"Day Of" Coordination

Lately we've been receiving many requests for "Day-Of" Coordination. Typically the first question that we get is "What's included?"

I LOVE the idea of "Day-Of" Coordination, but the reality is, it's more like "Month-Of" Coordination! Although we'll take clients as late as the day prior to their wedding, it's really a good idea to hire a Coordinator at least a month out, and here's why:

- a month gives us time to make contact with all of your vendors and ensure that they have all of the correct information in terms of the time, date, and services that you've requested.
- a month gives us some time to get to know you, and what you're hopes and dreams for the big day include.
- a month gives us a chance to organize ourselves in terms of staffing, production schedules and anything else that we need to take care internally.
- in the event that something has been missed or forgotten, a month gives us a little bit of time to come up with plan B, and C.

Of course, we'll work under whatever timeline we're given, and we totally understand that sometimes you don't realize that you want and/or need a Coordinator until just weeks before your wedding! Or, as is sometimes the case, the day prior.

So, what's included? We're pretty flexible. We'll sit down with you during the preliminary free consultation, and go over all of the wonderful hard work that you've already done, ask a lot of questions, and then we'll start making lists. A lot of times, what's included depends on where the wedding is being held, how many people are attending, and how much decor is being brought in for the event. The larger the wedding, the more staff we'll provide, and the larger our job becomes. Here is a in-no-way-comprehensive-but-gives-you-an-idea list of what "Day-Of" services can include:

Prior to the Wedding:

- confirming all vendor bookings and contracts
- preparing a production schedule for everyone directly involved in the wedding (vendors, wedding party, venue etc)
- preparing last-minute "to-do" lists for everyone involved
- collecting and distributing final payment to vendors as neccesary
- confirming out-of-town guest travel arrangements and arrivals
- creating and delivering gift-baskets to out-of-town guest hotel rooms
- running last-minute errands as required
- finalizing the budget
- coordinating and directing the rehearsal
- aid with planning the rehearsal dinner as required

Wedding Day:
- decor pick-up
- decor set-up at the ceremony location
- meeting with vendors as they arrive and ensuring that they are on-time and in place
- prepared with "emergency kit" - filled with everything that you can possibly imagine!
- ensure that the bride is comfortable, has everything she needs, and is relaxed (and excited!)
- ensure that the groom doesn't lose track of time at the golf-course (it's been known to happen)
- coordinate the ceremony

Reception
- decor pick-up
- decor set-up
- meeting with vendors as they arrive and ensuring that they are on-time and in-place
- coordinating with the caterers to ensure that everything is running smoothly
- coordinate special moments: cake-cutting, first-dance, bouquet-toss etc
- work closely with EmCee to ensure that they are comfortable and have all of the information that they need
- liason with the venue coordinator to ensure that everything is being taken care of properly
- coordinate the guest-book and gift tables, ensuring that gifts are kept in a secure location during the reception

After the Wedding
- decor tear-down
- clean-up
- any last-minute details that need taking care of
- transport of gifts to family member or other designated location
- arrangement of final payment to caterer/venue
- help selecting thank-you cards
- aid with honeymoon arrangement if required!


Not every couple will need all of the services listed above, and some couples will ask for additional help - and that's a big reason why we don't have a set price for any of our services - every couple is unique, every wedding is unique, and the service that each couple requires for their wedding is unique. And, of course, every budget is unique. We're committed to working within your budget.

Having said all of that... typically, "Day-Of" services will cost between $650 and $1300, depending on alllllll of the stuff above. So please understand, whenever you call a Wedding Planner/Coordinator and ask them for a quote... they are most likely going to need more information before they can answer that question fairly. Since most Planners will offer a free consultation - take advantage of that! More important than cost, I feel, is making sure that your Planner is a good match for you, and that can only be accomplished through a face-to-face meeting. You'll have the advantage of having actually met each Planner, and be provided with several accurate quotes which reflect the services that you specifically require.

One last note... I was asked recently what services are NOT included in "Day-Of" Coordination. I really had to think hard about that, but the one for-sure-I-can't-help-you answer that I came up with was... the weather. Sorry, no can do.