What does a "Day Of" Coordinator do?

You have to sometimes wonder what could possibly come up during your wedding day to justify the hiring of a wedding planner.  These are just a few and without a planner, some of them could have turned into minor catastrophes.

·       Purchasing sheet cakes for backup wedding cake when, after cutting, it was realized they were short almost 100 pieces of cake

·       Pinning and sewing torn dresses, straps and even shoe buckles

·       Giving directions to reception site to lost vendors

·       Quickly moving indoor ceremony, outdoors due to rain and then with only 20 minutes to spare, moving ceremony BACK outside at bride’s request

·       Reviewing setup to find that certain tables were missing chairs, silverware and napkins BEFORE any guest noticed

·       Setup of “Kid’s Area” for children who attended the reception and became bored with the long process of a 6 course meal

·       Setting up DVD/TV player for a surprise video provided by sister of bride, who forgot to mention to anyone that she wanted this viewed at the reception

·       Locating last minute seating for elderly parent who realizes they are unable to stand for entire service

·       Speeding up slow service and organizing an unorganized staff at reception site

·       Curl and up do of bride’s hair when salon was unable to create the look she had wanted (I'm not a hairstylist, I am only to be utilized in emergencies.)

·       Placing wood pieces underneath food tables when (because of excessive mud and weight of food) the tables began to sink into ground

·       Guiding lost and or slightly intoxicated guests to the site, back to their seat or to a cab (without anyone noticing, including said guest)

·       Last minute call to Limo Company who had provided wrong vehicle and wrong driver

·       Waiting at the hotel to escort 2 sets of great grandparents to transportation to the ceremony as well as the reception (after all other transportation methods had left and were unavailable)

·       Removing of an intoxicated/disruptive guests without any type of disruption the Bride or Groom (yes, this is a different example beyond the assistance with slightly intoxicated guest)

·       Purchasing specific bread (alcohol, napkins, dessert, appetizer) that Bride/Groom had requested that was found to be not available at the reception site

·       Pinning down table linens when an unexpected wind storm occurred (wind was strong enough that linens were blowing off, as well as centerpieces, which were then breaking.)   

·       Arriving at site to find set up/linen colors wrong and then fixing the entire site before bride, groom OR guests noticed

·       Organizing last minute song lists for wedding when groom “forgot” to handle (you'd be surprised how often the groom "forgets" to do things for the wedding)

·       Delivery of special items to bride/groom and placement of surprise/secret items and gifts for some of the special people involve

·       Calming jittery brides, grooms, family members (this happens every single time)

 The Wedding Lady recommends you make a consultation appointment with any of the following coordinators working in Northern California.

An Occasion to Remember  (530) 589-5900   

JKiendra Productions  (206) 617-2243 

Your Perfect Day  (530) 521-7539   

Wedding Coordinators --- Why do we need them?

From the time I got married almost 46 years ago, weddings and their wedding planning have changed so much. Read what now-a-days a competent wedding coordinator do for you, besides saving money and keeping your family sane.

"Why do we need a wedding coordinator?  My mother did not have one, we can handle it," you might say. Before you make your final decision, please compare your mother's wedding with yours: did your mother and grandmother work during the planning stage? Did they have the same guest count? Did they spend the same amount of money? Were there as many vendors to choose from? Did they have to deal with vendor contracts, complicated logistics, and extra details? Let's face it, if you want the perfect wedding, you need a coordinator; if you don't have one, you, your parents, or your friends will be exhausted before the wedding day arrives.

Hiring an event coordinator is a great way to save time, energy, and—often—money because you avoid making costly mistakes. Many offer varying degrees of service, from simply finding the right vendors for you to creating a realistic budget, to coordinating the month prior to the wedding, to hand holding from start to finish. Wedding coordinators know where to save money in a most sensible way.

Good coordinators have only your best interests in mind. They will help you work within your budget while realizing your visions for the wedding. They are aware of current prices in all areas and will make sure you are not overcharged. They will assist you in selecting the best professionals to fit your style, review all contracts, and make sure that expectations are met and contracted terms are honored.



Among all the professionals serving the event industry, the wedding planners may have seen the greatest amount of change in their work. The brides that became coordinators right after planning their own weddings have been replaced by highly trained professionals. A good wedding coordinator can serve as a family counselor for brides and their mothers. BRO event coordinators have extensive training in all aspects of event planning. They belong to professional organizations and continue to attend educational seminars. A few have apprenticed with established coordinators, but most have taken courses and are certified by the leading training programs in our area.

Today's coordinators see themselves as facilitators who work together with all the other event professionals. Only when everybody works together as a team can a flawless event be guaranteed.

 The term "Day-Of" coordinator is a misnomer. Today, most professional coordinators require that they come in at least a month prior to the wedding to help finalize all the details prior to the wedding day. It is virtually impossible to hire a coordinator to come in a few days before the wedding and expect them to do a flawless and remarkable job handling all the details on the wedding day. When a coordinator comes in towards the end of the planning process, she/he still needs to spend a significant amount of time reviewing contracts, understanding your vision and expectations, reviewing timelines, conducting walk-throughs, and corresponding with vendors about final details. Thus, the fee associated with such extensive work can be more than you expect, but it is well worth it. Everyone could benefit from having someone on the wedding day who is unemotionally attached, who has the experience and expertise to run the event smoothly, who is calm and clear-minded, and who is detailed-oriented. Responsible coordinators don't hope for the best; they plan well.

Some people wonder why they have to pay the coordinators; don't they get paid by the other professionals? Think about it! Shouldn't they work for you? If they rely on being paid by the vendors, they may want to recommend those who will pay them the most and not the ones who will serve you best. Also, it is possible that a conflict of interest can arise if the client's wishes do not coincide with the vendor's plans.

Here is an example I heard some time ago: A coordinator accompanied his clients to a tasting in a hotel. It turned out that the price quoted during the tasting differed quite a bit from the one that later appeared on the contract. The coordinator made sure the clients were properly billed and saved them money on their food charges. 



Even with the best preparation and planning, accidents still can happen during a wedding. Lost keys, wrong rentals, late deliveries, or other mishaps do take place. If you hire an event coordinator, chances are you never will know about such mishaps because your "angel" has taken care of it all.




For all that you are spending on your wedding, it makes sense to hire a professional coordinator to guide you through the process. Whatever plan you choose, the event coordinator will give you the peace of mind to allow you to enjoy the day itself. Coordinators are experts at creating that perfect wedding day that you have envisioned for so long!

For professional Northern California event coordinators, visit www.WeddingsNorthValley.com. Each of our coordinators have been recommended by brides and other wedding professionals

If you have a story about working with a fabulous wedding coordinator, please send it to me.