On-the-Day Coordination Package

This package is for couples who have booked all their suppliers but will need a team to assist them in the
follow-up of the said suppliers and in creating vendor schematics and a wedding day itinerary. Package starts at
least one month before the wedding.

Our services generally include:

1. Unlimited consultations with the couple via phone, e-mail and SMS throughout the wedding preparation
period (queries can be sent anytime but will be answered during The Events Factory’s office hours only).
2. Provision of a Wedding Workbook (with detailed checklists and guidelines for your wedding preparations)
3. Assistance in reviewing contracts with vendors
4. Full follow-ups on all the wedding details with booked suppliers
5. Provision of a detailed wedding day itinerary (included in the Wedding Workbook) and program draft, unless
otherwise provided by a different emcee.
6. Provision of venue layout for the reception, with supervision of the execution of styling details as well as
assistance on table and seating arrangements and place cards. We will also monitor guest registration and
assist guests by giving information on wedding day activities.
7. Assistance with the wedding rehearsal
8. Minimum number of Event Coordinators on the wedding day includes:
 1 account manager
 1 lead coordinator
 3 assistant coordinators

For a wedding of more than two hundred (200) guests, additional coordinators will join the team with an
extra charge of P2,500 per additional coordinator. We normally add 1 coordinator for every 50 additional guests in
excess of 200 guests. This is to maintain a smooth flow of the program. Should you decide that no extra coordinators
will be added, you need to sign a waiver with us that you are aware that the team will be short of help and might
not deliver as expected.
 On-the-Day Coordination Package

Included in this package are the following On the Day of the Wedding services:

Pre-Ceremony Preparations:
1. Provide one coordinator to serve as the Bride’s personal assistant
2. Provide one coordinator to serve as the Groom’s personal assistant
3. Supervise reception and ceremony set-up
4. Facilitate timely arrival of vendors/suppliers during preps
5. Implement on-the-day wedding itinerary for everyone taking part to follow
6. Distribute staff and guest meals
7. Ensure that boutonnieres, floral crowns, baskets, bouquets, corsages, etc. are delivered; assist in giving them
out to respective members of the entourage, bridal party and family members
8. Assist photo and video teams during photo ops of entourage
9. Assist photo and video team during the shoot of all details/materials needed for the wedding,
10. Prepare materials to be brought to the ceremony
11. Facilitate the timely departure of entourage, family, groom and bride to the ceremony Ceremony/Church

Ceremony/Church Tasks:
1. Arrive one hour before the ceremony to meet vendors and finalize details with them
2. Ensure arrival of musicians, choir, priest, readers, etc.
3. Organize the processional and recessional lines
4. Handle any emergency or last minute changes that may arise
5. Ensure that the décor is implemented accordingly
6. Distribute missalettes/ceremony programs to sponsors and guests
7. Distribute flowers, corsages and boutonnieres to the members of the wedding entourage
8. Hand veil, cord and lighter over to the secondary sponsors and/or bearers/page boys
9. Hand ring pillow, arrhae pillow and Bible over to their respective bearers/page boys
10. Guide members who have roles during the entire ceremony
11. Stand also as ushers and usherettes for arriving guest (let them know where to sit and handing them their
missals or other ceremony needs such as fans or water)
12. Deliver some of the post ceremony traditions such as doves, tossing of rice, petals, coins, or releasing of
balloons
13. Organize the group pictorials after the ceremony
14. Gather family, friends, and bridal party for photo op after the ceremony
15. Make sure of transportation for bridal party to depart for the reception

Pre-Reception/Cocktail Hour Tasks:

1. Ensure the timely arrival of suppliers for the reception
2. Ensure all details that were discussed for the reception are endorsed properly to appointed people and staff
of the hotel or venue personnel (such as the bar drinks, the table numbers, and table assignments)
3. Ensure cocktail preparation is done according to plan
 On-the-Day Coordination Package
4. Set up of registration table that includes amenities for emergencies (e.g. first-aid, medications, sewing kit,
etc.)
5. Review of guest list with designated coordinators to usher guests
6. Review and run-through of light and sounds with program director, emcee, and DJ
7. Organize the gift table and the guestbook signing area

Reception Tasks:
1. Welcome guest upon arrival
2. Check guest on guest list and ensure seating plan is followed
3. Assign guests to their respective seats and table numbers
4. Assist guests to do minor activities such as leaving messages and directing them towards the photo booth (if
any) during cocktails
5. Receive gifts for couples to be endorsed to them after the reception*
6. Implement wedding program and ensure that the reception program runs smoothly by coordinating closely
with the program host
7. Organize the entrance of the bridal party
8. Make sure the food is served at the appointed time
9. Assist the guests during pictorials and usher them to the buffet table
10. Assist photographers and videographers in documenting the most important parts of the reception
11. Route the guest book (if applicable) during meal time
12. Make sure that wedding traditions are followed, that is, cutting of cake, toast, first dance or prosperity
dance, opening of gifts and garter and bouquet tosses (in accordance with the couple’s preferences)
13. Distribute souvenirs to guests
14. Distribute final payments to vendors at the end of the night**

*Money gifts shall be personally forwarded to the couple or an assigned family member
**Unless otherwise payments have been cleared prior to the wedding.

Post-reception wrap up:

1. Assist in safe-keeping and turnover of items, gifts and bridal accessories at the end of the program and
endorse them to the person responsible.
2. Handle the wrapping of left-over food, cake, unused bottles of wine and other items as requested by the
client.
3. Collect all reception materials (flash drives, CDs, etc) and paraphernalia and endorse them to the authorized
person of the couple.
4. Surrender all remaining set-up, decorations and items used in the church and at the reception to the couple
or their authorized person.