Day-of Wedding Coordinator
Events by Abby is designed for the couple who is prepared to plan their own wedding but knows that there is a lot to manage the day – of. From vendors to transportation, you want someone else to worry about those details so you can enjoy your big day.
Day-of Coordinating Package
(we really just have the one)
When you hire Events by Abby your day-of coordination package includes but is not limited to the following:
- Initial meet and greet which can take place whenever you’re ready to think about hiring your coordinator. We’ll touch base every so often after this, before in-person meetings begin again.
- 8 weeks prior to your wedding, please send all final contracts, timing and program details, and pertinent email communications with vendors. Your coordinator will review and start building out your timeline.
- 6-8 weeks prior to your wedding we will meet to review details, current contracts and add lots of detail to your master timeline. We will leave this meeting with a final to-do list. Following this email, you may start copying your event coordinator to final communications with vendors. This will help establish your coordinator as a part of the process with your vendors.
- 7-12 days prior to your wedding we’ll schedule a final meeting to review the outcome of that to-do list and put the final touches on your timeline.
- The week of your wedding your coordinator will be reaching out to vendors as their new point of contact. They will ensure everything is on track, send the final timeline and gather their day-of contact information as needed. For any questions that arise the week-of, it is our goal to compile them and send you one email instead of you receiving multiple emails from your vendors.
- On site at your rehearsal to help run things as needed with your officiant. Some churches and synagogues prefer to have their coordinators run the show so this it’s not always necessary to be in attendance at the actual rehearsal, but a coordinator can still be there the day-of to help manage your vendors like florists and transportation along with any other special details.
- At the rehearsal (or the week-of) we will gather any last minute items for the following day which could include: place cards, the unity candle, programs, flower girl baskets, ring bearer pillow, etc.
- Hours: Up to 12 hour of on-site time the day of your wedding.
- Vendor Management: Contact vendors throughout the morning to ensure everyone is on time. Manage vendors throughout the day as the main point person. Manage on site payments and gratuities (prefer these are given to me at rehearsal and I’ll manage the distribution the next day)
- Bridal Party: Bring lunch while everyone is getting ready, point person for bridal party and emergency needs, help to organize bridal party for photos, help your photographers to orchestrate a first look. (note: if you’re traveling to various locations for photos, your event coordinator will leave that in the hands of the photographer)
- Transportation: Gather driver information prior to the wedding day. Ensure transportation is on time, help gather guests and ensure all passengers are on board before departure. Point of contact with bus or trolley driver during their entire booked time.
- Ceremony: Get everything set and ready, help place DIY projects, DIY décor, unity candles or other ceremony items, etc. Run the ceremony as needed to get everyone down the aisle (this is based on ceremony location and officiant)
- Venue: On site at venue to ensure all is on time for when guests arrive. Set out place cards and favors, manage DIY projects, etc. Close out the event per the venue’s specifications.
- Overall timeline: Keep timeline on track, manage changes, work with band or DJ and anyone giving speeches, words of welcome, organizing first dance, father/daughter dance etc.
- End of Night Tasks: Ensure guests have cabs, gifts and cards are brought to the appropriate car or final destination, make sure any personal belongings aren’t left behind, etc.
There’s too much to do!
- Sometimes as we working through the details we discover that based on your timeline or number of DIY projects, you’ll need a coordinator in more than one place at the same time or a second set of hands for a few hours. In this case, we recommend adding a second coordinator on site the day of your wedding.
- $300 for up to 4 hours, $50 for each additional hour