48 hours in the life of a Day of Coordinator

This is a story of what the average Day of Coordinator goes through for the 48 hours previous to and during your wedding day.  There is some slight exaggerating to keep it fun.  Happy reading.

It’s 4 am on Friday, the day before your wedding.  As the Wedding coordinator, I look over the 14 page Time line to ensure that everything that I need to have done has been handled.  I’ll start the day off by ensuring that all of the vendors have their time line, the directions, know what time they need to be there and answer any last minute questions.  The vendors that need to be at rehearsal, I’ll make sure that they know what time and where as well as they MUST be there on time.

Ok, now it’s 6am and I need to set up all of the floral buckets to be ready for the floral delivery this morning.  Be sure to have the perfect amount of floral preserver in the water and that each type of flower will be at the right temperature to prevent premature opening or wilting. 

7am, wow we’re just cruising right along!  It’s time to re-check all 40 boxes of items that need to go to the ceremony & reception against the packing list to ensure that nothing is left behind.  Oh, here’s the box of the favors, the little pristine bows have not been tied on the favor boxes yet.  Start an assistant on that.  Two other assistants and I continue checking boxes against the packing list, duty roster and ensure that the correct picture is attached to the box.  Amen for assistants or I’d still be doing this after well after the rehearsal.  The rest of the boxes are all accurate including all of the individual box labels and the tags so that staff knows what their jobs are and how it is to look upon completion.  The two boxes of the bridal party and parents gifts have been placed in the car for this afternoon. 

Oh great it’s 10am and the Fed Ex guy is here on time with the 20 large boxes of floral selections of the bride.   The bouquets and all of the reception arrangements can be made after the flowers have had time to drink some water and de-stress.  Thank the lord and not a moment too soon.  All the flowers need to be unboxed, the stems trimmed and placed it their correct buckets to keep them safe until later today.  Perfect the next staff member has arrived too to assist in making sure that all of the floral has as long as possible to get acclimated to Denver’s climate.  Hooray that there is four of us working on this now.

1pm.  Ok, now that’s done...... Again, Amen for assistants or I’d still be doing this through out the rehearsal too.  The place looks like a hurricane hit it, but I have to be at rehearsal in a couple hours and I haven’t showered yet.  Some day I'll have to name the hurricane that hits the office, just too busy to do it today.

3 pm, racing out the door with an assistant to help with rehearsal, fall down the stairs, bust the heel off my shoe. Change clothes so my shoes match. Race down the stairs again.  Thankfully without falling down the stairs this time.  You would think at 3 pm in Denver and headed downtown that there wouldn’t be much traffic, but everyone, their mother, and their dog are headed down here for something this afternoon.  Left the other two assistants to begin preparing all floral forms for their flowers and let more staff in as we’re gone.  Leave instructions as to how many need to have what length stems and if they need to remove all leaves &/or thorns possible.

4 pm.  Finally, we made it to the reception and my assistant only asked me to slow down once so she didn’t lose me in all of the traffic.  She said though that it seemed more like a carnival ride then a race against the clock to make it to the rehearsal.  Now that’s a great record, usually I lose an assistant at least once in traffic.  Grab the boxes from the back seat, ruin my hose on the car door, cuss under my breath and head into the flower garden of the facility.  Rehearsal starts in 10 min’s.  No one’s here.  Shocking.  We start at 4:10 regardless of who’s missing.  We have to be out of this area by 5 so that the event scheduled here tonight can start setting up.

4:10 Well we’ve got about ½ of the wedding party, obviously 4:10 start time was confusing.  Start explaining the procedure and lining them up, the others will need to catch up as we’re going through rehearsal.  Thankfully the preacher made it on time.  The explanation takes a good 20 minutes so that people know what’s going and where they need to be.  Receive two frantic phone calls from the office.  Tell them where to find what they are looking for.

4:30 pm just beginning the first walk through with out music.  Send assistant to ensure that the driver is standing by to take the wedding party and family to rehearsal dinner.  First rehearsal looks similar to a duck waddling to the water’s edge with one leg shorter then the other.  That’s why we do it twice and three times if there’s enough time with the second and third being rehearsed with music.  Of course during rehearsal we don’t go through the entire ceremony, just the  highlights so people can understand what they should be doing when the time comes, practicing where to stand, with whom to stand and what happens at the end of the ceremony.  And where they should be to start after ceremony pictures.

