Why “Day-Of” Wedding Coordination Is a Myth (And What You Actually Need)

Why “Day-Of” Wedding Coordination Is a Myth (And What You Actually Need)

by | May 14, 2025 | Wedding Feature, Wedding Planning Tips, Wedding Vendors

If you’ve ever searched for a wedding planner or coordinator, chances are you’ve come across the term “day-of coordinator.” It’s one of the most common requests I get from couples in the early stages of planning. And I get it—on the surface, it sounds like exactly what you need: someone to manage the details on your wedding day so you (and your family!) can actually enjoy the moment.

But here’s the truth: day-of coordination doesn’t really exist—at least not in a way that actually supports you the way you deserve. No professional coordinator can walk in cold on your wedding day and run things smoothly without prior knowledge or preparation. That’s why I don’t offer “day-of” services—because I want your day to go far better than that.

I call my most streamlined package simply Coordination, and it begins about 4 to 6 weeks before your wedding. During that time, I step in to gather all your vendor info, finalize your timeline, confirm logistics, conduct a venue walkthrough, and run your rehearsal. I become the main point of contact for your vendors so you’re not fielding last-minute questions in the final days before you say “I do.”

You might also hear this referred to as month-of coordination—which is much more accurate. In fact, “month-of” and “day-of” coordination are often the same service with different names. The problem is that “day-of” makes it sound like the work begins and ends on the wedding day, and that’s just not the case.

This prep work allows me to walk into your wedding day already familiar with the flow, your priorities, and your people. I’m not guessing, I’m executing a plan we’ve already built together. And that’s what gives you the freedom to truly enjoy your wedding, confident that someone is managing the moving parts with care and professionalism.

So if you’re looking for someone to handle the final stretch of planning and bring it all together on the big day, coordination is exactly what you’re looking for—it just might not be called “day-of.”

Check out my services, including coordination, here or book a free consultation to learn more here.

 
Guest Transportation & Accommodation Etiquette

Guest Transportation & Accommodation Etiquette

by | Mar 17, 2025 | Wedding Feature, Wedding Planning Tips, Wedding Vendors

“Steph, do I need to provide my guests with transportation?” 

“OMG, I didn’t think about hotel blocks, what should I do?”

“Everything is local, do I need to book a bus?”

We get it! A lot of couples feel as though they HAVE to provide their guests with transportation & accommodations for their wedding day. You want to be the best host you can be! What if I told you that you can be a great host without providing transportation or accommodations? (I know your mind is blown!)

Let’s look at all the factors of when you should and shouldn’t provide transportation & accommodations. (Of course, you can always provide these regardless of the factors below).

 

Consider the Logistics:

Location:

  • Is your venue remote? Out of town? Or, more than a 30 minute drive away?

  • Are there limited parking options? 

  • Are you hosting events at multiple locations? Don’t forget to factor in travel time between venues, especially during peak traffic times. 

Was your answer to these questions, yes? Then I would highly recommend transportation for your guests! If the events happening are far apart, or remote then guests will need to determine how much time it will take them to drive to the location. In turn, this will prompt guests to leave earlier in the evening as they will have a further drive home or to plan for a safe ride home. Now, if your answer was no to the above questions, then I wouldn’t worry about arranging transportation and ensuring the correct information is provided before so guests can plan their day.

Guest List: 

  • How many out-of-town guests are attending? 

  • Are there elderly guests or those with mobility issues? This will help you determine the size and type of transportation needed.

  • Will the majority of guests need a safe ride home?

If your guests list includes more than 50% of out-of-town guests, then yes! I would definitely recommend arranging transportation. These guests will be new to the area and may not know the taxi or Uber situations in that town. Providing them with a safe ride will ensure they feel taken care of (as well as, it means they will be on time for your event!). If the amount is less than 50% then I would suggest providing taxi and Uber information on your wedding website for your guests to plan their day. If you feel the majority of your guests will need a safe ride home at the end of the evening then there are three options: providing transportation, providing evening transportation to one location (hotel, main intersection etc) and lastly, posting taxi and Uber information at the bar and in the washrooms at your event to encourage a safe ride home. Finally, always consider the mobility needs of your guests! Transportation companies will be happy to discuss their needs with you. 

