It is the start of a new year and hundreds of newly engaged couples will begin thinking about a date and plans for the "big day"! Perhaps you have thought about hiring a Wedding Planner/Coordinator and perhaps you are wondering what role a Wedding Planner will play on the wedding day once all the preparations have been made and plans are finally set in motion. What the heck does a Day-of Coordinator do anyway?
Well, in answer to your question, here is a behind the scenes look at a wedding I coordinated this fall north of Barrie, Ontario. My clients had a DIY wedding that almost didn't happen thanks to a change in ownership of the venue and a Fire Marshal visit that shut down the reception location 48 hours before the wedding. Thanks to Mother Nature, the hard work of family/friends and "yours truly", the Wedding Coordinator, the wedding went off without a hitch and turned out to be beautiful!
Hold on to your hats! Here is a day in the life of a Wedding Coordinator:
At 9:00am I am on location with my assistant dressed to match the "country" theme as requested by my clients. With a lot to accomplish and not a moment to spare, we begin decor set up right away. After a last minute decision to relocate the reception outdoors on this windy autumn day, we had to wipe down all the tables as they were soaked with morning dew. Luckily, I accounted for this in the modified itinerary, so we were able to work around it. Our next challenge was bringing all the rented items (plates, glassware, etc.) down from the upper level of the barn. We recruit help from willing family members.
Guest tables dressed, centerpieces and table numbers placed.
With my emergency kit on my person at all times I am ready to grab an extra pin for a stubborn bout, or anything else I need quickly.
My clipboard with all my required paperwork serves as my "Bible" for the day. I consult it regularly to ensure things are running on time and as scheduled.
Checking the time and awaiting the arrival of the Catering staff, Band and Photographer. Next order of business - locate a missing Groomsman!
Instructing the Bride on how I will lead her over to her Groom (without being seen) and into position for their "first look" photo moment. Because my clients chose to do bridal party shots prior to the ceremony, this is a great way for the Bride and Groom to preserve the first moment they see each other.
The Groom waits at the top of the barn's balcony with his back to us as I guide my Bride (with eyes closed) to stand next to him.
Putting my Bride & Groom into position so they can, first, reach out to join hands, then turn to see each other for the first time on their special day.
Witnessing the "first look" is one of my favorite moments of a wedding day and makes my job completely worth all of my efforts!
Gathering the lovely Bridesmaids and Maid of Honour for bridal party photos.
Communicating with my photographer to ensure that we are on the same page and running on schedule. My relationship with the other wedding vendors can make, or break the flow of the wedding day. The very talented, Trey Stanway, of Trefotos was a dream to work with!
Once the band is set up, audio for the ceremony has been checked and I have sorted out where to park the Catering truck everything is ready to go. I Check in with the Officiant, Reverend Stephen Ongo, from Your Special Day upon his arrival. Even he is dressed in theme!
It's showtime!! Getting the bridal party into starting positions for the ceremony. Making sure they look good, get rid of gum, and instruct the ladies how to hold their bouquets. I que each couple for their walk down the aisle to "All Your Life" by The Band Perry.
Slight adjustment to my Bride before her blissful journey down the aisle. I remind her to roll her shoulders back, breath, take her time, and enjoy every moment!
This is another one of those moments that make it all worth while.
A few moments to rest and enjoy the beautiful ceremony before the reception begins.
Checking in with the Photographer to ensure family photos run quickly and smoothly. Time is of the essence.
Dressing the head table with the bouquets is a great way to show them off and an easy way to add colour to the table.
This is my final task before the dinner reception begins. I will ensure
the meal is prepared and served as requested...hot. I will que the
bridal party for speeches, ensure the MC is on script and on schedule,
and remind the photographer of any special moments that need to be
captured.My day is over, only after the first dance has been completed, the late night station is set up and the happy couple are ready to dance the night away with their guests, worry-free. That is the moment when I can breath a huge sigh of relief. Regardless of what challenges may have been presented throughout the course of the day, I have done everything within my power to ensure that my Bride and Groom enjoyed the best wedding day imaginable. After all...what they don't know won't hurt them for the night. Everything can be disclosed and laughed about the next day. For now, cheers to happily ever after!
All photos used in this blog post are property of ClassicNorth Events. Visit the website to see professional images of this and other weddings & events.
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