Not sure if you need a wedding planner or day-of coordinator yet? Thinking that you might just assign a family member to be your “master/mistress of ceremonies”?
The big question is… is hiring a wedding planner “worth it”?
I am not just saying this because it is my business and my passion. I am saying this because hiring a day-of-coordinator for my own wedding was the most valuable service I purchased. Beyond all of the technical things a planner will walk you through- they also make you feel calm, relaxed and totally stress-free so you can focus on what really matters- your fiance, your family and your guests! Putting the pressure of coordinating your big day on someone close to you is an unnecessary worry- leave it to a professional! Trust me, you won’t regret it!
Ever wonder just what a day-of-coordinator does? Well, here is a pretty detailed list of all that I do on the day of a wedding! Please keep in mind that every wedding is unique so this changes with every couple. Also, if you are interested in any of my larger packages- please ask for a detailed list of responsibilities included as well!
Planning Period (Before Wedding)
- Talks with bride and groom to discuss their vision, progress, questions, and concerns about the wedding day
- Sends the bride a detailed planning checklist to assist during the preparation process
- Sends the bride a preferred vendors list
- Helps bride & groom design their custom wedding invitation suite at wholesale pricing!
- Makes the bride and groom aware of any fun planning experiences going on locally (bridal shows, contests, etc.)
- Answers any questions the couple may have via e-mail, text, call
- Develops a timeline for the wedding day with bride and groom
- Sends the timeline to all vendors to ensure that it is feasible for their services
- Conducts a pre-rehearsal walk through with bride/groom/vendors to devise a plan of how the ceremony, cocktail hour and rehearsal will run on the wedding day.
- Works with the bride/groom/vendors to devise a timeline for the wedding day.
- Designs a blueprint for the layout of the wedding venue (where everything will be placed and what will be placed on them)
- Sends the bride a checklist of what to pack the day before the wedding
- Coordinates with all vendors to make sure that everyone is comfortable with their wedding day responsibilities
- Coordinates the rehearsal the day before the wedding.
- Choreographs the processional and recessional down the aisle.
- Instructs bridals party on how and where to stand at the altar.
- Works with the officiant to ensure that the ceremony is practiced until all members of the wedding party/family feel comfortable with their role
- Discusses the wedding day timeline with the bridal party/family to ensure that everyone knows what is to be expected
- Answers any last minute questions from the bridal party.
- Arrives 4-5 hours early to help set up
- Sets up ceremony space and décor*
- Sets up cocktail hour space and décor*
- Sets up reception space and décor*
- Greets vendors and ensures that they arrive to the venue at their agreed upon time and set up necessary items
- Ensures that the photographer has all detail items they need to take pictures of before the wedding (shoes, perfume, invitation suite)
- Ensures that the bridal party has everything they need during the prepping process
- Assists bride when putting on her dress
- Delivers flowers/pin boutonnieres to the bridal party, parents, grandparents, other important guests once the florist brings them
- Checks with the DJ to ensure that all mechanical equipment is working
- Ensures that all vendors have a copy of the wedding timeline
- Ensures that the bride and groom have bags packed and put into the get-away car for the wedding night
- Ensures that all vendors receive their final payments
- Handles any emergencies that arise without alarming the newlywed couple
- Is equipped with an emergency kit filled with needle and thread, first-aid kit, grooming items, gum, breath mints, straws, snacks, feminine products, etc.
- Ensure that all parts of the wedding are in place (ushers, program attendees, etc.)
- Gives the vows to the officiant
- Ensures that the ring bearer has the rings in hand
- Lines up the bridal party/family for the ceremony processional as rehearsed
- Cue’s the DJ for bridal party’s processional and recessional entrances
- Ensures that the bride/groom sign the marriage license and it is given to the officiant
- Bustles bride
- Ensures that the bride and groom are given some alone time
- Does a room flip if the ceremony space is being used for the reception
- Ensures that the photographer has everyone he/she needs to take pictures of
- Gathers flowers from bridal party and puts them in watered vases
- Ensures that the reception space is set up and styled
- Helps guests find their reserved seats in the reception hall
- Taps tables if the dinner service is a buffet
- Notifies speakers before they are to give a toast
- Ensures that the DJ and caterer sticks to the designated timeline for all reception activities (cake cutting, bouquet toss, etc.)
- Ensures that all guests receive their wedding favor
- Remains openly available to handle any details that need attended to
- Ensures that the bride and groom eat dinner and have drinks
- Coordinates the exit transportation
- Packs all gifts, cards, food, cake and décor items into designated cars
- Ensures that all trash is taken by the caterer at the end of the night
- Ensures that the venue is left as instructed in the venue contract
- Ensures that all vendors pack up all their equipment and take it out of the venue