4:45pm Send my assistant to help out with rehearsal dinner, the handing out of gifts and getting the Grandma’s back home.  I race back to the office to do the designs for the floral and show my other 10 staff members how they should look. Run back to the car and head down the highway like my hair is on fire, phoning the office for an update.  Almost run over someone's hub cap in the road.

It’s now 3am and the floral work is just getting finished up.  So tired - that I’m considering holding my eyes open with toothpicks.  Off to bed so that I can be on my game tomorrow. 

Saturday morning. It’s the day of the wedding. 

6am, up and at ‘em.  Take a shower, then head across town to the bride’s house to pick up the dress and all of her accessories.  Make sure that the girls are close to ready for the hair and make up girls to arrive.  The photographer arrives as I’m leaving.  Head back to the office to meet the 16 staff members for load up, delivery and set up at the ceremony and reception locations. 

8am, all the staff members arrive, right on time.  More praise.  30 minute staff meeting so everyone knows to the expect, what to watch for and where any issues may arise so they can head them off before they are apparent to any one else.  Begin the load up of every vehicle.  Ensure that the dress and all accessories are in my car including the steamer and the bridal emergency bag.  Make sure that the ladders have been loaded into a car and that none of the glass vases break during load up.  Check the entire office including the refrigeration areas and loading area to ensure that nothing was missed.

10 am arrive at the ceremony and reception sites.  Being the hours of chaos to ensure that the couple see’s everything that they have envisioned for their wedding day.  Send an assistant up to steam the dress and veil.  Place the flowers in their coolers in the bridal suite for the ladies of the bridal party, the mothers and the bride.  Receive a couple phone calls from lost vendors because they forgot the map, directions and timeline.  Get them back on track and continue to get the locations ready.  Get stopped by the venue stating that they needed to approve a décor install before we can proceed.  Locate paperwork showing that we had the approval and continue. 

4 pm.  The bride and her entourage arrive.  Send them up to the bridal suite to complete the bride.  Send an assistant up to keep them calm and ensure that everything is in place. 

4:15 the guests and ushers start arriving.  Locate the appointed family member to handle the guest book and assist with gifts at the gift table.  Have the ushers start seating guests.

4:30 pm the gentleman of the bridal party arrive.  The staff has completed the elaborate ceremony and reception décor set up.  Four staff members stay to pick up the slack that may and usually does occur during the remainder of the day. 

4:35  head up to the bridal suite to see how things are going.  Send the photographer out to take pictures of the gentleman and his family while we finishing primping.  Call the photographer at

4:55 to come back and get completed pictures of the ladies and her family.  Head back downstairs to make sure that the usher’s are a good way into seating people and that the guys are ready to begin their roles. 

5 pm have the musicians start the music for the ceremony.  Line the grandparents, mothers and the rest of the ladies up.  Have the gentlemen with the exception of the groom ready to proceed down the aisle.  Nerves are frazzled for all of the family right about now.  Begin the processional and cues for the wedding.  Poor flower girl is unhappy that she's having to be up there, bride her to be quiet with a piece of gum, while leaning over the banister so I'm not in pictures, catch my dress on the bush and lose my balance falling into the bushes.  All scraped up and looking like I've been in a cat fight and lost, brush myself off and pick the bushes out of my hair.

Now the real fun has just begun.  We’ve still got another 6 hours of cues to give to ensure a flawless and seamless wedding and we haven’t even started the clean up yet.  If you remember from the begging of this post, we've embellished some, i.e. the falling down the stairs and into the bushes, but we wanted you to be able to have some fun when reading our blog sometimes.  We really are fun and not always stuffy.

