There are so many things to think about when you are planning a wedding. From the big name vendors, like photographer, venue, and officiant, to the little details like centerpieces, favors if you want them, and welcome table, there are a million little details to coordinate.
While each vendor has its own coordinator or lead person, the spokes in the wheel need one center hub keeping them locked in and coordinated for a smooth and seamless event. I did not have a day of coordinator for my wedding and seriously regret it.
Here are five examples of why a day of coordinator is essential.
They make sure set up is integrated. While each vendor sets up their own part of the day, the day of coordinator communicates and locates each one to ensure they arrive on time, set up on time, and execute on time. For example, one wedding we did involved changing the location of where the band was set up just two hours before the guests arrived. The venue coordinator at the time was getting the kitchen prepared on time, so she did not have time to assist the band in choosing another optio and moving all their stuff so that's where we stepped in.
They check on your details. During the actual event, each vendor is focused on their own piece, but what about the pieces the couples planned? During our wedding, I ended up running around making sure the decorative straws were used in the drinks, the bridesmaids bouquets were placed in vases on cocktail tables, and that the DJ passed out the glow sticks on time. Guests loved that we had Polaroid cameras, however noted that we ran out of film. How did I take home 10 extra cartridges? Whose job was it to restock the film?
They keep track of your things. At the end of the night, venue waitstaff will often throw things that need to go back to the couple into a closet without much organization or referring to the itemized list. A coordinator can ensure things are packaged properly at the end of the day and that everything is accounted for.
They communicate with vendors during the event. While you listen to toasts, speak with family members, and dance the night away, you do not want to have to remind the DJ to play a specific song or talk to the venue coordinator about when to serve the cake. That is where a day of coordinator comes in; in one wedding, the bride and groom were having so much fun dancing that they did not want to pause to cut the cake. We let the venue know to serve it and the photographer know they no longer wanted to pause for it.
They keep you organized. Leading up to the day, you have at least two conversations with the day of coordinator to walk through the logistics and vision for the wedding. While we talk through this, we systematically discuss where things need to go, where they coming from, who the point of contact is, where they will be stored after, and who will pick up later. This final check and run through will keep you organized so that everything is smoothly on the final day.
These are just a few examples of how a day of coordinator can help make your wedding worriless, effortless, and flawless. Have any questions? Reach out to us to learn more about how we can help you!
xoxo
Melissa
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