Okay, so I’m hitting the 2 month away from the wedding mark and I’m trying to get my day-before and day-of wedding schedules put together. Since we’re having around 300 guests and a tent reception which involves lots of vendors doing their own set-ups, I’m trying to plan down to the intricate details so that I can pass along the schedule to the vendors and our day-of coordinator and just relax and let them take over on the wedding day. I’ve also been planning the wedding from afar and so I don’t have a lot of meetings with my vendors to coordinate everything.
My mom and I just hired a day of wedding coordinator for a steal–she’s a family friend who’s trying to start her own business. So I want to make sure that she knows everyone who will be involved on the wedding day and all of the small details to take care of. (I realize that a more established wedding coordinator would take care of this, but she’s doing the whole day for us for $100 and local recs and only just now got involved with the planning).
So, long story short, what small details are you all including on these schedules if you’re making your own? I haven’t found any of the wedding planner schedules to be of much help in this area–they’re too general. Would anyone like to do a wedding schedule trade (via messaging or email) of word docs or PDFs? Any advice otherwise?
give yourself a break – hand your list of what you feel are the MOSt important deets to your planner… that’s her job right?
I don’t know if this is what you are looking for- I strugled with it to- and its still work in progress but here’s what I did.
oh wait i don’t know how to post a document…..how do i do that?
Hi beesknees! You can’t post a doc on the boards unless you have a direct link to it on a website. However, please feel free to message me so I can pass along my email address to you!
Anti-Zilla, I hear you and to some degree, I’m probably micro-managing. However, our DO Coordinator doesn’t know any of the vendors yet and I guess I just feel that if I organize this info. for her for our meeting, I’ll avoid having to answer any questions later on. You’re right though–we have great vendors who we know well and so I should definitely just relax!
Either way, keep the messages coming!
It sounds like you need a wedding day timeline that’s been fleshed out with details. I remember being able to find a few online, then adjusting the time based on the ceremony. Back in 05, the Knot was also a great resource for this (I don’t really visit them anymore). Maybe this is something the new Wiki can do.
I agree that with Anti-Zilla and that the details are your coordinator’s job. She should (depending on the level of service you’re asking for) be asking you questions about your detail wrap up. Things like are you having a garter toss (what traditions you are/are not observing), what are you doing with the cake leftovers (end of the night plan), do you have something to hang from the chairs (decoration instructions), is anyone handicapped that will need assistance (any guest considerations that have to be made) and so on.
It’s great you’re getting such a deal, but you might want to let her know about formal training she can take so she’s up to par with other professionals. Also, you can show her this website and all the things couples have to worry about for the wedding day. This might help her ask the appropriate questions.
One more thing…the vendors should already be aware of her (as in introducing herself) before the wedding.
I understand that you DOC is new to the business, but if she is seriously trying to get started as a DOC she needs to do the job. If you give her your vendor’s names and numbers she should be able to call and introduce herself and explain her function. You and she should work together to assemble the timeline. And you will never, ever avoid having to answer questions later – particularly if you are working with someone who has little or no experience, as she will be learning as you go along, and won’t really know what questions to ask. I would take your big binder o’stuff and go through it with her, along with an example timeline, let her make copies of everything she needs for her own binder o’stuff, and then count on interfacing with her lots and lots as you both think of more things you forgot.
On the other hand, sounds like you got a great deal! Hopefully she is really organized and detail oriented, and will catch on quick.