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What Do Wedding Planners Do? | Episode 17
11 Plays6 days ago
Ever wonder what your wedding planner is actually doing while you're getting ready, saying your vows, and celebrating with your guests? In this episode of Behind "I Do", we're pulling back the curtain on what happens behind the scenes from the moment we arrive at your venue to the very last box loaded into the car at the end of the night. From setting hundreds of place settings and coordinating vendors to troubleshooting last-minute surprises, cueing the ceremony, feeding the newlyweds, managing timelines, and packing up every last detail—we're walking you through what a real 12–14 hour wedding day looks like. This episode also explains why we don't call ourselves day-of coordinators. The work that happens on your wedding day is only possible because of the many hours of preparation, planning, and logistics that happen long before your guests ever arrive. Whether you're planning your own wedding, work in the wedding industry, or are simply curious about what goes on behind the scenes, this episode offers an honest look at what it takes to create a seamless wedding day. ✨ In this episode: What happens before guests arrive Setting up ceremony and reception spaces Coordinating every vendor throughout the day Managing wedding timelines behind the scenes Keeping couples fed, hydrated, and stress-free Ceremony cueing and reception logistics Cocktail hour flips and room transitions Toasts, dances, dinner service, and cake cutting Packing gifts, décor, and personal items Executing the perfect send-off Why having an experienced planning team makes all the difference If you've ever wondered what your planner is doing while you're enjoying your wedding day, this episode answers it all. 💬 Have questions about wedding planning or topics you'd like us to cover in a future episode? Leave them in the comments—we'd love to hear from you! 👍 If you enjoyed this episode, don't forget to Like, Subscribe, and turn on notifications so you never miss a new episode of Behind "I Do." #WeddingPlanning #WeddingPlanner #WeddingCoordinator #WeddingDay #WeddingTips #BrideToBe #WeddingPodcast #BehindIDo #WeddingAdvice #WeddingTimeline #WeddingInspiration #WeddingVendor #WeddingPlanningTips #WeddingDayBehindTheScenes #WeddingEducation
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Transcript
Introduction to Wedding Planning Challenges
00:00:00
Speaker
Planning a wedding comes with timelines, trends, expectations, and a whole lot that couples never see coming. We're two wedding planners pulling back the curtain on what really happens behind I do. Each week on Behind I Do, we bring you real talk about real weddings, timelines, trends, the wins, and the what-ifs.
00:00:16
Speaker
From the smooth as silk celebrations to the did-that-actually-just-happen moments, we're sharing the stories, lessons, and insider knowledge that help couples plan with confidence and maybe even laugh along the way.
00:00:27
Speaker
Whether you're a bridegroom vendor or wedding lover at heart, this is your backstage pass to the world of weddings told candidly, graciously, and with the expertise only seasoned planners can offer. Grab your coffee, your planning binder, and your confetti and join us behind I do. All right.
Day-of Coordination Demystified
00:00:43
Speaker
Episode 17 behind the scenes. What we actually do during your wedding day.
00:00:49
Speaker
So, I mean, I like we've talked a little, maybe, don't know, in some of these podcasts, I lose track, but we thought be kind of fun to just like truly dive into like exactly what we do, like start to finish and just kind of chat through it. Just on the day. Yeah, just on the day. Just on your wedding day, what it actually looks like. Yeah. And I think to this, I mean, again, this always just makes me think of like, I think explaining this and kind of diving through it is like why we don't,
00:01:15
Speaker
call ourselves day of coordinators because there is like so much that we do that if we didn't ah rat like talk to you beforehand we wouldn't be able to do a lot of these things so yeah there's like at least 20 hours minimally of prep work before we get to your wedding day if that's and that's not that's not even like a planning client that's just like our wedding management just logistics making sure things are done we have all the things to execute the day of totally so It's wedding
Venue Setup and Team Roles
00:01:45
Speaker
day. It's typically a Saturday. Usually, i mean, our common arrival time is like 10 a.m.
