What Does a Day-of Coordinator Really Do?

The team “Day-of Coordination” can be a somewhat misleading.   Several brides who have reached out to us are looking for someone to just “pull it all together.” But a wedding coordinator does far more than show up on the day of your wedding, review what’s in your wedding binder, and make things happen!  He or she gets involved weeks and months before your wedding and has a checklist of several things to do BEFORE your big day.  Some of these tasks include:

• Meet with you to understand the vision you have for your wedding - you have been working on your wedding for months and months, so your coordinator needs to have a full understanding of your thoughts and ideas
• Review all of your contracts – this will tell your coordinator exactly what your vendors will provide, when final payments are due, etc.
• Contact and meet with all of your vendors to confirm the specifics of your wedding
• Put together a wedding day timeline to ensure the smooth flow of your wedding day – this timeline is very extensive and includes specifics like what time your hair and makeup will start (and how long it will take), any travel time between venues, and what time your venues will be available for setup.
• Visit your ceremony and reception venues to confirm the layout of the space and the setup you require – the day of your wedding is not the first time your coordinator has seen your venues!
• Meet with the wedding officiant to review the ceremony and prepare to conduct the wedding rehearsal – Some wedding officiants like to run the rehearsal completely themselves, while others will work alongside the wedding coordinator to do it.  Either way, your coordinator and officiant work this out well before you arrive at the rehearsal.
• Learn the names of the important people in your family and bridal party, and be familiar with any specific family dynamics – If there are particular family situations that can affect your day, your wedding coordinator needs to be fully aware of them.  For example, when the bridal party is introduced, your coordinator needs to know if your divorced parents will enter the reception together or with with someone else (if they have remarried).

And of course, on your wedding day, your coordinator and his or her staff will:

• Ensure your venues are set up correctly
• Confirm your vendors are ready for an on-time start
• Resolve any issues that may arise
• Make sure you and your bridal party are dressed and ready on time
• Direct the flow of their entire day (ceremony and reception)
• Assist in seating guests and making them feel at home
• Make sure all the little details are handled (cake knives on the cake table, bride’s comfortable shoes under the sweetheart table, etc).

This is just a general idea of what many planners and coordinators will provide with this kind of wedding package.  Share with him or her if you require more so that your exact needs can be met.

Hiring a day-of coordinator really is an investment in your wedding.  You have spent countless hours planning, deciding, arranging, and choosing; who should you trust to make sure all of your plans, decisions, arrangements, and choices are carried out the way you desire them to?  Your mother or maid-of-honor may have with you throughout the entire planning process, but as your wedding approaches, it’s time for them to really step into the roles they are called to be.  Your mother has been anticipating your special day, as well as her moment in the spotlight, for quite some time, and the last thing she needs to be concerned with is “who’s going to set up the room?”or “what time are the flowers being delivered?”  And your maid-of-honor should be focused on making sure you are calm and collected, and ready to walk down the aisle!

 

Your Planning Assignment

Seriously consider this vital role in your wedding.  A day-of coordinator can give you peace of mind and comfort knowing your plans are in the hands of a seasoned expert.  Trust this responsibility to an experienced professional!

Tiffany and Kyle's Wedding - September 10, 2011

Bride Tiffany and I have a mutual friend, and when she got engaged and started planning her wedding, our mutual friend suggested she contacted An Elegant Affair to help plan her wedding. There was an instant connection between Tiff and me, and I consider her to now be a friend, not just a past client.


Tiffany and her fiancé (now husband) Kyle met about 4 years ago when they were attending a job training session. They share a mutual faith and are definitely made for each other! I especially love how close their families are!

The hot pink and green color combination was a favorite of the bride, and looked great on the bridesmaids! After a meaningful ceremony at Northwest Tampa Church of God, the guests and bridal party moved the celebration to The Columbia Restaurant, a very popular and well-loved restaurant in Tampa. Guests enjoyed traditional Cuban fare….Arroz con Pollo, yellow rice, and flan.

Check out these great pics, courtesy of Rachel O’Brien Photography.

After their wedding, Tiff was kind enough to share these words: “I was very satisfied with the service I received from An Elegant Affair. Their services were worth every penny. The day of my wedding I didn't have a care in the world. I didn't have to worry about a timeline or make sure all of my vendors were paid. I didn't have to worry about finding seating for last minute or uninvited guests. Instead of being concerned with so many last minute details, I actually enjoyed the day (and it was beautiful). Everything ran so smoothly I couldn't believe it. My only regret is that I didn't hire An Elegant Affair to plan the entire wedding. I TOTALLY recommend them”

Many thanks to these fantastic wedding vendors: Rachel O’Brien Photography, The Columbia Restaurant, DJ Dollar of Diamond Events, Diana Jerzek of Di’s Delights, and Carrollwood Florist.