Behind the Scenes

This is the best way to START!  With our experience in helping with hundreds weddings you really need a coordinator.   As your Day of Coordinator we manage all your vendors and manage the timing and placement of your set up and tear down.  We are there for you all day to ensure that your day runs smooth.  Most companies charge for time or limit their time with couples.  We don't!  The second you save your date with us - we are here to help.  See the details below to learn more.

 

Day of Coordination

 

2-3 Months Prior to Wedding Day

  • Meet with Bride and Groom to create a wedding day timeline
  • Review all details and logistics planned for the wedding day
  • Review any arrangements the couple have previously made with vendors, and update timeline accordingly
  • Provide etiquette advice
  • Rehearsal + Management
  • Work with wedding officiator to choreograph wedding ceremony, processional and recessional (unless otherwise done so by Ceremony venue personnel) Attend rehearsal if needed and if scheduled in advance – we request rehearsal be on a Wednesday or Thursday as we do have other events through the weekend. MUST schedule in advance

Pre-Ceremony

  • 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 

 

Ceremony Management

  • Ensure florist has delivered and set up all Ceremony floral arrangements
  • Ensure that personal flowers i.e. Groom and Groomsmen Boutonnieres, Flower Girl bouquet and attendant corsages have arrived at Ceremony location
  • 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
  • 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   
 
   

 

 

Prior to Reception

  • 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
  • For outdoor tents, make certain that lighting is arranged and working appropriately
  • Meet with catering staff to confirm food timeline
  • Set up guest book, cake cutting utensils, and champagne flutes
  • Set up table numbers and menu cards
  • Set up any amenities baskets in guest restrooms
  • Set up favor table or place favors at individual seats
  • Assist catering and/or venue staff with remaining setup needs
  • 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
  • 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, Cards, Sign in table items, Ceremony unity items, Special Flutes, Cake Topper, and any specialty items to ensure they reach designated vehicle.
  • Coordinate Reception departure transportation

 

*No Wedding is the Same!  We do not want to just send you a quote we need to find out details about your wedding day needs so that we can provide the best possible customized quote for you.  Our Day of Coordination Package ranges from $900-$1800 depending on a variety of factors.  The factors are off season, weekday, venue, guest count, and other vendors that could already be in place.  We offer pre-pay discounts and payment plan options to fit any budget.  

 

It's YOUR Wedding - We just help make it happen!

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