Typical Day of Day of Coordinating

I decided to write this list not only for my clients, but for myself.  I am a little blown away when I saw how long this list is and I am sure I forgot things. This is a typical day for me as a Day of Coordinator. – Please note this isn’t what I have to do for you, but what I have done for clients in the past.

  • Arrive at venue to decorate as soon as I can, usually 7am.
  • Make sure the set up is what the bride wanted and move tables and chairs as needed.
  • Place linens on tables.
  • Place overlays and or table runners on tables.
  • Place rented flatware, glassware, china.
  • Fold and place napkins.
  • Place centerpieces.
  • If they haven’t been placed already, place chairs.
  • Place chair covers.
  • Tie on chair bows.
  • Place Bride and Groom toasting glasses
  • Place vases for bridesmaids bouquets or other centerpiece on head table
  • Place cake knife and any other decor on cake table
  • Place any card box and any other decor on gift table
  • Place guest book and any other decor on guest book table
  • Place items on memorial table
  • Place items on candy buffet
  • Place any additional decor items on buffet
  • Place ceiling decor (please ask about the exceptions)
  • (For a majority of the set up we ask for help from at least 5 friends/family or you can hire additional help from Uniquely You Planning)
  • Make sure florist arrive on time with centerpieces (if they are late I will call them)
  • Pick up any mess, sweep, just generally make sure everything looks perfect.
  • Go to ceremony location
  • Place pew decorations
  • Place guest book
  • Place ceremony programs
  • Place unity candle, sand ceremony, hand fasting cords or any other unity objects
  • Make sure the florist arrive on time with bouquets, boutonnieres and corsages (if they are late I will call them)
  • Make sure photographer arrives on time (if they are late I will call them)
  • Make sure photos are on schedule
  • Make sure the bride has eaten (I always have water and munchies in my emergency kit)
  • Assist with anything the bride/groom/bridal party and family needs – super glue her veil, sew a bridesmaids dress, sticky tape a bridesmaids dress so her bra won’t show, help get the ring bearer dressed,
  • Pin on all boutonnieres and corsages
  • Make sure DJ or musicians arrive on time (if they are late I will call them)
  • Advise everyone to take items back to their car before the ceremony so there is not very much to move to the receptions site
  • Make sure any candles that need to be lit are lit
  • Make sure ushers are in place
  • Line up bridal party when its time (I was at the rehearsal so I know where everyone goes)
  • Cue the DJ/musicians
  • Cue bridal party when to walk
  • Straighten the brides dress
  • Cue the musicians for the brides music
  • Also if there are any musical portions during the ceremony I cue the musicians for that as well
  • As the ceremony finishes up, I check the “Get Ready” rooms for any additional items that need to be packed up and move them to my car
  • At the end of the ceremony, I grab the guest book, unity item, ceremony programs, alter decor, pew decor and take them to the reception site
  • Place items I took from the ceremony site
  • Greet guests as they enter the reception site, and ask them to sign the guestbook if the haven’t already and provide basic instructions (gifts here, bar there, restrooms are over there, etc.)
  • Check in with vendors (DJ, venue coordinator, bartender, etc.)
  • Make sure cake is perfect
  • Coordinate with DJ for the bridal parties grand entrance
  • Coordinate the DJ and Photographer for the cake cutting
  • Coordinate with venue staff or caterer about the timing of the food
  • If it is a buffet, I will coordinate with the DJ and dismiss tables. Especially for groups over 100.
  • If it is a plated dinner, I make sure the bridal party and parents get their food first.
  • Once bridal party and parents have food I will check with them and make sure their food is good.
  • If not dismissing tables I have been asked on many occasions to cut the cake.
  • Once everyone has their food I will coordinate with the DJ to get toasts started.
  • After the toasts and when everyone is done eating I will coordinate with the DJ and the Photographer for the First Dance, Father/Daughter Dance and Mother/Son Dance
  • At this point it is typically time for me to leave, but I do check in and make sure everything is okay.
  • Some opt to pay a little extra to have me stay until the end and help clean up
  • Hemmed a brides dress because she could dance in it
  • After the dance really gets going, I place gifts in a secure location
  • Help venue staff or caterer clean up
  • Coordinate with DJ in regards to Dollar Dance, Garter Toss, Flower Toss, etc.
  • Once the evening ends and the bride and groom leave, I, along with the help of the brides and groom friends and family, remove everything from the venue, pick up an specialty linens that need to be returned, pack up centerpieces, gifts, well…everything
  • I will return any rentals for you and drop the remaining items at your house the next day.
  • (End of the night coordination is an addition to the Day of Package)