on-site coordinator services

At DESTINATION WEDDINGS UNLIMITED (DWU) you have the option of adding on an Onsite Wedding Coordinator that will travel with you to your destination wedding who will be your exclusive wedding planner for the duration of your stay.  That’s right, your special wedding planner, who will advocate for your needs, to ensure your wedding goes off without a hitch!

 

 

Your DWU Coordinator will ensure:

  • All your guests arrive without any issues & luggage or at least be there to help navigate everyone through the process.

  • Attend to Welcome Dinner Details

  • Rehearsal  that goes off without a hitch,

  • Your rehearsal dinner details are perfect,

  • Hair and makeup teams are in place,

  • Your Dress/Attire is steamed and ready to go,

  • Vendors arrive in a timeline fashion and begin set-up according to predetermined timelines

  • Ensure all wedding ceremony decor/details are done according to the plan

  • Manage any language issues

  • Ensure reception room is ready to go immediately after ceremony

  • Arrive with an emergency kit that can cover any upcoming issues

  • And so much more!

 

Depending upon what package option you choose, our DWU Coordinators meet with you approximately six months, two months and then one week prior to your wedding so we are all up to speed on your wedding plans, wedding day vision and have all the necessary information to make your wedding day perfect.  We arrive with you, make sure everything comes together and you get to enjoy the sun, the sand and the love you both feel.


It is important to remember that planning a destination wedding is exciting, but can also be overwhelming.  Typically, you will not visit each prospective location prior to your wedding because of the extra expense and time, although that would be amazing right? That is why it’s important that the destination you choose can accommodate all of your needs and your planner understands the ins and outs of your resort. Some destination venues resorts that cater to weddings may also provide an onsite coordinator who can do some of the work for you, however, their onsite coordinator is there to represent the resort NOT you!  Looking forward to sitting down with you in person or over Skype, enjoy a glass of Prosecco and let’s get to planning.

 

 

2-3 Months Prior to Wedding

  • If the couple is local the wedding planner will meet with the couple in person at one of our offices.  If the couple is not local the wedding planner will Skype with the client to discuss day-of logistics.


 

Design Consultation

The wedding planner will discuss your theme and design for your wedding ceremony as well as your reception.

 

Rehearsal & Rehearsal Management

  • Act as a personal assistant the day of the wedding.

  • Will provide rehearsal coordination.

    • Make sure everyone is lined up where they need to be.

    • Practice professional and recessional several times.

    • Go over readings and other special aspects of the ceremony.

    • Line up receiving line, as needed.

    • Work with wedding officiator to choreograph wedding ceremony, processional and recessional.

    • Remind wedding party of where they need to be the following day, and at what time.

    • Setup and manage rehearsal dinner as needed.

    • Transport any necessary décor items from the Rehearsal Dinner to the Reception location for overnight storing.

    • Discuss any last minute changes that need to be made to the wedding day timeline.

 

Pre-Ceremony and Ceremony Logistics

    • Discuss your wedding day timeline, beginning with when you will wake up, and start your hair/makeup preparations, ceremony components; reception details all the way through when your reception ends.

    • Facilitate on-time arrival of hair and makeup stylists and instruct them as to where to set up their equipment.

    • Coordinate any pre-wedding meal deliveries and clean up.

    • Ensure all flowers arrive on time and distribute to the wedding party.

    • Confirm photographer and videographer arrive on time and are aware of the day’s timeline.

    • Coordinate with transportation vendor so the wedding party departs for the ceremony as scheduled, if applicable.

    • Communicate any last minute details to the wedding party.

    • Confirm florist has delivered and set up all ceremony floral arrangements.

    • Ensure that personal flowers (i.e. Boutonnieres, Flower Girl baskets and Attendant corsages) have arrived at the ceremony location.

    • Distribute all flowers to remaining wedding party and family members.

    • Set up programs, guest book, unity candles, and send-off items, if applicable.

    • Ensure ceremony musicians have arrived and direct them as to where to set up.

    • Ensure Ushers/Groomsmen arrive on time and are ready to escort guests.

    • Ensure designated attendants arrive on time and are ready to pass out programs and assist with the guestbook.

    • Alert Ushers/Groomsmen as to when to begin escorting guests to their seats.

    • Coordinate with the ceremony officiator and musicians to determine signals or cues that will begin the ceremony.

    • Handle any emergencies that may arise.

    • Line up wedding party and family members for the processional.

    • Cue ceremony musicians when the wedding party is ready to begin processional.

    • Transport items from the ceremony location to the reception venue and store any items not needed at the reception.

    • Provide any necessary clean up to the ceremony location.

 

On-site Coordination/Prior to Reception and Reception Management

    • Help with any wardrobe malfunctions.

    • Maintain an emergency kit.

    • Gather any items that the couple/guests may have forgotten to pack.

    • Ensure everyone is getting ready when they are supposed to.

    • Assist with any language barriers, communicate with resort staff on the client/guests’ behalf.

    • Event set-up, liaison between all your vendors, problem-solving and event clean-up.

    • Greet all vendors and instruct them as to where to set up.

    • Greet all guests and ensure they have all the necessary itineraries for the day.

    • Make sure Cocktail Hour and Reception décor are set up according to plan.

    • Make sure all flowers are set up according to floral order.

    • Confirm timing and logistics with the band, DJ or designated emcee and ensure they can correctly pronounce the wedding party’s names.

    • Meet with catering and venue staff to confirm food timing and the overall flow of the evening.

    • Arrange escort cards.

    • Place chargers, menu cards and favors at individual settings, if applicable.

    • Set up table numbers, guest book, card box, cake cutting utensils and champagne flutes, if applicable.

    • Ensure any other miscellaneous décor is set up according to plan – wedding signage, cocktail napkins, family photos, photo booth and so on, if applicable.

    • Assist catering and/or venue staff with remaining setup needs.

    • Examine guest tables and head table to confirm they are set up properly and have the correct number of chairs at each.

    • Review final set up before guest arrival.

    • Assist clients and guests to ensure they know where all wedding day functions are taking place.

    • Ensure proper flow of Cocktail Hour food and drinks.

    • Help guests locate their escort cards and dining tables and encourage them to take their seats at the appropriate time.

    • Assist with bridal party photos, family and friend photos.

    • Locate wedding party and line them up for their introductions.

    • Cue band, DJ or designated emcee when the majority of guests have found their tables and the Bride and Groom are ready to be introduced.

    • Know the catering service’s schedule, and help ensure that guests are served at the appointed time.

    • Cue band/DJ, photographer, videographer, and immediate family members when important events take place (i.e. first dance, parent dances, cake cutting, and toasts).

    • Cue individuals when they are about to be announced for toasts.

    • Distribute final payments and gratuities to vendors at the end of the night.

    • Prevent and fix any problems that may arise during the event.

    • Remain easily accessible through the entire event in case there are any details the couple would like attended to.

    • Collect gifts and personal décor items, and ensure they reach the designated family member, room and/or vehicle at the end of the night.

    • Coordinate reception departure and/or formal send-off.

    • Ensure there is a drink in the couple’s hand all day long.

    • Ensure documentation is kept safe.

 

Post Wedding Day Brunch/Activities

    • Assist in the planning of the Post-Wedding Brunch/Activities.

    • Facilitate on-time arrival or delivery of outside catering.

    • Coordinate food and beverage logistics.

    • Help with setup of décor and/or floral items.

    • Prevent and fix any challenges that may arise during the event.

    • Ensure proper clean-up.


.
Inquire to see how you can add these services to make your special event that much easier and stress-free!