Your Day-Of Coordination Journey
You’ve planned the celebration. We’ll help bring every detail together so you can be fully present and enjoy it.
Start HereHow to Use HarpsenWe’re so happy to be part of your day.
Your Day-Of Coordination package is designed to give you peace of mind as your wedding approaches. You’ll continue making planning decisions and communicating directly with your vendors, then approximately 3–4 weeks before the wedding, our team steps in to coordinate the final details and wedding-day logistics.
What you need to do right now
- Complete your short Getting Started questionnaire.
- Upload vendor contracts and important documents as you receive them.
- Keep your vendor information current in Harpsen.
- Continue planning directly with your vendors until the coordination handoff begins.
What happens between now and “I do”
Welcome, Harpsen setup, getting-started questionnaire, and document organization.
You continue planning and booking vendors. Keep Harpsen updated so everything is easy to hand off later.
Your detailed Final Wedding Coordination Questionnaire opens and we schedule your handoff meeting.
We review your vendors, details, logistics, timeline, floor plan, décor responsibilities, transportation, and ceremony flow.
We build and refine the wedding-day timeline, complete vendor confirmations, and conduct your venue walkthrough.
We become the logistical point of contact, coordinate rehearsal, and prepare the final production details.
Our team manages the moving pieces so you can celebrate.
How to use Harpsen to your advantage
Think of Harpsen as the home for the information we’ll need when it’s time to take over coordination. The more organized it stays, the smoother your handoff will be.
Questionnaires
Complete assigned questionnaires directly in your project. Your final coordination questionnaire will become our roadmap for the last few weeks.
Files & Contracts
Upload vendor contracts, floor plans, seating charts, ceremony details, and other important documents so they’re all in one place.
Vendors
Keep your vendor list current as you book your team. Add names, companies, email addresses, and phone numbers whenever possible.
Timeline & Details
As details become final, Harpsen gives us a central place to organize them and ultimately build your wedding-day timeline.
You do not need to have everything figured out today.
Use Harpsen gradually. We’ll tell you when something needs your attention, and when the handoff begins we’ll review everything together.
The coordination handoff
This is when everything you’ve planned starts coming together into one organized wedding-day plan.
You’ll complete
- Final Wedding Coordination Questionnaire
- Final vendor information
- Floor plan and seating information
- Ceremony details
- Décor and personal-item details
- Transportation and reception formalities
We’ll begin
- Reviewing your full plan
- Identifying missing details
- Building the wedding-day timeline
- Confirming vendor logistics
- Preparing your venue walkthrough
- Organizing rehearsal and wedding-day flow
This is where you get to hand it over.
By wedding week, our goal is for you to stop being the person everyone calls with logistical questions.
- Final vendor logistics and timing are confirmed.
- Your wedding-day timeline is finalized and distributed as needed.
- We review last-minute changes with you.
- We coordinate your ceremony rehearsal so everyone knows where to be and what to do.
- Wedding-day logistical questions can be directed to our team whenever possible.
You celebrate. We manage the moving pieces.
Vendor Management
Vendor check-in, arrivals, load-in/out supervision, communication, and behind-the-scenes problem solving.
Details & Décor
Oversight of agreed-upon personal details such as escort cards, signage, guest book, favors, and other finishing touches.
Ceremony & Reception
Processional direction, ceremony cues, reception flow, formalities, and timeline management.
End of Night
Wrap-up support and safe collection or handoff of gifts and personal items according to your final plan.
Your job on the wedding day?
Be present. Celebrate. Hug your people. Eat dinner. Dance. Let us worry about what is happening behind the scenes.
We’re here when it matters most.
Day-Of Coordination is about taking the plans you’ve thoughtfully created and giving them structure, leadership, and professional execution when the wedding finally arrives.
Questions? Reach out to 5 Senses Events & Design through your normal project communication.