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Day of Wedding Coordination Timeline

Day of Wedding Coordination Timeline for Seattle Area Weddings

Events by Heather & Ryan offers Wedding Day of Coordination for our Seattle area photography clients. A "Day-of" coordinator is for brides and grooms who want to do most of the planning themselves, but when their wedding day arrives, they need a professional to execute all of their hard work.

All to often, we see many of our bride & grooms relying on family and friends to help carry out plans on the day of their wedding. By asking a friend or family member to take on this stressful task, you are taking away from the enjoyment of the day. Often times, your family member or friend may end up feeling like the "event staff" as opposed to a welcomed guest.

It's unfortunate to say that in a lot of cases, your "volunteers" have little experience in the role of event planner. Their hearts are in the right place, but they often end up feeling overwhelmed as they try to keep on top of everything that must be done to ensure that the day runs smoothly. Because let's face it, the biggest day of your life takes coordination.

Our day of wedding coordination coverage includes rehearsal coverage. The rehearsal dinner is a dry run for the main event. During this time, our team will:

The following is a detailed outline of just some of the tasks that Events by Heather & Ryan handles on the day of your wedding.

Pre Wedding Coverage

Weeks Prior
to Wedding
  • We meet with the bride and groom to present a timeline. We will also review any arrangements the couple have previously made with vendors, and update timeline accordingly.

Week Prior
to Wedding
  • A finalized timeline with all the input from other vendors is sent out.
  • Confirmation is made with the final details with all the vendors prior to wedding day.
  • We ensure vendors have Events by Heather & Ryan's contact information. Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations.

Rehearsal Dinner

Day Before
the Wedding

(Rehearsal Dinner)
  • Ensure the best man and maid(tron) of honor are apprised of the wedding day timeline.
  • Work with wedding officiator to choreograph wedding ceremony, processional and recessional for the best results.
  • Alert key members of the wedding team on where they need to be on the day of the wedding, important times and responsibilities.

Wedding Day Coverage

Pre Ceremony
  • Facilitate arrival of makeup and hair stylists and instruct them as to where to set up their equipment.
  • Coordinate hair and make-up schedule with bridal party and stylists and ensure that hair and make-up is completed according to the timeline.
  • Coordinate with catering as for any food deliveries.
  • Make sure flowers (i.e. bridal bouquet, bridesmaid's flowers and boutonnières) arrive on time
  • Distribute bride & bridesmaid bouquets to bridal party
  • Coordinate with EbHR photography team to ensure photographing commences on time.
  • Gather bride, bridal party and immediate family for photos
  • Coordinate with family members on shot list for EbHR photography team.
  • Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony (if applicable)
  • Assist bride with putting on her wedding gown
  • Maintain an emergency kit (accident's happen - just in case). This kit Includes such items as stain sticks, hairspray, safety pins, a sewing kit, scissors, static guard, deodorant, straws, band-aids, snacks, and many other things you may need on the wedding day.
  • Communicate with best man to make sure groom is getting dressed and on-time.
  • Ensure wedding party is aware of any last minute details/
  • Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location (if applicable).

  • Ensure programs and other ceremony items (i.e. guest book, unity candles, wine, etc.) are in their proper places.
  • 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 instruct them on how to be a "proper" usher.
  • If applicable, ensure that ceremony musicians and DJ have arrived and direct them as to where to set up.
  • Confirm the music selection with the DJ or musicians. Coordinate music to be played during the ceremony, and the start times for each piece of music.
  • 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 as for the timing of the ceremony.
  • Handle any other contingencies that may arise.
  • Line up the bridal party for their entrances down the aisle and ensure proper spacing to allow for optimal photographs.
  • Ensure musicians or DJ know when to start the processional music.
  • Gather family and friends for after ceremony photos, if applicable.

Pre Reception
  • Greet wedding vendors and instruct them as to where to set up (i.e. DJ, florist, catering, candy bar, etc.).
  • Ensure reception flowers and decorations are set up according to instructions.
  • Ensure correct floral order. Ensure that tent and lighting are set up properly and troubleshoot as needed, if applicable.
  • Meet with catering staff to confirm dinner food selection and timeline.
  • Set up guest book and pen, champagne flutes, and cake cutting utensils.
  • Set up table numbers/names and menu cards, if applicable.

  • Confirm dining room table arrangements for accuracy.
  • Ensure timing of cocktail hour appetizers.
  • Encourage the guests to join bride and groom for dinner at the end of cocktail hour.
  • Ensure DJ / Band is ready for the bride & groom grand entrance.
  • Locate the bride and groom and ensure they are ready for the grand entrance and first dance, if applicable.
  • Ensure the wedding party is ready for the grand entrance, if applicable.
  • Ensure event staff is ready for the toasts.
  • Act as liason between the event staff (i.e. photographer, videographer and DJ/Band) to ensure they are in the proper place when events take place.
  • Cue the wedding party / family for toast time.
  • Alert catering staff to pour drinks & 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.
  • Address and mediate any problems that may arise during your event.
  • Remain 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, if applicable.
  • 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 transportation for the bride & groom at end of event.

* Please note: Our role as the day of coordinator is to ensure your wedding day wishes are handled properly. We will not be able to renegotiate terms with any of the vendors, either prior to, during or after the event. It is the bride & grooms responsibility to ensure all agreements with the vendors are finalized prior to the event. In the event there is a conflict with a vendor, our team will attempt to resolve based on the instructions provided by our client. However, in the event a resolution can not be met, the bride & groom (or designated representative) may be called upon to resolve the matter.