Picture by Awe Events ATX
First off, what is a day-of event coordinator?
Day-of coordinators are the key to make sure everything runs smoothly on a on the day of your event, starting a few weeks prior. They manage vendors, review contracts, prepare layouts, timelines and sheets to keep the event organized and running well. On the day of, they help set up, make sure vendors are on time, run the event and assist in the clean up.
They supervise, give valuable advise ( that saves you money, time & headaches) and look out for YOU & your guests enjoyment. We all know the truth, events are work and by the end we are tired, cranky and enjoyed about 25% of it because we were juggling everything and then some. So in case you weren't convinced, here are 5 Reasons You Need To Hire A Day Of Coordinator.
Every event is different but a coordinating team can spend 14-22 hours making sure your event goes on without a glitch ( and this is only Day Of Coordination!). Now that is 22 hours you get to invest in your health, beauty, family or on those additional details that are going to make your event stand out. ( did we mention sleep?)
2) PEACE OF MIND
Day-of coordinators are trained & have years of experience. They know who brings what & who does what , they know which vendors are flexible and can stay 10 minutes extra and which venues are going to let you leave stuff over night. They have ALMOST all the answers to your questions at the moment and if not they always find a solution and "make it work". Now that is true peace of mind.
3) SAVING MONAAY!
Its ideal to have all vendors contracted many weeks in advance, however that is not always the case. Looking for vendors last minute can prompt you to make "expensive decisions". Having a planner on your team means you'll get access to their resources, advice on vendors & diy solutions perfect for YOUR event & your budget. Remember experience is a handy & money saving asset.
4) THE JOY OF HOSTING
When we DIY an event we want to do it all and be it all. We are changing the liners in the trashcans and posing for that perfect picture on the Step- n- Repeat. Sure we can do it but we look flustered, not to mention how our minds and feet feel at the end of that 12 hour day. When you hire a pro team, you can spend more time talking to your guests, tasting the food, posing for the photobooth, dancing your favorite tunes & making memories. Isn't that the purpose of it all?
5) RISK MANAGEMENT
Something people don't talk much about is the potential liabilities & risks an event presents. i.e The wind blowing a tent and hurting your guests, having a candle burn through a drape, having a guests slip on a spilled drink and open their chin, ect. Hey accidents happen but Coordinators reduce risks significantly because they have all eyes on everything. They warn parents about unsupervised children, keep and ear on intoxicated guests safety and security.
They advice on general liability policies, required permits & are masters at the art of the Plan B aka the Rain Plan ( Specially in Texas).
Day-of-coordinators are the life savers of your event. While you’re socializing with your guests, or getting ready to make your way to the dance floor, they’re are directing vendors & assisting guests . They also may be helping the groom find his bowtie, seating the guests according to the seat chart,checking that the decorations are set, and making sure the sound system works.
Doesn’t this sound excessively stressful? That’s why day-of coordinators exist. The stress lies primarily on them rather than you, so that you can have your cake and eat it.
Looking for an event coordinator or event staff in the Austin area? Shoot us a message, book a complimentary consultation or ask for a fast quote. veronica@aweeventsatx 512-718-8086 www.aweeventsatx.com.
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Writen by Stephanie Nguyen & Veronica Gonzalez- Laboy