A wedding is one of the most exciting days in a couple’s life, but it can also be the most stressful! A lot of planning and preparation goes into making sure nothing is overlooked and every detail is perfect, but without an on-site coordinator, who is left to make sure it’s all property executed? Without a coordinator, the wedding couple and well-meaning friends & family are left to deal with any issues that may arise when they should be getting ready & enjoying the day.
No matter how well an event is planned, there is almost certain to be some unexpected hiccups along the way. From power outages, traffic delays, tardy vendors, and weather causing havoc, it’s important to have an experienced coordinator to handle the unexpected, relying on their knowledge, vendor list, emergency kits & experience to sort things out. This is especially true when planning a destination wedding!
The “day of” or on-site coordinator duties usually begin months prior to the actual event with helping to create a detailed schedule to ensure the proper flow of the couple’s special day. Vendors are reconfirmed for both timing and details of what is being provided to make sure everyone is on the same page. This is a great way to prevent any misunderstandings & catch potential mistakes before they happen.
A rehearsal & site inspection is done 1 to 2 days prior to the wedding day. This is a great opportunity to reconfirm any details with the bride & groom and fine tune the site diagram. I always have my clients bring all items that they would like me to be in charge of for the wedding day such as favors, guest book, name cards, seating charts, etc., so that I have a time to go through everything and see if I have any questions. It’s also a chance to address any questions from the bridal party or family that maybe hasn’t been a part of the planning process or to address issues the couple hasn’t thought of. I have found that having a rehearsal can ease a lot of undue stress for everyone! Once we have met in person, I like to reach out again to all the vendors, reconfirming all the details and to go over any changes.
On the wedding day, the on-site coordinator is the main point of contact for the guests and vendor questions. The day of the wedding, I am fielding calls from vendors way before ever arriving on site. The rental company is usually the first call, and I send the set-up crew exact placement photos, that we have taken at the rehearsal.
The wedding couple should be left to get ready and enjoy their day without any interruptions. As the coordinator, I’m helping with the caterer, florist, photography, musicians and additional vendors to ensure that no detail is overlooked and the vision that the couple has worked so hard to plan comes to life.
With over 23 years of experience in wedding planning on the island of Maui, I have had the pleasure of working at hundreds of wedding venues and with thousands of wonderful couples. I feel so blessed to have been a part of so many special events and helping to create some of the most cherished memories in our clients’ lives.
Contact us at www.aperfectparadisewedding.com to request a custom day of coordinator proposal for your special day!
Maui Photographer: www.dmitriandsandra.com
Florist: Tersa Sena Designs
Rentals: Let’s Entertain Maui
Maui Wedding Venu: The Ka’anapali Westin