00:01:50
Speaker
And most like venues, that's like access time around here a lot. I mean, there's a few that will let us get in early, but most of them, it's like 10 and that just also feels like usually a good common time for us to arrive. Yeah, for a 4 p.m. start time, 10 p.m. feels like a good yeah amount of time for us to have.
00:02:09
Speaker
Yes. And we are big proponents of like we tell a lot of our couples, like we're usually first ones to arrive, last ones to leave. Obviously, sometimes there's exceptions, like if the DJ is still tearing down at the end of the night, like we're not hanging around to help him pack up. You can figure that out. We're not doing that. And like rentals sometimes arrive before us. I mean, it just kind of depends logistically, but we like to be the first ones there, last ones to leave.
00:02:32
Speaker
Just so that we are receiving all vendors and ensuring, like we say at the end of the night, like your venue is left exactly how we found it. 100%. hundred percent And we usually come with our teams. So typically there's always a lead planner. There's always an assistant. And then depending on the size of your wedding, we may have our labor ops um show up with us, which he helps with all the setting of like the tables, chairs, ceremony tables. Yeah. yeah
00:03:02
Speaker
All of that. And then sometimes we have additional assistants or we also have an awesome... amount of interns so we're super lucky that we have people that reach out that want to intern for us yeah so that's like i mean in all our inquiry calls i tell people like i said we always have two at every wedding whoever starts like the coordinating or planning process is your lead and that is who they're this day of and they always have an assistant and then like ali's saying logistically it's like we are fortunate to have like, just depends on the venue. Like some venues, it's a lot more labor, a lot more like logistics of like, we have to move chairs from here to there or whatever it may be. So for us, it's no additional like cost. It's just,
00:03:44
Speaker
we logistically look at the layout of like what what venue are we at are we moving chairs kind of where is ceremony where is reception and kind of talk through that and then that's the crew we bring day of and a lot of like the setup crew will typically leave after like right before ceremony and then come back for teardown um so again i think we're just very fortunate to have like a good group of so lucky people that Help us and save our backs. And execute the day with us. So yeah, we or I've set up typically if like depending again on the venue, we like separate and like one to two people are setting chairs for ceremony. And then the other group is setting tables and chairs for the reception and kind of getting tables set up. Yeah.
00:04:28
Speaker
So, yeah. Yeah.
Vendor Coordination and Custom Setups
00:04:30
Speaker
That's usually where we start. Yeah. And if the if the bride or groom's on site, we always try to check in with them, yeah too. um Usually, like, we've already communicated with them via text because hair and makeup oftentimes starts 7 to 8 a.m. So we're already checking in in the morning, like, hey...
00:04:48
Speaker
Did her makeup show up? Yeah. Yeah. We're on the way to the venue. Yeah. Usually we get a call if they have it. So yeah that's pretty rare. Yeah. yeah, well, that's kind of we start with like a good communication in the morning and then we launch into setting up your space.
00:05:03
Speaker
Ceremony takes priority because that's typically where guests are going to go first. So we like to make sure that that's like getting started. And if there's like an arbor or anything like that, we have to make everything's centered. so we usually start out there and then, yeah, work our way inside tables, chairs. And then we have kind of like requirements before vendors can show up. Like a florist can't set tablee set their tables with their florals until we have linens placed. So we try to get things like that done for any of our vendor friends. Yeah.
00:05:36
Speaker
that would need it done. Or like, I mean, vice versa. If like they are doing like a ceiling install, like making sure that they're arriving either the day before or starting before we start setting tables, just so that they can be doing those installations obviously before us, like logistically. But yeah, like if they're setting centerpieces, they obviously can't do that until we've set linens. Linens, yeah.
00:05:59
Speaker
So it's kind of all every wedding day looks a little bit different on how we break it down, but that's kind of the general thing. team yeah So once we have tables and chairs set up, which we've ah learned the hard way that we want to make sure we have enough chairs for seating charts and not too many chairs. So we've been like...
00:06:20
Speaker
All throughout the years, learning all sorts of strategies to make sure this goes smoothly. yeah because I mean, typically, like, it's eight per table. But, like, sometimes there's six at a table. Sometimes there's nine. Sometimes there's seven. So it's always terrible when you've set the table for eight. And then you're like, oh, there's four.
