Day Of Wedding Coordinator in Toronto

As long as we’re available, and you have the time to give us the low down for the big day, we can work with you up to one week before your wedding.

I actually have a video all about this that you can watch here! But here’s a quick overview:

1: Find out if it’s them that will be working your wedding, or if they’ll be sending someone from their team.

2: Ask if there’s any preliminary work that is done in advance, and what’s required of you – i.e. will they be putting together the day-of run sheet (itinerary) or will that all be on you to provide?

3: Find out if they’ll coordinate with your vendors as the main contact person, they honestly should, but find out.

4: Depending on your comfort level, you might want to find out how many weddings they’ve coordinated.

5: Find out why they want to do day-of-wedding coordination and make sure it matches what you’re all about.

Packages at The Joy Factor start at $2000 for a 10 hour day, and this includes a two hour planning call the month of your wedding, as well as itineraries, vendor coordination, final details, and much more.

We have a small but mighty roster of event coordinators who are all trained in our method of event execution. If one of our team members is suddenly unavailable, we do have backups we can call in! Since a lot of the pre-work we do is completed up to four weeks before your wedding day, our team members are able to jump in and follow the plan, giving you a seamless experience. (Basically, we have plan B, plan C, plan D…)

Additional travel fees may apply if your venue is outside of the GTA, billed at intervals of 50km for $50 + HST.

We’ll discuss the length of time you’ll need us at your wedding for in advance, and you’ll have us for a minimum of 10 hours with our day of wedding coordination package. This lets you budget for exactly what you need, without surprises at the end! If it looks like you may need us for a little longer than expected, we will come to you an hour before we wrap to check in and make sure that you are comfortable with adding extra time, which is billed at $150 + HST per hour.

Sure! Check out this timeline we created for Jenna and Connor here: https://drive.google.com/file/d/1P90yMAa9hmrhrC0T72ZY4T0WRjMPGbdo/view?usp=drive_link

We know that almost all events will have some type of delay or issue, so we go into every wedding with multiple backup plans to ensure that we are able to get timing back on track (i.e. switching the order of programming so that guests aren’t waiting for very long, and then feeling rushed). We will also go through any expected “problem” areas that you are feeling apprehensive about in advance, and create plans so that you know exactly how it will be handled if the issue arises, for example, if specific guests need extra care and attention. 

We’ve faced lots of challenges at events and weddings, and you can rest assured that if we spot something happening, we will spring into action immediately to make sure that the issue is resolved as quickly, quietly, and efficiently as possible.

We typically will book one wedding per weekend to allow for our team’s rest and recovery, and to make sure that you are getting ALL of our focus and attention. In rare cases we will accept two weddings in a weekend if the scope of the weddings are manageable for our team.

Our day of wedding coordination package includes up to 10 hours of time, with the option to add on additional hours at $150 + HST per hour as needed. This lets us be flexible in what you need us to do for you, and keep to your budget. Short answer – we’ll plan this together!

• First, we have a 2 hour kick off call where you tell me everything about your wedding, and we draft your wedding day itinerary. Then we send you a final version for approval. We will also go over a plan for emergencies and how you’d like us to handle them on your behalf, or if you’d like to handle specific things yourself.
• We’ll collect your vendor contact info so that we know who to communicate with on the day, and you can provide your vendors with our contact information, so that you don’t have to worry about who or what is arriving when.
• If there are any special requirements for your guests to be aware of, we will help you craft an email to send out on the day of the wedding, so nobody bothers you with questions. Speaking of bothering you with questions, you can literally send everyone to us who has a question! Mother in law concerns? They love us! Groomsmen asking the same question 50 times? We’ll answer it 51 times!
• Throughout the day, we’ll make sure that everything stays on schedule and on track. If any emergencies pop up, we will be the first point of contact to handle them. At the end of the night we will help you wrap up, and tie up any loose ends with your vendors.
• On the day:
  • Depending on the size of your wedding we will bring 1-2 team members to manage the various venues, programs, setup and tear down
  • Up to 10 hours is included in the base package and you can add extra hours as desired for $150 + HST per hour
  • We will plan together if you would like us to handle setup and/or tear down for various elements
  • We are not able to set up large furniture or decor installations, or do floral arrangement – but we can recommend people who are way more capable than us to do that!
  • If small decor setup is required we will plan this in advance (i.e. setting up your signing table/guest book/placing pre-arranged flowers on tables/name cards/signage etc.)

