How To Work with a Wedding Day Coordinator

People contact us all the time asking if we do “day-of coordination.” It is something we hear so often, but when you think about it, I feel like that term is an oxymoron. Coordination of a wedding is so much more than just one day’s worth of work. There is so much that goes into organizing and coordinating a wedding that it would be impossible for us to come in on the event day and be able to produce a wedding to the high standards that we hold for ourselves.

What we offer instead, in limited circumstances through our lil' sis brand, Rebecca Rose Creative, is “event day management.” This is a service that allows us to meet with the bride and groom starting thirty days out from their wedding and create a comprehensive timeline, begin communication with all their vendors, and take over all logistics from that point on. The goal of this service is to allow our clients the opportunity to relax and enjoy the month before their wedding day. This is such an exciting time in a couple’s life, and too often it is filled with stress and unnecessary anxiety.

When you hire Rebecca Rose for event day management, we will join you on a walk-through of your venue, help create a timeline for your wedding weekend, and compile a collection of contracts for each of your vendors so you no longer have to keep up with them. We will have a meeting one month out from your wedding to go over all the logistics for your wedding weekend, then from there, we are here for any questions you may have leading up to your big day.

We will coordinate the ceremony for you, which means we will also be there for your rehearsal. We want to make sure you are not worried about any little detail and allow us to handle all the nitty gritty.

Now we get to the point of this blog post: how you can best prepare to work with an event day coordinator. Here are a few things that are helpful for us (and you!) as you lead up to working with us for event day management:

1)    Stay organized throughout the planning process. Make sure you keep all your notes and information in the same place, so when we meet with you a month before your wedding, you don’t have to go searching all over for that little post-it note that has your officiant’s number on it. Keep everything in a folder (whether physical or electronic) and update it as often as possible or as necessary.

2)    Hold onto every contract that you sign. Make sure you have it handy when we meet so we can reference it for any information we may need. We email our event day management clients about 45 days out with a form to fill out that allows you to electronically upload and send all your contracts to us. This has been found to be the easiest way for everyone to keep up with the files!

3)    Keep all vendor contact information handy. It is a great idea to keep it all in a note on your phone or in a place that you have access to often. We will get in touch with each of your vendors to coordinate the final logistics, and it makes it easy if everything is in one place.

So, if you are still trying to decide if you should hire Rebecca Rose for event day management, I would love to hear from you! Give us a call or get in touch via the form here. I can’t wait to hear from you!