Wedding Day-Of Coordinator Agreement
This agreement outlines the terms between a couple and a wedding day-of coordinator. It details the coordinator's responsibilities, including pre-ceremony, ceremony, and reception duties, as well as the agreed-upon fees and schedule. The document specifies that the coordinator is employed solely for the wedding day.
Wedding Day-Of Coordinator Agreement
[name of "the couple"] (hereafter “The Couple”) and [name of the coordinator] (hereafter “The Coordinator”) hereby agree to the following:
The Couple will employ the Coordinator solely on the day of the wedding, [date of wedding] and will not employ [his/her] services for any purpose before or after the wedding date.
The Coordinator and the Couple will have [number] meetings no more than [amount of time] before the event to confirm responsibilities and expectations.
The Coordinator will arrive at [time] on the day of the wedding and stay until [time 1] for a fee of [amount], due on [date]. The Couple may extend this time at a rate of [amount 1] per hour.
The Coordinator will be accompanied by [number 1] assistant(s).
The Couple will prepare the Coordinator in advance for any difficult guests and provide information about any potential altercations.
The Couple will let the Coordinator know what accommodations need to be made for disabilities, including wheelchair access, interpretation, Braille, signing, and dietary restrictions. It is not incumbent upon the Coordinator to make these accommodations possible; however, the Coordinator will work to ensure that all planned-for accommodations are executed according to plan and schedule.
The Couple will provide the Coordinator with a list of vendor names, contacts, phone numbers and email addresses no later than [date 1]. These will include:
· Venue
· Bartenders (if separate)
· Caterer
· Rental item vendor
· Cake decorator
· DJ/Band
· Officiant
· Transportation
Pre-Ceremony/Pre-Reception
The Coordinator will be responsible for helping with and coordinating early set-up at the venue with venue staff, including placement of tables and chairs, altar or arch decorations, church or venue decoration, officiant prep, and wedding party needs.
The Coordinator will ensure that the wedding parties have access to irons, steamers, curlers, stain removers and emergency kits.
The Coordinator will direct the caterer, florist, photographer and cake decorator to their respective places and assist in unloading and setting up items as needed.
The Coordinator will gather and arrange all necessary parties for formal portraits with the photographer at {time}.
The Coordinator will facilitate the “first look” as needed.
The Coordinator will help direct any live music, microphones and sound equipment prior to the ceremony and ensure that it is in working order and can be heard from all guest positions.
The Coordinator will ensure all food is properly warmed, stored or set out before the ceremony begins.
Ceremony
The Coordinator will cue the musicians to begin playing music no later than [time 2].
The Coordinator will help guests with questions and arrange for signage regarding the guest book, programs and bathrooms.
The Coordinator will check for the proper placement of programs, readings, vows, rings and sheet music.
The Coordinator will cue the processional and the accompanying music.
After the ceremony, the Coordinator will direct guests to the reception venue.
Reception
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