DOC Duties

August 10th, 2009 @ 11:46 am by Mrs. Cowboy Boot

This weekend, I jumped on the bandwagon. I hired a DOC. For many, many months, I thought I could enlist friends to decorate, instruct, delegate, and deliver, but then I got worried. I’d already sent emails to the appropriate friends who gladly accepted their duties: “Just tell me what to do and I will help!” one said. “Whatever floats the bridal boat!” was another’s response. I had ready and willing workers but it didn’t ease my nerves. I thought of Pengy’s post, “DOC-less and Regretful.” I thought of the big day and how I’d have to remember to create all of the detailed instructions and remember to tell them to do things and all of a sudden, I wasn’t off the hook for that day. As I would be if I had a DOC.

The wedding sales girl at Devil’s Thumb Ranch had mentioned a fairly new DOC (actually, she’s been in business for four years) who might be less expensive than some of the more established, local coordinators. I emailed her right away. Danielle Odil at Something Classic Events had a few packages but even the most basic seemed like more than we needed.

Here’s an outline of their most basic package, titled Something Borrowed:

Pre-Wedding Day

Three (3) in-person meetings
Unlimited contact via phone and email from the time of contract
Monthly email “check-ins” to ensure the planning is running smoothly and on track
Creation of a detailed timeline and schedule for vendors to ensure everyone’s on the same page
Unlimited referrals for remaining wedding vendors
Review vendor contracts
Confirm arrangements; check delivery date, arrival times, quantities of rentals, etc of all vendors. A detailed timeline will be sent one week before your wedding day
Etiquette advisement, as requested
Create a planning checklist so nothing is forgotten before the big day
Confirm all wedding vendors

1^stMeeting - Free Initial Consultation

Obtain overall vision and details of wedding
Discuss specific needs and expectations
Identifying objectives and advising accordingly

2^ndMeeting - On-site walk-through (approximately 6 weeks before wedding)

Visit ceremony and reception site
Meet with site coordinator and/or catering manager
Discuss Ceremony Processional & Recessional Plans

3^rdMeeting - “Wrap-Up” Meeting (approximately 2-3 weeks before wedding)

Confirm vendor information and contracts
Review final wedding details and tie up any loose ends
Finalize and review detailed timeline
Review and proof BEO (Banquet Event Order) provided by catering manager
Confirmation of wedding vendors

Wedding Rehearsal

Coordinate ceremony rehearsal
Per request, distribute personal wedding day itinerary to wedding party (i.e. when & where to show up for pictures, time of hair & make-up etc.)
Collect final payments for vendors
Collect wedding day items such as marriage license, guest book, cake knife, pictures, toasting flutes, favors, candles, programs, place cards, cake knife, etc.

Wedding Day

Unlimited time on the day of the event, complete wedding day coordination from set-up to tear down
Manage the flow and timing of the entire day
Act as a liaison between wedding party, family members, and vendors
Use of extensive Bridal Emergency Kit. We’ll be ready and available to solve any unexpected situation or emergencies

Ceremony

Distribute bouquets and pin flowers on attendants
Ensure the bride and groom do not see each other prior to the ceremony (if requested)
Assist photographer in gathering wedding party and family members for pictures, if needed
Greet vendors and oversee set-up of ceremony by vendors
Direct photographer, videographer, musicians, rentals, florist, etc. of where to set-up
Set-up of all ceremony décor not handled by a specific vendor (e.g. guestbook, unity candles, programs, pictures, etc.)
Distribute final payments and gratuities as needed
Direct Ushers with program and seating distribution
Cue band/DJ for entrance of processional & Brides entrance
Line up and cue wedding party for ceremony
Preparation of Bride before walking down the aisle – taking any gum, arranging the veil and train, providing a shot of vodka – whatever is needed by the bride
Greet and instruct guests that arrive late
Ensure that the marriage license is signed & wedding rings are present
Collect all personal wedding items and gifts and deliver to reception site or designated person

