Posts tagged #day of coordination

Day of Coordination Tips 7 thru 9

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We’re back with the final installment in the Day of Coordination series.

Please note that many of these tips can be applied to any type of special event, not just weddings.

TIP #7 - ADVANCED DELIVERY

If you have place cards, favors, guest books, etc. to deliver to your ceremony and/or reception venue, have them delivered no later than the day of your rehearsal (based on the venue's policy).

Terrica Skaggs of Cocktails & Details  once told us: "All items that need to be setup need to be in the room or at the very least, the same building, as to where they need to be setup, if you haven't given them to me the night before."

Final payments to vendors should be sorted in sealed, marked envelopes and given to your coordinator as early as possible. I suggest handing these over at the rehearsal. This eliminates the chance of leaving the payments in your hotel room or in the limo. Your coordinator should handle the distribution of these payments to your hired wedding professionals so you don't have to be concerned with it during the course of your reception.

NOTE: The above suggestion also applies to your marriage license. At a recent wedding, the bride left the marriage license in the hotel and only trusted her mother to go back to get it. So the ceremony officiant had to wait after the ceremony for the mother of the bride to return with the license. Meanwhile, the bride's mother had to miss out on many of the formal photos.

TIP #8 - OPEN COMMUNICATION

As with any relationship, it is best to keep the lines of communication open. Without it, there is too much room for misinterpretation. Does your silence equal satisfaction? Or does it mean you called off the wedding and forgot to tell your coordinator?

Make sure your coordinator's emails are not being filtered into your junk mail/spam folder. If this is happening, she may think you are ignoring her emails while you are thinking she has terrible customer service.

Tell your coordinator the best time of day for her to speak with you on the phone. Unless you tell her, she won't know that you have staff meetings on Mondays from 10 am to noon or yoga 3 nights a week.

Provide your coordinator with a copy of your venue/vendor contracts so that we know who we need to reach out to prior to the wedding. This also allows us to find out who our points of contact are for the day of the wedding. AND it helps us to create a timeline for the day.

Speaking of the timeline…

TIP #9 - TIMELINE

Your wedding coordinator is the team captain, show director, time keeper, troubleshooter… The coordinator’s timeline is bible. It is all-inclusive of all of the individual agendas prepared by your hired professionals. It includes delivery, set up, and pick up times. It includes hair & makeup appointment times. It includes the order of the ceremony and reception events. It includes the music to be played and the courses to be served for dinner. It includes off-site photo locations during cocktail hour. It includes everything everybody needs to know about everything.

Hair & makeup always takes longer than you think it will. The coordinator’s timeline will include a time cushion

The coordinator’s timeline may also allow a little extra time for friends & family who typically tend to be tardy for the party.

Your job, as the client, is to make sure your coordinator has all of the information needed to make this possible.

This concludes our Day of Coordination series. We welcome your comments on the items discussed. Feel free to post below.

We invite you to meet with us to discuss your wedding day coordination needs. Our “Wedding Management” services begin 30 days before your wedding day. We recommend you book us at least 3 months in advance. Contact us today to schedule an initial meeting: Call 800-941-2770, Email info@trilogyeventdesign.com, or use our online calendar

Until next time…

Glitter Wishes & Unicorn Kisses

Posted on April 15, 2019 and filed under Wedding Planning.

Day of Coordination Tips 4 thru 6

Hi There! We’re back with more day of wedding coordination tips.

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TIP #4 - COORDINATION VS DECORATION

Not all Wedding Coordinators decorate and most Decorators don’t coordinate weddings. It is very important to know and communicate what services you need for your wedding day. This will help you make the right hiring decisions and avoid any disappointments on your very special day.

At Trilogy Event Design, we offer both services separately. Check out our service options at http://trilogyeventdesign.com/weddings

TIP #5 - NO SECRETS/ NO SURPRISES

Because the day-of coordinator did not plan your wedding, chances are she doesn't know every detail. It is up to you to make sure you tell her everything about your wedding so there are no surprises.

We asked a few of our colleagues to share their thoughts about this:

"There is no such thing as too much information. Never think to yourself, 'Oh, I'll have a family member handle that the coordinator doesn't need to know'. We are only as good at implementing your plans as you let us be." ~ Sandra Hadley, planning forever events

"Make sure that your family knows that you hired a DOC. You want to be sure that the girlfriends, sorority sisters, and siblings are aware that they are no longer needed to be the Day Of Coordinator anymore. And no, I don't need any of them to be my assistant because I hired my own team for that." ~ Kawania Howerton Wooten, Howerton + Wooten Events

If you told the DJ not to play "Dance With My Father" because you hate your father, then your coordinator needs to know so she can stop the song before Luther sings the first word.

