What Does On The Day Co-Ordination Really Mean?
This is one of the most common questions I get asked by couples before they book this service so I thought it was the perfect blog to start with, especially as this package is a popular one.
I hear a lot of couples say to me “We’re pretty organised, we just need someone on the day to make sure it all happens the way we envision and everything runs to time.” And whilst that is the essence of on the day co-ordination, it is also SO much more than simply turning up with a timeline and I will break this down as much as possible.
Whilst working as a wedding planner, I have co-ordinated many different weddings and other events and no two days have ever been the same, however the goal always is. You get to be fully present, while I quietly run the show behind the scenes.
1. Whilst it is called on the day co-ordination, it actually starts weeks before
I usually step in around a month before your event date. This gives me time to review all of your supplier bookings, your timelines and the things that are most important to you on your day. I will make sure your event pack is completed with every single detail and identify if I see any issues with timings or supplier queries. We will have a verydetailed call in the week or two before the event to make sure we are all on the same page with the running order of the day, and note any special attention points or requests.
2. On the day, I am there early
While you are having your hair done, sipping prosecco or having a moment with your bridesmaids, I am already there and taking care of every single detail for set up such as:
Making sure all the tables and chairs are laid correctly
Making sure all name cards are placed where they need to be
Adding any other personal décor touches you have requested
Checking in with all suppliers as they arrive to ensure they know where they are going and understand the running order of the day
Checking in on you and your immediate families to accommodate any requests (and most importantly making sure you are fed and hydrated)
The list really could go on but the fact is this ensures you are not having to worry about ANY of this on the morning of your big day (or having to ask family or friends to worry). We will always do a final check of the rooms before the event starts and remove any rubbish on the floor, ask suppliers to hide any big items they have, checking chairs look lined up and check the lighting matches the vibe. Basically, making sure when guests enter it is a WOW factor.
3. I look after you and your people
In my opinion, your guests should be celebrating the day and not needing to run around to accommodate requests and manage set up. I will make sure guests are guided as to where they need to go, call out any photo lists and make sure guests are ready for this, liaise with the DJ/entertainment to cue any songs, organise confetti and check on supplier needs. The list could go on.
4. I handle the unexpected
You can plan and plan and plan and I will tell you NO wedding day is every 100% fully predictable. The weather can change, guests could take a wrong turning on the way here, there could be an outfit malfunction, children might need distracting.
This is EXACTLY why you have a co-ordinator. For example, say you are running behind slightly on the timings for the day if a family member has been late or hair and make up has taken a little longer. A good co-ordinator will understand that all suppliers and any key family and friends will need updating asap, the itinerary will need to be looked at to see where a plan B can be made to save time elsewhere and most importantly, we will make sure guests are comfortable and not impacted or aware of this behind the scenes. On the face of it everything will still run as smoothly as possible. If you do not have a co-ordinator, there is no one assigned to be doing all of these things and things can easily spiral if communication isn’t managed.
5. The biggest takeaway to end on
Hire a co-ordinator! I will be biased and say hire Planned by Ash but honestly, hire a good co-ordinator and I promise you it will be the best thing you did for your big day.