What is a Day-Of Coordinator?
Unlike a full-service wedding coordinator, a “Day-of” coordinator is for brides and grooms who want to do most of the planning themselves, but when their wedding day arrives, they need a professional to execute all of their hard work.
The following is an outline of some of the tasks that Fabulous Functions by Carla will handle on the day of your wedding:
Two Weeks Prior to Wedding Day
Meet with bride and groom to present 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 processional and recessional if needed.
Remind wedding party of where they need to be the following day, and what time.
Help with setup of Rehearsal Dinner
Pre-Ceremony (Bride’s “getting ready” location)
Ensure on-time arrival of hair, and make-up stylists.
Coordinate hair and make-up schedule with bridal party and stylists and ensure that hair and make-up is completed in a timely fashion.
Coordinate any pre-wedding meal deliveries.
Ensure that all flowers arrive on time for the bride, bridesmaids and father of the bride.
Distribute flowers to wedding party
Assist bride with putting on her wedding gown
Ensure photographer arrives on time and has a “must shoot” list
Gather Bride, bridal party and immediate family for photos
Make sure the groom and groomsmen are dressed and ready
Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony
Transport items such as the bride’s dress (if getting dressed at ceremony location) rings, brides personal belongings
Ensure florist has delivered and set up all ceremony floral arrangements
Ensure that personal flowers – 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, and send off items
Ensure 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 “must shoot” list for photographs
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
Make sure reception décor is set up according to plan
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 amenities baskets, hand towels, candles etc. in bathrooms
Set up favor table or place favors at individual seats
Assist catering staff with remaining setup needs
Look over dining tables and make sure they are set up properly
Review final set-up before guest arrival
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