DAY-OF COORDINATION

• Pre-event meetings

• (2) 1-hour meetings prior to event to review timeline and contacts

• Couple to build their own timeline; Perfectly Aligned can build one for you as a part of our Pre-Event offerings (below)

• Discuss contingency plans (weather, overages of vendors)

• Wedding Party Coordination

• Handle coffee and lunch ordering for wedding party

• Ensure getting ready is happening on time

• Setup

• Oversee the setup of the ceremony and reception spaces

• Ensuring everything is in place as planned; no clutter/trash

• Vendor Management

• Coordinate and direct vendors

• Problem Resolution

• Act as point person for any issues that may arise

• Brainstorm solutions and execute

• Photography Coordination

• Assure Photographer is taking all photos in shot list

• Stand aside photographer to line next people up to eliminate time

• Ceremony Coordination

• Guide wedding party through the ceremony

• Cue musicians and/or DJ

• Coordinating processional and recessional

• Reception Coordination

• Manage the flow of events during the reception (speeches, dances, and other special moments)

• Work closely with DJ and catering staff

• Time Keeper

• Keep everyone and everything on schedule to not accrue overages

• Have contingency plan/discretionary fund if overages are necessary

• Guest Assistance

• Help guests with any questions or issues

• Ensure anyone with allergies has the correct food

• Cleanup

• Ensure breakdown and cleanup is completed as per guidelines and schedule

• Item Collection

• Collect/hold personal items during the event

• Ensure gifts/flowers get to where they need to be

• Surprise + Delight

• Perform any as-needed tasks/ideas to enhance event

PRE-EVENT COORDINATION

• Bachelorette/Bachelor Party Planning

  • Coordinate a date with attendees

  • Discover and consider budgets

  • Suggest travel plans (if necessary)

  • Determine activities desired (ex: all meals out vs cooking @ home)

  • Create a schedule

  • Book activities/meals

  • Create at-home menu and shopping lists

  • Coordinate gifts and favors

  • Send out emails with invites, information, payment information

• Vendor Coordination

• Confirm details

• Confirm timing

• Setup requirements

• Answer any questions

• Gather POC

• Timeline creation

• Create detailed timeline for the wedding day

• When vendors will arrive

• When family will arrive

• When each part of the ceremony and reception will occur

• Rehearsal Coordination

• Vendor Coordination

• Ensure everyone knows their roles and the ceremony logistics, including timing

• Photography Shot List

• Create a shot list for photographer to execute against 

• To-do List Creation

• What are the gaps and to-dos, who will complete them, by when?

• Venue Walkthrough

• Ensure everything agreed upon in contract is ready

• Make any last-minute adjustments/address any last-minute concerns

• Guest List + Seating Arrangements

• Assist with the finalization of the guest list and seating arrangements

• Contract Review

• Review contracts with vendors to ensure that all agreed-upon services are included and that there are no discrepancies

• Emergency Kit Preparation

• Assemble an emergency kit (safety pins, stain removers, extra contacts/glasses etc.)

• Transportation Coordination 

• Confirm transportation arrangements for the couple, wedding party, and guests

• Ceremony Logistics

• Confirm details related to the ceremony (processional order, music choices, and any special rituals or readings)

• Finalize Details with Couple

• Meet with the couple to review all details, address any last-minute concerns, and ensure they feel comfortable and confident about the upcoming wedding day

• Determine main Point of Contact for day-of

• Weather Contingency Planning

• Discuss and prepare for potential weather-related issues

• Timeline Distribution

• Distribute the final timeline to all relevant parties, including vendors, the wedding party, and key family members 

• Confirming Contact Information + Becoming Point of Contact

• Ensure that all necessary contact information is up-to-date for vendors and key individuals involved in the wedding

• Take responsibility as Point of Contact from this point forward