Day of Coordinator

Day-of-Wedding Coordinator

 

Day-of-Wedding coordinators are for the more hands on Bride and Groom that have done the majority of the planning themselves but on the “day of ”  would like a professional planner to execute their ideas.  Nicholson Events removes the stress of day of coordination from  friends and family, allowing everyone to sit back, relax, and enjoy the big day!  Having a day of coordinator gives you piece of mind that somebody who understands your vision will be there to execute it flawlessly.

   Here is some of what a Nicholson Events Day-of-Wedding Coordinator will do for you:

Two weeks prior to your wedding day you will meet with your coordinator to go over your timeline and any arrangements you have previously made with vendors.

One week prior to your wedding day you will lock in a timeline and confirm final details with vendors. Your coordinator will ensure that all of your vendors have a timeline and directions to the ceremony and reception locations.

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Rehearsal

• Distribute wedding timelines to best man and maid-of honor
• Work with wedding officiator to choreograph wedding ceremony, processional and recessional
• Alert wedding party as to where they need to be the following day, and at what time

Pre-Ceremony

At brides prep location

• Coordinate arrival of hair and make-up stylists and instruct them as to where to set up
• 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
• Coordinate Floral for bridal bouquet, bridesmaid”s flowers and father of the bride’s boutonnière arrive on time
• Make sure photographer arrives on time
• Assist in Gathering bride, bridal party and immediate family for photos
• Coordinate transportation arrival 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
• 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, kiddush cups, wine or yarmulkes
• Ensure that ushers/groomsmen arrive on time and are ready to pass out programs
• Receive personal flowers i.e. flower girl bouquet and groomsmen boutonnières have arrived at ceremony location
• Coordinate ceremony musicians arrival 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. Arrange start cue for musicians
• 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

Prior to Reception

• 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 according to flower order
• 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
• Coordinate with caterer for set up of table numbers/names and menu cards.
• Set up amenities baskets, hand towels, candles etc. in bathrooms

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 or DJ when the majority of guests have found their tables and bride and groom are ready to be introduced
• Cue band or 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 father of the bride 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
• Distribute final payments/gratuities to vendors at the end of the evening
• 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
• Set up favor table towards the end of the evening
• Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family member’s car at the end of the night
• Coordinate reception departure transportation

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