Reception

Set-up of all reception décor not handled by a specific vendor (i.e. favors, menus, candles, cake knife, toasting flutes, escort and place card, gifts, table design, disposable cameras, etc.)
Assure venue is set up according to floor plans/Manage vendor set-up of reception
Line up and cue Bride, Groom and wedding party for Grand Entrance
Assist band or DJ in cueing important events (i.e. grand entrance, cake cutting, bouquet toss, dances, etc.)
Cut Bride and Groom for all important events
Maintain & coordinate timeline for all events during reception
Stay in communication with banquet staff to ensure things are going smoothly
Coordination with getaway transportation, making sure they are on time and in the right location
Collect personal wedding items and deliver to on-site bridal suite or to clients allocated responsible party
Assure all rental items are packaged up and venue is left in good condition

I asked her if I could make a custom package. I slashed quite a few things and narrowed it down to a) the things we need and b) a few extras that would nice for us to have if she could throw them in within our budget.

Here’s the Cowboy Boot package (I’ve bolded the things we marked as necessary):

Pre-Wedding Day

Unlimited contact via phone and email from the time of contract
Monthly e-mail “check-ins” to ensure the planning is running smoothly and on track
Creation of a detailed timeline and schedule for vendors to ensure everyone’s on the same page
Confirm arrangements; check delivery date, arrival times, quantities of rentals, etc of all vendors. A detailed timeline will be sent one week before your wedding day
Create a planning checklist so nothing is forgotten before the big day
Confirm all wedding vendors

1^stMeeting - Free Initial Consultation

Obtain overall vision and details of wedding
Discuss specific needs and expectations
Identifying objectives and advising accordingly

Wedding Day

Unlimited time on the day of the event, complete wedding day coordination from set-up to the reception gets going (around 8PM)
Manage the flow and timing of the entire day
Act as a liaison between wedding party, family members, and vendors
Use of extensive Bridal Emergency Kit. We’ll be ready and available to solve any unexpected situation or emergencies

Ceremony

Assist photographer in gathering wedding party and family members for pictures, if needed
Greet vendors and oversee set-up of ceremony by vendors
Direct photographer, videographer, musicians, rentals, florist, etc. of where to set-up
Set-up of all ceremony décor not handled by a specific vendor (i.e. guestbook, unity candles, programs, pictures, etc.)
Distribute final payments and gratuities as needed
Cue band/DJ for entrance of processional & Brides entrance
Line up and cue wedding party for ceremony
Preparation of Bride before walking down the aisle – taking any gum, arranging the veil and train, providing a shot of vodka– whatever is needed by the bride
Greet and instruct guests that arrive late
Ensure that the marriage license is signed & wedding rings are present
Collect all personal wedding items and gifts and deliver to reception site or designated person

Reception

Set-up of all reception décor not handled by a specific vendor (i.e. favors, menus, candles, cake knife, toasting flutes, escort and place card, gifts, table design, disposable cameras, etc.)
Assure venue is set up according to floor plans/Manage vendor set-up of reception
Assist band or DJ in cueing important events (i.e. grand entrance, cake cutting, bouquet toss, dances, etc.) and making sure band and photographer are fed
Cue Bride and Groom for all important events
Maintain & coordinate timeline for all events during reception
Stay in communication with banquet staff to ensure things are going smoothly
Collect personal wedding items and deliver to on-site bridal suite or to clients allocated responsible party

I met with Danielle yesterday and I’m convinced she’s the right person for us. She was put to the test off the bat when we got lost trying to get to her. She gave us very simple, easy directions from where we were and we found her. We had less time than we thought, so she ushered us through the initial visit, asking us about our DIY projects and finding out what she needed to ask our venue. She’s done quite a few weddings there already and has more this summer so it’s nice to know she’s familiar with our venue.

I asked bride and bride again, should I hire a DOC? Every single one never skipped a beat. Yes. You won’t be sorry. You definitely should. I still had trouble hearing it. But now, I am so relieved and all of my friends who offered to help can relax with me.

Did you hire a DOC? Are you on the fence?

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38 Responses to “DOC Duties”

Bee

Miss Star (message) 1,275 posts, Bumble bee

Yes, I am SO incredibly happy to have hired a DOC. She has definitely put my mind at ease and help me get (even more) organized!!

Congrats!

