What is "Day Of" Coordination, really?

I was recently asked what "day of" coordination really entails. And after talking with several people, it seems that most believe that event coordinators just show up the morning of the event, make everything perfect, and leave when it's over.

Not so much.

It takes roughly 20-40 hours of coordination time, or more, to make sure everything is taken care of for a client hiring a coordinator for "day of" services. As a point of reference, it takes between 200-400 labor hours if our staff is coordinating & designing an entire event from start to finish.

But let's get back to "day of," and how that 20-40 hours is spent.

Let's break it down.

At Encantare, you can choose our standard "Day Of" package, or create your own, but for the sake of this post, we'll just talk about a fairly standard, basic, bare bones "day of" coordination package.

The package includes the complimentary consultation, two one-hour-long meetings during the process, contact with each and every vendor and industry professional involved in the event, reviewing contracts (arrival times, tear down information, and most importantly product committed to), an event time line, staff meetings, rehearsal coordination, and finally coordinating the event itself.

First, a client meets with a coordinator. These initial consultations last for an hour (or more), not including the travel time. Once booked, coordinators go home and start putting together a file and master information on the client.

Personally, I have a computer client database along with a paper filing system, and I make sure that information is entirely in both systems to insure against any loss. This process can take anywhere from two to four hours depending on the amount of information gathered at the initial meeting and the overall size of event, including vendor activity, venue (ceremony/reception) space/s, guest count, travel arrangements, etc.

Then comes the other hour long meetings, again plus travel time, prior to the event. During these meetings, all decor, etiquette, vendor, venue, and event information is discussed . After this meeting, I go back and update my systems, and I begin to formulate the event time line.

The time line, well, it takes a good deal of time.

First, venue contracts have to be reviewed for load-in times, regulations and package details (including menu information, services provided by the venue and it's staff, time limits, etc.). Then all other vendor contracts must be reviewed. Delivery and pick up information must be noted, and so must the exact product being created and provided by each vendor. These telephone calls or personal visits are done with the bride and groom or responsible party to make absolutely, utterly sure that everyone is on the same page. This process can save infinite heartache down the line.

Once this is done the time line bones start to come together. Everyone has a place and the place is outlined in the document. This is also the time to contact anyone with questions or any information needing clarification.

This is the first draft.

The first draft gets forwarded to everyone involved for their review, their questions, comments or changes. Those questions, comments and changes then become incorporated into a semi-final document.

This is the second draft.

It undergoes another review from all involved and then becomes the final draft.

The creation of a time line for the event day can take anywhere from 5 to 15 hours depending on the complexity of the event. But once this task is handled, there are more to be conquered. This information now has to now be spread through to my coordination team (usually one or two assistants), any of Encantare's press photographers or videographers, any extra people involved, plus all of the vendors that have been hired.

So, let's see...first the meeting, then the files on computer and paper, then the contract reviewing, the clarification of any questions, building of initial time line, revisions, creation of succeeding time lines, sharing information with the professional coordination team...

This is already 10-30 hours worth of coordination work, at minimum!

Then there is the event run-through. This is typically a two hour process, plus the travel time. And finally, you have the event itself, which is another 8 to 10 hours or more.

So you see, having someone coordinate the day of your event isn't just the coordinator showing up that day.

When it comes to our Full Service & Consulting packages, our team works with you on design elements, creating your budget (and often saving you money in the process!), selecting and setting vendor appointments and the myriad of other elements that go into a wedding or special event.

I hope this helps brides, grooms and other event clients understand the cost and labor involved in providing "just" day-of coordination to clients as they seek their one single day of perfection.