(Closed) What are you doing to make sure your big day runs smoothly?

posted 6 years ago in Logistics
Post # 3
8695 posts
Bumble Beekeeper
  • Wedding: September 2013

I recently hired a DOC

Post # 4
8576 posts
Bumble Beekeeper
  • Wedding: October 2014

It really wasn’t the “day running smoothly” I’m worried about. It’s the taking down decorations at the ceremony & reception sites.

Basically, right after the ceremony, we’ll have an hour for mingling & photos, and then everyone will head to the reception. But what happens to my decorations?

Same thing with the reception, its over at midnight, but who cleans up the place/takes down decorations? I had planned on doing a limo getaway.

These were some super hard questions for me because I didn’t want to spend my entire night cleaning up, and we’d have to rent the hall the next day AT FULL PRICE to come back and clean.

I’ve decided that I’m going to offer the job to a co worker of mine, who’s also invited to the wedding. He is always looking for odd jobs to make extra cash, as their family needs it. We are pretty good friends and I’ve always gone out of my way to help him, as he has me. I plan to offer him $400 or so to help the day of [this his the amount of his paycheck for 2 weeks].

His jobs will be as follows :

– help setup the ceremony space . It’s going to be relatively easy. Setting up chairs & asile runner, using tulle or organzing down the asile, and maybe a swag and some draping.

– take down & pack up the ceremony decor.

– help set up/pack up the buffet [my mother & fi’s mother will also be helping].

– cleanup/take down decor after reception. We are basically going to try to clean things up DURING the reception as the night goes on [as people leave], so there won’t be as much to do later on. We’re trying to get by on mimimal ceiling/wall decor, so it’ll basically be just taking out trash, doing a sweep, and putting away linens/table decor.

EDIT : Originally, I had hoped my parents/fi’s parents would help with the cleanup, but since we are having an open bar, they will probably be tired/trashed.

The co-worked i plan to hire does’t drink much, as used to be an alocoholic and doesn’t like to drink as much. He’ll probably have a few beers but won’t be DRUNK.

Post # 5
6222 posts
Bee Keeper
  • Wedding: August 2013 - The Liberty House

We have a venue coordinator, but we are also going to assign a specific day-of duty for each of our bridesmaids/groomsmen. Like, my Maid/Matron of Honor will be in charge of making sure we eat, etc. I am also going to be making a list of all of our vendor names, numbers and info to give to everyone on the day of in case there is a problem

Post # 6
206 posts
Helper bee
  • Wedding: October 2013

THe venue I have will provide a day-of coordinator…hopefully that works out.  

Post # 9
8576 posts
Bumble Beekeeper
  • Wedding: October 2014

@LilySparks:  I was actually freaking out about it alot.

No bride wants to stay for an hour or so on her wedding night to clean! Our venue is a very rustic building, they don’t have any staff or anything so we were on our own.

The cermeony space isn’t rustic, its actually very beautiful, but they don’t offer staff either, they drop off the chairs and that’s about it!

Post # 10
6222 posts
Bee Keeper
  • Wedding: August 2013 - The Liberty House

@LilySparks:  I figure that it will also give our maids and men a feeling of purpose, like they are actually a ton more a part of the wedding than just buying a dress and standing in the front.

Post # 12
7311 posts
Busy Beekeeper
  • Wedding: October 2011 - Bed & Breakfast

I hired the best professionals I could afford (venue with amazing in-house food and wine cellar, top notch florist, etc.) and didn’t get in their way.

I hired a kickass month-of coordinator to handle any hiccups that occurred.

And I made a very detailed production schedule (item, time it should occur, place it should occur, who was responsible for coordinating the item, and who should attend the item) for the entire wedding weekend that every key player (e.g. photographer, venue staff, DOC, Maid/Matron of Honor, etc.) had a copy of. Ex. 3:00pm, family portraits, venue library, Gillette Portrait Arts, includes bride/groom/son/bride’s parents/ bride’s bro/sil/nephew/groom’s/etc.

Post # 13
2295 posts
Buzzing bee
  • Wedding: April 2013

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.

Post # 15
11747 posts
Sugar Beekeeper
  • Wedding: November 1999

wedding planner and day of coordinator.

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