WILLNER
Day-Of Wedding Coordination
Day-Of Wedding Coordination
Allow us to orchestrate & execute your best day ever -
because there's more to it than just showing up at the venue!
2-3 Months Prior...
2-3 Months Prior...
• Meet with the Bride and Groom to create a wedding day timeline
• Review all details and logistics planned for the wedding day
• Review any arrangements the couple have previously made with vendors, and update timeline accordingly
• Provide etiquette advice
Rehearsal...
Rehearsal...
• Work with wedding officiator to walk through the wedding ceremony, processional and recessional for the wedding party
• Remind wedding party of where they need to be the following day, and at what time
- Setup and manage rehearsal dinner if needed
• Transport any necessary décor items from the Rehearsal Dinner to the Reception location for overnight storing if needed
Overall Day-Of...
Overall Day-Of...
• Keep comprehensive emergency kit on-site, from medical supplies to sewing kits to extension cords and beyond
- Perform emergency clothing fixes, stitching, stains, etc
Pre-Ceremony...
Pre-Ceremony...
• Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up their equipment
• Confirm photographer and videographer arrive on time, and are aware of the day’s timelineCoordinate with transportation vendor so the wedding party departs for the ceremony as scheduled
• Communicate any last minute details to the wedding party
Ceremony...
Ceremony...
• Distribute all flowers to remaining wedding party and family members
• Set up programs, guest book, unity candles, and send-off items
• Ensure ceremony musicians have arrived and direct them as to where to set up
• Ensure Ushers/Groomsmen arrive on time and are ready to escort guests
• Ensure designated attendants arrive on time and are ready to pass out programs and assist with the guest book
•Alert Ushers/Groomsmen as to when to begin escorting guests to their seats
• Coordinate with the ceremony officiator and musicians to determine signals or cues that will begin the ceremony
• Handle any emergencies that may arise
• Line up wedding party and family members for the processional
• Cue ceremony musicians when wedding party is ready to begin processional
• Transport items from the ceremony location to the reception venue and store any items not needed at the reception
Reception...
Reception...
• Bustle dress before reception entrance
• Greet all vendors and instruct them as to where to set up
• Make sure Cocktail Hour and Reception décor is set up according to plan
• For outdoor tent or barn weddings – make certain that lighting is arranged and working appropriately
• Confirm timing and logistics with band, DJ or designated emcee and ensure they can correctly pronounce the wedding party’s names
• Meet with catering and venue staff to confirm food timing and the overall flow of the evening
• Arrange escort cards
• Place chargers, menu cards and favors at individual settings
• Set up table numbers, guest book, card box, cake cutting utensils and champagne flutes
• Ensure any other miscellaneous décor is set up according to plan – wedding signage, cocktail napkins, family photos, photo booth and so on
• Assist catering and/or venue staff with remaining setup needs
• Examine guest tables and head table to confirm they are set up properly and have the correct number of chairs at each
• Review final set up before guest arrival
• Ensure proper flow of Cocktail Hour food and drinks
• Help guests locate their escort cards and dining tables, and encourage them to take their seats at the appropriate time
• Ensure that messes are cleaned up and that trash cans stay empty
• Clear tables and collect trash as evening progresses
• Cut and serve the wedding cake
• Locate wedding party and line them up for their introductions
• Cue band, DJ or designated emcee when the majority of guests have found their tables and the Bride and Groom are ready to be introduced
• Know the catering service’s schedule, and help ensure that guests are served at the appointed time
• Cue band/DJ, photographer, videographer and immediate family members when important events take place (i.e. first dance, parent dances, cake cutting, and toasts)
• Cue Father of the Bride, Best Man and Maid of Honor when they are about to be announced for toasts
• Distribute final payments and gratuities to vendors at the end of the night
• Prevent and fix any problems that may arise during the event
• Remain easily accessible through the entire event in case there are any details the Bride & Groom would like attended to
Post-Wedding Management...
Post-Wedding Management...
• Distribute any final payments or gratuities to vendors at the end of the night
• Distribute any sendoff items (sparklers, streamers, etc) and line up guests for the grand exit
• Pack up getaway vehicle with bride and groom's personal belongings
• Collect and pack up decor and gifts, ensure they are sent home with appropriate designated people
• Ensure that guests have their belongings and facilitate exiting of the facility by required time
• Ensure that appropriate clean-up is completed and that venue is left in appropriate condition