"... and you do what?": Part II - The Truth about "Day of" Coordination

Did you comment on our last post?  My earlier post, "...and you do what" Part I, was the introduction to this short four part series about Planning Profession's Titles, Roles and some of the misunderstanding (and confusion) that may come from different services.  Today I wanted to chat a little about the assumptions (and well, down right myths) about the term and title "Day of" Coordinator.  The general thought of many is, "I'm going to do all the planning myself so I just need a 'day of person', you know, someone for a few hours (maybe 2 or 3)... that's all."

And in theory that sounds good but let's take a few minutes and really think about what you are saying.   For 9, 12 maybe even 14 months (or more) you have read dozens of Websites and Blogs, poured over page after page of Wedding Magazines, pound the pavement at Bridal Shows - researching and compiling (probably in an elaborate binder full of) notes, pictures, print outs, clippings, swatches, brochures, flyers, business cards, calendars, check lists, contracts, receipts, and so on.  You have spent literally hundreds of hours after work, before work, during lunch breaks (and let's be honest probably during work), between school, friends, family/kids, and other personal responsibilities making calls, surfing the net, writing emails, scheduling appointments, completing projects and tackling the dozens of details in planning a wedding.  You've spent time trying to find just the right ideas and items to reflect you, your personalities, your likes and even dislikes.

From budget management to seating charts and RSVPs, you have worked hard to put together a vision for your wedding.  It's really hard to imagine someone (even a professional) who would swoop in for only 3 to 8 hours at the last minute and execute your plan with no prior preparation.   Perhaps we should think of it this way, you've spent months and months (and months) creating your personal wedding plan and vision... it's your baby.   You've spent 9 months (give or take) growing it from a few lovely ideas into what should be a fully developed plan and when the time comes to deliver it do you just show up at the hospital and expect someone to know all of your history, vision, wants, needs, preferences, anticipate your wishes in case something goes wrong (which is one of the primary reasons for having a Pro), etc.?  Most people would not feel comfortable with that.  They would like their own doctor or someone they feel knows them and how they would like things to go to take responsibility for the big moment.  More importantly, they would like someone who would review the process with them beforehand.  Double checking to make sure nothing was missed... that all the "t"s are crossed, all the "i"s are dotted and who will make sure they have all the information they will need to make everything is a success.

"But my venue already has a Coordinator, why should I hire someone else?" This is another thought that sounds good at first.  After all, we adore Venue Pros!  These Professionals work extremely hard to be a fantastic liaison between the Venue itself, the Bride & Groom and the Vendors.  In fact, our own policy this is their (the Venue's) "house" and we (as Vendors) are only visiting - we communicate with them to make sure that we leave their "home" as we found it.  And while most venues have some type of Coordinator on staff they are usually responsible for "Internal Coordination", that is, handling their business - coordinating their own facility, site set-up, maintenance issues and staffing requirements (including wait staff service if the venue is providing catering), and any specific vendor needs from the facility such as loading and storage requirements.  They are not necessarily responsible for coordinating all of the Vendors, managing the entire Wedding Party's itinerary, or solving issues... in other words "External Coordination".  Rentals delivered to the wrong location?  Limo running late?  Last minute change and the Florist isn't sure where to deliver the boutonnieres?  Photographer gets into an accident?  The Facilities Coordinator is usually not the one who takes the call.  They are not the one who works with the Vendors to keep everything moving seamlessly behind the scenes so the Bride and Groom aren't even aware of issues... but your "Day of Coordinator" (and their team) does.

The truth is some Professional Coordinators are no longer calling this service "Day of" and are referring to it as what it really is... "Month of" service.  Prior to the "day of" your Coordinator may have to putting in up to 25 hours of reviews, confirmations, scheduling, and other preparation work for the "Big Day".  Often we find a lot of gaps that the Bride & Groom were simply not aware of or may have missed.  These details may range from forgetting to address guest parking issues to (in one Bride's case) literally not having an Officiant booked days before the wedding.  Most Professionals find it simply irresponsible to Coordinate a wedding without some type of preliminary consulting, review, and prep work.  In other words, although it seems like most of the "work" a Coordinator does is primarily on the "day of" and the Bride is actually heading the pre-project conceptualizing and the "Day of  Coordinator" is verifying and refining the plan to ensure all the elements are in place and ready for their execution.

So, what does a "Day of Coordinator" do and is it what you actually need?

Although "Day of Coordinating" service may generally vary from Coordinator to Coordinator you would typically expect the following "Does & Don'ts" from a "Day of" Service Professional.

What a Day of Coordinator "Does":

• Meets with Bride (Groom, Client) 4 to 6 weeks prior for Planning review
• Typically provides up to 25 hours of Pre-wedding Planning 
• Reviews Vendor Contracts and makes suggestion on missed services or details
• Contacts and confirms service/product logistic plans with Vendors
• Creates, presents and/or reviews Itineraries (and possible floor plans).
• Final site walk-through (ceremony and reception site)
• Typically (but not always) has at least one Assistant - depending on event size
• Manages the rehearsal
• Manages production of the wedding day

What a Day of Coordinator "Doesn't Do":

• May not offer planning process advice and some may not provide Vendor referrals
• May not provide assistance with managing the event budget
• May not schedule or attend Vendors Meetings (including Tastings)
• May not assist with special Guest Services (ex: Booking Accommodations)
• May not assist with RSVPs or Seating Charts 
• May not assist with pre-wedding event planning/coordinating (ie: Bridal Shower, Bridesmaid's Luncheon, Rehearsal Dinner) 
• May not assist in post-wedding events (example: "Next Day" Family Brunch)

Up next, I'll be chatting about Partial vs Full-Services Planners.