Wedding planners wear many hats, and one of the most vital is that of day-of wedding coordinator. This role is essential in making sure your special day goes off without a single unplanned surprise.
What is a Day-of Wedding Coordinator?
Your big day is about you and your partner. The coordinator’s main job is to make sure you do nothing but enjoy the day in whatever way you choose. They achieve this by planning and coordinating the wedding in advance and being there on the day to see it happens in the correct sequence.
A Wedding Coordinator’s Duties
- Oversees the wedding rehearsal.
- Creates a detailed itinerary and floor plan.
- Acts as your point person on the wedding day.
- Addresses any last-minute details and additions.
- Checks in with the vendors to review their contracts and confirm logistics.
- Helps to organize and transfer items from the ceremony to the reception.
- Does a final walkthrough of the ceremony and reception venues.
Photo by Guanfranco G on Unsplash
What’s the difference between a wedding coordinator and a wedding planner?
While a wedding planner helps you plan the whole affair from the get go, a wedding coordinator will be there with you from four to eight weeks before the wedding. They check all of the details in the lead up to the wedding, confirming vendors, seating plans, timings, and anything else either you or your event planner have decided on. They will then attend on the day of and coordinate the wedding so that your only job is to have an incredible day.
When to Hire a Wedding Coordinator
It fits your budget
Budget naturally plays a role in all aspects of wedding planning. Hiring a full-service wedding planner means someone is by your side at every stage of planning and on the day. But, if you can’t afford a full-service planner, a coordinator can be more cost effective. If it’s within budget, hiring a wedding coordinator will make the event effortless for you. You part with the money so that any last-minute problems fall on someone else’s shoulders.
You just want to relax on the day
You can start your day relaxing, having an easy breakfast, getting your hair just right, taking the time to enjoy a drink with your bridal party or groomsmen as you get ready, then allow yourself to be guided through the day carefree.
Your wedding calls for it
If you’re having an intimate backyard wedding and your uncle is manning the bar, you probably don’t need a coordinator. However, if you’re looking to wrangle over a hundred guests at a large venue, have a bunch of musical cues, multiple hired caterers, or a handful of musicians, you may need someone to spin all those plates.
You’ve chosen an untraditional venue
The staff at traditional wedding venues know how to go with the flow of a big day with little supervision. If you’ve chosen a location that doesn’t regularly host weddings you might need a coordinator to organize the staff.
You’ve planned the event yourselves
Some couples will opt to plan their own wedding and then pass off the logistics to the day-of coordinator a month or two before the wedding. Despite your best efforts, you probably haven’t thought of everything and this is where a coordinator can tie up and last-minute loose ends.
So, do you think a coordinator fits with your plans, or a full-service wedding planner? At You Forever, we can do both. Get in touch with us today and let’s get started!
And, if you’re newly engaged, take a look at our next article on choosing the perfect wedding dress.
The big event is coming, and you can’t wait; you’re full of excitable nerves. You’ve looked forward to it for months. Everyone you know is going to be there. The day arrives and it’s not exactly like you expected… it’s even better! A great event planner can walk you into a room with their hands over your eyes and blow you away. But to meet and outdo your expectations they need a few key qualities.
Empathy and Understanding First
What will make this occasion special for you? Your event planner will listen and understand. Their first job is getting to know you, or your loved one, or you and your partner as a couple. Then they can get started. Most people like cake, fine food, good lighting, popular music. Anyone can throw these generic elements together. Your planner will design the event around your tastes, the picture in your head, and make decisions based on your personality.
The Best Event Planners Are Versatile
Before, during, and after your event, your planner will be playing a lot of roles in your life. They understand the catering industry, they’re amateur therapists, professional crisis managers, financial planners, artists, florists, DJs, interior designers, they’re fairy godmothers and organizational wizards. That versatility is really what this article is about.
Organization Skills Are Key
Hosting an event is like cooking a large roast dinner. There are a bunch of elements that need different types of preparation and care, and most importantly each one needs to be timed perfectly to succeed. Having a head for organization is key to event planning.
They Love Networking
Ice sculptures, an authentic Vegas blackjack table, a petting zoo, a bounce house, a cake that a person can jump out of… you probably don’t know how to source any of these things. Your event planner does or knows someone who knows someone who does.
