WHAT IS A DAY-OF-WEDDING COORDINATOR?

The following is an outline of some of the tasks that The Wedding Day-Of Coordinator handles on the day of your wedding:

 

Two Weeks Prior to Wedding Day

Meet with bride and groom to review timeline and vendor contact list. Go over arrangements the couple has made with vendors and update timeline accordingly.

One Week Prior to Wedding Day

Confirm final details with vendors prior to wedding day. Make sure that all vendors have Woodrich Events’ contact information. Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations.

Please Note: A day-of-coordinator will not renegotiate any terms in contracts with vendors at this time, or at any other time prior to, during, or after your wedding day. All agreements should be finalized prior to the wedding.

Rehearsal 

  • Work with wedding officiator to choreograph wedding ceremony, processional and recessional.
  • Collect ceremony and reception items from wedding couple after rehearsal.
  • Alert wedding party as to where they need to be the following day, and at what time.

Pre-Ceremony

(At Bride's Wedding Location):

  • Coordinate hair and make-up schedule with bridal party and stylists and ensure that hair and make-up is completed in a timely fashion.
  • Make sure personal flowers (e.g., bridal bouquet, bridesmaids’ flowers and father of the bride’s boutonnière) arrive on time.
  • Make sure photographer arrives on time and has a “must shoot” list.
  • Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony.
  • Communicate with best man to ensure groom is getting dressed and on time.
  • Make wedding party aware of any last-minute details.
  • Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location.

Ceremony 

  • Set up programs and other ceremony items (e.g., guest book and programs).
  • Ensure that ushers/groomsmen arrive on time and are ready to pass out programs.
  • Ensure that personal flowers (e.g., flower girl bouquet and groomsmen boutonnières) have arrived at ceremony location.
  • Alert ushers/groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a “proper” usher.
  • Ensure that ceremony musicians have arrived and direct them to set-up location.
  • Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will be used to cue musicians.
  • Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony.
  • Communicate with bride and groom so that they know how much time remains before the start of 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 friends for after ceremony photo.

Prior to Reception

  • Greet vendors and instruct them as to where to set up (e.g., wedding band, florist, and caterer).
  • Arrange escort cards.
  • Make sure reception flowers/décor are set up according to flower order.
  • Ensure that tent and lighting are set up properly and troubleshoot as needed.
  • Meet with catering staff to confirm food timeline.
  • Set up guest book and pen, champagne flutes, cake cutting utensils.
  • Set up table numbers/names and menu cards.
  • Set up amenities baskets, hand towels, candles etc. in bathrooms.

Reception

  • Ensure proper flow of cocktail hour food.
  • Look over dining tables and make sure they are set up properly.
  • Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour.
  • Help guests locate their escort cards and dining tables.
  • Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance.
  • Cue band/DJ when the majority of guests have found their tables and bride and groom are ready to be introduced.
  • Cue band/DJ, photographer, and videographer when important events take place at reception (e.g., first dance, cake cutting, toasts and parent dances).
  • Cue best man and father of the bride when they are about to be announced for toasts.
  • Alert catering staff to pour champagne just before the toasts.
  • Be aware of timing of catering service and make sure people are served promptly.
  • Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled by Woodrich Events).
  • Prevent and fix any problems that may arise during your event.
  • Remain easily accessible throughout the event in case details arise that you would like attended to.
  • Set up favor table toward the end of the evening.
  • Move personal items from ceremony site, cocktail reception and dinner reception to hold for evening departure.
  • Ensure a dedicated person is responsible for taking all personal items at the end of the evening.
  • Coordinate reception departure transportation.

Be sure to ask about our Month of Wedding Coordination when contacting us.

 

 
 
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