Wedding Detailings: Who works what?

During your wedding’s final detailing phase, there are certain things with your details that you get confused who should you talk to about and who should be working with. Below are the things that are mostly applicable to those couples who got OTD Coordinators only since from the start you and your hubby have managed to book all of your suppliers directly and by yourselves. 

GA with dream team 2
#TeamOurLoveStoReal — Our awesome wedding suppliers after our wedding

The suppliers below are supposed to be 100% responsible for the following during your wedding’s final detailing to ensure a smooth process. Although no wedding supplier is perfect, at least by hiring those that already have an existing (great) working relationship with each other, the chance for any possible problems that might occur on your event would be lower than normal. With this, you are betting on the idea that since they have previously worked before, they are already familiar with each other’s strengths and weakness. If they may have encountered problems before, you can be worry free that they may have definitely learned good lessons from those experiences together which made them stronger as team when combined.

OTD Coordinator

  • Coordinate with all of the suppliers for their specific job scope as per the contract, time of arrival, ingress and egress schedule, crew meals distribution, other concerns, and wedding program flow 
  • Ensure that everything according to the contracts will be followed especially by the Caterer and Event Stylist on-the-day of the wedding

Caterer

  • Acquiring the Venue’s floor plan measurements
  • Creation of the reception venue’s floor plan layout and initial design
  • Coordinate with the Event Stylist (if you have any) for the draft floor layout, color scheme for the table linens and utensils to be used
  • Coordinate with the Coordinator for the total number of guests, crew meals for the suppliers if it’s coming from them and additional food items like Lechon and Cake especially if it’s from an outside supplier

Event Stylist

  • Coordinate with the Venue for the floor plan measurements, installation restrictions for the ceiling treatment etc, timings/schedules, and corkages (if there is any)
  • Coordinate with the Caterer for the reception’s floor layout, color scheme for the table linens and utensils to be used
  • Coordinate with the OTD Coordinate regarding ingress and egress concerns
  • Coordinate with the Lights and Sounds for the total number of lights to be used

Cake Supplier (if not included with Caterer)

  • Coordinate with the OTD Coordinator and Venue for the delivery time of the Cake, ingress and egress schedule
  • Coordinate with the Caterer and Event Stylist with the cake set up and possible things that will be needed (tables, linens, decors etc)

Photographer and Videographer

  • Coordinate with the OTD Coordinator for the final wedding program flow including personal materials from the couple like USB which includes personal AVPs if there is any
  • Coordinate with each other on the shoot or timings for the duration of the whole wedding (Preps, Ceremony, Reception and Post-Nup)
  • Coordinate with the Projector and/or LED Wall regarding the AVP, SDE and monograms to be played during the reception in case there would be issues

Host/Emcee

  • Coordinate with the OTD Coordinator regarding the overall program flow for the Reception
  • Coordinate with the Lights and Sounds regarding the speakers, microphone to be used, lights during the program etc.

Lights and Sounds

  • Coordinate with the OTD Coordinate regarding ingress and egress concerns
  • Coordinate with the Host/Emcee regarding the use of lights and sounds (music to be played) as per the flow of the program during the Reception
  • Coordinate with the Band regarding the musical equipment to be used, song list etc.
  • Coordinate with the Venue regarding electrical issues and corkages

Band/ Musical Strings

  • Coordinate with the OTD Coordinate regarding ingress and egress concerns
  • Coordinate with the Host/Emcee regarding the program flow
  • Coordinate with the Lights and Sounds regarding the musical equipment to be used and other technical details
  • Coordinate with the Venue regarding electrical issues and corkages

Projector/LED Wall

  • Coordinate with the OTD Coordinate regarding ingress and egress concerns
  • Coordinate with the Photographer and Videographer regarding the AVP, SDE and monograms to be played during the reception in case there would be issues
  • Coordinate with the Venue regarding electrical issues and corkages

Again, these are all based on our own experiences and things that we have learned along the way. The best take-away from this would be.. peaceful and good supplier relationships + happy cooperative couple = smooth and stress-free wedding. 

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