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Day of Coordination

General Coordinator Task List

At the park (Ceremony)

Set up decor on picnic tables at the park for the ceremony

Set up the chalkboard sign by the road at the start of the sidewalk path down to the picnic shelter

Tell the groomsmen where & how to put the benches

Add 5 programs to each bench (might need to use rocks from alter table vases on each program to hold it down from flying away in the wind)

Set up front row of benches for parents (add programs with names & one pack each “for your happy tears” tissue packets)

Help the pianist get set-up

Pick best location for her to set-up

Test the audio (pianist bringing speaker & microphone for officiant/sister)

Guide a practice session before guests arrive

Set markers for wedding party

Guide/run procession

Fluff Bride’s dress

Tell people that they can take the bottle openers as favors during refreshment hour

Pack up the guest book, activity & favors for transport over to reception

MOH Ireland will be transporting

Tell people when to start boarding the buses & guide them

Clean up park - put everything in Uhaul

Sister Miaya will take the cards & gifts

At the Blockhouse (Reception)

If needed, remind caterer that they won’t have to flip the space and can set up for dinner right away

Set up the dining tables & sweetheart table

Set up the other misc. decor (ex. Bar signs, seating chart, sign above guest book table)

Check the cake table once it arrives (approx. 5pm)

Set up the guest book, shadow box activity & favors once it all arrives (approx. 6:15pm)

Help DJ keep reception events moving on time (ex. dismiss tables for dinner buffet, make sure he announces events on time, etc.)

Help facilitate liquor box toss

Give winners of the toss their prizes to take home at end of night

Distribute tip money

Clean up venue - put everything in Uhaul

Detailed Coordinator Timeline & Tasks

Detailed Coordinator Timeline & Tasks

Day

Time

Title

Event

Location

Notes

People

1:30 PM

Coordinator arrives @ Park

Decorate tables

Put programs on benches & tissues on front row

Set up podium

Help pianist get set-up

Test microphone

Lead practice spacing

2:30 PM

Unload benches

Patti - Ensure groomsmen are wearing protective ponchos

Kristina - place programs right away so benches are ready for detail shots at 3:00

4:00 PM

Vendors arrive at Blockhouse

Assistant coordinator (decorate tables, bar sign, etc.), Caterer & DJ?

5:30 PM

Pack up guest book

5:45 PM

Buses Arrive

Coordinator directs bus drivers where to park& guides guests to board

Ireland transports guest book & activity

5:45 PM

Clean up Park

Miaya puts cards in white bag in Marin’s car

Pack decor in Uhaul

Pack trash in Uhaul

6:15 PM

Guest book & activity

Ireland hand off upon arrival at Blockhouse

Assistant coordinator sets up

8:30 PM

Speeches

Drew

Ireland

Hunter & Hailey Thank You’s

9:00 PM

Cake Cutting

9:05 PM

First Dances

9:45 PM

Bouquet Toss

Tossing empty liquor boxes instead of bouquet (for guys & girls)

12:00 AM

Clean up

8 benches into Uhaul

Chairs into Uhaul

Table decor & bar sign into Uhaul

Guest book & activity into Marin’s car

Cards & White bag in Uber with Miaya back to hotel

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