00:06:37
Speaker
Yeah. Okay. It's going to look a little different. Yeah. And that's usually I mean, usually setting tables is what takes the longest. I mean, again, depending on the the wedding, but it's like if they're doing like a full place setting, that is like our job, like plates, silverware.
00:06:54
Speaker
Chargers, candles, table number, like folding the napkin like that is we do all that. So, again, depending on the logistics of the day, that also determines how many staff members we have.
00:07:06
Speaker
A lot of times, too, speaking of the napkins, like if they're wanting like the knot, like it folded in like a knot or folded. like There's the sleeping bag where it's like it's folded a certain way and then the menu's tucked in. We try to actually do that before wedding day because that obviously takes a lot of time. Take hours. So that's something that we often try to do for any of our clients, whether they're planning or wedding management, try to pick up the napkins from the rental company prior to wedding day so we can prep that.
00:07:35
Speaker
So then the day of it's like we just place the napkin. Yeah. It makes things go so much smoother. And like, well, this is happening. We're also like following our timeline. So we made that timeline with you well before your wedding. And we're making sure that all of the vendors that
Managing Smooth Transitions and Logistics
00:07:50
Speaker
were supposed to show up have shown up. And if they're not here, we're checking in on them on your behalf. So like DJ is 30 minutes late. We're like calling, texting, just making sure that we're like catching errors, but you know, with enough time to make sure they're fixed. Even like,
00:08:07
Speaker
My last wedding, the rental company forgot to put the napkins in the car. So like dealing with those things at 10 a.m. is so much better than dealing with them at 3 p.m. So we're as the day goes on, we're just making sure that all of those things are getting done. Yeah. And that's, again, why I think it's like in a way like I was recently just talking to bride about this, like.
00:08:29
Speaker
When you're like talking to like coordinators and planners and, you know, inquiring with them, like, I understand that not everyone can have such a large team like we do, but I think that is like what makes us different. And and don't want to say better, but just...
00:08:44
Speaker
Having the team that we have built, like it allows for your lead to do things like that, because I think that is what gets hard is it's like your lead should be doing those things, like tracking your timeline, checking in with the vendors, making sure, like I said, they're arriving on time. And it's like if you. If we didn't have like, you know, three people helping us, like your, your lead is also setting tables and trying to check in and check in on the bride and making sure things are like, how is she doing? Does she need anything? And so I think that's what is like such a benefit to our team is like, it allows your lead to be the lead yeah and like actually do her role while the team is supporting her and setting up.
00:09:25
Speaker
So it just like, I mean, it just makes it super nice and not as feel as frantic. Yes. Which we've learned over many, many weddings. Like haven't checked on the bride in four hours. Yeah. Like, and that's definitely not the way we want it to feel for them or for us.
00:09:41
Speaker
So definitely yeah building up our team. We are so grateful. Has helped. Yeah. On our team. Yeah. but and So we can get these things done. And I think, two, then it's like as like, you know, being able to check also in the bridal party and their family is like the family is starting to arrive. And even like as the vendors are starting to arrive, it allows the lead to be present and like going over and like checking in like that's something we do on our timeline is the caterer has arrived. We have it on there that coordinator and caterer check in with each other. Yeah. So we need to walk through where's the buffet line going? Like, what time are you going to
00:10:12
Speaker
ah Did we confirm your serving time? All of that. And especially it gets hard when you're the lead and like it's a florist and they need you out at ceremony site to like double check a visual on where this basket's going and all these things. And if you don't have extra help, that's what makes it hard. Yeah. Yeah. So makes it just, yeah, because that is like a big part of our job is like checking in with each of those vendors and like going through the timeline to make sure like even with like DJ, like you have, you know, this many toasters. This is the order you have. Like, yeah, is this the right song? Yes. So it makes it super nice to be able for us to like focus on those things. Yeah. And also like a big part of like what's happening to like, well, writing, brides getting hair and makeup done. We're setting tables. There's like so much.
