Frequently Asked Questions
What is day-of coordination?
Day-of wedding coordination involves overseeing and managing all the logistics of your wedding day, ensuring everything runs smoothly. We handle timelines, vendor coordination, and troubleshooting any issues that may arise so you can enjoy your special day stress-free.
When should we book a day-of coordinator?
The sooner the better! We recommend that clients book our day-of coordination services at least 3-6 months in advance to ensure availability on your wedding date. This also allows enough time for us to familiarize ourselves with your wedding plans and vendors. That being said, we have coordinated large events in less than four weeks and can work with you if you have a tight timeline.
What is The Lab Notebook?
The Lab Notebook is a comprehensive planning tool that we created for our clients to ensure we know every detail of your special day. This fillable binder allows you to organize all your wedding information, from vendor contracts and contact information to timelines, seating charts, and checklists. It helps keep everything in one place, making it easy for both you and our coordination team to access and manage all aspects of your wedding planning.
Do you attend the rehearsal?
We offer rehearsal coordination as an add-on to our day-of services. When we run your ceremony rehearsal, we’ll review processional timing, music, readings, special seating arrangements, and will troubleshoot any last-minute issues before they arise.
Will you be the main point of contact on the wedding day?
Yes, you will have two dedicated coordinators who will be your main points of contact throughout your wedding day, ensuring seamless communication and coordination.
Can you provide vendor recommendations?
Yes, we can provide recommendations for trusted vendors that we have worked with in the past and who align with your vision and budget.
What happens if you become unavailable on our wedding day?
In the unlikely event that one of your coordinators becomes unavailable, we have a backup coordinator who is fully briefed on your wedding plans and will step in to ensure everything runs smoothly.
Can you help with setup and teardown?
Absolutely! We assist with both setup and teardown to ensure that everything is in place according to your vision and that the venue is left in its original condition.
How do we get started with booking your services?
You can get started by contacting us through our website’s contact form. We’ll schedule an initial 20 minute consultation to discuss your wedding details and how we can best assist you.
Do you offer any other services besides day-of coordination?
Yes! In addition to day-of coordination, we offer a range of services including stationary design, event planning, and decor rentals.
How does day-of coordination differ from full-service wedding planning?
Full-service wedding planning includes comprehensive support from the initial planning stages through to the wedding day, including vendor selection and guest list management. Day-of coordination focuses on the execution of your pre-planned wedding details, starting four weeks before the wedding to finalize details and ensure everything is in place.
What is included in your day-of coordination packages?
Our day-of coordination packages include:
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Unlimited email communication with your coordinators leading up to your wedding.
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A one-hour comprehensive Vision Session to review your wedding timeline and plans.
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Access to our Lab Notebook, a comprehensive planning tool that will help you perfect every detail of your special day.
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Creation of a detailed day-of timeline.
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Vendor liaising on your wedding day.
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Full coordination on the wedding day from setup to teardown.
How involved will you be before the wedding day?
Following your initial consultation, we'll work more in depth with you starting approximately 4 weeks before your wedding. During your scheduled one-hour Vision Session, we will review your Lab Notebook and discuss all the details of your wedding day. This includes going over your timeline, vendor contracts, and any specific requests or preferences you have. We’ll finalize the schedule, confirm logistics, and ensure we have a thorough understanding of your vision to make your day perfect, ensuring everything is in place for a smooth and seamless wedding day.
How do you handle last-minute changes or emergencies?
We are experienced in handling last-minute changes and emergencies calmly and efficiently. Our team comes prepared with a contingency plan and our Emergency Responder, a fully stocked emergency kit to address any unforeseen issues.
How do you work with other vendors?
We collaborate closely with all your vendors on your wedding day to ensure everyone is on the same page. We coordinate vendor arrival, setup, and help them with any requirements they may have.
What is your experience in wedding coordination?
Our team has extensive experience in wedding coordination, having successfully coordinated numerous weddings and events of various sizes and styles. We pride ourselves on our attention to detail and commitment to excellence.
What areas do you serve?
Our primary service area covers Kingston and extends from Belleville to Brockville. For events located more than 75 km from Kingston, ON, a travel and time fee of $3.00 per additional km applies.
​What is your payment policy?
A 50% deposit is required to secure your date, with the remaining balance due four weeks before the wedding. Specific details will be provided in your contract.
How can we contact you with additional questions?
You can reach us via our website’s contact form, by email at theweddinglabcanada@gmail.com, or by Instagram DM at @theweddinglabcanada. We’re happy to answer any additional questions you may have.