Day-Of Wedding Coordinator

We manage your entire celebration for you

— from Pre-Production through Wrapping Up —

PRE-PRODUCTION

This agenda ensures everything is organized in the weeks leading up to your wedding

4-8 Weeks Prior

• Finalize Vendor Details:

  • Arrival times

  • Departure times

  • Setup needs

  • Breakdown needs

  • Payments 

  • Contracts

  • Contact information

• Primary Timeline:

  • Minute-by-minute schedule for the entire wedding day, from setup until final exit.

  • Distribute the final timeline to the wedding party and all vendors.

• Coordinate the Ceremony & Reception Layouts:

  • Review floor plans for both the ceremony and reception sites.

  • Ensure all necessary items (chairs, tables, specific décor placements) are accounted for.

• Conduct the Final Walkthrough:

  • Visit the venue(s) with the couple (and sometimes key vendors) to confirm logistics, power access, lighting, and placement of rentals.

• Manage Final Details & Logistics:

  • Confirm transportation and parking plans for the wedding party and guests.

  • Review the final guest count and seating chart.

  • Gather all day-of essential items from the couple (e.g., marriage license, rings, payment envelopes, emergency kit, favors, toasting flutes, guest book, etc.).

ON THE DAY

This agenda ensures the day unfolds effortlessly and gracefully

Event Set-Up

Your coordinator will arrive at the venue before vendors to confirm plans with venue management

• Vendor Management:

  • Be primary point of contact for all vendors arriving for setup.

  • Ensure all vendors arrive on time and have what they need.

• Ceremony Site Setup:

  • Oversee the placement of ceremony programs, reserved signs, unity items, and any special décor.

  • Coordinate with the officiant and musicians for final sound and timing checks.

• Reception Site Setup:

  • Coordinate with venue on overseeing table settings, centerpiece placement, and décor setup.

  • Place all personal items: favors, guest book, place cards, cake knife/server, and card box.

• Personal Management:

  • Check in with the couple and wedding party to ensure they are on schedule (hair/makeup, getting dressed).

  • Hold the marriage license and vendor payment envelopes until needed.

Ceremony

• Guest Management:

  • Coordinate with ushers and venue staff for guest arrival and seating.

  • Ensure guests are seated before the processional begins.

• Processional Coordination:

  • Line up the wedding party and family members in the correct order and time them for the music cues.

  • Signal the musicians or DJ and the wedding party to begin the ceremony.

• Post-Ceremony:

  • Direct guests to the cocktail hour location.

  • Gather the immediate family/wedding party for photos.

Reception

• Timeline Execution:

  • Ensure the catering team adheres to the dinner service timeline.

  • Work with the DJ/band to transition between key events: grand entrance, first dance, toasts, parent dances, cake cutting, personal rituals, open dance floor, etc

• Crisis & Detail Management:

  • Handle any unexpected issues (e.g., missing items, late guests, vendor problems) discreetly.

  • Manage the transportation of gifts/cards to a secure location.

  • Oversee the distribution of any final vendor payments/gratuities.

Wrap-Up

• Breakdown:

  • Ensure the couple has a smooth, timely exit with any sendoff rituals.

  • Oversee the breakdown process according to venue rules and hard-out time.

  • Gather all the couple's personal items, décor, and rentals for safe storage at venue or return with Wedding Party Member.

ADDITIONAL SERVICES AVAILABLE

Hair & Makeup  (Azra Red)

DJ's  (Mari +)

Live Bands  (Serena Ebony Miller +)

Staged Entertainment (SoHo Shakespeare Company)

Bartenders  (Fox & Flower)

— inquire for pricing (based on event size) —