wedding coordination

get married today! 

After months of planning every aspect of your wedding, don't leave the execution of your final details to chance. You are the Bride and should be carrying a bouquet, not a clipboard! Below are different service options created to make you a worry-free Bride, because after all, 
you can't be in two places at once!

The following is an outline of some of the tasks that we will handle on the day of your wedding:

1 Month Prior to Wedding Day

  • Meet with Bride and Groom to create a wedding day timeline
  • Go over any arrangements the couple have previously made with vendors, and update timeline accordingly

Rehearsal and Rehearsal Dinner

  • Work with wedding officiator to choreograph wedding ceremony, processional and recessional if needed (some venues may require their event staff to take on this task)
  • Remind wedding party of where they need to be the following day, and at what time

Ceremony

  • Ensure florist has delivered and set up all Ceremony floral arrangements
  • Ensure that personal flowers i.e. Groom and Groomsmen Boutonnieres, Flower Girl bouquet and attendant corsages have arrived at Ceremony location
  • Distribute all flowers to remaining bridal party and family members
  • Set up programs and other Ceremony items i.e. guest book, unity candles
  • Ensure that Ceremony musicians have arrived and direct them as to where to set up
  • Ensure that Ushers/Groomsmen arrive on time and are ready to escort guests
  • Ensure designated attendants arrive on time and are ready to pass out programs and assist with the guest book
  • Alert Ushers/Groomsmen as to when to begin escorting guests to their seats
  • Coordinate with the Ceremony officiator to determine signals or cues that will begin the Ceremony
  • Communicate a 'Countdown to I Do' with the wedding party members as the day progresses
  • Handle any emergencies that may arise
  • Line up the bridal party for their entrances down the aisle
  • Cue Ceremony musicians when bridal party is ready to begin processional
  • Gather family and bridal party for photos after the Ceremony
  • Call out names on "gotta have" list for photographer
  • Transport items from the Ceremony location to the Reception venue and store any items not needed at the Reception

Reception

  • Ensure proper flow of cocktail hour food and drinks
  • Encourage guests to take their seats at the appropriate time
  • Help guests locate their escort cards and dining tables
  • Locate Bride, Groom and bridal party and instruct them to stay to the side of main dining room until they receive cue for their introduction
  • Cue band when the majority of guests have found their tables and Bride and Groom are ready to be introduced
  • Cue band, photographer, videographer and immediate family members of the Bride and Groom when important events take place at reception i.e. first dance, parent dances, cake cutting, and toasts
  • Cue Father of the Bride, Best Man and Maid of Honor when they are about to be announced for toasts
  • Know the catering service's schedule, and help ensure that guests are served at the appointed time
  • Distribute final payments/gratuities to vendors at the end of the night
  • Prevent and fix any problems that may arise during the event
  • Remain easily accessible through the entire event in case there are any details the Bride & Groom would like attended to
  • Collect gifts and personal décor items and ensure they reach the designated family member, room and/or vehicle
  • Coordinate reception departure transportation and/or send off
What is a Day-Of Coordinator?
Nowadays, with wedding blogs and DIY books readily available, more and more couples are opting to plan their own wedding. While there is nothing wrong with this, one thing is for sure—you cannot coordinate your own wedding day!

On your wedding day, the main role of a Day-Of Coordinator is to ensure that your plans are carried out smoothly and to discretely handle any problems that may arise. They are the liaison with the venue, catering manager, decorators, entertainment, photographer and parents. They pull the pieces of the puzzle together.

With a capable Day-Of Coordinator watching over the details of the day, you can enjoy all the special moments with your family and friends without stressing. Not only do you want to relax on your wedding day, those closest to you should as well! Entrust your special day to a wedding professional with the experience and flexibility to handle any last-minute changes that may come up, so you can enjoy your celebration.

Pre-Ceremony (Bride's "getting ready" location)

  • Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up any equipment they may have with them
  • Manage hair and make-up schedules with bridal party and stylists so that everyone gets beautified in a timely fashion
  • Coordinate any pre-wedding meal deliveries and clean up
  • Ensure that all flowers arrive on time for the Bride, Bridesmaids and Father of the Bride
  • Distribute flowers to wedding party
  • Make sure photographer arrives on time and has a "gotta have" list
  • Gather Bride, bridal party and immediate family for photos
  • Coordinate with transportation vendor so the wedding party departs for the Ceremony as scheduled
  • Assist bride with putting on her wedding gown
  • Make sure the Groom and Groomsmen are dressed and ready on time
  • Communicate any last minute details to the wedding party
  • Communicate with the transportation driver and wedding party so that everyone arrives on time to the Ceremony

Prior to Reception

  • Greet vendors and instruct them as to where to set up i.e. band/DJ, florist, baker and caterer
  • Make sure your DJ, Band or designated Emcee can correctly pronounce the bridal party's names (and in the right order) for the introductions
  • Arrange escort cards
  • Make sure reception flowers are set up according to floral order
  • Make sure reception décor is set up according to plan
  • For outdoor tents, make certain that lighting is arranged and working appropriately
  • Meet with catering staff to confirm food timeline
  • Set up guest book, cake cutting utensils, and champagne flutes
  • Set up table numbers and menu cards
  • Set up favor table or place favors at individual seats
  • Look over dining tables and make sure they are set up properly
  • Review final set-up before guest arrival