00:11:00
Speaker
trash and just like stuff laying around venues for unboxing yeah unbox like unboxing all your personal you know your gift box and like your candles and oh my there's just so much stuff so that's another thing and that like we really try to keep up on throughout the day is like corralling Like specific areas, a so we can like put it back in a timely manner and it goes into like the box and it's safe at the end of the night. But also just like trying to keep linen bags and throwing away plastic and keeping hangers and like organizing. not just like chaos. Yeah. Because it is chaos. Because it gets very overwhelming. Yeah. When it's like things are just getting unloaded and there's trash everywhere. It's like it gives me like anxiety. Like I like to organize as we unload things. Yeah. Yes. And have a plan for how it's all going to yeah end up back there at the end. Seriously. So we're doing all that. We're checking on you to make sure that, you know, your hair makeup is completed when it should be, that you're going to do first look, that the groom arrived.
Vendor Reliability and Photography Needs
00:12:01
Speaker
Yeah. All of these things are happening. And I will say within this too, it's like, We do check in with all your vendors. We want to make sure photos are happening, all that stuff. But I will just say back to like that podcast we talked about, like having like a good vendor team. I will just tell you it is like the best thing on the planet when it's like, A, it's all vendors we trust.
00:12:23
Speaker
And B, it's like a legit photographer that it's like... I mean, it is nice when we don't have to be like, oh my gosh, I hope they've moved on to wedding party photos. I hope they've moved on to family photos. Like it's nice when it's like you have hired a photographer that is like a professional and is like has the exact same timeline you have. And we can just like let them do their job. We do our job.
00:12:45
Speaker
total Like it makes it I mean, we still obviously want to like make sure like, you know, we're on track. But it is just nice when we don't feel like we have to like micromanage. Yeah. And that's like, if you're looking side note, but if you're looking at photographers and they offer a second shooter, like book them because even ah so many weddings where we've had to be the second shooter in a way where we have to line up the dad and bride for their first look. And we have to go grab this person and that person because the photographer can't do it all. I mean, right like it's not a one person job.
00:13:18
Speaker
And so I think depending on your wedding size and like what you want done, it's very important have two photographers. And like they can't, I mean, again, side note, they can be like dividing and it's like ones with one getting ready, ones with the other getting ready. And like if you're not doing a first look, it's like, you you know, you could do like groomsmen photos and bridesmaid photos at the same time. Like it just makes it a lot easier.
00:13:42
Speaker
Smoother. Yeah. 100%. So yeah, that's kind of obviously throughout the morning. We're just setting, checking on things, checking with vendors, making sure things are happening. If there's hiccups, we're solving them.
00:13:53
Speaker
And then it's like basically getting to ceremony time. Like... Typically, like we like the newly or I almost said newlyweds, the bride and groom, groom and groom, bride and bride um to be tucked away 30 minutes before ceremony time because guests always arrive early. Always.
00:14:11
Speaker
And so and there's nothing worse, honestly, than like you're still taking photos and guests are like walking by. So we try to have everybody tucked away 30 minutes before. Remind everyone to like go to the bathroom, spit your gum out, take off your sunglasses.
00:14:25
Speaker
Leave your phone in the room. Leave your phone in the room. You don't need it for the ceremony. Like take off ponytails, like kind of having that little spiel with the whole wedding party and having them like just prepped and ready. and then typically like 10, five to 10 minutes before ceremony time, we kind of pull them all out, get them lined up.
00:14:44
Speaker
Make sure everybody remembers who they're walking with. Remind them how to carry their bouquets, where they're putting their hands when they get up. Yes. All the things. Reminding the maid of honor to fluff, then grab bouquet.
00:14:56
Speaker
And then, yeah. And then we, because it's funny when we do the rehearsals, typically the day before, like you know, we're practicing and telling them when to go. And they're always just like, but some sometimes the wedding parties are like,
00:15:07
Speaker
Like, how am I going to know? And it's like, we are right there. We will literally be pushing you down the aisle. Yes, we literally stand right there with them hidden, hopefully. We try to be. And, like, tell them exactly, okay you can go. Okay, you can go. like And, like, cuing them, timing them, making sure.