8/10/09 @ 11:52 am (reply)

Member

Boddy (message) 127 posts, Blushing bee

I was also on the fence about hiring a DOC, but 4 months before the wedding, I hired our DOC and it was the best decision ever! Having a DOC really made the day transition smoothly, and I didn’t have to worry about anything. We were very impressed with our DOC because things went so smoothly that we hardly even knew she was there. Hope you have a great & relaxing wedding day with the help of your DOC!

8/10/09 @ 11:52 am (reply)

Bee

Miss Bruschetta (message) 5,553 posts, Bee Keeper

Yup, Pengy’s most convinced me, too!

The line items you added into your package are the exact sort of things our DOC will be handling for us. I’ve met with her twice, and we continue to communicate via email — and just this bit of contact already has me much calmer and more relaxed!

8/10/09 @ 11:57 am (reply)

Member

Curlysue (message) 625 posts, Busy bee

I’m really on the fence. We are having a small affair with none of the traditional stuff at the reception to worry about (toasts, bouquet toss, garter toss, dances — other than first dance). I think it just depends on the couple and where/what kind of wedding they are having. It would be nice to not have my mom and his mom worrying about things or decorating that morning, but we are already at max for the budget so I guess we are SOL!

8/10/09 @ 11:57 am (reply)

Bee

Miss Bruschetta (message) 5,553 posts, Bee Keeper

@Curlysue: Our DOC worked with our budget — and took into consideration how close our date was when we decided to work with her. You could still ask around and see if someone would be willing to work with a number that doesn’t bust your budget too much!

8/10/09 @ 12:03 pm (reply)

Member

ScatterbrainedBride (message) 58 posts, Worker bee

I’m still debating using a DOC. The site coordinator at our venue seems pretty on top of things, but I’m still thinking I need someone looking out for US and not just the venue. We’ll probably wait and see what our budget looks like closer to the day, and see if we can squeeze one in. The things on your list would be WONDERFUL to not have to worry about!!!

8/10/09 @ 12:09 pm (reply)

Bee

Miss French Bulldog (message) 6,063 posts, Bee Keeper

So glad you were about to work out a DOC I met w/ ours this weekend and I feel like a weight has been lifted off my shoulders!

8/10/09 @ 12:12 pm (reply)

Guest

gooseling

a week before my wedding, I’m kind of regretting not hiring a doc, but I’m dishing out the duties like candy. and so far if people have declined, they’ve had a very good excuse not to, everyone has been willing to help! the only thing I am nervous about doing is definitely writing up everyone’s duties, because I won’t feel comfortable if I won’t, even though I’m sure I’ll seem like a bridezilla for it…. haha oh well. better for them to know too much than to come tugging on my dress asking for instructions the day of. I will smack anyone who does that!!!

8/10/09 @ 12:15 pm (reply)

Bee

Mrs. Peep Toe (message) 1,636 posts, Bumble bee

Having a professional DOC is totally a must! Good call.

8/10/09 @ 12:15 pm (reply)

10.

Member

FutureMrsKoontz (message) 148 posts, Blushing bee

Our venue provides us with a coordinator. We’re doing a destination wedding to Jamaica, so it’s a load off my mind! I’ve been able to relax, and all the wedding decisions I’ve made si far have been super smooth and easy. Knock on wood!

8/10/09 @ 12:23 pm (reply)

11.

Member

miss longhorn (message) 238 posts, Helper bee

I am on the fence about this. Thank you for giving us such a detailed layout of what your DOC is doing for you.

8/10/09 @ 12:26 pm (reply)

12.

Member

Curlysue (message) 625 posts, Busy bee

@Miss Bruschetta: I forgot to mention we have a coordinator for our location and the caterer we are hoping to use has worked with the venue many times so I’m pretty confident. I just worry about timelines and stuff. We’ll see. Right now wiggle room is at a minimum or not at all. We’ve already cut a lot of stuff!

8/10/09 @ 12:26 pm (reply)

13.

Member

Champagne Wishes (message) 485 posts, Helper bee

Oh, good for you! I hope to have one but I think I might have to go the friend route. Our budget is just too tight.

