Event & Day of Wedding Coordinator
It’s your day! You should be enjoying it with your newly wedded spouse and loved ones! Enjoy yourself, have fun!
Unlike a full-service wedding coordinator, a “Day-Of” coordinator is for couples who have done most of the planning themselves, but when their wedding day arrives, they need a professional to execute all of their hard work. Too often, couples rely on family and friends to help carry out plans on the day of their wedding. By asking a friend or family member to take on this stressful task, that person will not be able to enjoy the event as a guest, and will end up feeling like “event staff.”
In most cases, your “volunteers” have little experience in the role of event planner. They often end up feeling overwhelmed as they try to keep on top of everything that must be done to ensure that the day runs smoothly. When planning your wedding, you spend countless hours on the details, decisions, and every meaningful touch. After so much intention and effort, the question becomes, “who will make sure everything goes according to plan?”
That’s exactly what we do for you. Our focus is making your big day the reality you’ve worked so hard for it to be.
On the day of your wedding, we ensure your plans are carried out smoothly and discreetly handle any problems that may arise. We act as the liaison with the venue, vendors, parents and couple in a process that starts in the last few months and weeks leading up to your wedding day. In the end, we pull the pieces of the puzzle together for you – your way!
Having a Day of Wedding Coordinator is one of the best wedding gifts you can give yourself. It’s an opportunity for you, your family and your friends to relax and fully enjoy the wedding you’ve been dreaming of!
The following is an outline of just a few of the tasks that are handled 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. Obtain all vendor and venue contact information.
One Week Prior to Wedding Day
Confirm final details with vendors prior to wedding day. Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations.
PLEASE NOTE: The Day-of-Coordinator will not re-negotiate any terms in contracts with vendors at this time, or at any other time prior to, during, or after your wedding day. All agreements should be finalized prior to the wedding.
Work with wedding officiator to choreograph wedding ceremony, processional and recessional. Alert wedding party as to where they need to be the following day, and at what time.
- Facilitate on-time arrival of hair and makeup and/or stylists and instruct them as to where to set up.
- Coordinate cake and any food deliveries and set up and clear all meals
- Make sure personal flowers i.e. bridal bouquet, bridesmaid’s flowers and father of the bride’s boutonniere arrive on time
- Make sure photographer arrives on time and has a “must shoot” list
- Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony
- Communicate with best man to make sure groom is getting dressed and on-time
- Make wedding party aware of any last minute details
- Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location
- Coordinate any post-wedding clean up
- Communicate any last minute details to the wedding party
- Ensure that ushers/groomsmen arrive on time and are ready to pass out programs
- Ensure that personal flowers i.e. flower girl bouquet and groomsmen boutonnieres have arrived at ceremony location
- Alert ushers/groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a “proper” usher
- Ensure that ceremony musicians have arrived and direct them as to where to set up
- Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will used to cue musicians
- Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony
- Communicate with bride and groom so that they know how much time remains before the start of the ceremony
- 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 friends for after ceremony photos
PRIOR TO RECEPTION
- Greet all vendors and instruct them as to where to set up
- Make sure Cocktail Hour and Reception décor is set up according to plan
- Make sure all flowers are set up according to floral order
- For outdoor tent or barn weddings – make certain that lighting is arranged and working appropriately
- Confirm timing and logistics with band, DJ or designated emcee and ensure they can correctly pronounce the wedding party’s names
- Meet with catering and venue staff to confirm food timing and the overall flow of the evening
- Set up table numbers, guest book, card box, cake cutting utensils and champagne flutes
- Ensure any other miscellaneous décor is set up according to plan – wedding signage, cocktail napkins, family photos, photo booth and so on
- Assist catering and/or venue staff with remaining setup needs
- Examine guest tables and head table to confirm they are set up properly and have the correct number of chairs at each
- Review final set up before guest arrival
- Ensure proper flow of Cocktail Hour food and drinks
- Help guests locate their escort cards and dining tables, and encourage them to take their seats at the appropriate time
- Cue band, DJ or designated emcee when the majority of guests have found their tables and the Bride and Groom are ready to be introduced
- Know the catering service’s schedule, and help ensure that guests are served at the appointed time
- Cue band/DJ, photographer, videographer and immediate family members when important events take place (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
- Distribute final payments and 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 at the end of the night
- Coordinate reception departure transportation and/or formal send-off
The previous list is just sample of a few things that we are able to handle for you on. Of course each couple is different and the needs may vary. This service is in addition to any wedding officiant services that you may have with us or it can be combined and tailored to your special needs. We are TABC (Texas Alcohol and Beverage Commission) and Texas Food Handlers Certified.
The package cost for Day of Coordinator can vary widely depending on the area of the Houston, the county, the size of the wedding and if there are one or two locations (one location for wedding and second for reception). A basic Day of Coordinator package would typically range from $800 to $1,000 depending on the size of the wedding and the number of locations. The Day of Coordinator alone can typically do a wedding with 100 guests with the ceremony and reception in the same location. However, a wedding of 200+ guests or with the ceremony and reception in separate locations would require an assistant, which would naturally increase the price. The package price for Day of Coordination would typically range from $1,500-$7,000 in those situations. All prices are subject to change without notice. Once again, please keep in mind that all services can be tailored to fit your special needs and budget. Please contact us for specific details.