Coordinator

Selecting your wedding coordinator is the second step in planning your wedding. Hopefully that’s us! The wedding coordinator is there to ensure your special day runs as smoothly as possible

We offer day-of coordination as well as directing your rehearsal!

There are many vendors to coordinate, who will make sure they are all there on your special day (on time and ready to go? Who will line you and your wedding party up for your grand entrance? This is one of the most important choices you can make. Let us take the stress out of your special day! With over 400 weddings completed we would LOVE to take care of you! To see a full list of our services. click here.

$1,295 –  we’ll take care of all the details so you don’t have to worry about it! Your Wedding Coordinator is the liaison between you, your wedding party, and your vendors to ensure every piece is in place. Our rate includes organizing ceremony and reception including:

Basic Coordination

  • When does the first song or music begin?
  • Will you have a DJ or live music?
  • If you have a DJ, where will they be set up during the ceremony?
  • Who enters first to begin the wedding party?
  • Where does the bride’s mom sit?
  • Who walks the bride’s mom down the aisle?
  • When/where do the step-parents enter and sit?
  • When does each member of the wedding party enter?
  • Where does each member stand once they arrive at the front?
  • Where does the ring bearer stand?
  • Where does the flower girl stand?
  • Who is walking the bride down the aisle?
  • Where does the bride stop, to be “given away”?
  • How does the ring ceremony work?
  • How is a unity ceremony handled?
  • Presentation of the couple
  • Instructions for family and friends during final pictures at the end of the ceremony

Ceremony

  • Set up programs and other ceremony items i.e. guest book, unity candles, kiddush cups, wine or yarmulkes
  • Ensure that ushers/groomsmen arrive on time and are ready to pass out programs
  • Ensure that personal flowers i.e. flower girl bouquet and groomsmen boutonnières have arrived at ceremony location
  • Alert ushers/groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a “proper” usher
  • Ensure that ceremony musicians have arrived and direct them as to where to set up
  • Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will used to cue musicians
  • Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony
  • Communicate with bride and groom so that they know how much time remains before the start of the ceremony
  • 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 friends for after ceremony photos

Prior to Reception

  • Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer
  • Arrange escort cards
  • Make sure reception flowers/décor is set up according to flower order
  • Ensure that tent and lighting are set up properly and troubleshoot as needed
  • Meet with catering staff to confirm food timeline
  • Set up guest book and pen, champagne flutes, cake cutting utensils
  • Set up table numbers/names and menu cards
  • Set up amenities baskets, hand towels, candles etc. in bathrooms

Reception

  • Ensure proper flow of cocktail hour food
  • Look over dining tables and make sure they are set up properly
  • Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour
  • Help guests locate their escort cards and dining tables
  • Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance
  • Cue band when the majority of guests have found their tables and bride and groom are ready to be introduced
  • Cue band, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances
  • Cue best man and father of the bride when they are about to be announced for toasts
  • Alert catering staff to pour champagne just before the toasts
  • Be aware of timing of catering service and make sure people are served promptly
  • Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled by The Wedding Sitter at this time)
  • Prevent & fix any problems that may arise during your event
  • Remain easily accessible through the entire event in case there are any details you would like attended to
  • Set up favor table towards the end of the evening
  • Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night
  • Coordinate reception departure transportation