00:15:23
Speaker
Because even if you've been in a wedding before, which we get that a lot, too, it's like... Weddings are a little different and it is nerve wracking. Like you, even if like all these people are staring at you, it's potent problem, you know, your sister or brother or best friend getting married. It's like a big day and you don't want to mess it up like every aisle is different. Like is it grass, concrete? Like what is this going to look like? How long is it going to take me to get down
Ceremony to Reception: Ensuring Seamless Transitions
00:15:47
Speaker
the aisle? Right. There's so many little logistics that we try to just like calm people down. Yeah. We'll be right here with you. Don't worry. Yeah, exactly. Or they've had a couple of mimosas and they're going to need a reminder.
00:15:59
Speaker
Exactly. but it's like my favorite feeling, like watching the bride go down the aisle. i am like, huh, we did it. We can breathe. We can breathe. We can go light candles and make sure that reception space looks absolutely perfect.
00:16:15
Speaker
They are now in like the good hands of their DJ and their officiant. know, we do always joke once the bride walks down the aisle, we're like, can't I can't do anything now. She's down there. it Ceremony's going to go. how Ceremony's going to go. And we did it. like I mean, anything from there, it's just...
00:16:33
Speaker
I mean, it's the pressure is not as high. High. Cause like, you know, a lot of like the first look, the walking out, like you can't get those things back. So it is such a good feeling.
00:16:44
Speaker
But then like Allie said, that is then once bride is down the aisle, we usually like run away. Like we'll usually follow, hold her, hold the dress, depending again, if it's grassed or whatever fluff. And then we run And then, yeah, we're behind the scenes going back, lighting candles, like making sure caterers know, okay, ceremony has started. like Get ready to pass apps. Make sure the bar is ready to serve. like Have drinks pre-made for everyone. Yes, yeah.
00:17:09
Speaker
All of those fun things. Yeah. And then usually we're also like hopefully prepping drinks and snacks for our couple. So as soon as they get married, we love to like give them a second after they walk back down the aisle and they're kind of just like looking at each other, like talking and like waiting for photos and they don't really know where to go. But we've like predetermined a spot for them to meet up. Yeah. Go here after the way to hide from, cause that's a big thing. Like we always have, so they're like the bride and groom or bride and bride, groom and groom need a direction of, cause if they just go to then on stop, I mean, all your guests are going to come bombard you. So it's like, we're always just like, you guys need to like go behind the building or like, go like, like alice I said, go to this spot and stay there and wait for the photographer. Yeah. Because we, it's like, we want you to get through your photos.
00:17:55
Speaker
So we always love at this point to bring out a drink, if they drink or if they want water, whatever, bring out a drink. And they're always like, thank you. Yes. Like they're so grateful to have. They're like, we did it. They're so excited. they also just like need a minute. And so it's a really little And enjoy their signature drinks. Yeah. Or like if there's apps. Because a lot of times, you know, by the time they're done with photos, even if they're joining cocktail hour, the apps are gone. So we try to always have a plate. Yeah.
00:18:21
Speaker
I they wouldn't say they always eat it, but just having it there if they want a snack or sometimes our couples after the wedding want to like go up to like one of the rooms where they were getting ready and have like five minutes to just like breathe. So we'll have snacks up there and drinks up there for them if they want. Yeah.
00:18:37
Speaker
Which think is nice. And even to like hot days. I mean, we're running waters to family members like we are just trying to accommodate people, especially in the bridal family, groom, party, whatever that have to be not at cocktail hour. Yeah. like, OK, how can we support you for the next 30 minutes of family photos? Yeah. Yeah. So that is like a big thing. It's like. Your lead is usually checking in with everybody while everyone else is lighting candles, making sure guests are knowing where they're going. Picking florals up from the ceremony and putting them in the reception space. yeah Flipping the spaces. Yeah. yeah Flipping spaces. Or moving chairs because sometimes, you know, there's not enough chairs at the venue for both reception and ceremony. So our team at this point would be also grabbing chairs and moving them to tables. Yeah. Which can be a task.
