Let’s Talk Event Management…or On-The-Day Coordination
Who is it for?
Event Management is typically designed for couples who have planned their wedding day themselves; you’ve found your venue, sourced your suppliers and maybe even drafted your timelines. You have the planning under control. Perhaps you’re a couple after my own heart and thrive when organising an event, you wanted to take on the wedding planning project and you’ve smashed it – well done you! – BUT now the day is approaching and you want to know someone is going to be aware of all your hard work. YOU know what time the suppliers are arriving, where you want your musician to be placed, how you want your tables to be set up, how you want to enter into dinner, but who is going to know all of that on the wedding day, when you’re busy just being newlyweds?
ME – that’s who! Your trusted wedding coordinator.
But my venue has a coordinator…
This is a mistake couples can make.
Unless you have a marquee wedding at home, venues often have a coordinator onsite. Even the dry hire venues tend to have wedding coordinators; this will be the person you have been liaising with about your wedding in the planning stages, BUT venue coordinators are not the same as an event manager or wedding coordinator (in most cases anyway!)
You should always start by checking what your venue coordinator will be responsible for on the day of your wedding, and what they won’t be involved in. In the majority of cases, their role will be limited to aspects related to the venue itself and won’t span across all of the suppliers and importantly, the smaller details of your wedding day.
This is no disrespect to venue coordinators. They are an amazing help and will always be a go-to person for me on a wedding day. They know the venue, they know what works and what is possible so I will always work with their expertise and ensure a good relationship with the venue coordinator ahead of your wedding day, however their responsibility is limited. It’s not their job to calmly check in on your getting ready progress, ensure your ceremony chairs are not just in rows but are exactly aligned, to perfectly place your napkins and placecards just as you designed, to assist your photographers to help make those group shots as quick and painless as possible, to make sure your grooms speech is at his dinner place in preparation, to handle any special requests or surprises you or your guests may want to incorporate or to just generally be there should anything good, or less than ideal, pop up. For that is my job.
When does a Wedding Coordinator become involved?
We can’t just show up on the day and hope for the best. To be the best wedding coordinator to you, we need to familiarise ourselves with your plans in good time.
With my Event Management Service, I will typically become involved with your wedding around 4-6 weeks ahead of the wedding date. You can book the service in whenever you feel the time is right, but when you’re 4-6 weeks out I’ll check in via a Zoom call where we’ll run through your plans to date, suppliers and schedule, arrange an in-person meeting at your venue where possible, reach out to your venue and suppliers to introduce myself and reconfirm arrangements and if needed I’ll fine tune your timeline for the day, both guest and supplier facing.
Of course when the day comes around my team will be onsite from set up through to our agreed end time; this will either be your first dance, when your final supplier is set up and providing their service or the very end of the event depending on which option you selected.
Why Weddings by Emily Charlotte?
With a whole host of wedding coordinators out there, why should you choose me specifically?
I would hope it goes without saying that I am both organised and experienced; throughout my wedding planning career I have faced a whole variety of challenges and unexpected situations. Even with the very best planning, there is always room for something to crop up. What’s important is how that occurence is handled. I will always remain calm (at least on the outside!) and will provide a solution so there is minimal impact to your day.
I’ll keep your preferences and priorities at the forefront of my mind and I will advocate them whenever I need to – whether it’s pushing catering set up times so we can give that outdoor wedding the best chance in uncertain weather, or doing something that is outside of the venues ‘norm’, I’ll be your biggest cheerleader as I am there for YOU and YOUR plans.
I will be a friendly face, someone you can count on and give you a feeling of reassurance throughout the day, but don’t just take my word for it…
“From the moment Emily arrived on the day I didn’t have a thing to worry about. She was always there checking that we were all happy and coordinating everything to such precision that the entire day went perfectly. I felt such relief knowing that I could just relax and everything was in hand.” – Christina & Dom
“Emily was a wonderful support and would highly recommend. She had great attention to detail, good advice and suggestions and took any stress out of the day. She was calm and relaxed and always on hand to help or assist us or our guests. Thank you Emily for making our day so special.” – Atlanta & Caroline
“Emily is wonderful to work with – incredibly kind, humble and patient. Just seeing Emily there at our venue on the wedding day made us feel so much calmer and we knew everything was under control.” – Maddie & Giacomo
To discuss your wedding coordination plans please do get in touch on weddings@emilycharlotte.co.uk and I’d love to chat further – my diary is currently open for 2025 and 2026.
Speak soon!
