We receive many inquiries from potential clients who are curious about the services Katie O’ Weddings and Events professionals provide versus what an in-house venue planner or coordinator will offer. Truth is, there is a big difference! While our jobs may sound similar and/or redundant, we play very different roles.
Overall, an independent coordinator (like KOWE) is responsible for assisting with the final details leading up to the wedding as well as the confirmation to all vendors (not just those at the venue) as well as assisting with the ceremony rehearsal and we provide individualized schedules for the entire day for the bridal party. We include our cell phone numbers so that everyone can reach us during the day for any question or concern.
KOWE arrival time is typically 1 hour after hair and make-up arrives to be on hand to make certain that all vendors arriving are on time, pinning flowers on groomsmen, picking up lunch for the bridal party, assisting bridesmaids, moms and the bride with dresses, confirming that the transportation is on time and making certain all of the bridal party, parents and necessary guests boarded transportation on time. We are also on site to assist with unforeseen issues and problems that may arise on wedding day that Mom, you and bridesmaids don’t want to worry about. If there are any issues throughout the day and we will handle almost all before they even need to be brought to the bride or groom. We also serve as the point of contact for all your vendors and guests prior to and on your wedding day.
One of the key pieces of the day is assisting the photographer and videographer with getting people organized and making it through all the photos and first look (if you choose to have one) in the most efficient manner and saves time and stress during this moment! We do this rain (see below) or shine!
The senior coordinator will always have two assistants on the day of the wedding, if for no other reason, to get us through the ceremony. One assistant coordinator is on site at the ceremony location in advance of all bridal party members, making certain that rows are reserved, programs are set, unity candle and any ceremony items are where they need to be as well as cueing, lining up and making certain the ceremony starts on time; while the other assistant is with the senior coordinator, helping with the pictures, the guests, transportation, or even taking care of your dog(s) during pictures!
We always organize what we call a “vendor pow-wow” to get all the key vendors (includes the photo/video team, band leader/DJ, venue coordinator on the same page for the formalites. This covers any last minute changes or additions and makes certain there are no surprises and we are ready to go.
Fast forward to the end of the night, we are responsible for packing up and loading all gifts, packages and any personal belongings and taking them either directly to the honeymoon suite or we’ll put everything in the parents’ car to make their way to final destination. We feel that no newlyweds should have to be worried about this and we want you to enjoy the end of the night.
The in-house coordinator will be focused primarily on your wedding reception, which will typically take place from 5pm-11:00pm on the day of. Based on the list of what we do, we will attend pre-wedding meetings and will be with you and your fiance from approximately 10am-12:00am on your wedding day. We are aware and respect that the in-house team conducts weddings every weekend at their venue. We do not know everything that they do about the venue and never try to tell them how to do their job.
We always work alongside the venue event manager / in-house coordinator to ensure a flawless execution of your big night, from cocktail hour through dinner, dancing, and the end of the night.
There are countless other little (and not so little) things an independent coordinator does on the wedding day and sometimes, especially if you haven’t been through it before, it’s easy to lose sight of that. I just wanted to give you the full picture and make certain you know the difference between a staff coordinator vs. an independent coordinator when making your decision.
Hope this behind-the-scenes / in-depth description helps anyone out there who has been struggling with a decision! For more details on our service please check out our video on our service page: https://www.katieoevents.com/our-services/