Weddingbee boards

cola    June 12, 2010   Married in Woodside, CA, Now Living in Raleigh, NC

Hi Hive!

With all the recent posts about DOCs, I wanted to share with the locals what I've found about Bay Area day of coordinators.  I've done a bit of legwork, searching weddingbee, the know, yelp, etc, gathering DOC websites to research, and then e-mailed everyone to get their pricing. It was amazing to see the price differences in our area, as I assume some of you have already found out!

Basically I'm looking for a true DOC (see Mrs. Bee's post from today for the definition), plus someone who can be at the rehearsal, and in my e-mail to all the potential DOCs I let them all know that I'm a Type-A personality, will be DIYing most aspects, and want to handle most everything up until the day, at which point I want to be able to sit back and enjoy my wedding.

I now have 3 meetings with potential coordinators this month. Here is all the info (in no particular order, and cutting and pasting from the e-mails I received) I gathered in my search, hope this is useful to others as well!

Sara Gorski Day Of Coordinator - http://www.saragorski.com/

Cost - starting at $895 + $100 early booking discount

Details - 12 hours of coordination for day of event
Finalizing vendor set-up and delivery timing
Creation of checklists for event
Creation of timeline
Distribution of timeline to all vendors
1 in person meeting for venue walk-thru (recommened with catering manager)
Review of all contracts and details booked
Ensure venue is set up as per client and contract specifications
Organize and set-up all details such as: escort cards, table numbers, photographs, cake toppers, guest book, display items
Ensure flow of guests is professionally guided
Oversee vendors during event and ensure timeline is well executed
Event emergency kit
Arranging for any gifts to be stored
Final payment and gratuities distributed to vendors

Paris Designs - http://www.paris-designs.com/

Cost - $2750

Details -  Initial consultation with bride & groom
Calls and follow-up after vendor contracts are received
Reasonable amount of phone calls and emails with bride, groom and vendors
Paperwork
Final detail meeting with venue and/or caterer
Final detail meeting with bride & groom        
Check list of things to bring to rehearsal
Wedding Day Timeline – sent to all applicable vendors
Rehearsal Coordination
Wedding Day Coordination
Assistants, if needed
Any time over 20 hours will be billed at $95 per hour

Bella Day Coordination - http://www.belladaycoordination.com/

Cost - $1,150 for 25 - 100 Guests, $1,550 for 100 - 200 Guests, $1,850 for 200+ Guests, with an additional fee if there are two locations for the event

Details - One (1) face-to-face meeting, to go over wedding details
Confirm contracts and timing of events with all vendors
Oversee all vendor commitments and make sure they are fulfilled to your standards
Orchestrate your wedding rehearsal and organize your wedding party
Manage the timing of your events with guests
Provide lead planner for 8 hours (25-100 guests), planner and 1 assistant (100-200 guests), 2 planners and 1 assistant (200+ guests)

Butterfly Bride's - http://butterfly-bride.com/

Cost - $850

Details -  2 Meetings (Up to 3 hours; includes site inspections)
“Wrap-Up” appointment (2months prior; up to 2 hours)
Review of Vendor Contracts (Up to 2 hours)
Preparation of Timeline to include Ceremony Schedule, Arrivals, Processionals,Recessionals. Duties and Seating Arrangements (Up to 5 hours)
Vendor confirmation/coordination (Up to 1 hour)
Administrative Duties (1 hour)
1 hours Rehearsal coordination
9 hours Wedding Day (2 hours ceremony; up to 7 hours reception)

Exquisite Events - http://www.exquisite--events.com/

Cost -  $1100 (also have a package with DJ for $1700)

Details -  Meet and review all details of the wedding and review vendor contracts
Create a wedding timeline to be given to all vendors and wedding party
Create floor plan and seating chart for the event
One week prior contact and review timeline with vendors and confirm delivery and set up
Coordinate and direct Rehearsal Day (2 hour max.)
Arrive 2 hours prior to Ceremony/Reception to ensure Décor and Wedding Party is in place
On site Coordination and Supervision of event (10 hour max.) Including set-up and breakdown of Décor
Pack up all wedding items at the end of event to be given to designated people
Unlimited phone and e-mail advice

Little Blue Box Weddings - http://www.littleblueboxweddings.com

Cost - Would not provide in the e-mail back to me, instead they wrote: "We customize our DOC packages to specifically meet each couple's needs and therefore offer a complimentary initial consultation as part of the wedding planning process. During that consultation we discuss your wedding dreams and needs and how we can help you. Once we have a better understanding of what you want, we can quote you a price for our services."

