Let's talk about "Day-of Coordination"!
We've been referring to our Bronze Package as our Day-of Coordinating package, but if I'm being honest that is significantly under-playing it.
Many planners are getting away from the term “Day-of Coordination” because it undervalues the service they are offering to perspective clients. When a couple is looking for someone to coordinate their wedding day they do not always understand the extent of planning, time, and physical labor that the job requires. I say planning, because most coordinators will plan and create a couples timeline for them with their input and feedback. That requires time in the office reviewing the couples goals and desires for the day as well as reviewing their vendor contracts to verify that they have the necessary coverage to align with that timeline. Some coordinators will even review invoices and order details from other vendors to verify that you have all of the necessary items and quantities. Here are a few things that a coordinator may offer that extends beyond day-of duties, but will make for a smoother, more efficient wedding day and allow the couple to relax and focus on this exciting time.
Pre-wedding day:
1. Create your timeline
The key to a successful wedding day is to have a planned schedule of events for everyone to go by. If your coordinator offers month-of coordination services most likely they will create your timeline for you. We feel that creating your timeline should start with your ceremony time, cocktail hour, dinner serving time, and reception end time. From there you can plan your day around those events including hair & makeup, pre-ceremony & post-ceremony photos, setup time, & clean up just to name a few. A good coordinator will be able to advise you on any adjustments that need to be made to work within your desires for event flow and coverage. Whether it be that you want to enjoy your cocktail hour and need to push dinner back by 10-20 minutes after post-ceremony photos, or that you want more time pre-ceremony for photos & getting ready. Your coordinator may either advise you on how to communicate those needs to your vendors, or if they’re like us, they will reach out to your vendors directly and keep you informed.
2. Review vendor contract and coverage times
Having another set of eyes to review vendor contracts is always a good idea. As couples get closer to their wedding date they’re more focused on finalizing wedding details and tying up loose ends in their work and home life before taking time off for their wedding and possibly their honeymoon. You’re month of coordinator may ask that your send them the contract with your day-of vendors so that they can review them and make sure everything is in order. Some things they will look at is confirming dates, locations, and times to make sure your vendor has all the right information to shows up when and where they are needed, as well as an confirming what the vendor and client are responsible for. Some vendors require the couple to provide the tables they need for their DJ booth or buffet, and some provide their own. If your venue has certain requirements for vendors or décor outlined in their contract your coordinator will make note of them and confirm all items have been relayed to the necessary parties.
3. Review floor plans
Your coordinator may confirm that you have a pre-determined floor plan for your reception if they provide month-of services. Having a floor plan is a great way to make sure you have the necessary seating, space, and tables for your wedding. You’re coordinator will most likely review your floor plan and confirm it can accommodate your guest count, works with your flow of events, and accounts for all of the extra tables and spaces you may need. There’s nothing more frustrating than setting up and realizing you forgot to plan for your cake table or gift table. A good coordinator will be able to spot potential issues and make suggestions for a better plan. You’re coordinator may even create an alternate plan if they feel it is necessary.
4. Review rental orders
Some coordinators like to make sure that everything has been accounted for prior to your delivery date. If your coordinator provides this service they will review your guest count, floor plan, and your plan for the items you are renting with you prior to reviewing your rental order invoices. They should be able to spot if your invoice shows inconsistencies and be able to communicate with you & your rental company to resolve them.
5. Review catering orders
Confirming catering orders is more than just confirming that they have the right foods and quantities planned for the day. It is also about confirming the services that will be provided in addition to the food. Does your caterer include bussing services, trash removal, monitoring and refilling non-alcoholic drinks, among other things? Your coordinator may confirm these things and relay to you that you may need to hire additional staff to handle any of these tasks that are not provided. Depending on the company you have hired they may bring on additional team members, coordinate with your caterer to add on the services, or work with you to either assign tasks to family and friends or hire a staffing service.
Wedding Day:
1. Oversee vendor arrivals
Coordination goes beyond the event itself. If you have other vendors coming and going on the day-of it is a good idea to have someone tasked to oversee them and ensure they have clear & direct instructions, and that they have everything they need to perform their duties. A good coordinator will know the plan and be able to spot if anything is not being done as it should. They will also be able to communicate with your vendors to fix or rearrange any timeline events that may have gotten off track or delayed by unforeseen issues. The coordinators job is not to micromanage your vendors, but should be able to step in and assert themselves and your wants and needs if necessary.
2. Assist with setup & decorations
Some coordinators include setup & décor in their services either as part of their standard packages or as an add on service. These services could include everything from tables and chairs to last minute details like your signs & centerpieces, or they may just include those last minute pieces. Either way, if your coordinator is providing these services on the day-of your wedding, more than likely they are managing those tasks while simultaneously overseeing your vendors and making sure the timeline stays on track. This could require a lot of running back and forth for your coordinator or their team.
3. Helping vendors
Throughout your event your coordinator may do more than making sure things stay on track by helping your other vendors. We like to check in with other vendors like catering, bartending, and waitstaff to make sure they have everything they need. It is not uncommon for us to refill ice, run to the kitchen to grab more chilled bottles of wine, or to even hop in and help serve food on the buffet line. These are all tasks that are not really something we provide, but in the end may be necessary to ensure that everything goes smoothly and our clients can enjoy their celebrations.
I hope that this helps some of you in respect to knowing what you want when you are considering hiring a coordinator. I will always recommend hiring someone month-of, because I want couples to be relaxed and confident on their wedding day. Those last weeks leading up to your wedding are crucial for finalizing details and making sure you have everything planned for your perfect day.
As always, Happy Planning.
Interested in learning more about our coordination services? Visit our website and complete our lead form to connect with us. We'd love to help guide you to your perfect wedding day.
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