8/10/09 @ 12:28 pm (reply)

14.

Hostess

Lillindy (message) 4,208 posts, Honey bee

Great call, it’s something I know I wish I had done!

8/10/09 @ 12:32 pm (reply)

15.

Member

tea (message) 2,610 posts, Sugar bee

i want to hire a doc. i plan on having a heavily diy-ed wedding so i’ll need the professional help setting everything up because i just want to check out and enjoy the day, not fixate on hoping so-and-so managed to set up the reception hall just so.

8/10/09 @ 12:33 pm (reply)

16.

Hostess

Mrs. DG (message) 4,216 posts, Honey bee

I didn’t hire one. I was really freaked out by Pengie’s post and was second guessing myself at the end. The only thing that didn’t go quite according to plan was that the programs didn’t get put in the right spot, and a couple of friends had to wrestle with the LED throwies.

Maybe it all worked out because I compulsively wrote out every single detail of how things were supposed to be executed. Anyone could look at the list, see what needed to be done, and do it without direction from another human.

I’m sure, how ever, that having one must give great peace of mind to the bride. I just don’t want people who can’t afford to hire one to freak out It really can turn out just fine!

8/10/09 @ 12:39 pm (reply)

17.

Member

IA_Snowflake (message) 1,608 posts, Bumble bee

I am so glad we have a coordinator. I’d lose it if I had to stress the day of.

8/10/09 @ 12:44 pm (reply)

18.

Member

pinwheelspoprocks (message) 305 posts, Helper bee

We had many people who I thought would contribute to the planning and ‘day of’ happenings (including one of my best friends who is an event planner) and it’s not that friends are not reliable, but things come up. I caved in in May and have never looked back.
The bottom line is that person knows exactly what needs to happen at what time. They are there to put out any fires and adjust the schedule as needed. If she puts your mind at ease, it is the best money you’ll ever spend. I’ve also looked at it this way: if things fell through last minute (vendors, logistics, needing to purchase things last minute) I would end up spending more money. The DOC will help you keep your costs down, even a few months before the wedding. GL!

8/10/09 @ 12:50 pm (reply)

19.

Member

honeymyheart (message) 763 posts, Busy bee

we hired a day of coordinator and could not be happier. i am looking forward to just stepping back and enjoying my wedding day without having to worry about the small details.

8/10/09 @ 12:57 pm (reply)

20.

Member

Gator (message) 486 posts, Helper bee

Could anyone share how much a DOC “generally” costs?! A coworker of my FI has been a MOH in a few weddings and offered us her DOC services. She said she loves doing this stuff and as she is someone who would not be on our guest list, it would give her an opportunity to be there. Does anyone think this is a bad idea? I feel that since she has experience and comes pretty cheap (we just have to feed her!) that its a great alternative from a “pro.” Any advice would be great! Thanks

8/10/09 @ 12:57 pm (reply)

21.

Member

minneapolitan (message) 733 posts, Busy bee

I would love to be able to hire a DOC but we just simply can’t afford it. Our florist will be doing some set up for the reception for a small additional fee, so that made me relax quite a bit. We’ll just have to do it like @doctorgirl mentioned - incredibly meticulous lists galore! It’s alright, I’m not too worried - it’d be awesome to not have to deal with little things, but eh, c’est la vie.

8/10/09 @ 1:04 pm (reply)

22.

Member

jesstagirl (message) 486 posts, Helper bee

Hiring a DOC was one of the very first things we did. We actually hired her before knowing our venue locations. My mom and I are very task-oriented, but we also have a tendency to get stressed easily. I didn’t want myself or my mom stressed, and I especially didn’t want friends and/or family working on my wedding day. I want everyone to enjoy it. She’s already come in handy with helping solve problems even though we hired her for the day of.

8/10/09 @ 1:07 pm (reply)

23.

Member

couturebowl (message) 75 posts, Worker bee

i’m still on the fence but leaning more and more towards DOC. i just hate the thought of my friends feeling stressed on my wedding day and would rather not worry about it!

8/10/09 @ 1:34 pm (reply)

24.

