Halifax Wedding Rentals and decorating
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Wedding Day Coordinator

Wedding Day Coordinator Services

With our Accredited Certified Wedding Planner

(discounts available in combination with decorating services)

The basic intent of our Wedding Day Coordination Service, is to ensure the timely, smooth progression of

your event. When you book day of coordination, you can expect to have a consultation a few weeks prior

to your wedding day.  During that time, we will discuss the schedule, and time frames for the day. Who needs

to be where for when, and what needs to be done before then. We can discuss some personal issues, family

needs,  concerns etc. My job is to be the go to contact for anything you need on your wedding day, often times
before you know you need it! Typically my day begins early, between 8 and 10 depending on the venue
decorating and time frames. I will visit the ceremony site and the reception site to ensure they are
ready for your event. I check intended delivery times for all your suppliers, and I ensure things are being
delivered on time, if changes occur I manage the ripple effect of those changes, without causing unnecessary alarm.

There are few weddings that run perfectly on time, and I for one, don’t believe in rushing
pictures so your meal is served exactly on the hour. But if meals need to be delayed, the kitchen staff
need a heads up, cocktail hour may need to be extended, and the DJ may need to adjust music playlists.
Once your ceremony is underway, it is difficult to say what I will do. I’ve been a videographer
holding an Ipad so a hospitalized family member could see the ceremony. I regularly prompt limousine
drivers to ensure they are at the door when your ceremony is over. I do whatever in-between job I can
identify as being helpful.

I may sneak out early to ensure cocktail hour is ready for the first eager guests, do a final walk
around of the tables, adjust lighting, guide Emcees on wedding etiquette and sequence of events. I
ensure all guests are seated, comfortable and have what they need. If there is a need to run for
something I can do that, without putting out a guest. Overall my job the day of is to ensure the chaos of
wedding day, isn’t seen or felt by any member of the wedding party, their family and the guests. I
maintain the appearance of perfect order and flawless execution.


• Set up programs and other ceremony items i.e. unity candles, décor, etc.

• Ensure that ushers/groomsmen arrive on time and are ready to pass out programs

• Ensure that personal flowers i.e. flower girl bouquet and groomsmen boutonnières have

arrived at ceremony location

• Alert ushers/groomsmen as to when to begin escorting guests to their seats and remind

them as to how to be a “proper” usher

• Ensure that ceremony musicians have arrived and direct them as to where to set up

• Confirm the music that ceremony musicians will play during the ceremony, as well as

start times for each piece of music. Determine what hand signals will used to cue


• Act as a liaison with the ceremony officiator and decide what cue will be used to signal

the start of the ceremony

• Communicate with bride and groom so that they know how much time remains before the

start of the ceremony

• Handle any emergencies that may arise

• Line up the bridal party for their entrances down the aisle

• Cue ceremony musicians when bridal party is ready to begin processional

• Gather family and friends for after ceremony photos

Prior to Reception

• Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and


• Arrange escort cards

• Make sure reception flowers/décor is set up according to flower order

• Ensure that tent and lighting are set up properly and troubleshoot as needed

• Meet with catering staff to confirm food timeline

• Set up guest book and pen, champagne flutes, cake cutting utensils

• Set up table numbers/names and menu cards

• Set up amenities baskets, hand towels, candles etc. in bathrooms


• Ensure proper flow of cocktail hour food

• Look over dining tables and make sure they are set up properly

• Along with catering staff, encourage guests to join bride and groom for dinner at the end

of cocktail hour

• Help guests locate their escort cards and dining tables

• Locate bride and groom and instruct them to stay to the side of main dining room until

they receive cue for their introduction and first dance

• Cue band when the majority of guests have found their tables and bride and groom are

ready to be introduced

• Cue band, photographer, and videographer when important events take place at reception

i.e. first dance, cake cutting, toasts and parent dances

• Cue best man and father of the bride when they are about to be announced for toasts

• Alert catering staff to pour champagne just before the toasts

• Be aware of timing of catering service and make sure people are served promptly

• Distribute final payments/gratuities to vendors at the end of the evening (no negotiation

in the terms of vendor contracts will be handled by The Wedding Sitter at this time)

• Prevent & fix any problems that may arise during your event

• Remain easily accessible through the entire event in case there are any details you would

like attended to

• Set up favor table towards the end of the evening

• Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to

be taken to a family members car at the end of the night

• Coordinate reception departure transportation