What is Month-of Coordination?
You've heard of a wedding planner, a destination wedding planner and even a "Day of" wedding planner but what exactly is this "Month Of" business? Well, let us explain!
when hiring a wedding planner, you can decide how much (or how little) you would like to be involved with the design and coordination of your event. many planners offer a range of services, from Month-of Coordination - organizational help and professional support starting a month before the big day, to Full Planning – a complete partner in planning from the very beginning with a customized design for your entire event.
because at polka dot events we specialize in month-of coordination we’ve made a list of
10 things you can expect from your month-of wedding coordinator:
1. vendor recommendations
Searching for your wedding vendors can be seriously overwhelming! There are hundreds of wedding websites, ads and recommendations from friends – none of which are necessarily tailored to YOUR budget, location or style.
With so many years of experience, your Coordinators have had the opportunity to work with many different vendors, and likely have a list of the best vendors of varying styles and budgets. Based on your preferences and criteria they should be able to point you toward the best matches for your needs!
Amber Gress Photography
2. advice & guidance
Planning a wedding for the first time can be… well, stressful! Luckily, your Wedding Coordinator has done this before - many times! She knows not only what to expect, but also great ways to troubleshoot and plan accordingly. As your “Month-of Coordinator” your PDE Coordinator will be more than happy to give advice and guidance in the months leading up to the actual “Month-of” when we typically step in and tie up the loose ends. Unsure of how many tables you need for 150 guests or when you should book your hair & makeup trial? We’ve got you…
3. customized planning checklist
While wedding planning checklists are available online, chances are they do not reflect your unique celebration. You’ll likely sift through many generic checklists before finding what you need, and even then, they are likely missing a few important tasks. When you book Polka Dot Events for Month-of Coordination, you will receive immediate access to an interactive checklist that has been completely customized for YOUR big day to help you stay on-track.
4. access to professional planning software
Planning a wedding involves many moving parts and it can be difficult to keep everything organized. As a PDE Client you will receive a link to our interactive planning software that will help you stay organized, on-track and in-sync with your Coordinator, all in one place! When you book Polka Dot Events for Month-of Coordination, your software will include a guest list tracker, vendor records, payment reminders, planning checklist, a day-of timeline and all of the other essential moving parts you’re planning!
Echoes + Wildhearts Photography
5. a customized wedding weekend schedule
In the month before your big day, your planner will work with all of your vendors to create a totally customized and highly detailed Master Schedule. They’ll make sure your vendors knows every important detail to ensure your weekend goes exactly as you hoped. Here at Polka Dot Events, we also make sure everyone in your wedding party knows the plan by sending them their very own “VIP Timeline!”
Liron Erel + Co Photography
6. venue & vendor communication
You’ve spent A LOT of time researching, meeting with vendors and booking everyone you need from rentals to your photographer. Four-six weeks before the wedding, your Coordinator will start reaching out to each and every one of your vendors so you can take a much-deserved break from the back-and-forth. Your Coordinator will confirm all of your hard work, get all vendors on the same page, and ensure that every vendor has what they need so that your day is SEAMLESS.
Amber Gress Photography
7. ceremony rehearsal direction
The day before your wedding, your Coordinator will meet with you and your wedding party to rehearse your wedding ceremony Processional and exit and make sure everyone understands the order of the ceremony. If your Officiant is present, together with your Coordinator they will direct the Rehearsal, allowing everyone a chance to practice before the big day.
8. full wedding-day coordination
On your wedding day, you can expect your Coordinator to be there from just about start to finish as our packages include 12 hours of day-of coverage. Your Coordinator, her team and her detailed Day-of timeline will work all day to ensure that each and every one of your vendors stays on task and has the support they need to execute your plans.
9. a wedding-day coordination assistant
Ever PDE Month-of Coordination package includes a Wedding-Day Coordination Assistant for your wedding day. This allows one Coordinator to be available to help you and your wedding party stay on time and address your needs, while another can run set up and verify every last detail!
10. set-up of final details and final payment distribution
It’s common for couples to forget until the day-of their wedding that someone will need to set up all of those personal details they’ve been gathering throughout their engagement. Unless you choose a full-service venue, it’s likely that no one will be prepared to execute those tasks like placing those wedding favors at your guests’ tables, counting the number of chairs per table or set up the bar signs for the adorable custom cocktails you’re serving. As your Month-of Coordinator, we work with your venue and caterer to make sure each and every detail is set in place.
Additionally, it’s likely that you will have a few vendor payments will be due on the day of your wedding. We also distribute these – and gratuities - for you, so you don’t have to spend your night holding payments and tracking down vendor.
To recap, here are 10 things that you can expect from your month-of wedding planner:
1. Vendor Recommendations
2. Advice and Guidance
3. A Customized Planning Checklist
4. Access to Professional Planning Software
5. A Customized Wedding Weekend Schedule
6. Venue and Vendor Communication
7. Ceremony Rehearsal Direction
8. Full Wedding-Day Coordination
9. A Wedding-day Coordination Assistant
10. Set-up of Final Details and Final Payment Distribution