Hostess

LLauRRa (message) 843 posts, Busy bee

I wasn’t going to… I used to work in the industry so I got really over confident about it and then a second cousin of the FI who does coordinating for a living offered to do it as her gift to us, and I admitted reality… no matter how prepared I am before that day, I do not want my friends and family working on my wedding… I want them to be beside me enjoying themselves. So she will be coordinating for us on that day!

8/10/09 @ 1:55 pm (reply)

25.

Member

WorstTwinEver15 (message) 758 posts, Busy bee

So glad you hired a DOC. It will let your friends, family and attendants enjoy your special day with you. I definitely LOVE my DOC!

8/10/09 @ 1:58 pm (reply)

26.

Hostess

LatteLove (message) 4,094 posts, Honey bee

I didn’t hire a DOC and was more than happy with my decision! I didn’t stress for one minute.

But I’m glad you found what works for you!

8/10/09 @ 2:02 pm (reply)

27.

Member

alaud41 (message) 66 posts, Worker bee

Good decision. I don’t think you will regret it. Total piece of mind on your big day, even if you thought you might be okay without one.

8/10/09 @ 2:21 pm (reply)

28.

Member

ramosianchica (message) 61 posts, Worker bee

I wished I had one too! I’m starting a small side business if anyone’s interested!

http://www.wenderfulevents.blogspot.com

8/10/09 @ 2:49 pm (reply)

29.

Bee

Miss Labrador (message) 1,324 posts, Bumble bee

I’m printing this post out and taking it with me to all my DOC meetings! Thanks for the comprehensive list of duties CB!

8/10/09 @ 3:13 pm (reply)

30.

Member

Mrs.pinkblossoms (message) 89 posts, Worker bee

Our venue comes with a DOC!! =)

8/10/09 @ 3:52 pm (reply)

31.

Member

Miss Hot Sauce (message) 932 posts, Busy bee

Our DOC is the venue owner and she has been doing this for many many years. I’m glad it is included with our venue package because otherwise, I probably would not have hired a DOC.

8/10/09 @ 3:52 pm (reply)

32.

Member

MrsSl82be (message) 1,472 posts, Bumble bee

I couldn’t imagine not having a DOC, you made a great decision. I didn’t want to burden my family and friends with those duties, and I was sure that there would be things that didn’t get done or we didn’t realize or forgot about. Now we don’t have to worry about it, and I couldn’t be happier

8/10/09 @ 3:55 pm (reply)

33.

Member

BucknellBride (message) 84 posts, Worker bee

I, like Pengy, fall into the didn’t-but-wish-I-had category. I’m so glad you did!

8/10/09 @ 6:31 pm (reply)

34.

Member

Stiletto_Fetish (message) 14 posts, Newbee

I actually have a full wedding planner…actually I have two and it is money well spent. I am stressed now and I have four months to go so I can only imagine how I would be if I didn’t have them! There are so many details that you never think about that need to be done. In the beginning I thought I could do it alone with just help from my bmaids but I had to come back to reality!

8/10/09 @ 11:07 pm (reply)

35.

Bee

Miss Cloud (message) 587 posts, Busy bee

I hope you feel the same weight being lifted off your shoulders as I did when we hired our DOC! From our first meeting we too knew it was the right choice.

8/10/09 @ 11:55 pm (reply)

36.

Member

LoriLori (message) 234 posts, Helper bee

Would you mind telling us how much your custom package cost? That’s what I’d like…

8/11/09 @ 10:15 am (reply)

37.

Guest

cityrider76

Danielle is actually my DOC for my Sept wedding in Boulder, Co. She’s been great and has helped reccomend a few vendors and is taking care of all the details on the day of. I don’t think I’d be able to relax the day of the wedding without her!

8/11/09 @ 10:34 am (reply)

38.

Member

KatieBug3017 (message) 1,418 posts, Bumble bee

Ooh, isn’t that a big relief to get a DOC?!?! I actually won my DOC from a bridal show…and when I met with them to discuss everything, I was just blown away at how awesome their company was, and how friendly and helpful they are…I honestly just want to hand everything over to them….haha!

8/15/09 @ 1:33 pm (reply)