If you insist on having your hair done with your bridesmaids on the morning of your wedding, then your coordinator needs to know the time and location of your appointment so she can realistically judge the timing of later events, such as photographer's arrival.

If you have assigned specific tasks to members of your bridal party, then you should tell your coordinator so she doesn't step on anyone's toes. For example, you have asked your mother and maid of honor to bustle your dress. Unless you tell her, the wedding coordinator may expect this to be one of her duties.

If you forget to buy something that is needed on the wedding day, don't wait until the last minute to tell your coordinator. If she is willing to run out to get it for you, she will have to work it into her timeline.

These are just a few possible scenarios. It is always best to keep your wedding coordinator well-informed.

TIP #6 - GET THE MEASUREMENTS RIGHT

If you rent chair covers, make sure they fit your chairs. If you get the wrong size, then you will have to order 100 new chairs in just a few hours before the ceremony starts. Can you imagine how this scenario would have played out without a coordinator?

The same goes for anything else you are bringing in to the venue as “extra” decor.

  • Is there enough space for that flower wall?

  • Are your special linens for the sweetheart and cake table going to fit properly?

  • Does the aisle runner need to be cut to size on the day of the wedding?

Come back for more fabulous tips as we continue this Day Of Coordination series. Until then…

Glitter Wishes & Unicorn Kisses!

Day of Coordination Tips 1 thru 3

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TIP #1 - VENDOR CONTRACTS

You should make copies of your contracts (venue & vendors) available for your wedding coordinator to review in advance. These contracts contain necessary information, such as: contact information, arrival times, number of hours services will be provided, what is included and not included in your package, etc.

TIP #2 - SEATING PLAN

The line around the escort card table or seating chart can be overwhelming for some guests. They just want to know where they are supposed to sit. This is where a master seating chart comes in handy. You should give your wedding coordinator 2 printed copies of your seating plan in the form of a spreadsheet: one sorted by table and the other sorted alphabetically by name.

TIP #3 - LET EVERYONE KNOW ABOUT YOUR COORDINATOR

Often, the banquet captain takes on the role of coordinator for the reception. You will avoid a lot of confusion by letting the banquet captain know in advance that they can focus on the food service and let the coordinator handle the formalities like lining up the wedding party for introductions.

Your day of coordinator (DOC) is the go-to person for all vendor concerns. The bride and groom should not be bothered with last minute issues such as "Who moved the gift card box?" or "When do you want to cut the cake?"

Your ceremony venue may have an assigned "wedding coordinator" who directs the rehearsal and ceremony to uphold the rules and regulations of the church/synagogue/hall. Sometimes they don't appreciate the additional coordinator so it is important to clearly determine the role of each coordinator ahead of time.

There are more DOC Tips to come. Until next time…

Glitter Wishes & Unicorn Kisses

Posted on April 1, 2019 and filed under Wedding Planning.

Day Of Coordination Tips

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Many couples want to plan their own weddings and hire a wedding planner/coordinator to implement the plan on the day of the wedding. Although it is called "Day Of Coordination" (or DOC for short), your wedding coordinator will become involved at least one month before your wedding.

According to BrideWorld.com, "Hiring a professional wedding coordinator just for the wedding day, to organize and manage details, can save a bride's sanity."

If you have planned out the majority of your wedding, a "day of" coordinator will serve as your total relief on your wedding day by tying up loose ends and finalizing dates and times with all vendors involved. 

There are a lot of details to worry about on your wedding day, so why not let a coordinator worry about the details instead of you? 

During the month leading up to your big day the coordinator will make sure that all contracts have been signed with all vendors, ensure that everything from the flower girl's dress to your dress will be ready, confirm the final itinerary with you and all of your vendors and, most important of all, take the stress off of you.

The "day of" ceremony services include making sure the flowers, decorators, cake, photographer, limousine and entertainment all arrive when they are supposed to, provide coordination for the ceremony so that it runs smoothly, acting as crowd control in between the ceremony and reception, and making sure that everything is taken care of so that you do not have to.

As you can see, the major benefit of having a "day of" coordinator is total relaxation. Wedding coordinators take pride in taking the weight off of your shoulders on your wedding day. That is what we live and breathe to do.

Consider having a "day of" coordinator for your wedding day. Because, after all, don't you deserve to have maximum relaxation on your special day?

In our new series, we will provide several tips for brides to understand what they need to prepare in advance to make an efficient transition over to the wedding coordinator.

Until next time…

Glitter Wishes & Unicorn Kisses

Posted on March 25, 2019 and filed under Wedding Planning.