We will meet together once before your wedding for a 2 hour planning session. During the month of your wedding you will also have unlimited text/WhatsApp/email access to Emily between 10am and 6pm EST. The day of wedding coordination package does not include additional vendor meetings but we can cover what you may need to address with your vendors during our planning session.

Heck yes! Please give them our contact details so we can handle that for you as we will need to be in contact with them on the day and potentially a few days before if we have questions we need to send directly to them. We will also require that you send us your vendor contact info prior to our planning session so that we can keep everything organized.

We will cover all of these details in your planning session. For cash payments that are required on the day of your wedding, we may designate on of your bridal party, or you can designate our team to handle payments and tips. 

Post-event wrap up will also be planned during our planning session, based on how many hours you’d like to have our team available, and which hours you’d like us to be available for. Regardless, we’ll be keeping things tidy and organized for you throughout the day and evening.

Yes! Here’s what’s included in our emergency event kit: 

Medical Items

• First Aid Kit

• Hand Sanitizer
• Eye Drops
• Baby Wipes
• Advil
• Neosporin
• Band-Aids
• Tylenol

Personal Items

• Mints

• Lint Roller
• Chapstick
• Nail Polish Remover
• Q-Tips
• Hairbrush
• Spray Deodorant
• Bobby Pins
• Comb
• Hair Spray
• Curling Iron
• Hair Ties
• Spray Deodorant
• Heel Pads
• Eyelash Glue
• Tissue
• Tampons
• Floss
• Compact Mirror
• Disposable Toothbrush
• Mouth Wash
• Makeup Remover Wipes
• Makeup Blotting Pads
• Lotion
• Toothpaste
• Tweezers
• Nail Clippers
• Nail File
• Clear Nail Polish
• Tide-To-Go Pen
• Toothpicks

Setup Items

• Batteries
• Floral Wire
• Rubber Bands
• Cake Knife and Server
• Tape Measure
• S-hooks
• Screws
• Nails
• Hammer
• Safety Pins
• Zip Ties
• Fishing Wire
• Screw Driver Set
• Exacto Knife
• Lighter and/or Matches
• Scissors
• Rope
• Wire Cutter
• Bottle Opener

Adhesive

• Double Stick Tape
• Glue Pen
• Command Strips
• Gorilla Glue
• Hot Glue Gun Sticks
• Hot Glue Gun
• Spray Adhesive
• Glue Sticks
• Fabric Glue
• Scotch Tape
• Krazy Glue
• Command Hooks

Business/ Office Supplies

• Pens
• Pencils
• Clipboard
• Notepad
• Envelopes
• Single Hole Punch
• Sharpies
• Highlighters
• Sticky Notes
• Fancy Pens (for guest book)

“Better To Be Safe Than Sorry” Items

• Paper Towels
• Trash Bags
• Fake Rings
• Windex 
• Kids activities
• Clear Umbrellas
• Insect Repellant
• Blank paper
• Men’s Socks
• Black Tie
• Shoe Laces
• Sewing Kit
• Crayons

Coordinating Items

• Extra Copies of Readings
• Extra Copies of Vows
• Paper Copy of Timeline of the Day

• Wall Charger
• Universal Portable Charger
• Notebook

Cancellations can be made by you no less than two months from the date of the wedding to receive a deposit refund, less a cancellation fee of $250 + HST after our services have been booked. Cancellations made after subsequent payment instalments have been rendered and work has begun, will not be refunded. If we must cancel due to extreme circumstances (weather, health emergency etc.) we will first attempt to source an additional coordinator. If no additional coordinator can be sourced, the entire amount will be refunded in full.