00:19:25
Speaker
Can be a large chore. Yeah. So, yes, we're doing all of that drink cocktail hour, which is inevitably, like, one of our busier hours. Yeah. um Trying to just manage how we're going to get everyone inside or to the next space. Is food ready? Mm-hmm. I'm working a lot with the DJ here on, like, announcements for family photos, announcements for grand entrance, kind of all of that. Mm-hmm.
00:19:52
Speaker
Yeah, and then, I mean, once photos are done, yeah, then they kind of, depending on if they did a first look or not, sometimes there's enough time. If they did some photos before, they can join cocktail hour.
00:20:03
Speaker
Oftentimes, there's not enough time because they, you know, did all their photos during cocktail hour, so then we're kind of getting ready to execute
Dinner and Toast Logistics
00:20:10
Speaker
the grand entrance, which, again, if it's like wedding party joining, that can be like a Like a logistical thing that takes forever because it's finding all the wedding party. After they've been drinking. yeah and getting them to stop talking and like stay in one spot together. yes it can be tricky.
00:20:27
Speaker
But it's always done. We always get it done. Yeah. So yeah, we get everyone ready. We get them in um and through grand entrance. And then like we talked about our last episode, sometimes they go straight into their first dance. Yeah.
00:20:41
Speaker
um And if not, usually they sit down or even if they dance and they sit down for dinner. And we really, if it's a buffet dinner, we don't want our couples going through the buffet unless it's really important to them. Or they're very picky. Yeah. Or like, they're like, no, I want to see it all. But just the logistics of typically a white dress going through a buffet line is just not great.
00:21:05
Speaker
And we want to eliminate Any spills. And I think, too, you typically, like, if we go through and get it for them, it's like they do their grand entrance and they go straight to their table and their dinner's already there. Then they will actually sit and eat. yeah Because guests are going to come over to you. Guests are going start talking. You're going to feel like you need to talk to people. So it's like...
00:21:23
Speaker
And that's what we've seen, too, when the couples go through the buffet line. Then it's, like, on their way back. They never it back the table. They're, holding their plate and, like, talking to somebody at a table. then we have to go over and be like, no, no, no. You need to go sit and eat. Please go eat. So, yeah, I prefer, Allie said, unless they're very particular, prefer to get them their dinner and have it ready for them. And a lot of times, too, I'll just, like, just tell me what you want if it's specific. Like, we will make sure, like...
00:21:52
Speaker
You know, that's 100%. Yeah. And then we get everyone through dinner. In general, we as a team like to release tables because we do not want to announce like table four, go to the buffet. We just think that's such an obnoxious way to eat your dinner. So we will happily go around and tap tables and monitor the buffet line and make sure that people aren't waiting too long in line at the buffet.
00:22:19
Speaker
And make sure that everyone gets food. And then once everyone's been fed once through the line, then we're kind of working on prepping toasters. Yeah. And usually it's like, I think when there's like, i mean, I try to do when there's like maybe like four to two tables left that need to go through like a buffet line maybe, or that are still waiting on their food truck going around and just saying, Hey, like we're going to like to everybody's giving a toast, like, Hey, we're going to start toast and like roughly 10, 15 minutes, go refill your drink, you know And if it's like the father of the bride, it's like, okay, well, you're going first, and then you're going to hand the mic to the maid of honor, and and then go to the maid of honor and like, you're going second. And then after you, you're going to hand the mike you're gonna hand the mic to the best man or whatever it is. this
00:23:02
Speaker
Speaking of mics, this mic is terrible. But just giving them like a play-by-play so it's like they know... the order And it's like who they're handing the mics to and giving them time to like mentally process like, okay, it's happening. Yes. Because definitely a nerve wracking time period here is for the toasters. And so it's helpful for them to know who's going for ahead of them, who's going after them and where to put the mic because that's always awkward. Like sometimes you'll just see at weddings, like so my down they don't know where to go. and then the DJ has to like run out of their booth and like go go grab it. Yeah. So we definitely try to get all of that prepped.
