Day of Coordination

Day of Coordination is the ideal option for the client who has their planning process under control and has planned every detail, nevertheless, prefers the assistance of a Planner. Your Planner is there to provide professional guidance with perfecting the final details and coordinating the logistics with your selected vendors you have acquired.

Within this package, your Planner is on hand to ensure the day of your event operates in an effortless manner. We will start our coordination process at six to eight months prior to ensure the final details have been accomplished. 

*Day of Coordination Package is NOT a planning service - it is coordination only. Day of Coordination Package must have all planning completed by the client or additional hourly rates will apply. In addition to your planner, assistants may be needed to ensure the management of your event (number of assistants is based on the scope and complexity of the event).

Comprehensive Day Management

PRE-PLANNING LOGISTICS

• Up to (3) three consultations; Face to Face and/or Video Consultations leading up to the event; maximum of two (2) hours each.
• Provide unlimited email access to planner.
• Provide up to two (2) phone consultations per month.
• Receive a complimentary listing of our preferred vendors.
• Review vendor contracts to confirm services that are provided to you, the Client.
• One (1) visit to venue location(s) to get a layout of your event within 30-45 days of the event.
• Coordinate with event location(s) and caterer to confirm final logistics of setup, layout, guest count, seating arrangements, and rental equipment (ex. linens, chairs, tables, etc.). 
• Confirm final payments to vendors provided by the client, if necessary.
• Create an itinerary/timeline based on the plans of the client(s) and provide professional insight as needed.
• Review checklist with client to ensure necessary items have been obtained and are complete.
• Provide each vendor with an introductory email to let them aware of my role and responsibility two (2) weeks prior to the wedding day.
• Send an email reminder to vendors one (1) week prior and two (2) days before the event with itinerary/timeline.

REHEARSAL LOGISTICS:

• One (1) Hour Rehearsal
• One (1) information letter for participants. (ex. important times to remember, location addresses, rehearsal time, itinerary, processional and recessional order, reception introduction order, seating arrangements, sample wedding rehearsal, and sample reception)

DAY OF LOGISTICS:

• Planner and staff will be onsite for up to ten (10) hours of coverage on day of service; additional hours will be $100 an hour billed and due immediately.
• Up to two (2) appropriately trained assistants will be provided to ensure the efficient management of your event for up to 150 guests; additional staffing will be required for more than150 guests. 
• Be onsite to provide event supervision of vendors and staff.
• Reviews client and Planner meeting notes to ensure the day of service runs smoothly.
• Our team arrives two (2) hours before event time to coordinate set-up and one (1) hour breakdown at the conclusion of your event. Relocate needed items (light/small) from ceremony to reception.
• Layout place cards at each place setting provided by the client in alphabetical order per table. 
• Place reception menu cards, if applicable.
• Place table number at each table, if applicable.
• Place escort cards at the designated area provided by the client in alphabetical order, if applicable.
• Place guest book and pen at the designated area, if applicable.
• Place favors at the designated seats or area at the reception location, if applicable.
• Organize with the master of ceremonies or DJ to make certain your event will flow smoothly from start to finish (announcement of introductions, toasts, cake cutting, etc.).
• Coordinate lineup for introductions 
• Planner will provide for use of an emergency kit (tools necessary to fix or set up items – ex. hammer, glue gun, tape, etc.).
• Be the point of contact the day of service for questions or direction.
• Inspect powder rooms/restrooms before guests arrive.
• Greet guests that may arrive late.
• Assist with any matters that may arise during the event or wedding.
• Pack up and secure gifts at the conclusion of the event to give to Client or designated individual(s).