Saturday, April 12, 2008

What you need to know about DOC (Day of Coordinator)

If you asked me if it's a MUST to hire a full service wedding coordinator, I'd say No. However I can clearly say with confidence that it's a MUST to hire a DOC( day of coordinator). 80% of my clients hire me 5-6 months before their wedding and I do prefer working closely with them to insure quality service & to plan out all the details. (I actually love giving my opinions on choosing linens, flowers,lighting & decor details and not to mention going with them to food & cake tasting! keke)
I've mentioned previously why having a coordinator can be the best investment you'll make during your planning, but here's what you need clearly understand about having a DOC and what that means on your wedding day. I always mention this to my clients before they sign the contract.
1) hire your DOC at least one or two months prior to your event. You need to understand that although you're practically hiring them for the day of, it requires extensive work & communication in order to create a flawless event.
2) your DOC will not be held responsible for any lack of professionalism or service by the vendors, especially if the bride & groom have chosen their own vendors outside of the recommendations.
3) your DOC can cost between $500- $3,000 depending on their experiences & professionalism. Obviously, if you're only paying $300-$500, you're not hiring a profesional wedding coordinator.

There are so many components of a wedding - from the ceremony, to the cocktail hour, to all the activities that take place during the reception. A professional coordinator makes sure that you keep on schedule, maintain a great flow, handle any crises that may arise and make sure the day is worry and stress free for you. However, you cannot expect your DOC to do it alone, it's a team work between all the vendors & on site banquet manager. Here are the some services you need to expect.
1st meeting - Review all the vendor contracts provided by client and produce a minute by minute timeline of the wedding day.
2nd meeting- Final detail meeting with client, meet at venue if available.Unlimited emails and phone calls during the 2 month period.
Review and proof BEO (Banquet Event Order) provided by catering manager.
Contact service providers for arrivals time and communicate venue’s procedures for unloading, set up and tear down.
Confirm all vendor orders and quantities on rental items.
Distribute client approved timeline to all vendors 1 week before wedding date.
Work with Officiant in coordinating the ceremony.
Communicate with musicians on ceremony song selections and cueing wedding party for processional.
Assist Officiant and Orchestrate ceremony rehearsal with bridal party and family.
Communicate and manage banquet staff regarding set ups and compliance of floor plans.
Attend sound check with Band musicians/ or DJ.
Direct Ushers with seating and program distribution.
Assist with set up- Seating Cards, Menus, Favors, Sign-in Book, Gifts, etc.
Work with Band/DJ to establish timing for Grand Entrance, First Dance, Cake Cutting, Bouquet and Garter Toss.
On site coordination and management of entire wedding day.