Happy Holidays! I am writing to you from my parents home in Wisconsin, with Christmas cookies just out of the oven. I hope you’re all enjoying this holiday season!
As we are in the midst of engagement season, one of the most common questions I get from new inquiries is: “What is day-of coordination?”
“Day-of coordination is an old term that many of my colleagues have tried to steer away from because no good planner would ever dream of just showing up on their clients’ wedding day. Since it is an identifiable term, others of us still refer to our services this way though realistically the service is more “month of.” Services provided vary from planner to planner, so I can only speak of my services and in generalizations but when you enlist a day-of wedding coordination your work with them will typically begin four to six weeks before your wedding. At that time, I meet with my clients in person or by Skype. I ask them to walk me through their wedding plans in great detail and I ask many questions along the way. I request copies of all paper items, mainly contracts, invitations, diagrams, inspiration boards, floor plans, guests lists, save the dates, programs, etc. I review these all carefully, making notes, asking questions and letting them know if there are any missing pieces.
Based on this information, I create a detailed timeline and vendor contact sheet. Then I reach out to all the vendors, introducing myself and confirming the terms of their contract, reviewing the timeline, verifying payments that are outstanding, and asking what they need from the venue, the clients and on their wedding day. Outlets, internet and banquet tables are typical requests that result from these calls.
Tammy Golson Events’ day-of coordination service include but are certainly not limited to the following:
10 hours leading up to the wedding:
· Reviewing all contract details; start times, payments and the fine print
· Calling all vendors to introduce myself; at this time I confirm their arrival time, what they will need from the venue and the terms of their contract
· Creating and distributing a detailed timeline of all activities of the wedding day from hair and make-up appointments down to the guests’ departures.
· Attending the final walk-through at the venue with the couple and the site manager
12 hours on the day of the wedding
As the point person for vendors on the wedding day, we make sure all of the couple’s expectations are being carried out. We oversee details such as: room layout, escort card table design, favor placement and distribution of final payments and gratuities. We come prepared with an emergency kit and years of experience, should the couple, bridal party or guests need something throughout the day. I am typically one of the first to arrive, last to leave and always work with at least one assistant planner.
Pricing for day of coordination service is determined based on variables specific to each wedding, including size and complexity of the wedding, location of ceremony and reception and the venue.
I always aim to personalize my services to the clients situation, needs and requests whenever possible. If services beyond day-of coordination are requested I can customize a package that will enhance your wedding and improve your planning experience.
Additional services that are available include: Assistance with the rehearsal dinner, brunch and other wedding-related parties, budget maintenance and general check-in meetings, attendance at meetings with wedding vendors (banquet manager, floral designer, band leader, photographer, etc.) attendance at dress fittings, over-seeing execution of calligraphy, making reservations for transportation, assistance with hotel gift bags and overall design assistance.
Happy Planning!xo, Tammy Photo credit: Brian Dorsey Studios