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 is different from an event manager, who’s job is to work 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 discuss timeline, accessories and take additional notes.
- Attend 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 paperwork:
- Look over event sheet
- Create kitchen timeline and expedite food sheet
- Create DOC and staff timeline
- Assign jobs to staff
- Check final floor plan.
- Go over timeline and event details with kitchen, servers and bartenders.
- Go over 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, dessert, etc.
- Pack up accessories at the end of the night and move them to the client’s car.
- Check in to make sure everyone had a good night!
- Break down and clean up.
- Count inventory.
- Finish all paperwork before heading home!
- Note: If the job is off-premise, then 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.
Featured photo by Annie Sharp Photography
All photos courtesy of Robert Ryan Catering & Design
