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

    The Unexpected Strain: When Family Involvement in Wedding Planning Falls Short

    The Unexpected Strain: When Family Involvement in Wedding Planning Falls Short

    by | Jan 27, 2025 | Wedding Feature, Wedding Vendors

    As a wedding planner, I witness the joy and excitement of couples embarking on this incredible journey. However, I also encounter the unexpected strain that often arises from involving family in the planning process.

    While the vision of a collaborative effort, with loved ones eagerly contributing their time and talents, sounds idyllic, the reality can be quite different.

    • The “I’m too busy” excuse: Work, children, and other commitments are frequently cited as reasons for declining assistance. While I understand these demands, it’s crucial for couples to recognize that wedding planning requires time and dedication.

    • The “I know best” syndrome: Well-intentioned advice can quickly escalate into unsolicited demands, creating tension and undermining the couple’s vision.

    • The disappearing act: Assigned tasks, from addressing envelopes to helping with decorations, often vanish into thin air. Follow-ups are met with vague promises and forgotten deadlines.

    These challenges, while not malicious, can significantly impact the couple’s stress levels and overall wedding planning experience.

     

    Why Consider a Wedding Planner?

    A professional wedding planner can alleviate much of this stress by:

    • Acting as a mediator: We navigate communication challenges between couples and their families.

    • Setting realistic expectations: We help couples understand that not everyone will be able to contribute in the same way.

    • Providing alternative solutions: We offer suggestions for how family members can contribute in ways that align with their skills and availability.

    • Managing logistics: We handle vendor communication, timelines, and other logistical details, freeing up couples to enjoy the planning process.

    • Maintaining peace and harmony: We help to diffuse potential conflicts and ensure that everyone feels valued and respected.

    Prioritize Your Peace of Mind:

    Your wedding day should be a joyous celebration, not a source of added stress. By considering the assistance of a professional wedding planner, you can:

    • Reduce stress and anxiety

    • Ensure that your vision is brought to life

    • Enjoy a more relaxed and enjoyable planning experience

    • Focus on what truly matters: celebrating your love with your partner

    At the end of the day, your wedding is about you and your partner. Prioritize your own happiness and well-being throughout the process.

    A Dream Wedding at Elora Mill: Kristine & Evan’s Romantic Affair

    A Dream Wedding at Elora Mill: Kristine & Evan’s Romantic Affair

    by | Dec 3, 2024 | Wedding Feature, Wedding Vendors

    To say I am blessed with the best clients is an understatement. Evan & Kriss reached out to us in 2022 right after getting engaged. It’s not every day that one gets to witness and help create such a magical event as Kristine and Evan’s wedding. Held at the iconic Elora Mill and the historic Basilica of Our Lady Immaculate, this celebration was a breathtaking blend of love, laughter, and elegance.

    The day began with preparations at the groom’s family home and Cedar Cliff Estates, followed by a truly awe-inspiring ceremony at the Basilica of Our Lady Immaculate. This magnificent architectural gem provided the perfect backdrop for Kristine and Evan to exchange their vows. Ending their perfect day at the highly sought-after Elora Mill.

    Planning Evan & Kriss’ wedding day was truly one of my favourites and reminded me daily that I love what I do. It was very important to the couple that there were personalized touches, lots of flowers, and vendors who will not only match their vibes but bring good vibes.

     

    Personalized Details

    The table numbers at each table are photos from their engagement photo shoot so share the photos not everyone would have seen. Each photo is different on each table. As Kristine is a grade school teacher the back of each table number had a worksheet from each of her students giving the couple their well wishes on their wedding day.

    Family is very important to the couple (as well as ice cream cake) and they wanted their cake cutting to be a special moment just with their immediate family and to share a smaller cake with them. They gathered their siblings and parents and headed to the rooftop terrace of the Elora Mill to cut their ice cream cake and share. This moment was so critical for the couple to slow down and really focus on their day with their favourite people.

    Ice cream was both of their favourite desserts and they wanted to provide the perfect late-night snack. With that in mind, we hired Four All Ice Cream from Waterloo to have an ice cream bar for the guests to enjoy!

    Florals

    Elegant, extravagant and captivating. Kriss LOVES flowers and having the room filled with flowers was one of the top priorities of their wedding day. Hannah at The Saol Project took an already stunning space at Basilica Our Lady Immaculate in Guelph into even more elevated space. Lining the 110 ft aisle with florals and an illusion arch to have a picture perfect kiss in front of.

    All florals were transported to The Elora Mill to fill the space with flowers. Their sweetheart tables were surrounded to make the table feel like a meadow filled with flowers. The guest tables had bud vases with beautiful blooms and elevated larger pieces to ensure guests could have an uninterrupted conversation. These extravagant displays, both romantic and luxurious, transformed the ceremony and reception spaces into a breathtaking wonderland.

    Photographer

    Along with personalized details and flowers, their third most important item for their wedding day was the photographer. They wanted photos that would capture the emotion of their wedding day along with photos they can cherish forever. It was a no-brainer to book with Lindsay Coulter both a colleague and long time friend of mine. Lindsay loves “finding the beauty in the smallest details, capturing a glance, a laugh, and a moment”. Lindsay is an award winning photographer from the Waterloo Region and as you can see throughout this blog post her work speaks for itself. Evan & Kriss were blown away with their photos and so happy.

    Kristine and Evan’s wedding was a testament to their love, style, and attention to detail. We were honored to be a part of their special day and wish them a lifetime of happiness.