DAY OF COORDINATION

​For the couple who has spent a lot of time planning, but desire professional coordination and execution of their signature day. Relax and enjoy your celebration...leave the details to us! 

What do we do as your Day of Coordinators?

Prior to Wedding Day

  • We meet with the Bride and Groom to create a wedding day timeline

  • Meeting with the Bride, Groom, and family members to go over details and logistics planned for rehearsal/wedding day.

  • Review all details and logistics planned for the wedding day

  • Review any arrangements the couple have previously made with vendors, and update timeline accordingly

  • We will be the point of contact for all vendors  payment balances, vendor confirmations, etc)

  • We send out all the final information and itinerary to vendors as applicable as well as send out pertinent wedding day information to the entire wedding party on behalf of the bride and groom.

 

Wedding Rehearsal

  • We work with the Priest—or wedding officiator-- to choreograph wedding ceremony, processional and recessional with the bridal party.

  • Remind wedding party of where they need to be the following day, and at what time

  • Setup and manage Rehearsal Dinner

  • Transport any necessary décor items from the Rehearsal Dinner to the Reception location for overnight storing

 

Pre-Ceremony

  • We facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up their equipment

  • Sherin arrives early at the bride's location, and Jibu heads to the groom's location.  At each location both coordinators ensure vendors/stylists etc are on route to begin services.

  • We will ensure the morning with the bride and bridal party flows smoothly and tend to anything and everything!

  • Coordinate any pre-wedding meal deliveries and clean up

  • Ensure all flowers arrive on time and distribute to wedding party

  • Confirm photographer and videographer arrive on time, and are aware of the day's timeline

  • Coordinate with transportation vendor so the wedding party departs for the Ceremony as scheduled

  • Make sure the Groom and Groomsmen are dressed and ready on time

  • Communicate any last minute details to the wedding party

  • Communicate with the transportation driver and wedding party so that everyone arrives at the Ceremony on time

  • Transport items such as the Bride's dress (if getting dressed at the Ceremony location), rings, wedding party's personal belongings, and any Ceremony and Reception décor

 

 

Ceremony Management​

  • Distribute all flowers to remaining bridal party and family members

  • Set up programs and other Ceremony items i.e. guest book, unity candles, and send off items

  • Ensure that Ceremony musicians have arrived and direct them as to where to set up

  • Ensure that Ushers/Groomsmen arrive on time and are ready to escort guests

  • Ensure designated attendants arrive on time and are ready to pass out programs and assist with the guest book

  • Alert Ushers/Groomsmen as to when to begin escorting guests to their seats

  • Coordinate with the Ceremony officiator to determine signals or cues that will begin the Ceremony

  • Communicate a 'Countdown to I Do' with the wedding party members as the day progresses

  • 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 processional

  • Gather family and bridal party for photos after the Ceremony

  • Transport items from the Ceremony location to the Reception venue and store any items not needed at the Reception

 

Prior to Reception

  • We get to the hall early, greet vendors and instruct them as to where to set up (i.e. band/DJ, florist, baker and caterer)

  • Make sure band, DJ or designated emcee can correctly pronounce the wedding party's names (and in the right order) for the introductions

  • Make sure Cocktail Hour and Reception décor is set up according to plan

  • Make sure all flowers are set up according to floral order

  • Make sure reception décor is set up according to plan

  • Meet with catering staff to confirm food timeline

  • Set up guest book, cake cutting utensils, and champagne flutes

  • Set up table numbers, menu cards, seating chart boards

  • Set up any amenities baskets in guest restrooms

  • Set up favor table or place favors at individual seats

  • Confirm highchair placements if needed

  • Look over guest tables and head table to confirm they are set up properly

  • Review final set up before guest arrival

Reception Management

  • Ensure proper flow of Cocktail Hour food and drinks

  • Encourage guests to take their seats at the appropriate time

  • Help guests locate their escort cards and dining tables

  • Locate Bride, Groom and wedding party and instruct them to stay to the side of main dining room until they receive cue for their introduction

  • Cue band, DJ or designated emcee when the majority of guests have found their tables and Bride and Groom are ready to be introduced

  • Cue band/DJ, photographer, videographer and immediate family members of the Bride and Groom when important events take place at reception (i.e. first dance, parent dances, cake cutting, and toasts)

  • Cue Father of the Bride, Best Man and Maid of Honor when they are about to be announced for toasts

  • Know the catering service's schedule, and help ensure that guests are served at the appointed time

  • Distribute final payments/gratuities to vendors at the end of the night

  • Prevent and fix any problems that may arise during the event

  • Remain easily accessible through the entire event in case there are any details the Bride & Groom would like attended to

  • Collect gifts and personal décor items and ensure they reach the designated family member, room and/or vehicle

Every event is customized to the client...there is so much more that we do!  We bring over fifteen years of experience to make sure your day is better than you imagined!