Details - Meet with you one month prior to your wedding to gain a clear perspective of your vision, goals, and requirements for your wedding day.
Develop a detailed, wedding day itinerary to assure your wedding day runs smoothly.
Obtain vendor contracts from you to ensure all items and services are provided the “Day of.”
Manage the wedding rehearsal to ensure all participants understand their responsibilities and are aware of the flow of the ceremony.
Finalize layout for wedding ceremony and reception sites.
Contact all of your vendors to confirm delivery dates, times, and locations.
Develop a vendor set-up schedule as part of the wedding day itinerary and distribute to all vendors.
Supervise all vendor set-up at the ceremony and reception sites.
Ensure wedding rings and marriage license are on hand.
Distribute final payments and/or gratuities to all vendors.
Supervise all vendor set-up, ensure tables are set up according to your floor plan.
Organize the processional and recessional.
Manage the reception.
Ensure the gifts, place cards, and cake tables are placed in their appropriate locations.
Place favors, table numbers, and any other miscellaneous items on guest tables.
Assist you and your family with any concerns or questions.

Let's Celebrate! - http://www.lets-celebrate.net/index.html

Cost -  $1800, up to 20 hours

Details - service starts two months prior to your wedding and includes:  vendor management, ceremony/reception site inspection, timeline production (typically a 15-25 page document), floor plans, and coordination of rehearsal, ceremony and reception.  (And also includes set-up of decor, etc.)  All of this allows you to enjoy your wedding day and not have to worry if the place cards got put out or when you are supposed to throw the bouquet!

Jean Marks Weddings - www.jeanmarksweddings.com

Cost - doesn't do day-of, only month-of and beyond, which starts at $3500

Details - couldn't help me, but did offer a recommendation of  Elisheva Basseri, www.a-brides-best-friend.com

Mint Celebrations - www.mintcelebrations.com

Cost - Did not quote their price, as I had requested in my e-mail

Details -  For couples who already have their plans set but need assistance a few weeks prior and on the day of the wedding.
Final vendor confirmations
Detailed wedding day timeline and checklists distributed to vendors and bridal party
Rehearsal wedding coordination (up to 3 hours)
Wrap up consultation prior to wedding (up to 3 hours)
Wedding day coordination (up to 8 hours)
Wedding day emergency kit
Oversee setup of ceremony and reception sites
Organize processional and guest seating
Distribute final payments to vendors

Bliss'd Wedding & Event Planning - www.blissd.com

Cost - starting at $1,800. Prices vary depending on the number of guests and location of the wedding.

Details - Complimentary initial consultation
2 Meetings
A wrap-up meeting two months prior to the wedding to discuss the sequence of events for the rehearsal and wedding day.
An on-site inspection meeting two weeks prior to the wedding held at the reception site to discuss table set-up and site layout.
Gathering and reviewing all your vendor contracts
Calling all vendors to confirm details and times of arrival/delivery
Designing floor plan layouts
Creating a detailed time-line of entire wedding day schedule
Organizing the processional and recessional
Rehearsal Coordination
Offering advice on etiquette and protocol
Assuming responsibility for all vendor contact for 1-2 weeks leading up to wedding day
Unlimited email and phone contact
Wedding Day Coordination
Meet w/ bride to review last-minute direction, questions, concerns
Greet vendors upon arrival and receive deliveries
Assist wedding party, family members, guests as needed
Ensure all vendors are doing their job according to contracts and timeline/schedule
Assist in decorating
Gather anything remaining at the end of the night such as gifts, cake servers and toasting
glasses.
Ensure that everything at the venue is cleaned according to the contract
Distribute final payments and tips to vendors on behalf of couple
Something Blue items can be added on to this package

Sugar Rush Events - www.SugarRushEvents.com

Cost - $2,050 (including $150 travel fee)

Details - This package includes 2 meetings prior to wedding date:

Meeting # 1: We will meet at your event location 3 months prior to your wedding to do a walkthrough.  We will discuss venue layout; problems and solutions. Determine where you want tables and décor. We will talk about possible lighting options, if you choose to use them. We will discuss the flow of your event to make sure it is exactly as you imagined it would be.

