Day-of Coordination Services - and what to look for when hiring
Updated: Feb 5
There is a huge misunderstanding when it comes to hiring a Day-of Coordinator for your wedding or even a large corporate event!
I am here to breakdown the duties of a Day-of Coordinator and why their pricing may seem “too high” to most people.
Duties:
First, a Day-of Coordinator is not someone who simply shows up the day-of your event and makes magic happen. No dear, they start coordinating with you up to 3 months prior to your event. There is much more that goes into actual Day-of Coordination. Let’s break it down:
Up to 3 Months Prior
The coordinator will reach out to start planning. From there, they:
Gather current vendor information
Reach out to booked vendors to review contracted event details
Reach out to any last minute vendors that may need to be booked
Create a timeline for final payments
Draft Day-of timelines for: rehearsal, rehearsal dinner, getting ready, photos, ceremony, reception, after party
Weekly meetings with the couple
Contract proofing and confirming details
Guidance of etiquette and logistics
Day-of (birds eye view)
Coordinate rehearsal with the officiant
Coordinate ceremony timeline
Check on Bride and Groom throughout the day
Assist guests as needed
Unlimited site hours
Coordinate and wrap up post event(s)
If that isn’t enough, I have more….because remember, that is just a birds eye view. Here is more detail for Day-of:
Rehearsal Management
Manage the wedding party and ensure everyone is in their places
Coordinate with the officiant for a smooth rehearsal
Coordinate with the musicians
Cue the wedding party and guide through the processional and recessional
Cue the musicians for the processional and recessional
Communicate with the designated person about holding rings during the ceremony
Help coordinate flow of the ceremony readings with the officiant
Cue any special readings or songs
Test run any AV (sound, projection, etc.)
Ensure all elements are stationed at the ceremony site (podium, chairs, guest seating, special ceremony elements, decor, etc.)
Run through ceremony flow 1 - 4 times depending on complexity and until everyone feels comfortable
Communicate wedding day timeline with family and wedding party
Rehearsal dinner announcements
Day-of Management/Ceremony
Day-of point of contact
Meet with vendors and any deliveries (including flowers, lighting, cake, etc.)
Direct vendors to designated areas for set up
Coordinate delivery, set up and tear down of ceremony decor
Manage no shows and last minute emergencies
Assist with décor set up and breakdown
Set out ceremony programs
Manage the wedding party and ensure everyone shows up on time
Assisting guests
Coordinate with the venue to ensure staff is prepared and ready
Coordinate and communicate with the officiant
Ensure all AV equipment is set and ready
Assign reserved seating as necessary
Ensure all vendors are in place
Distribute bouquets, corsages, etc. to the wedding party
Line up the wedding party
Cue the processional and recessional
Cue musicians and special readings
Ensure pictures run seamless and on time
Gather people for pre-ceremony pictures
Greet and seat late arriving guests
Coordinate the change-over for cocktail hour
Bridal Party
Check in with the bride and bridal party
Run errands as needed
Assist bride from seeing groom prior to wedding OR assist with the first look
Assist bride with first look with father
Groomsmen Party
Check in with the groom and party
Run errands as needed
Assist groom from seeing bride prior to wedding OR assist with the first look
Parents
Check in with all parents
Run errands as needed
Grandparents
Check in with all grandparents
Run errands as needed
Day-of Management/Reception
Oversee and manage reception
Coordinate deliveries
Manage set-up and tear down of décor
Coordinate with the vendors for set up
Walk vendors through the event space and set in designated locations
Coordinate with the photographer for pictures
Confirm proper floor plan is set up
Ensure seating chart and place cards are staged and placed properly (including toasting flutes, favors, menus, guest book, etc.)
Facilitate events:
Wedding Party Introductions
Bride/Groom Introduction
First Dance
Parent Dances
Cake Cutting
Toasts
Dinner
Bride/Groom Exit
Coordinate a special time for bride and groom (if possible)
Coordinate flow for dinner
Pack memorabilia (toasting flutes, cake cutting set, photos, money/card box, gifts, etc.)
Load wedding gifts at the end of the reception
Assist with break down of all decor at the conclusion of event
Assist with final payments to vendors (if necessary)
Assist with returning any rentals and/or borrowed items
Ensure the venue is left clean after break down
Deal with uninvited guests/wedding crashers (as needed)
Have I sold you yet?
If you haven’t noticed already, there is A LOT that goes into day-of coordination services. No proper Day-of Coordinator will just show up day-of your wedding and take things over. There are too many details and elements that go into that big day.
If you want your wedding or any event run properly and smoothly, the Day-of Coordinator should be taking the reins at least 3 months from event date.
At Toney Consulting, we offer a Wedding Management + Partial Planning Service.
Do you have the planning phase covered? No problem! We'll join in once all vendors have been booked and details need to be finalized.
LESSON: hire a Day-of Coordinator who will work with you at least 3 months from your event date and who will be engaging and interactive throughout final planning. If the company/person is only willing to show up day-of and work and not engage prior, then you are working with the wrong company/person.
Do you have questions? I’d be happy to answer.
ashley.toney@toneyconsulting.com