Monday, June 17, 2013

Why Hire a "day of" Event Coordinator?


Hiring a professional wedding coordinator to organize and manage details the day of your wedding can save your sanity and help to ensure that each and every detail is carried out.  
(FYI - There are very few professionals that offer true "day of" coordination.  Why?  Because it's like walking into traffic with a blind fold on.   In most cases "day of" coordination is actually "month of" coordination which may start anywhere from 4-5 weeks out.)
In a survey by SuperWedding.com and the International Institute of Weddings, 75% of married brides who did not use a wedding coordinator for their weddings said that based on their experiences, if they had to do it over again, they would hire a wedding coordinator to assist with the planning and be on hand to supervise the wedding day itself. 49% reported that if they could only change one thing about the entire wedding, this would be the thing they would do differently. 
Make It Count Because There Are No Do-Overs
Here’s the reality, there are no do-overs.  Once the day is gone it’s gone.  Too often, brides rely on family and friends to help carry out plans on the day of their wedding. By asking a friend or family member to take on this stressful task you’re taking away from their experience as a guest, and contrary to the bride’s on Bridezilla the last thing you want is for your guests and bridal court to feel like their part of your “event staff”.    
Your job is to enjoy the day and be in the moment.  Your coordinator is responsible for handling all of these details; they’re the main contact for all vendors/service providers (including working on your behalf with your venue), responsible for ensuring that your design details are executed, troubleshooting issues WHEN they arise, developing and overseeing your event timeline (which is critical because that’s the GPS for all your special moments), etc. 

What about my venue’s event coordinator?  Is that the same as a “day of” coordinator?
In most cases, the venue coordinator is the person that takes care of logistics for the venue, which is priceless.  But keep in mind, that’s generally as far as their services extend.  When you hire a "day of" coordinator, this person works for you.  Their overall goal is to ensure that everything goes off without a hitch (hence the need to come onboard at least a few weeks prior to your event).  They also ensure that desired customs/wishes are executed, they mediate disputes and/or issues, work with your different vendors to ensure and oversee a smooth installation and break-down, they create a formal and detailed timeline that becomes the blueprint for your event, and most importantly they ensure that all I’s are dotted and T’s are crossed!  I’ve witnessed more times than I’d like to count what happens when there’s no captain running the ENTIRE ship the day of the event.  Moments are missed, certain guests are forced to “help out” and the experience is only a fraction of what it could have been.  Remember, there are no do-overs.   

How much does "month of" coordination cost?
As with most things, this will vary.  It varies based on the size of the company, experience, years in the business, etc.  From our research in the DFW area the cost may range from $800 - $2000.  Many of your vendors may offer "day of" coordination as well, this includes caterers, florists, designers, linen companies, etc.  These particular vendors see first hand what happens when there is no one running the ship, so many have added this service to their offering to better support the needs of their client.  They may also provide you with a package discount.  For example, at Kennique, Kennique Linens' clients receive $200 off our "day of" coordination package.  If you're not currently working with a planner, you can learn more about our package at www.kenniqueevent.com

What should I look for if I want to hire a "month of" coordinator?
The person you hire should be someone that you're comfortable with.  Now of course, ask about their experience, ask for references and pictures of their work.  I'm big on formal training so get some information on classes they've taken or certifications received.  However, let me say this, a formal certification is not required for someone to be an excellent coordinator, nor does it guarantee that they'll be great to work with. 

If you're considering adding this as an additional service with one of your vendors (i.e. florists, caterer, linen company, etc.), check out their reviews.  What do their clients say about them?  Look for common themes that give you some insight as to what it would be like to work with them. 

Happy Planning!