Trending Now: The Day-Of Wedding Coordinator

What is the difference between a Venue Manager, a Maitre d’, and a Wedding Day-of Coordinator?

While each one plays an important role in the success of an event, it can sometimes be confusing to understand their different responsibilities. What does a day-of wedding coordinator do that a venue manager doesn’t? Are these separate roles, and what is each person responsible for (and what aren’t they)? Here’s the skinny on who does what!

The Venue Coordinator

The Venue Manager or Sales Manager is typically the person who gives the initial venue tour, reviews contract details and sells the package for the wedding. The manager usually supervises the many departments and staff that play a part in making an event successful at the venue. Usually, once the contract is signed, wedding details are handed over to the Maître d’, who will be there on the day of the wedding.

A lot of the time, the venue manager is not there the full day, if at all, on the day of the wedding. Their main role is to set up the venue details leading up to the event, then have those contracted details taken over by the Maître d’ that’s assigned to the wedding that week. A Day-of Coordinator ensures that a lot of those contract details get carried out, as they will be there the entire day, working alongside the other vendors to make sure everything runs smoothly. The DOC also attends the final meeting at the venue to help confirm details and timings for the day.

The Maître d’

The Maître d’, sometimes referred to as the Captain or even the on-site Event Coordinator, manages the onsite catering staff to ensure everything runs smoothly on the catering side of the wedding. Essentially, they facilitate communication between the kitchen and the reception space, ensuring a great dining experience. The Maître d’ assigns table orders, oversees meal delivery to the wait staff, keeps the chef on schedule, and manages the meal flow throughout the night. This person handles any meal-related issues or guest questions and ensures that the guests of honor are well taken care of.

The Day-of Coordinator works closely with the Maître d’ to keep the day’s events running on time and stress-free, with the Maître d’ directing the venue staff and the Day-of Coordinator overseeing the wedding or event vendors. We work hand-in-hand with the Maître d’ on the day, providing them with timelines and important details, confirming seating lists, table counts, and more.

Often, venues suggest that the Maître d’ can handle many of the tasks that a Day-of Coordinator would typically manage, implying that a DOC isn’t necessary. However, there are many responsibilities outside the scope of a Maître d’s role. Their primary focus is on the venue’s responsibilities, as that is their job. Your DOC works for you, not the venue, and assists with tasks leading up to the wedding that a Maître d’ wouldn’t typically handle, such as timeline creation, vendor management, identifying gaps in the planning process, and ensuring nothing essential is overlooked.

The Bridal Attendant

Many venues also provide a Bridal Attendant, who exclusively caters to the couple, their family, and the bridal party. The Bridal Attendant ensures the VIPs are well taken care of, with plenty of food and drinks throughout the night. They may also be responsible for setting up escort cards, basic wedding items, or bustling the bride’s dress if needed. Both the Maître d’ and Bridal Attendant are usually assigned to a wedding the week of the event, meeting the couple for the first time on the wedding day. This isn’t necessarily a problem, but you will have been working with your DMS Coordinator for months, so they will know your wedding better than anyone and can communicate critical details to the venue staff.

We pride ourselves on working extremely well with venue staff and other vendors, allowing everyone to play their roles and working as a cohesive team for our couples.  However, we are ready to step in if things go off course to ensure everything runs as planned! 

While the onsite venue staff can certainly help you set up your wedding items, they may not know you on a personal level like your DOC does. As a result, they may set things up just as they did for the wedding the night before. But we’ve got you covered—your DOC will ensure everything is styled according to your vision.

If you are planning the wedding yourself (i.e., no wedding planner), having a Wedding Day Coordinator is ESSENTIAL. Think of us like the “Master of Logistics” and the one to carry out your already planned wedding vision as if it were you that day!

What to Expect from a Day-of Coordinator:

A Day-of Wedding Coordinator’s responsibilities frequently include:

• Creating the timeline for the entire wedding day
• Acting as the point person for vendors, so all questions are directed away from you and your family
• Identifying any flaws or missing details in the planning process
• Providing Wedding Management and overseeing the entire event
• Ensuring compliance with current COVID restrictions or socially distant guidelines, making sure your wedding is set up properly for everyone’s safety
• Ensuring the photo schedule runs smoothly and on time
• Directing and lining up your bridal party for the ceremony
• Cueing musicians and entertainment
• Coordinating the change-over to cocktail hour
• Overseeing the reception to ensure it runs as planned, checking seating and table setups
• Setting up and styling all of your details and decor
• Confirming that all vendors arrive on time
• Handling final payments/gratuities
• Ensuring all your important wedding materials and memories are returned to you
• MOST IMPORTANTLY – being your support system on the biggest day of your life!