They’re Resilient and Adaptable
We’re here to alleviate your fears, but events are actually made up of a series of smaller events, any of which could go wrong. Hitches happen. The music might not go down when it’s time for speeches. The birthday girl might not be feeling the playlist. A dove might fly into Aunt Karen’s giant wedding hat. A great event planner will foresee most issues before they happen, and quick to rectify them if they do.
Resilience is about taking problems in your stride. Your planner will be at the event to take on any challenges that arise and keep everything running smoothly. The best ones remain calm, accept the situation, take a breath, and go to work at fixing it. An arrangement of roses fell apart: more colourful petals for the flower girl. The vegan main option wasn’t ordered: the planner has Ubereats on standby and is troubleshooting with the chef in the heat of the kitchen. Becky’s Sweet 16 cake says, “Happy Birthday Debbie,”: some whipped cream magic and it now only says “Happy Birthday,” and you’ll be getting 50% off from the baker. Resilience and adaptability at work.
They Have a Deep Understanding of Events
The point of you hiring an event planner is that you get to experience the special day rather than run it. Much like a film or a piece of music, events have high points and dips as they play out, which your planner will understand.
Take a wedding, for example. People get a drink and time to relax when they get to the reception. They are then seated, and the meal is brought out. Then speeches, because everyone is full, relaxed, and ready to sit for half an hour and have a good laugh or cry. Then more drinks and dancing. Simple, huh?
But, what if the meal was after the speeches? People would be scattered, distracted by hunger, and sneaking off to the bar. If there was a second or third round of drinks before the speeches and food, people might be too tipsy to enjoy both. This may seem basic, but every event needs considered forward planning in order to be a perfect day.
Imagination is Essential
Part of having imagination is seeing all aspects of the event ahead of time, as we touched on previously. But a party planner’s real imaginative spirit is put to work long before that, in the planning stage. You have an image in your head of the perfect event. Your planner will see it, understand it, and do you one better. They will take your ideas to the next level, imagining all the ways to make your day one you will never forget.
Event Planners Need Endless Creativity
Imagining is one thing; your event planner also has to turn their amazing concepts into a reality. No two events are the same. Or, at least, they don’t have to be. With a creative event planner adding special touches and bringing all of your daydreams into reality, your day can be personal to you and unlike any other party you’ve ever been to.
Feeling inspired? It just so happens we know some event planners with such a set of skills. Get in contact with You Forever today to discuss any upcoming event you think you might need help planning.
Congratulations! You have something to celebrate – an anniversary, a proposal, Valentine’s Day, maybe a birthday or some great news. Let us help you plan it as a surprise like no other and give your partner, family or friends the event they’ll remember, and you deserve.
Don’t Settle for a Small Surprise
When you’re looking to execute the perfect surprise, you can find all kinds of suggestions online for stunning locations, picnic spread ideas, couples massage recommendations and AirBnB getaways. At You Forever, we believe in going the extra mile and delivering an event just as you picture it. We’ll provide you with personalized recommendations and a fully serviced event of whatever scale you choose. Whether you prefer to manage each detail of the occasion or give us a theme and let us plan the rest, we guarantee the only surprises will be happy ones.
Setting Your Partner Up for a Surprise Event
Our clients always get excited about an upcoming event but want to create a buildup rather than give the surprise away. We can help there too. Having done this before, and with several sweet tales to recount, we think that creating a ruse to help throw off any scent of the grand plan is a must.
We’ve created a business out of knowing both the magic and the realities of planning surprises and two factors can come up as potential problems. If it’s an anniversary, birthday or another annual event:
- they know that this date is coming up
- they know your way of doing things
While these factors make surprising your partner a bit of a challenge, they’re also what you can lean into to create misdirection! Magicians are known to apply similar strategies to get big reactions.
Diffusion
Better than one big explosion is a delightful scattering or a buildup to something grand. So, our first set of ideas belong in the pre-surprise phase (2-3 days before the event).
– Ask them misleading questions that lead them to make ‘obvious’ gift assumptions.
Example: “Do you like any TV show enough to buy their merch?”
– Use their computer to make random searches for gift ideas.
Example : “home spa ideas summer”
– Leave some old photos and some stationery lying around, “accidentally on purpose.”
Illusion
Add a bit of drama, like a hushed conversation with “customer care” over a delayed delivery. You’re playing this up so your actual plans don’t cross your person’s mind.
