Your wedding is one of the biggest days of your life, and naturally you want everything to go as smoothly as possible. But managing all the vendors, activities, and details can be overwhelming, especially if you’ve never done any sort of event planning before.
That’s where an Event Manager can be an absolute lifesaver! Unlike a Day of Coordinator, your Event Manager is there to guide you through your planning process to ensure you are taking the proper steps to a successful wedding. Some might call it partial planning, but unlike a wedding planner, who is hands on throughout your planning process, an Event Manager focuses on helping you create a plan for your wedding day and then takes over all management of your wedding about 60 days out so you can truly enjoy the time leading up to your wedding day and, of course, your day.
Create a timeline
Before the wedding day, the coordinator works with the couple to determine their goals and preferences for their day. The coordinator will also work with the wedding planner, if the couple has hired one, to craft a schedule for the day, including a list of all people involved and their individual roles. The couple also provides the coordinator with a list of vendors and their contact information, which will help the coordinator to stay in touch with everyone from the caterer to the florist to make sure things go smoothly.
The key to a successful event is making sure your vendors know what their role in your wedding is. Once the plan for your wedding is created, each vendor will get specific information pertaining to their role in your wedding, when and where to arrive, a timeline for the event detailing important moments, and their responsibilities.
Manage communications for the wedding rehearsal and bridal party
Attending the rehearsal is a crucial for everyone involved in your wedding day. It allows the bridal party and families to put a face and name with the person they will be relying on during the wedding itself. This also allows for the Event Manager to hand out and discuss the day of schedule so that everyone is comfortable and knows what to expect.
Manage setup and design
Preparing for a wedding takes a lot of work, and an Event Manager can handle all the setup and make sure that décor is up and everyone is in place on time. They will schedule each vendor to come into the venue prior to the wedding and make sure each one has plenty of time to set up any equipment they need. The coordinator will also make sure that every detail is completed according to the couple’s desires.
Monitor the ceremony
A wedding ceremony is carefully crafted, and one mistake can throw the whole thing off. That’s why an Event Manager can be incredibly helpful, making sure that music cues are timed correctly and that everyone knows when to enter and exit. A coordinator will handle the placement of everything from the guest book to the programs and will make sure that the ceremony moves as scheduled.
Oversee the reception
An Event Manager’s job doesn’t end with “I do.” At the reception, they will check in with vendors, making sure that food and drinks are ready to go on time. A coordinator also takes charge of keeping the gift table organized and will manage the order of events throughout the reception, from the couple’s entrance to the dances and toasts.
Your wedding day shouldn’t be stressful, but managing all the details can take a lot of joy and fun out of your celebration. An Event Manager can take that burden off your shoulders and allow you to relax and focus on the reason for the day: celebrating the love you and your partner share!