Now if you really think that you can handle all of this on your own after you have spend months planning your wedding, you all know who I’m talking about.  Then we can not help you.  However, if you read this and thought that there is no way that I can do this, but I want the wedding of my dreams, then you need A Memory Lane Event & Wedding based in Denver Colorado.  We handle all of this and so much more for you so you can enjoy your wedding as couple instead of stressing out and becoming a bridzilla on your wedding day.  Don’t put your self, family and friends through this by trying to do it all yourself.  Call A Memory Lane Event & Wedding now for your free consultation.  We schedule appointments by both phone and in person at night and on the weekends so you can still work.  Jennifer Lane 303-513-2364

Day Of Event and Wedding Coordinating

The importance of the addition of the "day of" coordinator to your wedding planning team. Now, I want to share with you the benefits of hiring a planner and coordinator. No we do not necessarily have to plan every single detail of your wedding, unless that is what you would prefer. Regardless of if you want a planner or coordinator or hire us, a company that does both, your personality and flair should be very apparent throughout the day – as a planner and coordinator we’re here, to give you advice and guidance throughout the entire planning process. The only way I know to tell you about the benefits of having a planner and coordinator, is to tell you the value I bring to my own couples prior to their wedding day, the day of and after.


I have the ability to make magical, dazzling and upscale elegance to your day, make progress happen with just one phone call or email - like a super hero without the cape and tights! Couples have asked me to talk to vendors when they are having a difficult time getting their points across to their vendors. They ask me intervene. It’s sometimes odd that some people and vendors will not respond to a bride for a week, but will respond to me right away. I have often wondered why that is - since the bride/couple is their actual client. I think it’s probably because I bring more repeat business. Whether that is a good reason or not - it’s true. I don’t sugar coat things for my couples, I tell them like it is, with tact.

It’s not my style to push people around, but I will get the desired affect for my clients - however, when someone doesn’t respond to one of my brides/ couples...they know it. If vendors, locations and officiants want me to recommend their businesses, they have to show me how they will go above and beyond for my couples.


I have no alliances to anyone, with the exception of the two people that hire me - the bride and groom, in some cases their parents. It’s my job to get you what you want. I had my wedding years ago. It was amazing and everything I wished for, but it’s over. It’s not my job to plan my wedding, but to take your vision and make it a reality. We are here to be an advocate for you. We negotiate with vendors, whether they are our suggestion or yours. We help to smooth things over with your family and friends.


One advantage of having a planner and coordinator throughout the entire process is that you are able to take advantage of our hard-earned networking, 19 years of experience and the knowledge of what works smoothly. A good planner and coordinator will have many connections within the community - which allows you access to the best vendors in the area. If the planner and coordinator is well-respected in the community, the vendors will want to go above and beyond to impress you and your family - thereby impressing the planner and coordinator which helps ensure repeat business for the vendor.

At one of my recent weddings, the bride and groom contracted a photographer and opted for a small package with associate coverage (no assistant). On the day of the wedding, the owner showed up with an assistant and both of them stayed through ½ of the reception. Not bad! Above and beyond!


Experience is one of the most important aspects. A good planner and coordinator will have years of experience. Having done thousands more weddings than the bride and groom - we know the ropes and know how to avoid the pitfalls of wedding planning. The wedding planner and coordinator will ensure that your process is smooth and stress free. They will make sure all the nuances of wedding planning are taken care of with professionalism.

Additionally, I totally believe that time is money. A professional planner and coordinator will save you time and stress which will be worth their weight in gold. We are supposed to take that nervousness away from you, not cause you more! Planning and Coordination takes a lot of experience. I have tons of experience with interpersonal skills, budgeting skills and attention to details in more then just planning and coordinating which also saves you time and money. You’re dealing with one person to explain what you want, it’s my job to impart this information to everyone from wait staff at the location to the favor assembly to ensure that every detail has been carefully tied into the perfect bow for you, your family, friends and guests in attendance.


What exactly does a day of coordinator do for you? I am asked this question many times. It’s a great question! It’s the job of a day-of coordinator, to keep everything organized and running smoothly on the day of your wedding. Your coordinator is the point of contact for your vendors, hotel concierge and guests if questions/problems arrive on the day of the wedding. While your coordinator is responsible for the rehearsal and wedding day, we must do a lot of pre-work (prior to your big day) to be successful at our job and ensure the seamless execution of your dazzling day with a diamond quality.

I encourage couples considering a professional coordinator, to contact them as early as possible, interview a couple before making a decision. Your coordinator should calm your nerves and the three of you (spouse to be and the coordinator) should be able to feel more like friends and not like it will be a battle to the end to impart your wishes.

