WeddingImage

So you want to get married...

Alegre Concierge offers wedding planning services from assistance with planning the entire wedding to helping with bits and pieces such as transportation or a farewell brunch the day after.

One of the most requested services is for Day-of-Wedding-Coordination. Below gives a guideline of what to expect. Here is what one couple has to say…

“Susan was instrumental in day-of coordination for our wedding. Confident, calm, and organized—Susan was key to making our day seamless and stress-free. On our wedding, we felt at ease and able to enjoy in the festivities and soak in the special moments without having any last-minute “planning” anxieties.

Undoubtedly the absolute best investment in our wedding planning. Every bride needs to have a day-of coordinator—its as important as your wedding dress.

We highly recommend her!”

– Jena & Nigel Braun

What is a Day-Of Coordinator?

You want to have fun planning the wedding of your dreams. You have all your favorite things in mind and lots of ideas. You even know who you want from caterer and music to flowers and officiant. All you need is someone to take all your careful planning and put it together so you can enjoy your own wedding day!

On your wedding day, the main role of a Day-Of Coordinator is to ensure that your plans are carried out smoothly and to discretely handle any problems that may arise. They are the liaison with the venue, catering manager, decorators, florist, entertainment, photographer and parents. They pull the pieces of the puzzle together.

With a capable Day-Of Coordinator watching over the details of the day, you can enjoy all the special moments with your family and friends without stressing. Not only should you want to relax on your wedding day, those closest to you should as well!

1 – 2 Months Prior to Wedding Day

  • Meet with Bride and Groom to create a wedding day timeline
  • Review all details and logistics planned for the wedding day
  • Review any arrangements the couple has previously made with vendors, and update timeline accordingly
  • Provide etiquette advice
  • Help create a wedding day emergency kit

Rehearsal + Rehearsal Dinner Management

  • Work with wedding officiator to choreograph wedding ceremony, processional and recessional (unless otherwise done so by Ceremony venue personnel)
  • Remind wedding party of where they need to be the following day, and at what time
  • Setup and manage Rehearsal Dinner
  • Transport any necessary décor items from the Rehearsal Dinner to the Reception location for overnight storing

Pre-Ceremony

  • Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up their equipment
  • Coordinate any pre-wedding meal deliveries and clean up
  • Ensure all flowers arrive on time and distribute to wedding party
  • Confirm photographer and videographer arrive on time, and are aware of the day’s timeline
  • Communicate any last minute details to the wedding party

Ceremony Management

  • Ensure florist has delivered and set up all Ceremony floral arrangements
  • Ensure that personal flowers i.e. Groom and Groomsmen Boutonnieres, Flower Girl bouquet and attendant corsages have arrived
  • Distribute all flowers to remaining bridal party and family members
  • Set up programs and other Ceremony items i.e. guest book, unity candles, and send off items
  • Ensure that Ceremony musicians have arrived and direct them as to where to set up
  • Ensure that Ushers/Groomsmen arrive on time and are ready to escort guests
  • Ensure designated attendants arrive on time and are ready to pass out programs and assist with the guest book
  • Alert Ushers/Groomsmen as to when to begin escorting guests to their seats
  • Coordinate with the Ceremony officiator to determine signals or cues that will begin the Ceremony
  • Communicate a ‘Countdown to I Do’ with the wedding party members as the day progresses
  • Handle any emergencies that may arise
  • Line up the bridal party for their entrances down the aisle
  • Cue Ceremony musicians when bridal party is ready to begin processional
  • Gather family and bridal party for photos after the Ceremony
  • Transport items from the Ceremony location to the Reception venue and store any items not needed at the Reception

Prior to Reception

  • Greet vendors and instruct them as to where to set up (i.e. band/DJ, florist, baker and caterer)
  • Make sure band, DJ or designated emcee can correctly pronounce the wedding party’s names (and in the right order) for the introductions
  • Make sure Cocktail Hour and Reception décor is set up according to plan
  • Make sure all flowers are set up according to floral order
  • Make sure reception décor is set up according to plan
  • Meet with catering staff to confirm food timeline
  • Set up guest book, cake cutting utensils, and champagne flutes
  • Set up table numbers and menu cards
  • Set up any amenities baskets in guest restrooms
  • Set up favor table or place favors at individual seats
  • Assist catering and/or venue staff with remaining setup needs
  • Look over guest tables and head table to confirm they are set up properly
  • Review final set up before guest arrival

Reception Management

  • Ensure proper flow of Cocktail Hour food and drinks
  • Encourage guests to take their seats at the appropriate time
  • Help guests locate their escort cards and dining tables
  • Locate Bride, Groom and wedding party and instruct them to stay to the side of main dining room until they receive cue for their introduction
  • Cue band, DJ or designated emcee when the majority of guests have found their tables and Bride and Groom are ready to be introduced
  • Cue band/DJ, photographer, videographer and immediate family members of the Bride and Groom when important events take place at reception (i.e. first dance, parent dances, cake cutting, and toasts)
  • Cue Father of the Bride, Best Man and Maid of Honor when they are about to be announced for toasts
  • Know the catering service’s schedule, and help ensure that guests are served at the appointed time
  • Distribute final payments/gratuities to vendors at the end of the night
  • Prevent and fix any problems that may arise during the event
  • Remain easily accessible through the entire event in case there are any details the Bride & Groom would like attended to
  • Collect gifts and personal décor items and ensure they reach the designated family member, room and/or vehicle
  • Coordinate Reception departure transportation and/or send off

Post-Wedding Brunch – Optional

  • Assist in the planning of Post-Wedding Brunch, if desired
  • Coordinate food and beverage logistics
  • Help with setup of décor and/or floral items
  • Prevent and fix any problems that may arise during the event
  • Facilitate on-time arrival or delivery of outside catering
  • Ensure proper clean up

Additional Services

  • Vendor recommendation and referrals
  • Vendor negotiation and contract review
  • Transportation arrangement and coordination
  • Accommodation of lodging for out-of-town guests
  • Assistance with planning of budget, style, color scheme and wedding theme
  • Note: You are able to purchase “block time” for these services, exact rates for block time is negotiable and correlate with specific services requested