WEDDING & EVENTS COORDINATOR

Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude. o Coordinate banquets, meetings, weddings or related events o Coordinate staff or activities in client support setting o Direct and coordinate activities of workers and staff o Oversee execution of event and wedding schedules Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others. o Determine client needs o Identify best service for customer needs Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people. • Set up guest book and items • Ensure water is out at ceremony and make sure everything is ready to go • Check in with bartenders to make sure they are on schedule • If cash bar, get money from manager for registers • Make sure guests are all okay • Ensure groomsmen are in their room and let them know when you’ll be back for them • Locate bride’s dad to stay with bride when she comes up to ceremony • Do final check on reception area before ceremony begins • If running behind, let caterers know • Depending on time of year, turn on all outside lights—ceremony, parking lot, cocktail pad, walkway, outside of barrel room Ceremony • Have assistant bring bridal party up in golf cart or send limo (groomsmen then bridesmaids) • Seat all guests--**make sure most of the guests are there before starting wedding • Check in with DJ and then cue for ceremony • Make sure minister is ready to go • Line up wedding party, making sure everyone is there and ready • Begin ceremony • Count empty chairs at ceremony to determine if count is over (if needed move chairs to barrel room and set extra seats—discuss with caterer) • Check with caterer that hors d’oeuvres will be ready to go Cocktail Hour • After ceremony, direct guests to cocktail area • Make sure assistant is cleaning up ceremony area • Once cocktail hour is in full swing, check on reception area • Make sure centerpiece candles were turned on for reception • Make sure place cards are out and area is ready to go (bride has someone do this) • If BEO requires wine on tables, help put on tables • Five (5) minutes prior to completion of cocktail hour, notify bartenders to pack up and go to reception • Make sure DJ is ready to go for reception • Direct guests to reception area, have Golf carts ready to go Reception • For barrel room, bring one cart of guests down, then remain at reception • Let bartender know how much beer/wine the bridal party used—get total so far • Check in with caterer, confirm dinner time • Coordinate entrance with DJ • Make sure assistant is cleaning cocktail area • Touch base with caterer before DJ announces • Start meal • Pour toast & coordinate toast with DJ (sometimes this is done during cocktail hour) • Make sure staff eats and takes breaks • Coordinate cake cutting with DJ, caterer, and Bride and Groom • Make sure glasses, plates, etc. Duties for Assistant ManagerOpening & During Procedures • Open bridal room up and turn on lights and air • Open grooms room and make sure air is working • Open fridge and soda machine (777) • Unlock stairs • Oversee setup of room (making sure tables are where they should be) • Assist with set up only if needed • Grab walkie-talkies • Meet with staff and caterer briefly to review BEO and event • Make sure both golf carts are at barrel room…if not, find them • Check out water glasses and wine glasses and note amount • Check back patio and turn on lights • Turn on fountains and lights at ceremony area/parking lot • Make sure screen is down by restaurant • Turn on lights at cocktail area and make sure any guests sitting there know they will need to move ½ hour before the start of ceremony • Make sure Assistant is setting up ceremony area 1 hour and 15 minutes prior • Make sure coordinator is at the ceremony ½ hour before the ceremony is supposed to start.