Prior to Ceremony & Reception:
  • Greet and coordinate with all vendors and assist with set-up and decorate as needed (catering, floral, photographer, transportation, hair stylists, make-up technicians, DJ, bakery, musicians, etc.)
  • Coordinate hair and make-up schedule with bridal party and stylists, and ensure hair and make-up is completed in a timely fashion
  • Floral includes:  confirm correct delivery of all arrangements, pin on corsages and boutonnieres as needed, blot and distribute bouquets, keep track of flower girl basket for photos and ceremony, reception flowers set up according to contract/plans
  • Confirm venue lighting set up as planned
  • Photography includes:  confirm expectations per contracts, "must photograph" list, ensure venue rules have been communicated, help gather bride, bridal party, and immediate family members for photos as needed
  • Transportation includes:  confirm all arrival and departure times for contracted locations, confirm where to park, communicate with driver and maid-of-honor/best man while bridal party is in route to locations
  • Ensure ceremony musicians have arrived and direct where to set up (includes confirming music that ceremony musicians will play during the ceremony, start times for each piece of music, and remind of cues being used for processional)
  • Act as a liaison with the ceremony officiant and decide cues to use to signal start of ceremony, seating of grandparents/mothers, runner, candles being lit, processional (officiant, groomsmen, bridesmaids, children, bride) and then the recessional at the end
  • Assist bride with her wedding gown if needed (usually this honor is for the Mother of the Bride and/or maid/matron of honor)
  • Confirm rings are with appropriate persons, keep track of ring bearer's pillow for photos and ceremony
  • Bring my emergency kit which includes such items as stain wipers, safety pins, a sewing kit, scissors, Band-Aids, Altoids, small tools, and many other things that may be needed by a day of coordinator (doesn't replace the bride's personal emergency wedding kit)
  • Communicate with the wedding party of any last minute details and/or changes
  • Meet with catering staff to confirm serving timeline
  • Look over dining tables to confirm are set properly
  • Set up amenities baskets, hand towels, candles, etc. in bathrooms as planned
  • Keep track of timeline to keep everyone on schedule (alert vendors as needed, alert wedding party and family as needed, alert ushers/groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a "proper" usher
  • Communicate with bride and groom so they know how much time remains before the ceremony
  • Line up bridal party for their processional entrances
  • Cue ceremony musicians when bridal party is ready to begin processional as planned from the rehearsal
Reception:
  • Ensure timing of cocktail hour
  • Along with catering staff, encourage guests to be seated for dinner at end of cocktail hour, including help locating escort cards and dining tables
  • Coordinate grand entrance:  locate bride and groom, wedding party, and parents to instruct where to cue for grand entrance introduction and where to cue upon entrance for photographer
  • Cue DJ/musicians, photographers, when important events take place at reception (grand entrance, first dance, cake cutting, toasts, parent dances, bouquet/garter toss, etc.)
  • Remind best man, maid/matron of honor, fathers of the bride and groom when they will be giving their toasts
  • Continual cuing for bride and groom of what is next and where, so no cause for undue stress
  • Distribute final payments/gratuities to vendors at the end of the evening
  • Set up favor table after cake/dessert is served, unless favors are placed at each place setting
  • Coordinate reception departure transportation
  • Pack up gifts/cards, ceremony and reception items, and have ready to be taken to designated cars at the end of the reception
  • Prevent/handle (when/where possible) any problems or emergencies that may arise during your event
  • I always remain in troubleshooting mode throughout the entire wedding day
  • I will remain easily accessible through the entire wedding, in case there are any details you or your parents would like attended to and taken care of
Rehearsal Day:
  • Pick up from bride and deliver items needed for the wedding ceremony and reception (guest book/pen, marriage license, ceremony programs, candles, cake server/knife, champagne glasses, special items for head table, emergency kit, etc.)
  • Coordinate wedding rehearsal, including name tags for wedding party and family members, agenda for rehearsal with wedding day schedule, provide wedding party job descriptions
  • Oversee the decorating of the ceremony venue and the reception venue if needed, including pinning down runner, set up of attractive mirror if needed in bridal room, reserved signs for parents, grand-parents, and setting up of items needed for the ceremony and reception if set-up is needed
  • Provide instruction and seating details to ushers
  • Work with the wedding officiant to choreograph ceremony, processional, and recessional

One-Two Months Before Wedding:

  • After initial courtesy meeting, I schedule an in-depth consultation
  • Unlimited correspondence through meetings, phone conferences, and e-mail
  • Go over arrangements with vendors, and recommend vendors not yet contracted
  • Confirmations with vendors (hair stylists, make-up technicians, venue event manager, catering manager, florist, bakery, officiant, DJ, sound technicians, musicians, lighting technicians, photographer, etc.) 1-2 weeks before your wedding, so nothing is left to chance
  • Create comprehensive master timeline, from start of wedding day until last guest leaves, and copy each vendor on their portion of the timeline
  • Confirm directions to ceremony and reception locations with each vendor
  • Reminders/confirmations to bride of tasks on "to-do" list on this journey
  • Available to help with questions on etiquette and difficult situations

This is only a partial list of all that I will cover as your Day Of Coordinator, but will give you an idea of what types of things you can count on!​​

Wedding Days Exclusively
Post Ceremony:
  • Protect initial private moment for bride and groom, before wedding party and family exit from ceremony, provide them with water and mints before they greet their guests
  • Gather family and friends for after ceremony photos
  • Confirm anything being re-purposed is moved to the reception
  • Confirm clean-up after ceremony before leaving for reception