Misdirection
Plan a smaller surprise before the bigger one. Your significant other gets a small bonus, and their expectations are managed before you exceed them wildly. We can suggest some ideas on this front too!
Astonishment
Be prepared to document your chosen surprise with pictures and video! Let us know if we can help here too as an additional service.
Why Choose You Forever?
When you leave the planning to us, we can guarantee the look on your partner’s face will be worth it. Stories about surprises tend to be about the little things you had to keep anxiously hidden, the intricate planning, near misses and last-minute final touches. All that fuss is what we enjoy, as our team’s passion is to help create a memory you can cherish and recount to friends and family in years to come.
Do you like the way we think? We have plenty of other tricks up our sleeves! Let’s partner up and pull off your surprise together.
A backyard wedding may be your ideal choice if you are wanting a simple and somewhat intimate event. If so, there are still several things to consider. First, remember that you are not limited to your own or a friend/family member’s yard. There is a big difference between getting married in your backyard and having a “backyard wedding.” If you know someone who has an idyllic yard or garden then by all means ask if they’ll let you host your wedding there. If you don’t have ready access to a great location, you might consider renting an estate property that has the charm and style of a wedding in your own backyard. Of course, the location depends on what is available to you and how many guests you are planning on having, but there are some important things to keep in mind that can apply to most backyard celebrations. Read on to get some tips, tricks and advice on the benefits and logistics of a backyard or garden wedding.
Budgeting a Backyard Wedding
Many people think that a backyard wedding saves a lot of money – and it can – but this doesn’t automatically mean you can splurge on everything else. If you don’t budget properly you can end up spending a lot of money that you simply don’t need to. That being said, when you don’t have to pay for a venue (or can substantially reduce the rental cost) or worry about security deposits, you’re saving roughly 50% of a typical wedding budget. So, with careful planning you definitely have the opportunity to spend a little bit more here and there. Keep in mind that the cost of your wedding will generally be decided by how many people are attending. More people equals more food, more chairs, more glassware, more alcohol; more of everything means more money spent.
Related: How Much Does A Wedding Cost?
Permits
Can you think of anything more disruptive and embarrassing (not to mention the additional unexpected costs) on your wedding day than having your party crashed by the cops for bylaw infractions? Though your own/your friend’s/your parent’s backyard is private property, there are still fire codes, health regulations, zoning issues, parking permits and noise ordinances that you must comply with. We recommend contacting your city through its municipal website plenty of time in advance to find out exactly what permits and paperwork you need to have before your big day.
Neighbours
You will also want to let the neighbours know about your wedding day a month or so in advance. If you are going door-to-door, it is nice to provide them with a schedule of your day so they can rearrange their plans if needed, and maybe even plan a night away! Give them as much information as you can to ease their concerns, such as where people will be parking and how late you are planning on playing music (according to the municipal bylaws). Don’t forget that showing appreciation for your neighbour’s patience can go a long way and offering them some treats, baked goods or a bottle of wine doesn’t hurt either. Here’s one of those areas you might want to spend a little of the savings from lowering your venue cost.
Lighting & Electrical
Not many homes are equipped to power catering companies’ food prep equipment, DJ sound systems or outdoor light fixtures that stay on all night. You definitely have to look into renting a generator (or many!) so you don’t risk leaving your friends in the dark and putting the entire neighbourhood into a power outage. You’ll have to figure out how much power each of your vendors and rental companies need, then find a generator rental company that will help you choose the (quietest and lowest-emission) power source to accommodate.
Décor
The idea of having complete control of your decorations, free of the somewhat restrictive colour or style of a traditional wedding venue, and creating your very own design and colour palette can be overwhelming. Keep it simple by drawing from the organic colours surrounding you – earthy tones can be quite stunning – or you can be a little more bold and pick an accent colour to sprinkle into bouquets, linen or decor. What is wonderful about a backyard wedding is that it can be anything you want. You don’t even need to decorate if you don’t want to. Simple strings of lights, whether whimsical or a little more sophisticated, add to the sparkling excitement of your wedding!
Your wedding should represent you. It ought to be a reflection of you and your partner’s relationship, of your favourite things and what the two of you value most. When you take a step back and consider what is really important to you, the answer is often spending quality time together with family and friends. And where better to do that than in yours or a family/friend’s backyard?
Whether it’s a wedding, rehearsal dinner, engagement, or anniversary, get in touch with You Forever, and let’s plan your perfect day!
