What Does A “Day of Wedding” Coordinator Do?

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The beautiful couple. Photo by Dalton Photography

The beautiful couple. Photo by Dalton Photography

We’re offering a $50 referral bonus this summer of 2015 to anyone who refers us to a bride for “day of wedding” coordination service!” Please use our handy contact tab above to send us a message. Thank you!

It’s easy for us to know exactly what to do on your wedding day. But we know this is not always clear up front. These days, your venue or caterer promises to make it all happen on your special day. That may be so. We want to provide a list of what we actually do for brides and grooms (and their families) on the Big Day. This is a good list to take to your venue or caterer. If they don’t do all or most of this, consider letting us help you.

Many brides tell us they do not want their own families setting up table decorations the morning of the wedding. We agree. The morning should be a relaxing time to get ready for what’s going to unfold!

Here’s a great list of what we really do:

2-3 Months Prior to Wedding Day

  • Meet with Bride and Groom at least twice to review all details and logistics planned for the wedding day
  • Touch base with all vendors in the month leading up to the wedding to confirm arrival time and any special needs (electrical, etc)
  • Go with Bride and Groom for their final walk through at the venue before the wedding day
  • Email all vendors a timeline the week of the wedding
  • Attend the rehearsal and coordinate all ceremony details with the officiant

Wedding Day:

Prior to Reception

  • Greet vendors and instruct them as to where to set up (i.e. band/DJ, florist, baker and caterer)
  • Make sure Cocktail Hour and Reception décor is set up according to plan
  • Make sure all flowers are set up according to floral order
  • Make sure reception décor is set up according to plan
  • For outdoor tents, make certain that lighting is arranged and working appropriately
  • Meet with catering staff to confirm food timeline
  • Arrange escort cards
  • Set up guest book, cake cutting utensils, and champagne flutes
  • Set up table numbers and menu cards
  • Set up any amenities baskets in guest restrooms
  • Set up favor table or place favors at individual seats
  • Assist catering and/or venue staff with remaining setup needs
  • Look over guest tables and head table to confirm they are set up properly
  • Review final set up before guest arrival

Ceremony Management

  • Ensure florist has delivered and set up all Ceremony floral arrangements
  • 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 that 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
  • Transport items from the Ceremony location to the Reception venue and store any items not needed at the Reception (If needed)

Reception Management

  • 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 wedding party and instruct them to stay to the side of main dining room until they receive cue for their introduction
  • Cue band, DJ or designated emcee when the majority of guests have found their tables and Bride and Groom are ready to be introduced
  • Cue band/DJ, 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

Our fee for services is relatively small compared with what the true cost of a wedding is these days. Please check our services tab and if we can be of service to you, send us a note through our contact tab. We’ll respond within 24 hours.

Melissa and Steve

Melissa and Steve



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Posted on January 13, 2015 in IDEAs!, Katherine's Daughter, Katherine's Daughter Events, Wedding Coordinator Best Advice, Wedding Planning Pittsburgh, Weddings Pittsburgh

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