DAY OF COORDINATION
 

Includes:
Pre Wedding consultation (about one month to two weeks prior):
One hour meeting to discuss all vendors, the anticipated schedule for the day, etc. The timeline will then be created and emailed to the couple.
One week prior:
WVO will confirm with all vendors and provide them with WVO contact information as well as the timeline as it pertains to them. **Please Note: We will not re-negotiate any terms in contracts with vendors. All agreements should be finalized prior to the wedding. If you need assistance in contract negotiation or hiring vendors, you may want to consider one of our planning and coordination package. **
  
Rehearsal:
  • Work with wedding officiatant or other onsite coordinators to choreograph wedding ceremony, processional and recessional
  • Provide wedding party and immediate family that will be actively involved with the wedding with WVO’s “Best Day Ever” wedding package which includes a personalized greeting from the couple thanking them for their involvement with the day, customized timelines as it pertains to them (ie. Bridesmaids hair and make schedule, family photos etc), contact information of WVO for any wedding day crisis, and a full day of timeline so they will understand the flow of the day overall.
 At Reception site- day of:
  • Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer
  • Arrange escort cards
  • Make sure reception flowers/décor is set up to couple's specifications
  • Ensure that tent and lighting are set up properly and troubleshoot as needed
  • Meet with catering staff to confirm food timeline
  • Set up guest book and pen, champagne flutes, cake cutting utensils
  • Set up table numbers/names and menu cards
  • Set up amenities baskets, hand towels, candles etc. in bathrooms
 
Pre-Ceremony
  • Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up hair dryers, brushes and any other equipment they have with them
  • Coordinate hair and make-up schedule with bridal party and stylists and ensure that hair and make-up is completed in a timely fashion
  • Coordinate 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 boutonnière arrive on time
  • Make sure photographer arrives on time and has a “requested photos” list
  • Gather bride, bridal party and immediate family for photos
  • Call out names on “requested photos” list for photographer
  • 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/changes
  • Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location
 
Ceremony
  • Set up programs and other ceremony items i.e. guest book, unity candles,
  • Ensure that ushers/groomsmen arrive on time and are ready to pass out programs
  • Ensure that flowers i.e. flower girl bouquet and groomsmen boutonnières have arrived at ceremony location
  • Alert ushers/groomsmen as to when to begin escorting guests to their seats
  • 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
  • Assist photographer in preparing for requested photos
  
  
Reception
  • Ensure proper flow of cocktail hour food
  • Look over dining tables and make sure they are set up properly
  • Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour
  • Help guests locate their escort cards and dining tables
  • Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance
  • Cue band/DJ when the majority of guests have found their tables and wedding party/ bride and groom are ready to be introduced
  • Cue band/DJ, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances
  • Cue best man and maid of honor when they are about to be announced for toasts
  • Alert catering staff to pour champagne just before the toasts
  • Be aware of timing of catering service and make sure people are served promptly
  • Alert father of bride/mother of groom of dances with bride and groom
  • Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled by WVO at this time)
  • Prevent & fix any problems that may arise during your event
  • Remain easily accessible through the entire event in case there are any details you would like attended to
  • Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night
  • Coordinate with caterers a take home box for the couple (you will need it!)
  • Coordinate reception departure transportation

Investment starting at $1,000