Wedding Day Coordination
Month of Coordination
For the bride and groom who want to plan the majority of the wedding themselves, and just need some help pulling everything together, we offer our Wedding Day Coordination services (it's really Month of Coordination). These services begin six weeks prior to your wedding date and can be booked as early as five months out from your wedding date.
Prior to the Wedding • Discuss your wedding vision • Recommend vendors that will fit your budget, style, needs and personality for areas that have not yet been reserved • Discuss small touches and details that will make your wedding day personal for you and memorable for guests • Review and verify accuracy of all existing vendor contracts • Review vendor contact information • Confirm delivery and pick up times as well as contractual obligations with all vendors • Create detailed itineraries and production schedules for Bride, Groom, Wedding Party and vendors prior to the wedding to ensure a smooth flow on your wedding day. • Review the event layout and seating chart and adjust as necessary for foot traffic flow issues, etc.
Rehearsal Coordination • Orchestrate the rehearsal along with the officiant. • Confirm ceremony activities, traditions, standing positions, etc. • Review instructions and etiquette on seating and timing with ushers. • Confirm final seating assignments. • Finalize all details with guests and the wedding party. • Provide a detailed printed schedule of wedding day events, roles and responsibilities, etc., that will be handed out to the wedding party at the rehearsal. • Collect and keep safe all personal items of the Bride and Groom and Wedding Party, including favors, ceremony accessories and décor*. *A Regal Affair reserves the right to deem what is a reasonable amount of personal items, accessories, and décor.
Coordination of Ceremony & Reception On the wedding day, it’s our job to act as the event managers. With that comes countless responsibilities for us to tend to, guaranteeing that you and your families enjoy the wedding and reception. On the day of the wedding, the Regal Affair team is the first to arrive and the last to leave. If a problem arrives, we fix it. We are there to take care of any issue that arises without you or your guests even noticing. So listing all our responsibilities is impossible; however, here is a list of some of the most common tasks we manage on the wedding day:
Ceremony • On the wedding day, we will arrive early and stay late • Serve as a liaison between Wedding Party and vendors • Supervise and assist with ceremony and reception site preparation. • Check in all vendors, issuing their printed Day of Wedding Information Package, and communicate any last minute changes. • Set up assembled décor as request by the couple (such as petal cones, programs, guest book, VIP seating signage, unity candle/sand vases, etc). • Set programs and Kleenex on the seats of VIPs so that they don’t have to carry them during the processional. • Sound check the site. • Distribute ring pillow, flower baskets, and Wedding Party flowers. • Coordinate set-up locations for the photographer(s), videographer(s), musicians, etc. • Check in with the Bride and Groom and Wedding Party assuring they are tended to, and ready to begin. • Greet guests, when time permits. • Prepare the Wedding Party for the processional and cue officiant and musicians. • Direct guests to the cocktail area after the ceremony. • Coordinate transfer of flowers and other items as requested to the reception.
Cocktail Hour • Oversee and confirm correct set-up and placement of tables, flowers, signage, lighting, and other décor items as requested by the client. • Coordinate the set-up location, timing, and sound check with the musicians. • Confirm the timeline with the catering captain ensuring cocktails and hors d’oeuvres are fresh and prepared for guest arrival. • Prepare sustenance and beverage for the Wedding Party for their arrival.
Reception: • Set up all pre-assembled items for the reception (such as champagne flutes, cake topper, knife/server, alphabetized escort cards and place cards, favors, guest book, card box, etc.) • Review the timeline and food service schedule with the catering captain. • Receive deliveries and check in all vendors, issue the Day of Wedding Information Package, communicate any last minute changes, and reconfirm schedule of events with the band, DJ, entertainers, and caterers; including toasts, speeches, dances, cake cutting and the bouquet and garter toss. • Oversee and confirm correct set-up and placement of tables, number of seats, flowers, signage, lighting, and other décor items as requested by the couple. • Ensure bridal and cake tables have all required items • Welcome guests upon arrival, assisting them to their tables as needed. • Line up the Wedding Party for Intros and review names and proper pronunciation with the emcee. • Cue vendors throughout the evening ensuring they are on schedule. • Cue the Bride and Groom, Best Man, Maid/Matron of Honor, and/or Parents for special events throughout the evening (such as dances, toasts, cake cutting, etc). • Manage and inform all vendors of any last minute schedule changes. • Regularly restore the placement and overall look of aesthetics and décor throughout the reception. • Confirm transportation vendors are in place and reconfirm their destinations. • Collect individual cards from the gift table and store them in a manila envelope with the Regal Affair lead consultant for safekeeping. • Organize and pack all personal items, décor items, gifts, cards, and any other take home items as requested by the couple and turn them over to the couple’s designated family member/friend at the end of the night. • Distribute payment and/or gratuity envelopes to vendors on your behalf.
Additional Coordination Features & Services
• Use of the Regal Affair Emergency Kit on the wedding day. The kit contains over 200 items such as a sewing kit, static guard, toothpaste, shoe polish, socks, straws, band-aids, insect repellant, double-sided tape, etc. We have just about anything you may need on your wedding day. • Additional coordinator on site on the wedding day at no additional cost. This assures that all details, set up, and you and your families are all tended to with the utmost care.