Two Weeks Prior to Wedding Day - Meet with bride and groom to present timeline. Go over any arrangements the couple have previously made with vendors, and update timeline accordingly.
One Week Prior to Wedding Day- Confirm final details with vendors prior to wedding day. Make sure that all vendors have our information. Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations.
A Day to the wedding Coordinate rehearsal
Pre-Ceremony At brides “getting dressed” location: Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up hair dryers, brushes and any other equipment they have with them Coordinate hair and make-up schedule with bridal party and stylists and ensure that hair and make-up is completed in a timely fashion Coordinate any food deliveries and set up and clear all meals Make sure personal flowers i.e. bridal bouquet, bridesmaid”s flowers and father of the bride’s boutonniere arrive on time Blot personal flowers with paper towels and distribute to wedding party Make sure photographer arrives on time and has a “must shoot” list Gather bride, bridal party and immediate family for photos Call out names on “must shoot” list for photographer Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony Keep The Bridal Emergency Kit (just in case) handy Kit Includes such items as stain sticks, hairspray, safety pins, a sewing kit, scissors, Static Guard, deodorant, straws, Band-Aids, snacks, and many other things Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location Ceremony Set up programs and other ceremony items i.e. guest book, unity candles, cups, wine or yarmulkes Ensure that ushers/groomsmen arrive on time and are ready to pass out programs Ensure that personal flowers i.e. flower girl bouquet and groomsmen boutonnieres have arrived at ceremony location Alert ushers/groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a “proper” usher Ensure that ceremony musicians have arrived and direct them as to where to set up Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will used to cue musicians Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony Communicate with bride and groom so that they know how much time remains before the start of the ceremony Handle any emergencies that may arise Line up the bridal party for their entrances down the aisle Cue ceremony musicians when bridal party is ready to begin processional ￼￼After Ceremony Gather family and friends for after ceremony photos Prior to Reception Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer Arrange escort cards Make sure reception flowers/décor is set up according to flower order Ensure that tent and lighting are set up properly and troubleshoot as needed Meet with catering staff to confirm food timeline Set up guest book and pen, champagne flutes, cake cutting utensils ￼￼ Set up table numbers/names and menu cards Set up amenities baskets, hand towels, candles etc. in bathrooms Reception Ensure proper flow of cocktail hour food Look over dining tables and make sure they are set up properly Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour Help guests locate their escort cards and dining tables Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance Cue band when the majority of guests have found their tables and bride and groom are ready to be introduced Cue band, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances Cue best man and father of the bride when they are about to be announced for toasts Alert catering staff to pour champagne just before the toasts Be aware of timing of catering service and make sure people are served promptly Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled by The Wedding Sitter at this time) Set up favor table towards the end of the evening Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night Coordinate reception departure transportation ￼