    Providing Information:

    I CANNOT STRESS THIS ENOUGH. Provide your guests with information, over, and over again. This will help remove the room for error. Whether you have or haven’t provided transportation or accommodations, please make sure to include all information. 

    If you are providing transportation & accommodations:

    • Website & Invitations: Clearly communicate transportation options on your wedding website and include details in your invitations or information packets. This could include shuttle schedules, recommended taxi services, or parking information. Most wedding websites provide pre-templated options for this as well! 

    • Hotel Blocks: If you’ve arranged hotel blocks, consider coordinating shuttle services between the hotel and the venue. A lot of hotels provide shuttle services, or can recommend a company. Make sure to clearly outline the hotel blocks on your wedding website (with the code they need to use). 

    • Shuttle Schedules: Create a clear and concise schedule. Share it with guests well in advance, and post it at the hotel and venue. Hotels will be happy to post this information at the front desk, or communicate with your guests about it. They will also place pamphlets in the blocked rooms for your guests to have a physical copy. A wedding planner or coordinator can help with creating the schedule. 

    • Clearly Marked Vehicles: Ensure shuttle buses or designated vehicles are clearly marked, making them easy for guests to identify. Using your names, wedding logo, or even a few ribbons!

    • Designated Contact: Assign a point person (a wedding planner, friend, or family member) to handle transportation logistics and answer guest questions. This will help anyone with questions prior to the event.

    If you are NOT providing transportation & accommodations: 

    • Website & Invitations: Include information about your venue, locations, and other pertinent details. This will help guide your guests to plan their days accordingly. 

    • Hotels: Recommend local hotels or Air BNB’s for your guests to stay in town if they would like to. Make sure to include a line that a wedding block hasn’t been made and availability is subject to change. But, that you recommend these places!

    • Offer Alternatives: If providing a full shuttle service isn’t feasible, offer suggestions for ride-sharing apps, local taxi services, or carpooling arrangements. Include links, or QR codes for Uber or the local taxi services. Again, this will help the guests plan their day.

    • Taxi & Ride Sharing Information: Please always include this information at your wedding too! Post information by the bars, main hallway and bathrooms. A lot of venues already include this information but it’s always better to have extra information! 

    Finally, I cannot stress enough that it will not reflect on you as a couple if you do or don’t provide these items. While this is blunt, it is true, your guests are adults and should be planning their rides, accommodations, and safe rides home. It’s easy for couples to feel overwhelmed to take care of every guest even past the wedding. That speaks volumes to how AWESOME you are, but ultimately, they will take care of themselves. Providing information, transportation, or accommodations is just a cherry on top of an already incredible day! 

    Here are a few transportation companies that we recommend:

    DriversSeat

    Brentwood Livery

    Epic Limo

    It’s Time to Lock Down Your 2025 and 2026 Wedding Vendors

    It’s Time to Lock Down Your 2025 and 2026 Wedding Vendors

    by | Nov 8, 2024 | Wedding Planning Tips

    If you’re planning your wedding for 2025 or 2026, now is the time to start booking your vendors. With the wedding industry booming, popular venues and in-demand vendors are filling up fast. Here’s why you should start planning ahead:

    • High Demand: The wedding industry is experiencing a surge in popularity, especially after the pandemic. This means that the most sought-after venues and vendors are booking up quickly.
    • Limited Availability: Once your preferred date and time are gone, they’re gone. To avoid disappointment, it’s essential to secure your vendors well in advance.
    • Vendor Price Increases: As the wedding industry grows, so do vendor prices. Booking early can help you lock in competitive rates and avoid future price hikes.

    Tips for Booking Your Vendors Early:

    1. Create a Budget: Determine your wedding budget and allocate funds for each vendor category.
    2. Research Vendors: Start researching vendors in your area and read reviews to find the best fit for your wedding style and preferences.
    3. Reach Out Early: Contact potential vendors as soon as possible to inquire about availability and pricing.
    4. Secure Your Date: Once you’ve found your dream venue, book it immediately to secure your preferred date and time.

    By taking these steps, you can ensure that your dream wedding comes to fruition without any major hiccups. Don’t wait until it’s too late – start planning and booking your vendors today!