Mar 21, 2016 | Day-of Coordinating, wedding planning
Getting married in your back yard? I’ll work with you!
I was in an get-acquainted meeting with a couple who ended up hiring me recently and the groom mentioned that, before he met me, he had been opposed to hiring a day-of coordinator. When I asked him why, he said it was because he had a negative image of wedding planners and didn’t want one at his wedding.
I think I’ve run into this stereotype before: The wedding planner is bossy or unapproachable or a know-it-all or insistent on rigid etiquette or only has one way of doing things. I wouldn’t want someone like that at my wedding, either!
Fortunately for you, if you’re getting married, most wedding planners don’t fit that description. I certainly don’t. My job is to serve your vision of your wedding and make it happen. It’s important to me not to make any judgments about your choices. It’s your wedding; it’s going to be wonderful; and I want to help.
Jan 4, 2016 | Day-of Coordinating, Weddings
I am asked sometimes why anyone should hire a wedding planner or coordinator.
Beautiful wedding day. Photo by Magical Moments Photography.
After all, you can probably do all the planning yourself. With some time, a few organizational skills, and the ability to see the project through, you can plan your wedding by yourself. Of course, it is a large job that takes a lot of time and attention. Most people find the process momentarily frustrating. At the same time, it can be very rewarding. You might even find that it is a lot of fun. (Of course, if you can’t even think about doing all the planning yourself, I’d be happy to help you!)
On the other hand, when it comes to day-of wedding coordination, almost everyone needs someone to do the job. In the past when brides were typically younger, the mother of the bride often took care of the coordinating. Sometimes the Maid of Honor does all the work. These days, though, most couples want to allow their families and friends to enjoy the wedding day and not have to deal with the details.
Even if your wedding is simple and straightforward, if you hire a day-of coordinator, you are also hiring a professional consultant who can help you with the planning. It’s well known that a so-called Day-Of Coordinator is really a Month-Of Planner. When I am working with a couple, I tell them that once they hire me, they can call me or send me an e-mail any time if they need guidance or a vendor referral or just someone to bounce an idea off of. And that’s just a start. You have access to my extensive vendor list and all my experience in planning and coordinating. My true function is to make sure that the wedding goes smoothly, and that means that I start working toward that goal as soon as I am hired. If I can prevent costly mistakes or solve a problem months in advance, then I am doing my job as day-of coordinator.
Also, I have resources that you might not have. Especially if your wedding is non-traditional or if you want to make sure it is environmentally friendly, I have access to vendors and other resources that you might not know about.
Maybe you have been to a wedding and thought it all went so smoothly that there was no need for a coordinator. That is actually the highest compliment you can pay to a day-of wedding coordinator. From the point of view of the guests, it should all look effortless, and that means that someone has put all the details together into a beautiful wedding day.
Nov 16, 2015 | Day-of Coordinating, wedding planning
Who makes sure the gifts all go home with the couple? I do, of course! Photo by Peter Coombs.
A venue manager remarked to me recently how unusual it is that I always stay until the very end of every wedding. She said, “Most planners leave at 10:00.” I’ve heard that before, and I think it is a mistake.
It’s true that from the time the dance floor opens until the end of the party, there isn’t much for a planner or coordinator to do. In fact, that might be the first time all night that I sit down. But I always find that there is plenty to do once the DJ stops and the bar closes. Here are some of the things I do:
- Remove the decor elements.
- Pack up gifts and make sure they get into the correct car.
- Call cabs for guests.
- Sort out the unused wine, beer, and liquor and send it home with the proper person.
- Make sure the centerpieces leave the venue.
- Help keep rental and non-rental property separated.
- Clear out extra favors.
- Make sure the cake top goes home with the couple.
That’s just a small sampling of the things I always find to do at the end of the party. Very often, these are things that the couple has not thought of in advance, so to take a lot of the pressure off of them, I just take care of them.
Jul 13, 2015 | Day-of Coordinating
My goal is to make sure your guests are having a good time. Photo by Light on Life Images.
When I’m coordinating a wedding or party, I do a lot of things that are visible: I put out the place cards; oversee the decor (if there is no decorator); manage the processional; communicate with the DJ; and so on. But there is a whole category of things I do that no one ever sees, and those are perhaps the most important things I do.
The things you’ll never see or know about are things like these:
- If the air temperature is too cold or too hot, I find a building engineer and ask them to make the room more comfortable.
- Adjust the lighting when dancing starts.
- Help guests who have special needs or problems.
- Look for lost items.
- Call taxis for guests.
- Replace toilet paper in the bathrooms.
- Fix any problems that come up with the caterer or other vendors.
These are the non-glamorous parts of the job, but I consider them among the most important ones because they keep your guests happy.
Jun 1, 2015 | Day-of Coordinating, wedding planning
Let me sweat the details so you don’t have to. Courtesy of sprungphoto.com.
I’ve run this one before, but I think it is still helpful.
If you are planning a wedding, you are probably thinking about hiring a wedding planner or a day-of wedding coordinator. If you’re getting married this year and are not thinking about any such thing, may I recommend that you do so before the best planners get booked up for the busy summer and fall seasons?
It’s not difficult to hire a day-of coordinator. Once you have found a handful of prospects (by searching or asking friends or any method you like), it’s time to interview them. I recommend that you meet them in person before hiring. Sometimes this is impractical, of course. In that case, be sure to have a detailed telephone conversation before signing a contract. Some of the things you may want to consider are: the planner’s experience and expertise; the planner’s personality and how it fits with yours; the kinds of ideas she or he can bring to the table; the fee charged and what you will get for what you pay.
Sometimes the person with the lowest price is the best one for the job, but other times someone with a very low price may not offer as many important services as someone who charges a little more. Get enough information on the services included in the fee so that you can tell the difference. Find out what the price range is by asking several coordinators. You don’t have to hire the most expensive one, but you will probably find one in the middle of the price range who has all the characteristics you want.
Before you hire, get references. Call recent clients or e-mail them, and ask them questions about their experience with the coordinator. Ask them if they would recommend the person. Ask them if they think they got value for their money. Ask if there were any unresolved problems.
Finally, get a signed contract with the coordinator before paying anything. (This is actually good advice for hiring any vendor.) Don’t be intimidated by legalese in the contract. If there’s anything you don’t understand, ask to have it clarified. And only sign the contract once you are sure you understand everything and agree with it. It takes some work, but it is always worth while to have a good contract in place. It protects both parties.
And once you have hired a wedding coordinator, keep them informed of your decisions. If they ask for information, get it to them as soon as possible. They are looking out for your best interests and need to know what you want and what you are doing so they can take care of all the details while you are busy getting married and enjoying yourself.
May 11, 2015 | Day-of Coordinating
Remember that wedding I coordinated on short notice for the international couple? I have photos! Many thanks to Hughes Photography for the beautiful images. Click on the photo to go to the full gallery.
Photo by T & S Hughes Photography.
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