Weddingbee Blog

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^st Meeting - Free Initial Consultation

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

2^nd Meeting - 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^rd Meeting - “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^st Meeting - 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?