We will get to know your style and your wedding vision. Don’t forget to bring your wedding binder; we will look at all the pictures that you have collected so we can get a feel for your style. It is so important for Sugar Rush to get to know you and your personality. We want to make sure every detail is exactly as you pictured it to be.

This meeting is also the perfect opportunity to check in and see how your wedding planning progress is coming along. We can discuss ideas, problems, and any other needs you may have. We will also make sure you are on track in the planning process.

Meeting #2: This is the final meeting that takes place 4 weeks prior to your wedding! At this meeting we will get down to business, (all while having fun, of course!), and finalize all details.
We will create a detailed day of wedding timeline. This timeline will include all contact information of your vendors, where you and your bridal party will be and when you will be there, set up instructions for your vendors, and every detail of the wedding listed by time. We will create/finalize your reception/ceremony layout; we will go table by table and create detailed décor set up instructions, we will coordinate your ceremony processional and recessional, and create a bridal pack list.

After this meeting we will contact all of your vendors 3 weeks prior to your event date. We will give them the Wedding Day Timeline, as well as set up instructions. We will answer any questions they may have, so you don’t have to.  

You will walk away from this meeting feeling confident that your wedding will be exactly as you planned.

This package includes unlimited email and phone contact
At Sugar Rush Events we pride ourselves on being readily available to all our
bridal friends. Feel free to email or call us whenever you have a question. From the moment you book Sugar Rush Events we are at your service to answer any questions about anything to do with your wedding. Although you have chosen the Day of Wedding coordination package; we offer so much more! We can answer any question you have from invitations to cakes.

This package includes Sugar Rush Events Preferred Vendor List
When you book Sugar Rush, we will email you over our preferred vendors. These are vendors that we have worked with numerous times and consistently give a great product. They share the same philosophy and style as we do. They also offer better rates and flexibility to our brides and grooms! This list also includes information on marriage license, favors, invitations and more! This list will keep you from spending hours on the phone researching vendors…we have already done the work for you!

This package includes Wedding Rehearsal Coordination
We will coordinator the 1 hour wedding rehearsal the night before the wedding*.  We will make sure everyone knows where to be and when to be there on the day of your wedding.
Your bridal party will receive a timeline for the wedding day.

This package includes Day of Wedding Coordination
2 Sugar Rush Events Coordinators will be onsite on the day of your wedding for up to 5 hours (additional hours may be added) overseeing all the details and set up of the wedding ceremony and reception.  At the ceremony we will oversee the florists set up, and make sure that bridal bouquets, boutonnieres and corsages are given to the appropriate people. We will set up items such as unity candle, and programs or direction cards. We will make sure that ushers are in place as guests arrive, as well as those involved in the processional. After the ceremony we will assist the photographer in gathering family for after wedding pictures.
At the reception we will set table décor, favors, table numbers, place cards and other special touches that you may have added*. We will oversee all vendor arrival and set up, and assist them with any problems that may arise. Everything will be in its place exactly as we have discussed. When you walk in you will be blown away by your wedding.

We will coordinate the wedding processional and recessional of the ceremony, oversee after wedding pictures, guest arrival at cocktail hour, gather your bridal party for announcement of the bridal party and bride and groom. Once you and your fiancé and bridal party has been announced and are into dinner the photographer and DJ will take over coordination and the facility staff will be your contact person for the evening (additional coordination may be added on if you choose if you want a Sugar Rush Events coordinator to stay longer than bridal party announcement).