00:23:39
Speaker
And then obviously, if you're cutting the cake, we're going to make sure that you have your cake cutter and plates and forks to feed each other and all of that kind of ready. And then same with prepping dancers for formal dancing. Like, it's so important. We've had rarely, but weddings happen where like dance.
00:23:58
Speaker
someone who's either toasting or dancing is like nowhere to be found. Yeah. And it's like happening. And they're like, father, of the groom, like no one comes up and you're like, where did he just go? Yeah. So it's really important to make sure that we prep everyone. Like, do not like, i like this last week in the wedding this weekend, I literally told like the mom and dads, like we're doing formal dances. Like do not leave.
00:24:21
Speaker
You have to stay. need stay here. Cause after toasting, we're going straight into these dances. ah please don't hide so that's always fun and then after formal dancing it's like the best part of the night we open up the dance floor for all dancing maybe desserts being served kind of in the background but in general most of the activities for the evening are done yeah we may have like a bouquet or garter toss um Or like a money dance, you know, some traditional dance at some point that we want to make sure it gets
Dance Floor to Cleanup: Ending the Night Right
00:24:54
Speaker
executed. But in general, the DJs are really on top of that. Yeah. And make sure that that happens.
00:24:58
Speaker
So then our team kind of gets busy again, um like getting everything cleaned up. So yeah, making sure like ceremonies tear down, especially if it's outside, like before it gets dark. All the fake rose petals are picked up. Yes. Yeah. Depending on the venue, sometimes they're very specific, like making sure that everything's cleaned, signage, everything is like put away.
00:25:19
Speaker
And then, i mean, yeah. And then the also at open dancing is typically when we put like your gifts, we lock like put that in a locked car or put it somewhere safe, like all your cards, your gifts, take them off the guest book table, clean up the guest book table. Like if, especially if it's like a Polaroid, there's trash everywhere, pick trash up, restock the Polaroid film, you know? And then oftentimes and we don't bus, but like usually in open dancing too, it's like, there's just trash everywhere back to the trash. Like, and nobody knows how to throw like an empty can away. No. Heaven forbid. We will float around and like throw trash away and just like, and again, like check in on like parents and like grandparents. Like, do you need another drink? Like, you know, that kind of stuff. Just kind of checking in on people. Yeah. Totally. And at this point, too, like if bride and groom maybe are going like wanted to go boxes, like we'll pack up a few desserts and like make sure that the as catering is like finishing cleaning up that any of their leftovers like gets put in a place that we know to send home with mom or kind of like all those like wrap up items with vendors that are getting ready to leave. and We kind of try to yeah start. And it's nice to do a lot of that then when it's not like the chaos of full teardown, because then it's like.
00:26:34
Speaker
it's already done. like And we like to have like kind of a plan in our heads, too, of like who's taking what home and then like have it in one section. So if I know that mom and dad of bride are taking home all the personal decor that they brought and all the food and the leftover cake topper,
00:26:54
Speaker
Like I put it all in one section. So it's nice to kind of know that going into it. Yeah. And we do also. But yes, at the final walkthrough, I have a conversation of like who is doing all that and like what vehicles.
00:27:05
Speaker
And then typically back to even like sometimes when we're pre before ceremony or right. After ceremony kind of depends taking the keys of those vehicles so that we can go unlock them when we're ready to start putting gifts away, when we're ready to start boxing stuff up.
00:27:22
Speaker
Because that is like we box up everything we set up, we box it back up for you and like put your personal core back in the tubs so it's nice when we have the keys and stuff or we can move the car closer so we can start start doing that because if we don't if we don't have that option then at the end of the night like the parents are there for 30 minutes they're waiting waiting and they're cleaning up so we try to get that all pre-prepped um to make sure that The exit is as smooth as possible. Yeah. I mean, obviously, to a certain extent, like we don't, we're not going to tear down the tables or blow candles out, like obviously till the end. So sometimes it's inevitable that they're going to have to wait. Totally. But we do as much as we can. You know, at like one point, at like 9 p.m., we usually will take like table numbers off the table because it's like everyone... know they Take the seating chart down, like do some of those things that we could like pre be boxing those things up and putting it away so that at the end it's like blow candles out, take linens off once everyone's out and then just load up those last few things. Knock it out.