What does a day-of coordinator do to help the couples who are choosing to plan their own weddings rather than hire a full-service wedding planner?

Details Made Simple will take the day of coordination a step further in these situations to help guide our couples through their planning process. We become a resource for them and remove some stress as they know we are just a phone call or text away! From the time of the contract, we do monthly check-ins, provide amazing vendor recommendations, give advice and guidance through their planning process while providing wedding day management on the day of the wedding. Our main goal is to ensure that our clients feel like actual guests at their own weddings!

Organization and attention to detail are key! This is the first-time process for most wedding couples so they are truly flying blind through the planning. With this in mind, we always recommend helpful ways to simplify planning including the use of Prismm. The guest list, floor plan design, seating arrangements, and timeline tools are invaluable throughout the planning process.

As the wedding day approaches, we construct a detailed timeline and run of show for the day of the wedding, confirm and manage all wedding vendors, and become their point of contact. We monitor and set up the wedding details, organize the bridal party and family for the ceremony as well as do damage control for anything that might come up on the day of the wedding. Think of the day of coordinators as your own personal wedding day ninja! Basically, we take the wedding you have spent the last year or so diligently planning to come to life and without a hitch!

As a day-of coordinator, do you offer different levels of service? For example, if a couple is working within a tight budget, is there a package available to them?

Yes, we have a day-of wedding coordinator packages to fit most budgets! To ensure the day of wedding coordinator cost is affordable for everyone, we offer the Peace of Mind Package. This option is perfect for couples who have completed their planning (or plan to do so) and are looking for a Wedding Day Coordinator to execute their vision. Services typically begin 1-3 months before the wedding date.

We also have a bigger option where service starts a lot sooner called the VIB Package. This option is for the bride who needs more assistance. Maybe they are out-of-state or extremely busy in general and need help with a few projects. We do a ton of DIY-heavy weddings (we love DIY)!

Either package can be valuable for non-traditional wedding venues such as backyards, barns, vineyards, or even large weddings with many cultural elements and logistics. At these types of weddings, they may not have a traditional wedding staff, like a Maître d’ or Bridal Attendant, so we tend to play many roles on the day of the wedding and get hired to make it all happen seamlessly and on time.

We also offer destination wedding coordination services. With this package, we will help you to get organized while providing support as you plan your perfect wedding abroad. We can even be on-site to ensure all is going smoothly.

In today’s climate, we feel that it is so important to be transparent with our clients. For this reason, we list all of our package information and pricing right on our website. We have many little extras and add-on options such as ceremony rehearsal assistance, additional wedding coordinators, or DIY projects assistance, which can be added to any package to meet the needs of every client.

So, remember – keep it simple. If you’re planning the wedding yourself, do yourself a favor and hire a day-of coordinator ASAP! It will literally be the best investment you make for your wedding….and your sanity!

Details Made Simple is now servicing amazing couples in New Jersey, New York City, Philly, DC, Maryland, Virginia, Delaware, and beyond. Visit their website to learn more!

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Plan Your Event with Prismm

Day-of wedding coordination involves managing all the logistics, from booking vendors to perfecting the tiniest details of your wedding day. Prismm simplifies this complex process by providing an intuitive platform that works hand-in-hand with your day-of wedding coordinator. By streamlining day-of wedding coordinator duties through our innovative tools, Prismm ensures that every aspect of your special day is handled with care. 

In the wedding industry, Prismm stands out by solving problems before they arise, making collaboration between you and your on-the-day wedding coordinator seamless. Our features allow you to manage guest lists, design seating arrangements, and create a detailed wedding timeline — all in one place. This not only saves you time but also improves communication with your day-of planner, ensuring that every logistical detail is flawlessly executed. 

With Prismm, you can focus on enjoying your wedding day, knowing that every detail is under control. Let us help turn your wedding vision into reality so you can cherish every moment without worry.