Day-of Details

Pre-Ceremony

At Clients “Getting Ready” Location:

  • Facilitate on-time arrival of hair and make-up stylists 

  • Coordinate hair and make-up schedule with bridal party and stylists and ensure that "beautifying" is completed in a timely fashion

  • Coordinate any food deliveries and set up and clear all meals

  • Make sure personal flowers i.e. bouquet, attendant's flowers and father’s boutonnière arrive on time

  • Blot personal flowers with paper towels and distribute to wedding party

  • Make sure photographer arrives on time and has a “must shoot” list

  • Gather Client, attendants and immediate family for photos

  • Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony

  • Assist client with putting on her wedding attire

  • Maintain Day by Design Wedding + Events Wedding Emergency Kit (just in case)

    • Kit Includes such items as stain sticks, hairspray, safety pins, a sewing kit, scissors, Static Guard, deodorant, straws, Band-Aids, snacks, zip ties, painkillers and many other things you may need on the wedding day

  • Communicate with honour attendant to make sure groom is getting dressed and on-time

  • Make wedding party aware of any last minute details

  • Communicate with honour attendants while wedding party is on the way to the ceremony location

     

Ceremony

  • Set up programs and other ceremony items i.e. guest book, unity candles, etc.

  • Ensure that attendants arrive on time and are ready to pass out programs

  • Ensure that personal flowers i.e. flower girl bouquet and attendants boutonnières have arrived at ceremony location

  • Alert attendants as to when to begin escorting guests to their seats

  • Confirm that all VIP (Parents, Grandparents etc.) have arrived

  • 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

  • Act as a liaison with the ceremony officiator 

  • Communicate with couple so that they know how much time remains before the start of the ceremony

  • Handle any emergencies that may arise 

  • Line up the wedding party for their entrances down the aisle

  • Cue ceremony musicians when wedding party is ready to begin processional

  • Gather family and friends for after ceremony photos

  • Provide Couple, attendants and VIP with refreshments prior to moving on

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 

  • Audit the room set-up to ensure it reflects the couples vision and the floor plan

  • Set up table numbers/names and menu cards

  • Set up amenities baskets, hand towels, candles etc. in bathrooms 

Reception

  • Greet guests and direct them to cocktail space

  • 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 couple for dinner at the end of cocktail hour

  • Help guests locate their escort cards and dining tables

  • Locate couple and cue them for their introduction and first dance

  • Cue band/DJ when the majority of guests have found their tables and couple are ready to be introduced

  • Cue band/DJ, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances

  • Cue honour attendants and parents of the couple when they are about to be announced for 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 

  • 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 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

…and there’s more, there’s always more.