What is Month-Of or Day-Of Coordination?
Month-of coordination (also called “event management”) and day-of coordination are services designed for clients who have planned most of their event but need a professional to step in and bring everything together. These services ensure that all logistics are handled and the event runs smoothly, allowing the host to relax and enjoy the day.
Though often used interchangeably, month-of coordination involves more lead time and preparation, while day-of coordination is strictly focused on executing the event itself.
Month-Of Coordination
Overview:
Month-of coordination typically starts 4–6 weeks before the event. The planner works with the client to finalize details, confirm vendors, build a timeline, and manage logistics. It’s perfect for clients who want to plan their own event but need expert help to tie everything together.
Services Include:
1. Initial Consultation
Meet with the client to review their planning progress
Discuss their vision, priorities, and concerns
Understand vendor contracts and existing arrangements
2. Vendor Coordination
Contact and confirm all vendors (catering, photography, venue, etc.)
Create a vendor contact sheet
Ensure contracts and insurance documents are in order
Develop a load-in/load-out schedule
3. Timeline Creation
Create a detailed event day timeline (including setup, ceremony, reception, etc.)
Share timeline with client and all vendors
Adjust and finalize based on feedback
4. Venue Walkthrough
Visit the venue to review layout, logistics, and any restrictions
Discuss decor setup, flow of event, emergency access, etc.
5. Final Details Meeting
Final meeting with client 1–2 weeks before the event
Review checklist, timeline, and all logistical elements
Confirm final guest count, seating arrangements, and floor plan
6. Rehearsal Coordination (if applicable)
Coordinate and run the wedding or ceremony rehearsal (usually the day before)
Guide the bridal party or presenters on timing and placement
7. Day-Of Management (see Day-Of list below)
Day-Of Coordination
Overview:
Day-of coordination focuses strictly on event execution. It typically begins the week of the event, with the planner stepping in to manage everything on the big day itself. It’s best suited for clients who have thoroughly handled the planning and only need someone to oversee the actual day.
Note: In practice, day-of coordination still requires some pre-event communication to be effective—at least a 1–2 week lead-up is ideal.
Services Include:
1. Pre-Event Communication
Brief meeting or call with client 1–2 weeks prior
Review vendor list, timeline, and event details
Collect key documents, floor plan, and emergency contacts
2. Event Day Timeline Management
Ensure everyone follows the timeline
Keep the event flowing according to plan (ceremony start time, meal service, speeches, etc.)
3. Vendor Supervision
Be the main point of contact for all vendors
Manage vendor arrivals, setup, and strike
Handle any last-minute vendor needs or issues
4. Setup and Decor Oversight
Ensure all decor and rental items are placed correctly
Confirm signage, table settings, florals, etc. match the client’s vision
Set up any DIY elements (e.g., guest book, place cards, favors)
5. Guest & VIP Assistance
Greet guests, assist with seating, answer questions
Ensure bridal party or key attendees are ready and in place on time
Coordinate with ushers, MCs, or officiants as needed
6. Problem Solving & Emergency Handling
Manage timeline delays or emergencies discreetly
Provide emergency kit (safety pins, stain remover, tissues, etc.)
Handle weather or venue challenges calmly and professionally
7. Event Close-Out
Supervise vendor breakdown and cleanup
Ensure gifts, leftover items, and rentals are packed properly
Coordinate with venue on final walk-through
Key Differences: Month-Of vs. Day-Of
| Feature | Month-Of Coordination | Day-Of Coordination |
|---|---|---|
| Start Time | 4–6 weeks before the event | 1–2 weeks (sometimes less) |
| Vendor Communication | Full review and coordination | Basic confirmation |
| Timeline Creation | Yes, detailed and customized | Uses client’s existing plan |
| Venue Walkthrough | Included | Optional or not included |
| Rehearsal Coordination | Usually included | Often not included |
| Event Day Management | Included | Included |
Who Are These Services Best For?
Month-Of Coordination: Ideal for clients who want to do most of the planning themselves but need help tying up loose ends and running the event day.
Day-Of Coordination: Best for clients who want minimal involvement from a planner but still need a professional on the ground to execute their plan.
Bonus Add-Ons (Optional for Both)
Setup/Teardown Crew
Extra Assistant Coordinators
RSVP Management
Decor Rentals or Sourcing
Timeline Templates or Planning Tools
The Value of Coordination
Hiring a month-of or day-of coordinator gives clients peace of mind. Even the most organized person doesn’t want to be managing vendors or troubleshooting issues on their special day. A professional coordinator ensures that all plans come to life flawlessly—on time, stress-free, and beautifully executed.