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Day Of Coordination

Magical Moments

During Planning Process
  • Planning starts FOUR to SIX WEEKS prior to BIG DAY 

  •  1 hour consultation required to discuss planning details already made and any that may have been forgotten

  • Meet with bride to sign agreement for wedding services

  • Obtain a vendor list and all signed contracts from client for services being provided at the wedding ceremony and reception

  • Provide assistance with bridal shower (month of only)

  • 3 in-person meetings in total

  • Meet with bride & selected decor vendor to review rental items, guest table decor, styling of centerpieces and misc. decor

  • Meet with bride 4 weeks prior to the wedding to develop a timeline for the wedding day.

  • Unlimited calls, texts and emails between 9AM - 7PM throughout your planning process.

Leading up to Wedding
  • One walk-through at ceremony and reception site to discuss details & item location

  • Create day of floor plan

  • Produce a detailed wedding day timeline and distribute to all vendors

  • Contact ceremony site to review wedding day timeline

  • Contact all vendors 3 weeks prior to the wedding to confirm all set up times.

  • Review all ceremony site guidelines with participating vendors

  • Review seating chart for ceremony and reception

Ceremony Rehearsal

Coordination of the wedding rehearsal up to one hour

Collection of special wedding day items from bride (marriage license, guest book, pictures, toasting flutes, favors, candles, programs,  place cards, cake knife, etc.)

Make sure all members of wedding party know arrival times & locations for event

The Wedding Day
  • Includes 8 hours of Coordination

  • Assist bride, groom, and bridal party with any needs day of wedding

  • Coordinate with all wedding day vendors (greet, setup, etc.); act as liaison between vendors, family members, and wedding party

  • Review serving details with Catering Manager

  • Review the timeline with the Band or DJ

  • Supervise all setup details and vendors at ceremony & reception sites

  • Make sure that ceremony & reception sites are set up according to floor plan

  • Set up all décor not handled by a specific vendor (does not include tying chair sashes)

  • Behind the scene event management and troubleshooting

  • Assist members of the bridal party with wedding day duties, potential wardrobe issues, and any pertinent requests as they arise

  • Distribute bouquets and boutonnieres to wedding party; assist with attachment to wardrobe

  • Verify ceremonial items & wedding rings are present and in correct locations/with correct bearers

  • Direct ushers with programs and seating distribution

  • Greet and direct guests upon their arrival

  • Line up and cue wedding party for ceremony and Grand Entrance for reception

  • Make sure that the bride and groom are transported to the reception site from the ceremony site.

  • Arrange for refreshments for couple upon arrival to reception

  • Verify Marriage license is signed by officiant

  • Bustle wedding gown

  • Collect any gifts given at ceremony and deliver to reception site or desired person

  • Make sure that flowers are transported to the reception site.

  • Make sure that the parents of both bride and groom are taken care of during the reception.

  • Assist band or DJ in coordinating special events (e.g., grand entrance, bouquet toss, first dance, etc.)

  • Cue bride and groom for all important events

  • Supervise the packing up of the top layer of cake and cake topper.

  • Maintain and coordinate timeline for all events during reception

  • Ensure things are going smoothly with banquet staff

  • Distribute your final payments and gratuities to vendors as needed

  • Distribute items for grand exit.

  • Coordinate a basket “to go” for the bride and groom at the end of the reception if allowed by reception site.

  • Make sure that all gifts and personal items are distributed to the appropriate people.

  • Gather all personal décor items and give to designated person for next day drop-off

  • Coordinate breakdown of the event

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