Day of Coordination

Pre-Wedding (2–4 Weeks Before)

 

 

• Vendor Consultations:

   

  • Hold a consultation with each vendor to curate a custom vendor timeline.

  • Review contracts and submit necessary documentation to the venue.

   

• Vendor Vetting:

   

  • Ensure each vendor is prepared and well-equipped to meet and exceed every obligation.

   

• Custom Timeline & Planning Suite:

   

  • Create a custom timeline for the big day.

  • Provide a real-time virtual planning suite (40-page planner) for convenience.

   

• Venue Layout & Recommendations:

   

  • Create a layout of the venue if preferred.

  • Provide vendor recommendations if needed.

   

• Rehearsal Coordination:

   

  • Coordinate day-of rehearsal with the wedding party, including processional/recessional order.

   

 

 

 

 

Wedding Day Coordination

 

 

 

Morning & Setup

 

 

• Arrive at the venue early to oversee setup.

• Assist vendors with check-in and confirm setup details.

• Oversee the setup of personal décor (up to 30 pounds of items).

• Assist in setting tables and arranging seating.

• Ensure the bridal suite and groom’s room are properly prepared.

• Distribute final payments and tips (if pre-arranged).

• Keep an emergency kit on hand (scissors, stain remover, tape, safety pins, etc.).

 

 

 

Ceremony Coordination

 

 

• Ensure officiant, musicians, and wedding party are ready.

• Confirm rings, vows, and any special ceremony elements are in place.

• Line up the bridal party for the ceremony entrance (cueing the DJ as needed).

• Assist guests with seating and special needs.

• Handle any last-minute issues (dress malfunctions, missing items, etc.).

• Coordinate recessional and transition to cocktail hour.

• Bring cocktail hour hors d’oeuvres to the bride and groom during photos if they might miss that moment.

 

 

 

Reception Coordination

 

 

• Oversee final table and décor setup.

• Ensure DJ/band, caterers, and bartenders are ready.

• Manage the timeline for key events:

   

  • Grand entrance

  • First dance

  • Toasts

  • Cake cutting

  • Speeches

   

• Assist with guest seating and accommodations.

• Monitor food service and bar replenishment.

• Assist in making the bride and groom’s plates if preferred.

• Coordinate special moments (surprise dances, speeches, etc.).

• Distribute final vendor payments and gratuities (if not done earlier).

 

 

 

End of the Night

 

 

• Ensure all gifts, cards, and personal items are collected and secured.

• Oversee vendor breakdown and rental pickups.

• Ensure each vendor cleans up after themselves at closing.

• Confirm transportation arrangements for the couple (if applicable).

• Do a final walk-through of the venue for forgotten items.

• Ensure the venue is left in the agreed-upon condition.