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Why A Wedding Partial Planner or DOC Is Essential

Meredith Heim

Updated: Jan 6

Planning a wedding can be an exhilarating yet overwhelming experience. With countless details to manage, couples often find themselves juggling timelines, vendor communications, and the logistics of the big day. This is where a Partial Planner and Day-of Coordinator becomes invaluable. Here’s why investing in one can make all the difference for your wedding day.



WHAT IS A DOC?


A Day-of Coordinator, sometimes referred to as a wedding day manager (and MUCH different from a Venue Manager/Coordinator!) steps in to oversee the final details and logistics on the day of your wedding. Fancy Farm Fling Coordinators begin working with Partial Planning/Day Of Coordination clients 90 days out from the event day, in comparison to most coordinators who usually do not begin assessing your logistics until within the 2 week mark. Wedding Coordinators are responsible for ensuring everything runs smoothly, allowing you and your loved ones to fully enjoy the celebration without the stress of the event details and labor. It is our ultimate goal to permit you to do nothing except fully enjoy yourselves and soak in the magic of the day- Hiring us as your wedding coordinators will allow this hope to become reality.


WHAT IS A PARTIAL PLANNER?


The Fancy Farm Fling offers 2 planning/coordination packages; 1) Partial Planning and Coordination or 2) Full Service Planning. We do not offer bare bones Wedding Day Only coordination because we do not believe this is what is best for our clients. We trust you, but we also cannot wave a magic wand and fool-proof a botched plan less than 3-4 weeks out, especially in the middle of peak season. ALL Fancy Farm Fling Planning packages include a minimum of 2 Day Of Coordinators including your Lead Planner who will be working with you every step of the way.


Our Partial Planning package offers you all of the following:


  • Where To Start Consulting Call

  • DMV Vetted and Trusted Vendor List

    • (UNPAID referrals! Only vendors who are proven reputable and reliable, for any budget)

  • Official Email Thread Establishment 9 months out

  • Rolling Update of your file at anytime; Including timelines, vendor contracts and contacts

  • All-Hands-On-Deck at 90 Days Out

  • 1 Venue Site Visit

  • Unlimited Scheduled Consultation Calls via Calendly

  • Complimentary Hotel Room Block Comparison and Booking

  • Ceremony Rehearsal Management

  • 10 Hours On Site Day Of

  • Assistant Planner(s) On Site 4-6* Hours Day Of

  • Dozens of Day-Of Tasks (Outlined in your contract and proposal)

  • Optional Event Debrief Call

  • Discounts and Freebies via Partner Services (Heim Ziegler Pictures & The Honeymoon BFF)


Coordinators who advertise Day Of Only Coordination with no contracts, formal payment systems, or business insurance are very likely just trying to make a quick buck and coordinate very casually on the side.


AVOID THE DAYDREAM TURNED NIGHTMARE


Planning a wedding is no small feat, and without proper preparation, even the most meticulously envisioned celebrations can quickly unravel. Picture this: the bride is getting ready, excited and nervous, but the hair and makeup artist is running late due to traffic. Meanwhile, the flowers are stuck in transit, and no one has thought to follow up on the catering timeline. These delays can create a ripple effect, throwing off the entire schedule for the day.


Without a detailed timeline, it's easy for crucial moments, like the ceremony or first dance, to be missed or rushed. Guests may find themselves waiting for long periods, causing frustration and distraction. And let’s not forget about the vendors; if there’s no one to coordinate their arrivals and services, you might find the photographer and videographer competing for space while the cake arrives too late for a proper display.


Additionally, emotional stress can escalate quickly without a plan in place. Family dynamics can be complicated, and if roles and responsibilities aren't clearly defined, tensions may arise, leading to misunderstandings or disputes. Guests may not know where to go or what to do, and a lack of communication can lead to confusion.


Ultimately, without proper planning, a wedding can shift from a joyous celebration to a chaotic experience. Hiring a Day-of Coordinator can prevent these potential pitfalls, allowing couples to focus on the joy of their union rather than the stress of logistics. By anticipating challenges and having someone to manage them, couples can ensure that their special day is memorable for all the right reasons.


6 THINGS A F3 PLANNER AND COORDINATOR PROVIDES:


  1. COMPLETE STRESS RELIEF: On your wedding day, the last thing you want is to worry about whether the flowers have arrived or if the photographer is on schedule and feel it is your responsiblity to track them down. A Day-of Coordinator handles these details, allowing you to focus on enjoying the moment.



2. TIMELINE MANAGEMENT: Coordinators create a detailed timeline and ensure that everyone—vendors, bridal party, and family—follows it. This helps keep everything on track and ensures a seamless flow throughout the day. They run interference the entire day to be sure no one comes to you with anything but well wishes and compliments.



3. VENDOR COORDINATION: A Day-of Coordinator communicates with all your vendors, confirming arrival times and services weeks in advance. They handle any last-minute issues that might arise, ensuring you don’t have to stress about logistics or tiny details that can add up if trying to handle these alone.



4. TROUBLESHOOTING: Weddings rarely go exactly as planned. A seasoned Planner and Day-of Coordinator is experienced in problem-solving and can quickly address any unexpected hiccups, whether it’s a missing bouquet, bridesmaid or a change in weather. Try to find a coordinator who is educated on your venues layout, contract and guidelines.



5. ENSURING A PERSONAL TOUCH: With a coordinator handling the logistics, you can truly enjoy your wedding. They will ensure that the day reflects your personal style and vision without you having to manage it all. Coordinators handle most decor, from signage to individually crafted name cards and placement.



6. PEACE OF MIND WITH YOUR FAMILY: Your loved ones want to celebrate with you, not manage the event (or God forbid be bussing the tables...). The last thing you want your mother doing is steaming tablecloths and running around lighting candles. By hiring a Partial Planner and Day-of Coordination team, you allow your family and friends to relax and enjoy the day without the burden of coordinating details.



WORTH THE INVESTMENT

While you might be tempted to skip this expense, the value a Planner and Day-of Coordinator brings is significant. Most venues will require a Day of Coordinator if they do not provide one in the Venue Cost. Consider the peace of mind, the ability to enjoy your wedding stress-free, and the assurance that your vision will be executed flawlessly. You did not envision this day and plan for it for months (maybe years!) for it to bring you to anything but happy tears. The cost of hiring a Day-of Coordinator is a small price to pay for a day you can never re-do.


Beware of coordinators with no insurance, ceritifications, lack of portfolio, or too-good-to-be-true-pricing. We want this vendor category to protect your day, not add risk to it.



Conclusion

In the whirlwind of wedding planning, don’t underestimate the importance of having a Day-of Coordinator by your side. This investment not only alleviates stress but ensures that your day unfolds as you’ve envisioned, leaving you to create beautiful memories with your loved ones. When the final dance fades and the last guest departs, you’ll be grateful for the seamless experience and the joy that a Day-of Coordinator brings to your special day.


Our Owner, Meredith, enjoying her own day looking over her guests and enjoying the company of her flower girl, knowing everything is handled by her coordination team.

Photo by Hayley Stidham Photography

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