Amy’s Wedding & Events - www.amysweddingevents.com

Cost - $1950

Details - Before Wedding Preparation:
Complimentary Initial Consultation
Additional Consultations, Advice, and Guidelines via Phone Calls and Emails
Vendor Management
to Review Vendor Contract, Confirmation and Final Call for Vendor to Review Specific Timeline
Final Walk Through Appointment at Wedding Locations
Customize Ceremony Processional and Recessional Line Up Diagram
Customize Wedding Day Timeline Creation According to Your Needs and Desires for Your Special Day
(different version of timeline will also be distribute to bridal party and vendor)
Wrap-up Session
to Go Over All Final Details, Finalize Timeline,
and List of Personal Items Needed for the Wedding Day
(ie. Guest Book, Cake Server, Toasting Flutes, Place Cards, etc.)
Rehearsal Coordination:
Pick up personal Items for the Wedding Day
Direct Rehearsal
Wedding Day Coordination:
Full Orchestration on Wedding Day from Start to Finish
Be the First One to Arrive the Location, Greet All Vendors and Help with Vendor Setup
Detail Placement of Any Items Needed for the Ceremony and Reception
Run Ceremony Including Cueing Officiant, Musicians, Photographer, etc.
Help Direct Guests to Cocktail / Reception Area
Take Care of Any and All Emergencies with Ease
Oversee Reception Flow from Food Service to Cueing All Events with the Couple and DJ/Band
Distribution of Any Final Payments/Tips to Vendors
Secure All Gifts an Envelopes with Person of Your Choice
Provide Use of “Wedding Emergency Kits” the Entire Day

Artistic Wedding & Event Planning - www.artistic-wedding.com

Cost - unfortunately she was already booked a year in advance for my wedding date, so I didn't bother getting an exact quote, but website says "starting at $650"

Details - This is perfect for the couple who has planned the wedding on their own, but need some expert assistance just before and on the day of the wedding
Making sure that all finishing touches are complete
Gathering wedding party and family members for photographs
Ensuring proper placement of place cards, wedding favors, disposable cameras, programs, etc.
Rehearsal coordination and instruction (up to 2 hours)
Creating and distributing wedding day itinerary to wedding party and vendors
Final vendor confirmations and distribution of driving directions
Full wedding day coordination for up to 9 hours
Wedding day emergency kit on hand
Assist with distributing all bouquets, corsages, etc.
Lining up and cueing the wedding party for the processional
Making sure that the bridal party is ready for post-ceremony photographs
Oversee the set-up of the ceremony and reception sites
Cue vendors throughout the day
Distribute final payments and gratuities to vendors
50% deposit due at signing of contract. Balance due two weeks prior to the wedding day

Our Best Friend's Wedding - www.ourbestfriendswedding.com

Cost - $900-1400

Details - Timeline Creation (usually scheduled a month before the wedding to plan the day's events)
Preparation Meeting (usually scheduled a week before the wedding to review the timeline and make note of any last minute items)
Ceremony Rehearsal Coordination (help with processional / recessional, organize bridal party, work closely with officiant (if there))
Ceremony Coordination
Reception Coordination
Main point of contact for all vendors on wedding day

The Wedding Coach - www.weddingcoach.bz

Cost - $2000

Details - Brainstorming Session for complete understanding of vision
Budget review and management
Choreographed agenda encompassing all wedding day issues- vendors arrive/ depart, reception
On-site contact for entire event
Rehearsal Dinner assistance
Miscellaneous activities related to the day of the wedding as needed

J & J Elegant Affairs - http://www.jandjelegantaffairs.com

Cost - $700-1000

Details - Three to Four consultations
Inspection of event site(s)
Timeline and schedule
Itinerary for Bridal Party and vendors
One week prior to wedding call and confirm arrangements with vendors
Rehearsal direction (2 hours)
Arrive to ceremony two hours early to ensure everything is running smoothly
On site coordination and directing (10 hours max),
Accompany Bride and bridal party on wedding day activities
Including set up and breakdown of décor
Ensure items (cake tops, toasting glasses, gifts...etc) are given to the designated people

That's everyone who responded to my e-mails. Surprisingly, there were 4-5 coordinators who never responded. I'm also sure I missed a bunch in the area, but I could only e-mail so many, and ones without websites I didn't even bother contacting.

I refrained from making any comments or voicing my opinion about these DOCs, because I wanted this to be an informative post, but I will say that it really annoyed me when people didn't give me at least a price range in their e-mail response. I won't be meeting with any of those DOCs because of that.

Hope this was helpful!