What is Day-of Wedding Coordination?
Unlike a traditional wedding planner, a Day-of Wedding Coordinator allows you to have fun creating the wedding of your dreams while also saving a bunch of money. A Day-of Coordinator will make sure your wedding goes just as you planned while also making sure you and the rest of your family and friends are able to enjoy the evening as well - it's the best of both worlds!
Below is a general outline of the tasks a Lu + Birch Day-of Wedding Coordinator will perform. This is by no means a complete list of tasks.
Below is a general outline of the tasks a Lu + Birch Day-of Wedding Coordinator will perform. This is by no means a complete list of tasks.
Upon Booking
- Set up 2 site visits to get an understanding of the ceremony site and reception site and to connect with the venue contact (in cases of destination weddings, a conference call will take place).
- Planning meeting 1 month before to solidify details.
1 Month - 2 Weeks Prior
- Have a planning meeting either at the venue location or off-site to gather final details.
- Lu + Birch will then provide you with a detailed timeline and floor plan for the day (and rehearsal if applicable) based on this meeting.
- We will gather your vendor information and reach out to them to confirm arrival times, loading directions and make sure they are obeying all venue regulations and codes.
Rehearsal
- Work with the officiant to coordinate the processional and recessional.
- Make sure attendants and family of the couple know when and where they need to be for the ceremony.
- Communicate cues with the musicians or DJ
Ceremony
- Set-up decor items in ceremony location.
- Make sure all vendors arrive on time and are on schedule.
- Coordinate with your photographer to make sure photos go according to timeline and the attendants are where they need to be.
- Give the couple a count down to ceremony start time.
- Line-up the attendants and cue musicians.
- Make arrangements for the Grand Departure (if applicable).
- Along with the Photographer, organize attendant and family portraits after the Ceremony.
- Make sure any re-purposed decor gets transported to to reception facility
Reception
- Set-up decor items in reception location.
- Greet vendors and show them where to set-up - make sure they have provided the services they were contracted to provide.
- Connect with caterer and DJ and confirm timeline.
- Along with the catering staff, monitor cocktail hour food levels.
- Check in with Bartenders to fulfill VIP drink orders for Family members and attendants.
- Along with the DJ (or musicians) help organize and cue the entrance of the couple and their attendants.
- Coordinate speeches, first dance, specialty dances and cake cutting
- Facilitate the dispersal of desserts and saving the top layer of cake.
- Distribute final payments or gratuities to vendors per clients discretion.
- Be accessible to the couple throughout the evening in case timeline needs adjusted or there are other things that need attended to.
- Pack up presents and card box at the end of the evening and make sure it goes home with the person assigned to take home the gifts.
- Help pack up all the decor and put into assigned vehicles.
- Help Coordinate transportation details for couple, attendants and guests.