There are quiet heroes who make it possible for you to leave your wedding or special event and say, “I didn’t have to lift a finger.” Those list-making, timeline-watching, detail-oriented professionals are called day-of coordinators (DOCs). If you’re planning a meeting or event, make sure the venue you select has DOCs on staff.
Simply put, a DOC is the main person responsible for making sure the wedding or special event is executed flawlessly and exactly how it was envisioned. The role includes setting up and breaking down the entire event, creating and managing multiple timelines, communicating with vendors, managing staff, overcoming challenges and solving problems — and so much more!
Challenges? Problems? If you didn’t realize that these things pop up during the event, then you had an exceptional DOC. They oversee everything in real time to make sure that the client is completely satisfied. A DOC differs from an event manager, who works with the client to envision, curate, and book the event or wedding.
Here’s a peek into a day in the life of a DOC:
- Attend “finals” meetings with event managers to create the wedding day timeline, discuss accessories, and take additional notes about the couple’s vision for their day.
- Attend the ceremony rehearsal (if necessary) to practice walking through the ceremony so everyone knows when and where to go before executing on the day of.
- On the day-of, arrive early to complete the paperwork:
- Look over the event sheet
- Create a kitchen timeline and food service sheet
- Create DOC and staff timeline
- Assign jobs to staff
- Check the final floor plan.
- Go over the timeline and event details with the kitchen, servers, and bartenders.
- Go over the timeline with vendors.
- Set up the event, which can include ceremony space, cocktail hour space, reception space, and bridal suite.
- Check-in frequently with the bride, groom, bridal party, or, for events, with the client.
- Execute the timeline to perfection, which can include the ceremony, cocktail hour, introductions, dances, speeches, first course, main course, cake cutting, and dessert.
- Pack up accessories at night’s end and move them to the client’s car.
- Check-in to make sure everyone had a great night!
- Break down and clean up.
- Count inventory.
- Finish all paperwork before heading home!
- Note: If the job is off-premise or at a partner venue, the DOC is also responsible for driving the truck to and from the event.
Are you tired after reading that? We are, too! Now you know why DOCs are event superheroes and why you need one of these tireless detail warriors on your team for your special event or wedding.
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Robert Ryan Catering and Design plans and executes over 400 events each year, boasts a 5-star rating on WeddingWire and has received WeddingWire’s Couple’s Choice/Bride’s Choice Award seven years in a row. Learn more about Robert Ryan Catering & Design and tour our venues. Subscribe to our e-newsletter for exclusive offers, up-to-date news and recipes from our executive chef.
—Nina Malone, updated by Michelle Durinzi
Featured photo by Annie Sharp Photography
All photos courtesy of Robert Ryan Catering & Design