The advantage to contacting a coordinator early - you can take advantage of all of services, knowledge and expertise early in the planning process. Not all planners are coordinators. Not all coordinators are planners. When you find a planner and coordinator in one person/company you have a rarity. When that same company also has all the other elements, such as floral and décor designers and staff to achieve the needs of your wedding, and to be able to handle all the aspects of your wedding or event then you have the closet thing to heaven.


For day of weddings, I must be involved at the latest 4 weeks before your big day. Although, I prefer several months in advance of the wedding so we can be sure that we are all on the same page. Contacting me several months in advance and then no communication or not getting me the information until a couple weeks before the wedding doesn’t really cut it. We want your day to be perfect too, we need to be in the loop to ensure that it is. I want to see the contracts you’ve signed and make sure that the times that vendors are scheduled to arrive correspond with the rest of the contracts and time frames. Several years ago a bride that refused to let me see the contracts, the DJ showed up to perform two hours before the ceremony even started and was scheduled to leave a ¼ of the way into the reception. The bride and groom did not give me any information until rehearsal the day before the wedding, at that point it was too late to fix any of the issues and the day of wedding was far from perfect. We do not even consider a couple who calls us now with a wedding with in a 2 week time period.

After all, the better the coordinator knows your wedding, the better they can advocate for you on your wedding day and fix anything that doesn’t fit into your perfect day as it should. Your coordinator will be your point of contact for logistical, procedural, and etiquette questions. Most coordinators have several packages you can choose from and some have options to custom build a package that fits into your budget and gives you the help where you need it. Your coordinator will keep you on target with what needs to be done as your big day approaches. They will give you customized timelines, or track your progress so that all tasks are being completed on time and in the correct order. Of course, if you hit any bumps along your journey, whether large or small, your coordinator can be your partner in helping you to smooth things out - making the process a lot less stressful for you.


About a month prior to your big day, your coordinator will begin working with you and your vendors to create a detailed and customized timeline. When done, this timeline will become the "bible" for your day - telling your vendors, your location, your coordinator, and your wedding party when tasks are to be completed. It’s very important to keep all of your vendors on the same page. Typically, this document is distributed 1-2 weeks prior to your wedding to wedding party members and vendors. The week prior to your wedding, your coordinator will complete all last minute confirmations with your vendors. It is their job not only to ensure that all of your vendors have maps, transportation itineraries, and directions; but also to make sure all details are attended to, and everyone knows what is to happen on your wedding day. The last week before your wedding day, you should be relaxing, hanging out with family and friends and seeing your guests that are coming in from far away places not tending to the details of the wedding. Don’t give yourself a pimple to blemish your gorgeous face the week of your wedding because you wanted to save yourself a few hundred dollars..


Most "day of" packages include rehearsal coordination - in which the coordinator will work with your officiant to make your rehearsal run smoothly and quickly – so that you can enjoy your guests/family members and rehearsal dinner with little stress worry.

On your wedding day, they will be there to help set up and make sure everything is per your requests. In some cases, depending on how much set up work is to be done, they will bring a team with them to ensure that both the ceremony & the reception is set up on time and with in the time restraints of the facilities. Your coordinator is there to answer questions, field emergencies and make sure everything runs to your specifications. Your coordinator will line-up your wedding party, cue musicians, manage the change-over (or cocktail hour), ensures that your reception runs smoothly (and all vendors are present for the big moments), and will help clean up and make sure your important wedding materials and memories (gifts, guest book, pictures) get back to you safely.

Just like anything else, every coordinator is different. Some coordinators only do destination weddings, some do only weddings that take place in their home town. Some only do outdoor events or weddings, some only do hotel weddings, some only do casual type events/weddings some only do upscale events while others can take a normally causal type event and pair it with an upscale twist and others will not meet with you more than 6 months (or less) prior to your wedding day (all the time or during specific "peak" months) and some limit hours on the rehearsal/wedding day. Other coordinators will allow you to contact them anytime, and some will give you unlimited hours on your rehearsal and wedding day. Generally, coordinators for day of services range from $500.00-$2,500.00 – which is based on level of service, experience, training, and demographics. It’s important that you find someone who will fit your needs, personality, and budget. We look forward to working with you. Jennifer A Memory Lane Event. 303-513-2364