What a day‑of coordinator handles before your wedding
- Timeline creation: We turn your plans into a detailed, minute‑by‑minute timeline that works for you, your venue, and your vendors.
- Vendor communication: We confirm arrival times, setup needs, and special details with each vendor so nothing falls through the cracks.
- Logistics walkthrough: We walk through your ceremony and reception flow, making sure things like transportation, photos, and toasts fit together smoothly.
- Final details: We help you organize decor, family dynamics, rain plans, and all the small decisions you don’t want to be answering on your wedding morning.
What a day‑of coordinator does on the wedding day
- Point person for everyone: We are the main contact for vendors, the venue, and your wedding party so you aren’t fielding questions.
- Setup oversight: We make sure decor, place cards, signage, and special touches are placed where they belong.
- Timeline management: We keep everything moving from ceremony start, cocktail hour, introductions, dances, toasts, and special moments.
- Problem‑solving: We handle surprises quietly, whether it’s weather, late arrivals, missing items, or family tensions.
- Wrap‑up: We ensure personal items are packed up and that your exit from the venue is smooth and organized.
Is a day‑of coordinator right for you?
A day‑of coordinator is ideal if you enjoy planning, but don’t want to manage logistics and questions on your wedding day. It’s especially helpful for Rhode Island venues such as Rosecliff, Glen Manor, Newport Harbor Island Resort, where there are more moving parts.
If you’re planning in or near Rhode Island and want to actually enjoy your day, day‑of coordination may be the best gift you give yourselves.
What affects the cost of coordination
- Venue type: Tented weddings, private homes, and DIY venues require more logistics than full‑service hotels.
- Guest count: More guests often means more moving parts, setup details, and timeline complexity.
- Location: Travel and multiple locations (ceremony in one place, reception in another) can affect pricing as well as where our team member is working from.
- Scope of service: Rehearsal coverage, extended hours, or added setup/tear‑down time can increase investment.
Why couples say coordination is worth it
Many couples tell us they underestimated how many questions would come their way on the wedding day until they saw how many we quietly handled instead. Coordination is an investment in peace of mind; you plan the celebration, we protect and advocate for it.
If you’d like a specific quote for your Rhode Island wedding or some other location, please contact us! and we’ll recommend the best‑fit service.
What a venue coordinator does
A venue coordinator works for the venue. Their main responsibilities usually include:
- Overseeing venue staff and setup according to your contract
- Managing catering and bar timing (if in‑house)
- Protecting the venue’s rules and policies
- Handling venue‑specific logistics like lighting, tables, chairs, and closing times
They are essential but their focus is on protecting their building and advocating for their team.
What an independent wedding coordinator does
A wedding coordinator works for you. At Weddings by TMW Productions, our focus is:
- Your full timeline, from hair and makeup through your final send‑off
- All vendors, not just those provided by the venue
- Your decor, personal items, and sentimental details
- Family dynamics, wedding party support, and your emotional experience
- Problem‑solving anything that affects your day, even if it’s outside the venue’s scope
How we work with venue coordinators
The best wedding days happen when both are involved. We will:
- Handle the master timeline and communicate with the other vendors: florist, content creator, DJ/entertainment, officiant, and photographer
- Coordinate with the venue contact about setup, service timing, and room flips
- Free the venue team to focus on what they do best, while we oversee the whole picture while attending to YOU and your bridal party
Most couples book a wedding coordinator between 9–12 months before their wedding date, but it’s never “too early” to reach out. For day‑of-coordination, we plan the initial meeting with couples 4 months before the special day to review contracts, build timeline, and connect with your vendors.
For partial planning, we start working immediately upon the signing of a contract and ideally 18-24 months ahead of the special date.
For full service, we again start working immediately upon the signing of a contract. Since this option involves building a website, and being part of the Save the Date and invitation process, it is best for us to be 24-36 months before the special day.