I have a Day of Coordinator, but I’m basically just thinking of her as labor to help do the things I physically can’t be there for. I’m still putting a lot of work into things to make sure the day runs smoothly. Here are a few of my ideas:
– I’m having enough money on hand. This sounds stupid, but money smooths over a lot of problems. The worst thing you can do is go into the day with only $200 in the bank!
– I am taking pictures of everything (centerpieces, candles, aisle runner, etc) the way I want them setup and including them in the boxes I am dropping off at the venue. My DOC will also have them in a binder, but that way whoever ends up opening a box and putting things out also has a picture.
– Very clearly label and organize your boxes of supplies. For examples, I have 2 boxes of streamers that are to be used at the end of the night. On the box I’ve written what they are, what time they are to be used, and how many boxes there are (1 of 2, 2 of 2).
– Count, count, and recount. Make sure you have extras of anything that could go wrong. For example, I’m using submergible LEDs in my centerpieces and since they came in sets of 12, I had some extra. I am including those and labeling them as extra (so people don’t try to figure out where the heck they are supposed to go).
– Final meetings with all my vendors two weeks before the wedding, taking my DOC along. Take whoever will be your point person for them that day so you all hear the same thing. LOTS OF PHOTOS for vendors of what I am expecting. Some vendors it may make sense to meet with together, like your videographer and photographer. I invited them to lunch the day of all my meetings so they can meet, we can all get comfortable together (I haven’t met them, it is an out of town wedding and hired via phone/email correspondence).
– Timelines that are customized for each person involved. There should be a master one and then individual ones. You can do this quickly by putting it in Excel and using a column to note who is supposed to be doing that and then sorting.
– Build in extra time to EVERYTHING. Don’t forget time to get loaded in the car, to realize you forgot your purse or headband or whatever.
– Build in time to eat the day of, both breakfast and lunch.
– If it can be done the day before, do it the day before. (and if it can done sooner, do it sooner)
– Get extra hotel room keys (and label them!) for all the key people’s rooms, or extra keys for the houses where you are getting ready. My DOC is bringing gifts and other supplies to the hotel at the end of the night, so I want her to have a room key for my parents’ rooms. Keys for any rooms where people are getting ready are vital. If something is forgotten, you want to be able to hand someone an extra key and send them to run and get it. When you’re in your room, you can put the latch over the door so they can’t get in, but when you need that extra key, you’ll be glad you have it.