00:28:24
Speaker
Yeah. And then kind of our last item typically of the night is like executing a send off and maybe a private dance. Yeah. So we, with the DJ and a lot of help, and try to get everyone out of that venue to line them up for some form of a send off.
00:28:39
Speaker
Yeah. And at that point, like maybe I'm doing the send off and Jaden's going and grabbing all of their to go items that need to go in their send off vehicle. So we typically have them pre-pack a suitcase or a backpack,
00:28:52
Speaker
We would like your cell phone in there before ceremony because yeah usually you lose that throw throughout the night. um But anything that you're going to need the night of the wedding, we like that all prepared.
00:29:04
Speaker
So one of us is going and putting that in the car as soon as it arrives. The other one of us is corralling the cats and trying to get them in line and be like, okay, here we go. And then DJ is helping them with their last private last dance, which that's a trend we didn't talk about in our last
Final Moments and Farewell
00:29:20
Speaker
episode. Yeah.
00:29:21
Speaker
Such a good one. The private last dance just really like encapsulates the end of your wedding. Yes. I love it. It gives the couple that last little moment of like, like just taking it all And like your only time really you're alone your whole wedding day. Yeah. Which is so sweet. Take it in. Yeah. So we get that all executed and then we send you off yeah and we come back and we turn the lights on as fast as possible to really signal that the party is over. Really tell those drunk people it is done. Yeah. No more partying here tonight. yeah Feel free to go party anywhere else. um And we start cleaning as fast as we can. So we are, like Jordan said, putting everything back in the boxes that they came in.
00:30:02
Speaker
We're lightly busing, but basically throwing away so much trash at the end of the night and then tearing down linens. Putting tables and chairs away. And kind of getting it to literally look exactly the way that it did when we arrived at 10 a.m. Yeah.
00:30:17
Speaker
Like, I mean, like our goal is truly that like the family just doesn't have to do anything. I mean, and like we said, to a certain extent, depending on the teardown, they might have to help carry boxes to their cars. But we really try to make it as smooth and hands off for everybody as possible. Yeah.
00:30:34
Speaker
And we love like when people offer to help and we love being like, no, thank you. Yes. It's and so sweet, but that is truly why you hired us. And so we are so happy to do it. And I think too, it's like.
00:30:48
Speaker
Same with setup and teardown. Sometimes, I mean, teardown, it's a little, sometimes we accept it little more. We could accept a little help. But sometimes it's almost like, again, it's like the whole too many cooks in the kitchen. And it's just like, I know you want to help, but like with setup, it's like then things are getting put in the wrong place or we can't find things. And then teardown, it's like, think...
00:31:07
Speaker
People might have been drinking a lot and they're just like, we can't find things or they're breaking things or they're just like throwing it in a tub. They didn't know that like linens came separately from the napkin company. Sometimes it causes more problems. So that's where a lot of times with tear enough people really want to help. We just, we box it. And then we start making a pile of like these, all these things are ready to go in a car. yes You can take those, go put somebody's car. Or you can help with chairs. Like that cannot be messed up. Like stack, put over there. Exactly. But if we've if we've told you, no, thank you
00:31:38
Speaker
Like, no, it's because it's more work and it's our job. Happy to do it. Yeah. So, yeah, I just I think in a nutshell, too, all in all, I think this also just really backs up why we don't call ourselves day of coordinators, because I just think there's so much that we do and that isn't, you know, in the day that has to be prepared for before, but also just, I think what sets us apart from a lot of other people is just like, we do so much. Like there's not a lot that we don't do and we want to be fully hands-on. We want to be team players with every vendor, support everybody and do like literally as much as we can.
00:32:18
Speaker
to make the day as like smooth as possible for the couple and their families. Yeah. So that's what a wedding day looks like. Yeah. That's what our 12 to 14 hour day looks like.
00:32:30
Speaker
Cheers.