By Daniela Grafman, Vision Event Co
Booking your venue and vendors is only part of the event planning process. Coordinating the logistics and directing the execution of those details are what truly make your vision a reality. Having a day-of coordinator allows for you, your friends, and your family to relax and fully enjoy the event, while someone else is in charge of ensuring it is the day you expected.
Photo: Vision Event Co
Unlike a full service event planner, a “day-of” coordinator is available for families and couples who want to do most of the planning themselves, but need someone in the months leading up to and on the day of their event to make sure everything runs smoothly.
Here are the top 4 tasks a day-of coordinator will handle, so you won’t have to:
- Establish The Perfect Timeline
Timing is everything and there’s an art to creating a timeline that makes an event flow seamlessly. A day-of coordinator will coordinate all the details, taking into consideration your photographer’s schedule, the kitchen schedule and the reception essentials. Planning a flawless day is where the coordinator’s expertise lies.
- Juggle, Coordinate & Direct Vendors
Will the flowers arrive at the right time? Is the photographer starting at the house or the venue? Does the limo know where to pick up guests? Does the DJ know where to set up? Thankfully, you won’t have to ask these questions, because the day-of coordinator will take care of them. Your coordinator collects all contact information and reaches out to your contracted vendors, keeping them in the loop of floor plans, timelines, and notes – so that on your event day everyone is on the same page.
- Confirm The Decor & Setup
Photo: Vision Event Co
We’re still working on mastering the superpower of being in two places at once, but until then, your day-of coordinator will act as your eyes and ears to confirm the layout and decor of your event based on extensive consultation meetings. Now you can enjoy getting ready and taking photos, while arriving at your event as true hosts prepared to greet guests without the stress of hasty preparations.
- Put Out All Fires
Life is full of surprises and events are no exception, but your day-of coordinator is your event insurance, prepared with a fully stocked Emergency Kit and a million solutions ready to go for any unexpected situation. You wouldn’t want to look back and only recall putting out fires and managing mishaps left and right, would you? Let that responsibility fall on someone else, while you dance the night away with your family and friends.
Day-of coordination is a necessity, not just a luxury. It allows you to live in the moment and make the most of your event experience.
Contact Daniela at Vision Event Co for more information about Day-Of Coordination.