It isn't uncommon for most brides to DIY all or most of their weddings. After all, with all of the resources available via Pinterest, wedding blogs, and other online resources, it CAN be more cost effective to plan and design your own wedding. That being said, one major thing that often gets overlooked is who will coordinate all of the activities on the day of the actual wedding. The bride (or groom) physically cannot do it as they will have other obligations to fulfill. Below are my top ten reasons you should consider hiring a professional day of coordinator. Of all of the services we offer here at Rustique, this is the one that I feel is most important and arguably one of the best investments you can make for your special day.
(Photo Credit: Matt Ehnes Photography // Design: Rustique)
1) Avoid burdening family or friends
As I alluded to above- SOMEONE has to do it. You can't handle it all. On the actual wedding day you will be completely unavailable. Who will be on site to tell the vendors where to go and what to do? Who will set up decor and other elements that can't be done til the day of? Who will clean up at the end of the night if your venue requires that you are out on the same day? These are the common questions that come up that will realistically fall on family or friends if you do not hire someone to be in charge of it for you. Ultimately, whoever is in charge of this will miss out on important moments and not enjoy themselves as much as they could and should!
2) Not just help on the "day of". Enormous value for your investment!
It is a misnomer to call it day of coordination as most planners start the process a month out. This typically includes multiple meetings or calls where we learn about all of the details of your event, ask questions, and propose solutions for things we see as maybe being a pain point. Day of coordinators will also typically oversee your rehearsal and will be the point of contact for all vendors leading up to the event so you can breathe a little easier without so many people contacting you.
3) An amazing buffer for conflict
Where there are weddings and a bunch of different groups coming together, there is often conflict. It just is what it is and no bride wants to be the mediator (or the bad guy in some cases) that has to tell someone what to do or stop doing for that matter. Your day of coordinator can often diffuse the conflict quickly and successfully because they are used to handling these types of situations and because they are a neutral party in the disagreement. Aunt Hilda being overbearing and trying to change things on the tables? We got you covered. Uncle Joe has had too much to drink and is trying to give an impromptu speech? Yeah....that's a no from us! We will handle it- gently and respectfully of course.
4) A professional likely will see potential issues before you do
As you are going over the details for your event, your day of coordinator should be able to see potential issues that you might not have seen. It easy to get overwhelmed by the sheer number of details that have to be accounted for, especially when you have never planned an event this size before. We will make sure you have a weather contingency plan in place, that you have heaters reserved if there is any risk of cold weather, that candles and late night music are allowed. etc. There are too many examples to list them all, but your day of coordinator should know the pitfalls and issues to look for since they likely have learned the hard way themselves in the past.
5) A professional will know how to solve problems more efficiently
I tease my team here at Rustique to always just expect what I call the "x-factor". What that is referring to is the inevitable curve balls that happen at every single event. Sometimes they are small issues like the magnetic hooks we bought to hang the draping aren't holding up and we have to figure out an alternative (real example). Other times they are big issues like the client forgot to rent glasses for beer and every rental company in the area is out of stock (another real example). The point being is that we expect these to come up and are ready to tackle them head on and as quickly as possibly. Typically, without you even knowing the problem existed. Your day of coordinator should be able to use their experience as well as their connections to tackle any issue that may arise.
6) You will enjoy the days leading up to the event more
As the days count down leading up to your event, the stress levels, pressure, and questions from everyone will increase exponentially. You will have vendors calling to confirm orders and get more details. Guests and wedding party members will be needing you to answer questions too. It can be overwhelming! The best thing you can do for your sanity and to ensure accuracy is to pass off some of the responsibility to your day of coordinator. They will be your point person on all or most of your vendor inquiries as well as questions from your family that you can't answer. They should be able to field all or most of these inquiries to lower your stress levels and to ensure the right information is getting communicated to everyone.
7) Invaluable resource for rehearsing and executing the ceremony
Have you planned a wedding ceremony before? Chances are probably not, or if you did, the dynamics were a bit different last time. There are so many resources out there on how a ceremony should go, but they are all different and sometimes complicated to understand. Your day of coordinator should be able to help you put your ceremony together (if you haven't done so already with your officiant) as well as offer suggestions or point out potential issues they see. They will be the point person for rehearsal which sometimes can be like herding cats if you try to do it yourself, especially if your wedding party is large. Lastly, they will be the ones on the day of making sure people know when and where to go and ensuring that it is all executed perfectly.
8) Someone to create and execute your "Day of Timeline"
Day of timelines.....your photographer will thank you, you DJ will thank you, pretty much anyone involved in your wedding will thank you for this. Day of timelines are a must have and your day of coordinator will be responsible for putting this together for you. They will reach out to all vendors to find out their needs and arrival/departure times as well as any wishes you have to create a dynamic timeline used to keep the day running smoothly. More importantly than just creating it, your coordinator will be the one to execute it and get you back on plan if things start to run behind. They will typically be in constant contact with all vendors to make sure all is on the same page, making sure the DJ says what they need to say when they need to say it, making sure dinner is served when the time is right (sometimes it needs to be earlier or later than planned), making sure the cake is brought out at just the right time, etc. I could go on and on on this one, but I cannot emphasize enough how valuable a day of coordinator is on this point. They are the mastermind behind the scenes making sure everything is moving as planned.
9) An advocate that will execute all of your wishes
Your wishes should be priority #1 for your day of coordinator. They ideally should be assertive and confident enough to get it done if someone or something is challenging them. This happens more than you think. For example, the venue told you that you could remove certain decor that didn't align with your vision, but now they are reneging on that agreement in your absence. Your day of coordinator should know how to get it done anyways, which sometimes requires boldness. It gives couples such a peace of mind to know that someone has their backs and will do everything humanly possible to get things done- even if that means asking for forgiveness later.
10) Peace of mind
This is self explanatory, but having someone that does this professionally looking over all of your plans, being part of your rehearsal, being there the entire day, and just having your back should give you some serious peace of mind. They should be your friend, advocate, and cheerleader throughout the entire process!
Interested in learning more about the Day of Coordination service we offer here at Rustique?
Call or text us at 406-836-0304 or shoot us a note at firstname.lastname@example.org