When it comes to the big day itself, the work doesn’t stop. There are tables to be set, deliveries to sign for, timing to be determined, and vendors to direct. Hiring a day of wedding coordinator can be very helpful.
What is a Day of Coordinator?
A day-of coordinator (or “DOC” for short) is a planner who is hired to help you with the big day. Some refer to the DOC as a Month-Of Coordinator or Event Manager. They are usually wedding planners who offer day-of coordination as one of their planning package options for couples who love planning on their own. DOCs are typically hired several months before the wedding date and start working with you a 3-6 weeks before the wedding. Here is the service most will provide:
1. What services do you offer and what scope of work is covered before wedding, during the event, and post wedding?
Note: Be clear on what is offered within a standard proposal, what add-on options there are and if you can add on services when need arises at a later date, and what is not covered too.
2. How do you charge your fees?
Note: Is it a flat service fee based on scope of work, hourly rate? Are there any surcharges for other circumstances e.g. extended hours, additional coordinators etc?
3. Are there any restrictions on consultation hours?
Note: Check if there are any limits on number of meetings and duration of meetings.
4. Do you work alone or with a team?
Note: Ensure your coordinator is there from start of preparation till end of the wedding to avoid miscommunications should someone else fill in as coordinator on your Big Day.
5. How many weddings do you do in a year? For my wedding month, how many events will you be handling?
Note: This gives you an idea on their experience and level of commitment, and also gives you a gauge if the coordinator is able to handle your wedding successfully based on their capacity of resources.
6. What happens in the case of an emergency?
Note: Let’s face it—no matter how much planning work you do together, things can happen. So definitely ask your coordinator for a back-up plan if she/he is not able to make it to your wedding. A good coordinator will have a back-up plan for every scenario that comes up, including her/his own illness or emergency.
7. How do you communicate with clients?
Note: Before hiring your wedding coordinator, make sure you know how you’ll be keeping in touch with each other. Does email or phone work better? How does she/he feel about meeting in person? It’s also a good idea to find out how often you should be expecting to communicate with your planner. Some brides do better with weekly check-ins, while others want be involved as little as possible. If your coordinator works part-time (some have full-time gigs and do weddings on the weekend), make sure she or he will be available when you need to contact her/him.
8. What is the average size of weddings do you plan? Do you have any experience in destination/yacht/intimate/large/ministerial scale of weddings?
Note: You can ask based on your expected style/type of wedding you are planning to have.
9. How many years of experience do you have as a wedding planner and in a full or part-time capacity? How many weddings have you planned?
Note: You would not want a newbie to use your wedding as an experiment. Weddings are once in a lifetime. Always ask for client testimonials or any past clients you can have a chat with. Feel free to speak with wedding
vendors to get feedback on planners as well.
10. Do you have any questions for me?
Note: Your coordinator should be asking you lots of questions as well. You’re both trying to get to know each other and see how well you’ll work together—Your coordinator should be just as concerned as you are about the success of your wedding. And if not? Don’t hire her/him.
Good Luck and may you find the right Coordinator best suited for you!