Imagine this – you are 3 months away from your wedding day that you have been dreaming about since you were just a little girl. Everything has been carefully planned down to the last detail. As you get closer to the day you begin to worry. Did I miss anything? Who is going to have time to set everything up? What if people have questions and I am not there to answer them? These are just a few of the questions that crowd your brain space as you try to fall asleep each night.

What if I told you that hiring a day-of coordinator could rid you of all of those fears? We not only take care of executing your event the day of the wedding but we also come in for the last month or two of planning and make sure you are on the right track with final details. At In the Details we invite you to allow us to execute your carefully curated plans to that you can be fully present for one of the most special days of your life.

What is a day-of coordinator?

A day-of coordinator is someone who comes in during the last month or two of wedding planning to create a thorough timeline, communicate with your wedding vendors and flawlessly execute the day-of.

What is the difference between a day-of coordinator and a wedding planner?

A wedding planner is going to be with you from day one and will help you through every single step of planning while a wedding coordinator allows you to do the bulk of planning ahead of time. Then they help you in the final stages to button everything up and execute on the day-of.

What does the process look like before the wedding day?

Our process starts about 2 months prior to wedding day. We send over a timeline questionnaire for you to fill out prior to our timeline meeting. This will help your coordinator to create a detailed timeline draft before your meeting. At the meeting you will go through the timeline minute by minute and make adjustments as needed. We also have thorough lists of questions that will help make sure you have every box checked. During the meeting we create to do lists for ourselves and for you as we go so that once our meeting concludes we have a good way forward for that last month or so of planning. After the timeline meeting we will send your timeline out to all of your vendors (cc’ing you so that you can stay in the loop) and communication all final plans/questions to them. From here we gather any final details needed from your vendors, finalize the timeline, collect important day-of documents from you (decor list, seating chart, floor plan) and then it is go time! On the day of your wedding we arrive when the venue opens to start running the show and we are typically the last ones there at the end of the night.

What tasks do you take care of on the wedding day (this list among other things)?

Arrival with assistant(s) when venue opens 

Help family/friends unload decor from the cars

Emergency bag on hand for mini-emergencies that may arise 

Check in with bridal parties to ensure hair and makeup are running on schedule 

Deliver breakfast or lunch to bridal party

Run errands during the day (dependent on schedule and location)

Setup linens

Check all chair counts to ensure it matches the seating chart 

Setup all signage such as welcome signs, bar signs, seating chart displays, dessert labels, etc. 

Setup escort card table or place cards at guest seats 

Pass out ceremony programs

Setup and light all candles 

Greet vendors upon arrival, answer questions they may have (where to unload, where to set up, etc) and be there as a helping hand as needed

Clean up getting ready rooms after use 

Run errands as needed during setup

Line up family and bridal party for ceremony 

Que the processional 

Guide guests downstairs for cocktail hour

Help out with organizing family photos 

Be an extra set of hands during the room flip

Coordinate your grand entrance 

Make sure your cake table is prepared for your cake cutting (plate, napkin, knives and fork ready for you)

Communicate with DJ and anyone giving a speech 

Communicate with DJ and everyone involved in special dances 

Make sure your toss bouquet is ready 

Be the middleman btw bar service and client if anything needs to be added to the order or if there are minors drinking 

Put a chair on the dance floor for your garter toss

Any other unique events during dancing? We can help!

Replenish your dessert table as needed 

Pass out glow wands and other props on the dance floor at the proper time

Ensure all necessary announcements are made (dessert table open, transportation schedule, late night snack, etc)

Setup late night snack 

Pass out vendor tips 

Can you show us your typical setup list?

Linens (unless provided by venue or catering) 

Chargers 

Pre-folded napkins 

Welcome table (guest book, card box, signage, etc) 

Welcome Sign

Seating Chart 

Pass out ceremony programs 

Unity for ceremony 

Move ceremony florals to reception (within reason) 

Candles 

Table Numbers 

Menu cards 

Favors

Any decor rented from ITD 

Dessert table (includes platters, cutting utensils, other decor, plates/forks/napkins and replenishing) 

Special champagne flutes for B+G

Dance floor props (glow wands, sunglasses, etc) 

Late night snack (within reason) 

Exit items (sparklers, etc) 

Anything we setup we will also tear down!

What will our other vendors be in charge of setting up?

• Venue:
  • Tables
  • Chairs 
  • Chair covers
  • Chair pads 
• Catering:
  • Fold and setup napkins
  • Dinnerware
  • Hors devours 
  • Dinner buffet 
  • Cutting and serving sheet cakes
  • Dessert and late night snack (if applicable) 
• Baker:
  • Setup desserts on the dessert table 
• Florist: to setup all florals 
• Bar staff:
  • Champagne walls or any other drink displays 
  • Bussing tables
  • All glassware
• Rental company: must deliver. You can talk with your coordinator about what they can and cannot set up from rental companies. Most likely, if items are included in the above list your coordinator will be happy to set up those items! If you are renting tables, chairs, furniture, dinnerware or other large items this will need to be discussed and delegated to the proper vendor. 

In the end, the primary purpose of a day-of coordinator is to give you peace of mind and allow you (and your loved ones) to be fully present and actually enjoy the day! After years of dreaming, months of planning and lots of money spent – the last thing you want is for the day to go by in a blink and not be able to have really enjoyed yourself. Allow us to take the weight of running the event, dealing with mishaps and making sure everyone has a great time!