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What is included in our Day-of Coordination Package

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Why hire a Coordinator?

Pixie Dust Wedding in Stayton offers  Wedding Management "Day-of Coordinator",  (DOC) service and can really assist wedding couples in so many ways on the day of their wedding, alleviating a lot of the stress and pressure often associated with the big day! Unlike a full-service wedding planner in Stayton, 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.

Too often, brides rely 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, that person will not be able to enjoy the event as a guest, and will end up feeling like “event staff.”

In most cases, your volunteers have little experience in the role of event planner. 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.

This package is perfect for the DIY couples that does not want to have to ask the bridesmaids or mother to set up the ceremony and reception décor for their Wedding Day, its all included in our package!

Pixie Dust Wedding is your Day-of Wedding Coordinator in Stayton


A outline of some of the tasks

Six weeks prior to Wedding Day

Four weeks prior to Wedding Day

Four weeks prior to Wedding Day

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  •  Pre-wedding meeting about six weeks before your big day to go through all the details and answer any outstanding questions
  • Schedule venue walk through for following month
  • Creation of master vendor list
  • Vendor check in and confirmation

Four weeks prior to Wedding Day

Four weeks prior to Wedding Day

Four weeks prior to Wedding Day

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  • In-person meeting about four weeks prior to the wedding day at the venue. 
  • Review and outline of all tables, chairs and décor items and placement 

Two weeks prior to Wedding Day

Two weeks prior to Wedding Day

Two weeks prior to Wedding Day

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  •  Meet with bride and groom to present timeline. 
  •  Go over any arrangements the couple have previously made with vendors, and update timeline accordingly.

One week prior to Wedding Day

Two weeks prior to Wedding Day

Two weeks prior to Wedding Day

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  • Confirm final details with vendors prior to wedding day
  • Vendor management – we will coordinate with all contracted wedding vendors and confirm their arrival times and services booked 1 week prior.
  • Make sure that all vendors have Pixie Dust Wedding's contact information.
  •  Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations.

Please Note: A day-of-coordinator will not re-negotiate any terms in contracts with vendors at this time, or at any other time prior to, during, or after your wedding day. All agreements should be finalized prior to the wedding.

From Rehearsal to Reception

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Rehearsal

  • Work with wedding officiator to choreograph wedding ceremony, processional and recessional. 
  • Alert wedding party as to where they need to be the following day, and at what time


Prior to Ceremony

  • Facilitate on-time arrival of all vendors & direct set up. 
  • Be point of contact for all vendors
  • Coordinate hair and make-up schedule with bridal party and  stylists,  and ensure that hair and make-up is completed in a timely fashion
  • Coordinate any food deliveries 
  • Distribute bouquets & pins corsages to bridal party, attendants & family members. 
  • Gather bride, bridal party and immediate family for photos
  • Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will used to cue musicians
  • Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony
  • Direct ushers and helpers with seating and program distribution
  • Communicate with best man to make sure groom is getting dressed and on-time
  • Make wedding party aware of any last minute details
  • Set up and break down of décor (up to 150 guests) 

  1. Style tables with linens, overlays, décor & centerpieces 
  2. Place signs at ceremony & reception site
  3. Place detail décor (candles, flowers, etc)  for ceremony & reception site
  4. Personal items break down– This includes your toasting flutes, your cake knife and server, guest book and any decor you brought to the event & that we set up.  

(* All décor is supplied by client* We do not do high ladder work such as string lights and lanterns. * Chair covers and ties extra*  We do not return rentals to rental store

Ceremony

  • Set up programs and other ceremony items i.e. guest book, unity candles, unity sand
  • Alert ushers/groomsmen as to when to begin escorting guests to their seats 
  • Communicate with bride and groom so that they know how much time remains before the start of the ceremony
  • Handle any emergencies that may arise
  • Line up the bridal party for their entrances down the aisle
  • Arrange Bride's train before walking down aisle
  • Cue ceremony musicians when bridal party is ready to begin processional
  • Gather family and friends for after ceremony photos

Prior to Reception

  • Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer
  • Arrange escort cards
  • Make sure reception flowers/décor is set up according to flower order
  • Ensure that tent and lighting are set up properly and troubleshoot as needed
  • Meet with catering staff to confirm food timeline
  • Set up guest book and pen, champagne flutes, cake cutting utensils
  • Set up table numbers/names and menu cards
  • Set up amenities baskets, hand towels, candles etc. in bathrooms

Reception

  • Ensure proper flow of cocktail hour food
  • Look over dining tables and make sure they are set up properly
  • Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour
  • Help guests locate their escort cards and dining tables
  • Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance
  • Cue band when the majority of guests have found their tables and bride and groom are ready to be introduced
  • Cue band, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances
  • Cue best man and father of the bride when they are about to be announced for toasts
  • Alert catering staff to pour 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
  • Set up favor table towards the end of the evening
  • Coordinate reception departure transportation