Planning an outdoor wedding? Here are 7 unique wedding venues in and around Vancouver that each has a special charm. Whether you imagine your wedding to be more rustic and natural or white and traditional, you are sure to find a venue among this list that suits your style.
Maan Farms (Abbotsford)
At Maan Farms you can have your ceremony overlooking Mt. Baker. Your photos will be taken among the luscious green forest and grape vines. Then have your wedding reception in the most beautiful antique barn. The white and wood of the barn paired with twinkle lights and elegant floral centrepieces is neutral and chic. Thus, any colours or décor you choose will fit in seamlessly, while standing out. The covered patio assures that rain or shine your guests will be able to eat, drink and dance the night away. They have a full wedding info package online so you can estimate costs without making any calls or emails. They also offer free wedding tours.
Earthwise Society Agassiz Venue (Delta)
You are greeted by beautifully manicured gardens when you arrive at the Earthwise Society’s Agassiz Venue. These gardens surround a rustic heritage farmhouse and barn. You can choose between three ceremony venues: the Garden, the Orchard or the Cedar Grove. Each venue its own unique component. Since it is a certified organic farm and garden, Earthwise Agassiz can cater for your event with home-grown produce and handle the flowers if you wish.
Hopcott Farms (Pitt Meadows)
Hopcott Farms is a local working farm that offers up its verdant fields, mountain views and charming red barn to one couple per weekend. This gives you peace of mind in terms of rehearsal, set up, take down, and photos! This charming venue has packages that include everything you might need for your wedding and more.
Stanley Park Pavilion (Vancouver)
If you are looking for wedding locations in Vancouver, you know the Stanley Park Pavilion is a classy venue that hosts spectacular weddings. Though not specifically outdoors, getting married at the Stanley Park Pavilion gives you and your guests the opportunity to walk around and enjoy the forest and grounds of the most iconic park in Vancouver. The outside of the pavilion is a home-style heritage lodge surrounded by incredible gardens and a classy fountain. While the inside houses stunning white walls and traditional hardwood floors which welcome any theme or décor you envision. Since it is so popular, you will definitely have to book your wedding in advance. But trust us – it is definitely worth the wait.
The Chapel Group Parks
If you are looking for more wedding locations closer to Vancouver, The Chapel Group offers personalised services at their beautiful chapels located in three iconic Vancouver and Richmond parks.
The Chapel at Stanley Park
Stanley Park is huge, and though the Pavilion is a much-loved wedding venue, it is not your only option. The Chapel at Stanley Park allows you to have an intimate ceremony with your closest family and friends. Then you can also enjoy all your favourite familiar Stanley Park hot spots. The seawall, the beautiful gardens, the beaches and the endless paths and trails. Just imagine how incredible your wedding photos will be! Though many people get married here, the possibilities for making your wedding unique and beautiful are endless.
Queen Elizabeth Park
If you’re looking for a contemporary wedding venue, look no further. The Chapel at Queen Elizabeth Park is located at the highest elevation which allows for stunning views of the gardens and the mountains. Its main feature is the retractable glass wall which creates a stunning natural backdrop. You and your guests will love the beautiful walkways, fountains and garden where you can take pictures and enjoy one of Vancouver’s most scenic parks, all while celebrating a special day of love.
Minoru Park
This lovely white historic chapel at Minoru Park was built back in 1891 and has not lost any of its beauty or charm. A photographer’s dream, the park features the blooming Pierrefond Gardens as well as quaint ponds, breathtaking waterfalls and stunning walking paths nestled among the trees. When looking at the wooden chapel nestled among luscious green trees you’ll think you’ve stumbled upon the set for a Nicholas Sparks movie. It’s simple, traditional and oh so romantic.
When you look back on your wedding day, the most important thing you will want to remember is the way you felt. The excitement you felt arriving at your venue, how intimate and close you felt with your partner when you were taking pictures, how in love and close you felt while exchanging vows. These are the things you will want to remember regardless of where you got married. As usual, our advice is to trust your gut. When you are visiting wedding venues, where do you get the best feeling? Which location gets you most excited? Focus on those feelings and the rest will work itself out. Happy venue hunting!
Whether it’s a wedding, rehearsal dinner, engagement or anniversary, get in touch with You Forever today and let’s plan your forever memory!