a date and finding an appropriate venue are two of the earliest decisions to be made. The rest of your planning flows from this decision.
Once you select a date – or time of year and possible dates – the first things to consider are:
  • What is your realistic budget? Weddings tend to cost more than you think – being real is a very serious consideration.
  • What type of wedding do you want?
  • Do religious considerations dictate a church ceremony or ceremonies?
  • What style or feel of venue might fit your vision for your special day? Ballroom, vineyard, barn, waterside (lake, ocean), destination, etc.
  • How accessible does your venue need to be for your guests? Consider distance, transportation, guests with physical disabilities, etc.
  • About how many guests are you likely to invite? Are you looking at a big wedding (100+ people) or a small wedding?
  • What time of year appeals to you? Do you want indoor or outdoor, or a combination of both?
 Once you have decided on some venues that appeal to you to tour, there are many questions to consider and to ask each one before making a decision:
  • Is the venue full service (providing all the equipment you will need – tables, chairs, linen, china, flatware, stemware, set-up, clean-up, etc.) or limited service? If limited service, exactly what is included and what will you need to provide as this will increase the overall cost of the venue.
  • Tour the venue, especially for outdoor weddings, at the time of day you plan to be married so that you see what the sun will be like, etc. If it is an outdoor venue, is there a rain back-up plan included?
  • What is the shape of an indoor space? Odd shapes are likely to restrict the flow of the evening or be awkward for seating.
  • Is there in-house catering (and a minimum food and beverage purchase in addition to your facility fee) you have to use or are outside caterers allowable? Does the venue have exclusive vendors for outside catering? Is there a charge for bringing in an outside caterer?
  • Is there coat check services (for bad weather months), ample restrooms, and parking to accommodate your guests?
  • Does the venue have inclusive packages – what exactly do they include and what is extra?
  • Length of time your space is available for your event – are there overtime charges? Is there set up or decorating time included? Is there rehearsal time included (when, how long, staff provided)?
  • Will you have a venue-provided coordinator/catering manager dedicated to your event on the day of your wedding? What are their responsibilities and what are yours or your planner’s?
  • What is the total estimated cost of your event? What is the deposit/balance of payment schedule? Are there any hidden costs or payments? Just in case of an unforseen emergency, what is their cancellation policy?
  • How many other events are likely to occur on the day of your wedding – either before or after, or simultaneously? How does this effect timing, staffing, parking, etc., related to your wedding?
  • Is there a kitchen or cooking facilities for outside caterers or do they need to be fully self-contained?
  • Is there a dress code?
  • Does the venue have liquor license? Can you bring in your own alcohol? Is there built-in bar space in your proposed room/area or will there be a portable bar (normally tables)?
  • Is there smoking allowed (special area?) Is your space air-conditioned or heated?
  • Are there noise ordinances or venue rules? Is there an available sound system? Is there sufficient room for your dj or band? Is there a power supply and is there a charge for power?
  • Are there bride/groom changing rooms? Is there enough room for your wedding party?
  • Where are there photo opportunities for your photographer?
  • Are there décor policies?
  • What is the distance from the ceremony site to the reception site?
 Now that you are overwhelmed at all the things you never thought about, consider this … Bella! Weddings and Events can do all of this legwork for you – research appropriate venues depending on your style vision … get answers to all these questions for you … present you with a grid of apples-to-apples comparisons … for you to decide what venues you ultimately would like to tour that realistically meet your requirements.
That’s what we do! Save you time and energy so you can enjoy the process!
Call us today for a free one-hour consultation to see how we can assist you. Whether you need full-service planning, day-of coordination, or a few hours of education – we can do it all!
Happy planning!
Marie & Moneca