Your wedding day is one of the most significant moments in your life, a day filled with joy, love, and celebration. But let’s face it – the logistics, coordination, and countless details that come with planning an outdoor wedding in a marquee or other unique structures can be overwhelming. This is where an on-the-day wedding coordinator becomes your best friend . As industry experts with a wealth of experience in orchestrating unforgettable events, we understand the critical role that a dedicated coordinator plays in ensuring your day runs seamlessly.
What Do we do as an On-the-Day Wedding Coordinator
An on-the-day wedding coordinator is your behind-the-scenes hero, ensuring that every element of your wedding goes off without a hitch. Here’s a closer look at what they do:
Pre-Wedding Preparation
- Planning meeting: We will meet around 3 months before your wedding day Typically, to discuss the final details. They’ll review timelines, supplier contracts, and any specific requests or concerns you may have.
- Need some advice: You can choose one of our packages that supports through the whole process – with over 25 years of experience our planning package can help right from the start often saving you budget and always time on how to plan an outdoor wedding.
- Timeline Creation: They will create a comprehensive timeline for the day, coordinating with all your suppliers to ensure everyone is on the same page.
- Venue Walkthrough: A site visit is completed with you so you can be assured of the layout we can identify any potential issues, and finalise logistics.
- Supplier correspondence: We will contact all your suppliers so they have 1 point of contact for the day. We will provide location maps and instructions.
As set up begins
- Site Management: We have packages that include us being on site to instruct the marquees and structures during set. We can manage an infrasture that needs to be in place before the wedding day, such as power, water or toilet trailers.
On the Day
- Supplier Coordination: From florists and caterers to musicians and photographers, we will liaise with all suppliers to ensure they arrive on time, set up correctly, and fulfil their roles as planned.
- Setup and Decoration: We oversee the setup of the venue, ensuring that the marquee or outdoor structure is decorated according to your vision and everything is in its rightful place.
- Guest Management: We are the go-to person for your guests, answering questions, directing them to their seats, and ensuring everyone is comfortable and happy.
- Timeline Management: We keep a close eye on the schedule, ensuring that everything runs on time, from the ceremony to the first dance.
- Troubleshooting: If any issues arise, and sometimes they do we handle them swiftly and discreetly, so you and your guests remain blissfully unaware.
- De rig on the day: At the end of the night, we oversee the breakdown and cleanup, ensuring all items are packed away and the venue is left in good condition.
- Post wedding: Marquees and structures don’t come down on the day of the wedding. We have packages where you can hire us to be there to supervise this and ensure the location is left as when you arrived.
Why You Should Hire have an On-the-Day Wedding Coordinator
- Ensuring Seamless Logistics
Planning a wedding and more so with an outdoor wedding involves countless moving parts. From coordinating the arrival of the marquee to ensuring the generators are up and running, the logistics can be daunting. We as your on-the-day coordinator take this burden off your shoulders, ensuring every detail is meticulously managed.
- Expert Coordination: We have the expertise and experience to manage complex logistics, ensuring that everything from power supply to seating arrangements is flawlessly executed.
- Timely Execution: With a dedicated professional overseeing the schedule, you can relax knowing that every part of your day will unfold as planned.
- Looking After Your Guests
Your wedding is a day for you to enjoy with your loved ones, not to worry about whether Aunt Mary found her seat or if the kids are entertained. We ensure your guests are well taken care of, allowing you to focus on soaking up every moment and your first day being married is true bliss.
- Warm Welcome: We greet your guests, direct them to the ceremony area, and answer any questions they may have.
- Smooth Transitions: Whether it’s moving from the ceremony to the reception or ensuring guests know where to go for drinks and dancing, we ensures a smooth flow throughout the day.
- Special Needs: We cater to any special needs or requests from your guests, ensuring everyone feels valued and included.
- Managing Suppliers
One of the biggest challenges of any wedding is coordinating with multiple suppliers. From the caterer and photographer to the DJ and florist, each plays a crucial role in bringing your vision to life. As an on-the-day coordinator we manage these relationships, ensuring everyone is aligned and working harmoniously.
- Central Point of Contact: We are the main point of contact for all suppliers, streamlining communication and preventing any misunderstandings.
- Quality Control: By overseeing the setup and delivery of services, we ensure that each suppiler meets your expectations and adheres to the agreed-upon schedule.
- Problem Solving: If any issues arise with a supplier , leave it to us – we will handle it quickly and efficiently, ensuring your day is not disrupted.
- Reducing Stress and Enjoying Your Day
Perhaps the most compelling reason to hire an on-the-day coordinator is the peace of mind they provide you. Knowing that a professional is handling all the details allows you to fully immerse yourself in the joy and love of your wedding day.
- Confidence and Calm: With us managing your day, you can feel confident that everything is under control, allowing you to remain calm and focused on what truly matters.
- Creating Memories: Your wedding day is a time to create lasting memories with your partner, family, and friends. Our role means you can enjoy every precious moment without distraction.
- Tailored to Outdoor and Marquee Weddings
Outdoor and marquee weddings come with their own set of unique challenges and opportunities. From weather considerations to the logistics of setting up in a non-traditional venue, we have over 35 years experience in supplying, managing and hosting ourdoor events. We understands these intricacies and can navigate them with ease.
- Weather Contingency Plans: We always have a plan B – we always hope not to need it – but we cannot stress enough the importance of having one! If plan B is required we will execute ensuring your day remains beautiful regardless of the forecast.
- Creative Solutions: Outdoor and marquee weddings offer a blank canvas, and we are on had to advise the potential of your venue and location. We have a great black book of suppliers too!
Your wedding day is a once-in-a-lifetime event, and every detail should be perfect. An on-the-day wedding coordinator ensures that your vision is flawlessly executed, allowing you to relax and enjoy the magic of your special day. From managing logistics and looking after guests to coordinating with vendors and handling any unexpected issues, a professional coordinator is the key to a seamless and unforgettable wedding.
We understand the importance of a well-orchestrated event. Whether you’re planning a festival-style wedding in a marquee or a chic outdoor celebration, our team of experts is here to ensure your day is as perfect as you’ve always dreamed. Trust in the expertise of an on-the-day wedding coordinator and give yourself the gift of a stress-free, magical wedding day.
