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From the moment you begin planning your wedding to the last moment of your special day, the Robert Ryan team works to ensure that you enjoy every minute of it without a care in the world. All the details put together over months of planning come together to create your magical day. The key to the magic is your day-of event coordinator. In addition to your coordinator making sure everything runs smoothly, every couple is assigned a personal wait staff to attend to their every need. Here’s a look at how it all comes together!

Leading Up to the Event

As soon as you book your wedding, you’ll start working with one of our event managers on every part of the planning process. That person will see you through to your wedding day; however, two weeks before the big day, you’ll be introduced to your day-of event coordinator. This is the person who handles your special day — from setup to cleanup and everything in between. Your coordinator will also set up the wedding accessories, run dinner service and take care of any issues that arise.

Behind the Scenes

Rest assured, your day-of event coordinator will not be starting from scratch for your event. You may have even seen or spoken to him or her throughout your planning process or at tours, tastings or other meetings. Your coordinator does extensive advance preparation and goes over important information with your event manager to make the transition from event manager to event coordinator a smooth one. And, of course, your event manager is still on board and available to you!

The Rehearsal

Rehearsals are typically when the day-of event coordinator meets the entire bridal party — including parents, bridesmaids, groomsmen, flower girls and ring bearers — for the first time. We like to take this opportunity to let everyone know that the day-of event coordinator is in charge of running the event. It really is best to have one point person, which allows everyone to relax, knowing that they are going to be well taken care of while having the best night (or day) of their lives. Since most rehearsals happen the day before the couple’s wedding, there are often a few last-minute changes, which the day-of event coordinator will handle.

The Big Day

While you may be nervous about your upcoming nuptials, one thing you don’t need to stress about are the details of your big day. Your day-of event coordinator prepares everything down to a T, including assigning duties to staff, establishing a timeline with vendors (including the kitchen staff, DJ, photographers, videographers, officiants, florists and even photo booth vendors) and double-checking aspects such as tables, chairs, linens, accessories and arrival times, as well as taking care of anything else that pops up.

As one of our day-of event coordinators, Luke Charles, says, “While we may work close to 100 weddings a year, we only get one chance to ensure that every couple feels they had the most special day of their lives. The favorite part of my job is that I get to share the best day of someone’s lives with them. The success of their wedding literally is put on our shoulders, and all of the hustle and bustle makes every wedding worth it when we see the biggest smiles on their faces because they could not have had a better day.”

For more information on what happens behind the scenes at Robert Ryan, take a look at our event planning team here and our operations team here.

Ready to start planning your party? Schedule a consultation with one of our event managers today!

Robert Ryan Catering and Design plans and executes over 400 events each year, boasts a five-star rating on WeddingWire and has received WeddingWire’s Couple’s Choice/Bride’s Choice Award seven years in 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.

Kim MacKinnon

Featured image: Joel Thomas Photography; all other photos, top to bottom: Adam Mason; Anastasia Romanova Photography; Martin Reardon Photography