What do you actually do on our day?

Good question!  We are yours for the entire day, even if we are technically coordinating your wedding for 8 hours, our day starts long before we arrive for set up.

Should your flowers get run over by a truck at 5.54am (it’s happened), we get the phone call and start working on a solution while you are still getting your rest.  Are the tables not set right?  We organize the staff to make sure it is how it is supposed to be, before anyone walks in the door.  It is our job and priority to make sure everything is perfection and to assist your suppliers so they do not have to ask you a thing.

Want to know a little bit more?  Check out our super long (but not all inclusive) version below!  Get that cup of tea ready, you’ll need a few minutes…

  • Make certain that You, Your Groom, Parents and the Wedding Party are comfortable and have all the attention and service deserved while getting ready for the Big Day
  • Receive all deliveries, greeting and supervising all vendors as they load in and set up, etc.
  • Distribute hard copies of your Final, Complete Wedding Day Itinerary to all vendors
  • Oversee proper set- up and design of ceremony and reception areas
  • Accept all personal flowers and distribute and pin all corsages, boutonnieres, wedding personal flowers and flower-girl and ring bearer items
  • Ensure proper placement of the guest’s assigned seating place cards, guest books, pens, photographs, candles, wedding favours, ceremony programs, menu cards, candy store and sweet table items, etc. as per your exact instruction
  • Make certain guests with special needs of any kind receive care and assistance without making them feel uncomfortable or like the centre of attention
  • Greet your guests and kindly direct them to the ceremony and reception areas at the appropriate times
  • Find the flower girls and the ring bearers when it’s time to walk down the aisle and help them get down the aisle
  • Round up, line up and cue the Wedding Party when it’s time to walk down the aisle, making sure they all look great, smiling, paced perfectly, no hands in pockets, and mobiles off!
  • Let you know when it’s time to walk down the aisle, make sure you are ready for the big moment
  • Make sure your dress and train are perfect and send you on your way down the aisle with your escort
  • Make certain that ceremony musicians are given parking validation if prearranged and have correct sound requirements and appropriate shade and seating
  • Make certain that all ceremony musicians have the correct musical selections for guest arrival, family seating and also the correct processional and recessional musical selections
  • Make certain that the ceremony musicians are cued appropriately to ensure correct pace and timing
  • Come to the rescue of the crying flower girl or ring bearer during the ceremony when their Mom and /or Dad happen to be in the Wedding Party
  • Take family pets involved in Wedding Ceremony away at appropriate times to another area
  • Direct your guests to the cocktail reception after the ceremony
  • Assist the Photographer in gathering your Wedding Party and family members for pictures as needed
  • Make certain that You, Your Groom, Family and the entire Wedding Party get your favourite cocktails and canapés served to you by catering staff during your photography session, if available
  • Make certain your selected Reception Entertainment have proper power, staging, shaded seating, parking validations, vendor meals, green room access etc.
  • Make certain that all décor items from ceremony which will be reused at reception get to appropriate places
  • Make certain that all finishing touches are complete and exactly as you wished before allowing guests to enter the reception area
  • Make certain all candles are lit and remain lit throughout the entire reception
  • Answer all guests’ questions and concerns graciously throughout the day
  • Assist the DJ / MC in guiding guests through the day and on to the next scheduled events making certain that no one misses these events and there is a steady, comfortable flow with no dead air or rushing
  • Assist your Maid of Honour in the bustling of your Wedding Dress before Grand Entrance
  • Organize the Grand Entrance and get everyone lined up outside the reception area in correct order informing the MC of all correct pronunciations of names
  • Always letting You and Your Groom know what is next and making sure you are ready so that you are never caught off guard
  • See to it that parents and very special people are given special care and their every need is catered to
  • Make certain that dietary needs and requests of guests such as allergies, vegetarian and vegan requests are followed through with correctly
  • Supervise and communicate with the chef, banquet captain and catering staff to ensure superb, timely dinner service
  • Make certain that everyone scheduled to give toasts, blessings or host special events during the day are cued and prepared
  • Make certain that you and your shy groom do not get left out in the middle of the dance floor for an entire very long first dance – On the other hand, make certain that you are the only two on the dance floor to show off those choreographed dance moves you learned!
  • Make certain you have your comfortable shoes under your table to change into at the reception if you desire and your make up available to touch up if needed throughout the day
  • Make certain your Parents and Grandparents gets a great spot for the cake cutting and first dance, etc.
  • Come to the rescue with a warm, damp cloth when your Groom wasn’t as nice as he had promised you to be during the cake cutting or vise versa
  • Be there by your side, ready and available for any emergencies or unexpected occurrences
  • Guide you graciously through your day, Keep things running on schedule, without a coordinator it’s very easy to simply run out of time and you never get to do all those creative and special things you spent months planning
  • Distribute final balances and gratuities to the vendors on your behalf
  • Keep track of, organize and pack everything up for you at the end of the evening
  • Collect all of your wedding gifts, your guest book, pen, toasting glasses, cake top, etc
  • Bring everything to your Honeymoon Suite, Designated Room or Designated Car
  • Decorate your Honeymoon Suite for you on your Wedding Night
  • Arrange Getaway Transportation, making sure that they are present and on time when you are ready to depart reception
  • Know exactly when you need a soft voice to calm you, one other than of your family or close friends
  • Be the one person to offer you a little laughter when those people nearest and dearest to you (forgive me) are driving you nuts
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About Claudette Good

I am a creative-type wedding junkie and organizational freak who brought those love affairs together to create Cairns Wedding Planner. I am a lover of gold glitter, polka dots, online shopping, and DIY projects. When I am not dreaming up new projects (much to my husbands distaste) after scouring Pinterest or working at my happy yellow desk, I am running around the house chasing a happy and very active toddler with his baby brother on my hip.

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