1. Pre-Wedding Coordination (4 Weeks Before the Wedding)

- Initial Meeting: A detailed consultation to review your wedding plans, discuss your vision, and understand your priorities for the day.

- Vendor Review: Contacting all your vendors to confirm their responsibilities, arrival times, and logistics. This ensures everyone is on the same page.

- Timeline Creation: Developing a comprehensive timeline for the wedding day, including everything from vendor arrivals, ceremony start, and reception flow, to key moments like the first dance and cake cutting.

- Final Check-ins: Continuous communication leading up to the wedding, answering any last-minute questions and addressing any concerns.

2. Wedding Day Management

- On-Site Early Arrival: The coordinator arrives early to oversee setup and ensure everything aligns with your vision and the plan.

- Vendor Management: Acting as the point of contact for all vendors, confirming they arrive on time, set up as planned, and adhere to the day’s schedule. Troubleshooting any vendor issues that may arise.

- Setup Supervision: Overseeing the setup of the ceremony and reception spaces, including décor, flowers, seating arrangements, and table settings, ensuring everything looks perfect.

- Timeline Management: Ensuring that the day follows the planned timeline, from the ceremony start to the grand exit, coordinating with the couple, wedding party, and vendors to keep everything on track.

- Guest Assistance: Helping guests find their seats, directing them to the ceremony and reception areas, and assisting with any special requests or needs.

- Bridal Party Support: Providing assistance to the bridal party, ensuring they are where they need to be and have everything they need (bouquets, boutonnieres, etc.).

- Cueing Key Moments: Coordinating with the DJ, photographer, and officiant to cue important moments like the processional, vows, speeches, first dance, and cake cutting.

3. Ceremony Coordination

- Guest Seating: Coordinating the seating of guests, ensuring that VIPs (family, close friends) are seated in the correct areas.

- Bridal Party Line-Up: Ensuring the bridal party is in the correct order and ready for the processional.

- Processional and Recessional Management: Cueing the start of the processional, guiding the bride and bridal party down the aisle, and ensuring the recessional flows smoothly.

4. Reception Coordination

- Grand Entrance: Coordinating the grand entrance of the newlyweds and bridal party, ensuring it happens smoothly and in a timely manner.

- Flow of Events: Managing the reception schedule, including speeches, toasts, first dance, cake cutting, bouquet toss, and other key events.

- Vendor Coordination: Ensuring vendors like the caterer, DJ, and photographer are on track and ready for key moments, so nothing is missed.

- Problem Solving: Handling any issues that may arise (such as seating changes, timeline adjustments, or vendor-related problems), so you don’t have to worry about a thing.

5. Post-Ceremony and Reception Duties

- Transitioning Between Events: Helping guests move from the ceremony to the reception, and ensuring the transition between dinner, dancing, and other events goes smoothly.

- Handling Gifts and Personal Items: Collecting and securing wedding gifts, guestbook, and other personal items, ensuring they are safely packed away.

- End-of-Night Wrap-Up: Coordinating the couple’s grand exit, ensuring transportation is ready, and overseeing the breakdown of the event. Making sure vendors pack up properly, and all rented items (linens, décor, etc.) are returned.

6. Communication and Support

- Constant Availability: Being available throughout the day to answer questions, handle last-minute changes, and provide support to the couple and bridal party.

- Troubleshooting: Resolving any issues that arise—whether it’s a vendor running late, a seating mix-up, or an unexpected weather challenge—ensuring a stress-free day for the couple.