This introductory module is a brief overview of what actually is an On The Day Coordinator before we dive into the nitty gritty of the course. We also discuss the general nature of the Wedding Industry.
In Module 1: Introduction to On The Day Wedding Coordination, we spoke about how the term "On The Day Coordinator" is misleading, in that there is so much work that must be done PRIOR to the day. This module begins to deep dive into that concept by breaking down of the work involved in the preparation stage into 4 distinct phases:
Briefing
Research
Vendor reach out
Final check in
Each phase has unique tasks to get you and everyone involved in the wedding day well-prepared to deliver the magic for your couple.
In Module 2: Preparing For On The Day Wedding Coordination, we walked through the 4 essential steps that you must complete in order to be well prepared to carry out your tasks on the day. This process needs to occur in the 5 - 6 weeks before wedding day to ensure that you and the other suppliers involved have a thorough understanding of the plan and vision, and couples are left feeling comfortable and reassured that you will deliver the day they have dreamed.
Module 3 takes a different angle, exploring the topic of Communication and Relationship Management. Although it seems commonsense, we deep dive on ways to be proactive in building relationships with clients, suppliers and staff to avoid conflict that can so easily arise in such emotional situations.
Module 3: Communication and Relationship Management was a deep dive into how to work effectively with clients, vendors and on the day staff to set everyone up for success. It was an acknowledgement that weddings are emotion-fueled events, so being proactive in our communication styles, systems and processes had a big impact in negating possible conflict. In
Module 4 we revert back to discussing specific details that an On The Day Coordinator needs to check prior to the day, from contracts and permits, through to guest details. As we discuss, regardless of how much preparation and research you do prior to the day, there will always be something unexpected that pops up on a wedding day. So, we chat about what to do when these situations arise.
Module 4: Finalising Details and Logistics looked at specific details that you need to check during the preparation phase of your work and gave you some situational examples that we know have popped up in our past work. We also discussed what to do WHEN (not IF!!) the unexpected pops up - because despite your best planning, there is always something!!
In Module 5: Wedding Day Timeline and Run Sheet we move on to looking at the timings of the day and the presentation of this in a Run Sheet. We give a rundown of a Run Sheet, how to make this process easier for you, and discuss the handover meeting between the client and you. Run Sheets and timings can make or break a day so getting it right is so very important.
To recap on Module 5: Wedding Day Timeline and Run Sheet, we looked at all the details of a Run Sheet - who needs it, what’s in it, who develops it and who owns it. We then discussed things you can do to help your clients help you, before finally spending time chatting about situational examples that are key parts of a Run Sheet that we focus on at a handover meeting.
Module 6: Ceremony Coordination is our first module that discusses on the day logistics - which is significant as we have spoken a great deal about how your role as an On The Day Coordinator is not limited to “on the day”! This module walks you through the ceremony rehearsal, setting up the ceremony and what you actually need to do when it’s “game time”.
In the previous module, we were thrilled to finally arrive at some discussion around on the day logistics. Module 6: Ceremony Coordination was all about the ceremony - ceremony rehearsal (obviously something that occurs prior to the day!), the set up of the ceremony and logistics and timing around the actual event.
Module 7: Reception Coordination now moves on to the management and coordination of all events following the couple walking back down the aisle until the time that you depart. Once again, we chat through the setting up of the reception, as well as discussing key points around the time between the ceremony and reception (often called “cocktail hour” or “canape hour” and the reception itself.
Last module (Module 7: Reception Coordination) was a deep dive into all the nitty gritty bits of the wedding reception. We spoke about how to coordinate the big task of setting up the reception space, before chatting about the movement of items between the ceremony and reception, before delving into coordination of the formalities of the event.
Module 8: Troubleshooting and Problem-Solving moves on to discussing how to tackle problems when (not if!) they arise. We also share 2 real life examples that has happened to both of us to show how we worked through the process of solving these unexpected problems.
In Module 8: Troubleshooting and Problem-Solving, we walked through our step by step process for handling unexpected situations and emergencies. As we keep saying, even with the most thorough preparation, there is a very strong chance that there will be something pop up on the day that you did not expect - it’s just the nature of our work.
Module 9: Vendor Coordination and Management moves in a slightly different direction where we discuss the 3 blocks of time that you will be dealing with vendors and how these differ. A significant part of this module focuses on the pre-planning, as you manage, negotiate and confirm the bump in timings of everyone to ensure the set up is a smooth and efficient process. There some key points we touch on for on the day, before we wrap up this module detailing how to nurture those relationships for future work.
Module 9: Vendor Coordination and Management was a big one. We looked at the 3 stages of working with vendors (pre, on the day and post) and the key focus at each time. Much of the time in this module was focused around the “pre” stage and how to best manage bump ins for each supplier to ensure that their bump in is efficient and to their requirements.
Module 10: Guest Experience and Hospitality covers the good with the bad! We detail the elements that you need to be on top of to ensure the guests feel as welcome as the couple. And we also flip this and talk about the best way to manage complaints and conflict when it arises.
Module 10: Guest Experience and Hospitality was a succinct little module where we chatted about caring for and managing guests. Because, as we said, looking after the couple’s guests is just as important as caring for the couple themself. Discussion centred around things to be aware of that will improve the atmosphere for guests and how to manage their enquiries. We also flipped this and looked at how to best manage complaints and conflict, as inevitably they do arise.
Module 11: Post-Event Wrap up and Evaluation is the module where we discuss the important steps that we suggest you do to finish off the event for the couple. This includes bump out after you have left and the day following, providing feedback to couples and suppliers and then how to constantly grow and improve on what we do.
Our previous module - Module 11: Post-event Wrap up and Evaluation - walked through all the details that has to be considered after the wedding day. This included bump out and tying up end of event information, feedback and dealing with incidents and finally, the personal reflections and learnings that we feel are so important to take the time to consider.
Module 12: Growing Your On-The-Day Wedding Planning Business, is our final module of this course, so we walk through some important considerations when it comes to starting or growing your own business. Getting your foundations right is the first topic we give an overview on, before walking through pricing and packaging, marketing and then finally professional development and growth.