Post # 1
We get a day-of coordinator with our hotel wedding package. This person is supposed to help coordinate the rehearsal, help us with our timeline, guide us through the process, act as a liason between the hotel (which she works for) and our vendors on the day of…or so I thought.
I spoke to her for the first time today and it was clear our wedding is not yet a priority for her (which is fine – I’m sure she inundated right now and our date is this October), that she is very inexperienced (she suggested I will need to call each of our 200 guests to find out exactly which entree selection each specifically chose on their rsvp cards and other bad ideas I have never heard of), and kind of brushed me off. She wasn’t rude, but she certainly wasn’t helpful or accomodating.
I asked what her role is on the day of and she said she just is there to see that things go smoothly, but we will have a banquet captain to rely on. She is not exactly the guide I thought we were getting when we signed up.
Anyways, I can have a very organized friend help with day-of coordination….but I’m wondering, should we try to get assigned to another staffer at the hotel? Or was the advertising just misleading and this is how it is? I don’t want to make any trouble or create an awkward situation, but we were lead to believe we were going to be guided through this process.
Post # 3
I would DEFINITELY recommend speaking to someone about it now, while you still have time to plan. Not to complain, but to get a clear picture of exactly what everyone will be taking care of on your wedding day. I hired what I believed would be a "wedding planner", and even negotiated a custom package to handle the unique needs of having a wedding at my parents’ ranch, not a typical venue. She is normally a "day of coordinator", and couldn’t get out of that mode. We had issue after issue for months, and her histrionic personality didn’t help. We could just never get on the same page. It resulted in an incredibly stressful and hectic week before the wedding, and the morning of our 2pm ceremony day was absolute hell. My mother didn’t get to see me get ready, because she was off putting out fires. So, I would make sure that you know exactly what you’re getting while you still have enough time to figure out if you have needs that will have to be fulfilled somewhere else.
Post # 4
Brooke86, what a nightmare! I am so sorry. I’m going to talk to my fiance tonight about asking for someone else to be assigned to our wedding!
Post # 5
There should have been an outline of her services that she is responsible in providing you and your DF with in the contract you signed with this day-of-coordinator.
In addition, there is something to note..She is a day-of coordinator. It isn’t typical to be guided and led so far out from the date. Even highly experienced coordinators offering day-of services usually don’t tackle the client head-on until about 30 days prior to the event.
Here is a list of services and details from my planner’s website about day-of coordination. If it looks like you’ll be wanting more service than she is already or willing to provide, it’s best to mention it now and maybe upgrade a package or to clarify your expectations and needs with her so that everything runs smoothly from here on out and that there are no surprises.
Either way, it is no excuse for her to brush you off like this. It’s not professional!
I hope this helps!
Having a Day Of Coordinator means that you, your family members and friends enjoy your wedding day without having to worry about all of the behind the scenes details that go into running the event. A wedding is an incredibly complex event to orchestrate. Even if all the details are arranged in advance, you can be sure everyone will be frantic on The Big Day, unless you have a professional running the “show”.
As your Day Of Coordinator we will work with all vendors, including caterers and hotel coordinators to ensure that your event runs smoothly. Please be aware that what we do is far more than what a coordinator at a venue or hotel will do.
We work as a liaison between you and all vendors (including venue coordinators) to ensure that all details are taken care of. We create a schedule and guide you through the entire day minute by minute from the time you are getting ready, to the time the photographer arrives; to the time it takes your guests to transition from cocktail reception to the dinner table to the last dance. We make sure no detail is overlooked.
- 2 Meetings
- 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
Post # 6
Thanks for posting that JCM9608. I think a lot of people confuse a day-of coordinator with a full wedding planner (aka bridal consultant).
Post # 7
Definitely find out exactly what her role will be well ahead of your wedding. We were very disappointed with our coordinators (husband/wife team). They offered to take on tasks that went above the DOC role however they did not follow through and I had to complete the tasks anyway.
The week leading up to the wedding we had little contact and I got the feeling that they were in over their heads with our 230 guest wedding. we should have addressed it but were distracted with family issues. Can not decide if we should respond honestly to their email request for a reccommendation. We hired them so our family/friends could relax and enjoy our wedding and we ended up stressed walking into our reception. Our worst vendor by far. Unfortunately we got what we paid for… On the up side, our families have a boat load of inside jokes related to our DOC from the reception 🙂
Post # 8
Our DOC is actually provided by the venue, and my initial assumption was that he was only there to coordinate their staff. I would suggest that you do what I did, which is to put together a list of things you want done the actual day of your wedding, and sit down with the DOC to ensure she will cover those items. If she won’t, then you need an additional DOC. Some things our facility DOC is doing for us that I wasn’t sure he would: having his staff set up all decorations and set out favors; working directly with offsite vendors to make sure they have everything they need by the time they arrive; keeping track of what time offsite vendors are scheduled to make deliveries, and calling to track down anything that doesn’t show up on time.
However, I second that other than going over specific duties, I wouldn’t expect your DOC to be doing much for you at this time. The banquet coordinator is probably your contact for things like table linens and general venue set-up. It may help you to better understand the division of labor. And of course, as brides, we want to get everything done on our own schedule. My band leader stunned me by not even wanting to meet with me more than 6 weeks before the wedding – but he says he only needs time to track down music and learn any new songs I want, and since unless they add those songs to their normal set lists they probably won’t play them again, they really won’t start working on them before 4 weeks out. So – even though sometimes The Knot would have you believe otherwise – your vendors really don’t want to talk to you 5 months out.