Day of Coordination        

 

Day of Coordination is geared for the bride and mother of the bride who want to be very involved in the planning process, and make choices of vendors and decorations.  On the day of the wedding they want to be present with family and friends, and not get bogged down in the details and stress of the day. Through a series of meetings prior to the wedding day we will be brought up to speed on which direction design is going, and which vendors will be involved.  Then in the weeks before the wedding, we contact all of your vendors, to make sure that everything is in order per your instructions. Our mission is to give you and your family and friends, a carefree and enjoyable day, allowing you to be present in this once in a life time moment.  We are big into details and will ensure your day is fabulous and carefree, we will see that everything at the reception goes exactly as planned.

 

This is a package deal and items may not be separated out or removed, as each step insures our ability to do our job.

 

Included in Day of Coordination Package:

 

PRE-EVENT COORDINATION  4 hours

• Initial meeting is free.

• Planning meeting – 3 months out

• Meet at Venue to do a site walk through- create timeline and floor plan for the day of the wedding- month before the wedding.

• We are also available to you through email, text or phone calls throughout the planning process.

 

VENDOR COORDINATION  2 hours

• One to Two Week Prior to Wedding Day

• Confirmation of final details with vendors prior to wedding day.

• Make sure that all vendors have The Day of Coordinator’s contact information.

• Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations.

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Please Note: A day-of-coordinator will not re-negotiate 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.

 

 

DAY OF WEDDING COORDINATION -If wedding is over 150 people 2+ coordinators will be available.
 

Prior to Reception

• Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer

• Arrange escort cards

• Place all décor And and make sure reception flowers and decorations are set up according to your design.

• Ensure that venue 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

• Answer all guests’ questions with graciousness.

• Set up amenities baskets, hand towels, candles etc. in bathrooms

• Coordinate any food deliveries

• Make sure desserts are set out and ready for guests- keep dessert bar full through dinner.

• Make sure personal flowers i.e. bridal bouquet, bridesmaid’s flowers arrive on time- assist with pinning of boutonnieres if needed.

• Ensure that transportation arrives on time

• Have Bridal Emergency Kit available (just in case)

• Make family aware of any last-minute details

• Light all candles prior to reception start time.

Reception

• Assist Host and Hostess couple in what their duties are.

• Ensure proper flow of cocktail hour food

• Look over dining tables and make sure they are set up properly, light candles etc...

• 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 or DJ when most guests have found their tables and bride and groom are ready to be introduced

• Make sure DJ knows when Bridal party arrives.

• Cue band or DJ, photographer, and videographer when important events take place at reception i.e. 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

• Prevent & fix any problems that may arise during your even

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

• Set up favor table towards the end of the evening

• Make sure that gifts are secured in safe space at the end of the evening.

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This is a package is chosen by mothers and or brides who have planned a wedding before.  You know how to and want to organize the details, but you know the benefit of not worrying about those details on the wedding day.  This package enables you to spend time with family and friends without getting bogged down with the details.

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2 weeks before the wedding we will get together to make sure everything is covered for your day and to finalize any last minute details or additions. - 2 hours

 

Attendance at Rehearsal (optional add on)-  We will be present to meet all the people in your life and go over time line for the following day.-2 hours

 

Wedding Day and Reception Direction Services- 8-16 hours

 

• Includes two coordinators for the day of the wedding (100-250), One Coordinator for guest list of (up to 100). The number of coordinators present is your choice but will limit envolvment.

• We will be present to greet and meet all vendors, prepare reception and ceremony site, and follow through with the days events to include, but not limited to, transportation timing, floral, rental pick up, set-up, along with catering timing.

• We will handle and set up design items like place cards, guestbook, menu cards, favors, linens.

• We will coordinate the bridal party arrival times, help you in coordinating order of pictures taken and make sure flowers are distributed and pinned. we will oversee the timing for DJ or bands arrival and start times.

• Oversee lighting set-up.

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Your coordinators will be the main point of contact all day for family, wedding party and vendors. (So the Bride and Groom and their family and friends can just sit back and enjoy the day.)

 

Cost of this package  is dependant on Number of Guests. and is based on a $90 per hour of contact hours per coordinator.