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Frequently Asked Questions

What is day-of and month-of coordination, and how do they differ?

Both of our coordination services are designed to ensure your wedding day unfolds seamlessly, but the key difference is how much support you receive in the weeks leading up to your celebration. Our day-of coordination services are ideal for couples who are comfortable handling their own wedding planning and final preparations but want experienced professionals to manage the execution of their wedding day. We take care of the timeline, vendors, setup, transitions, and unexpected challenges so you can be fully present. Our month-of coordination services offer a more comprehensive level of support. Beginning 4-6 weeks before your wedding, we step in to take over the remaining logistics, communicate directly with your vendors, help resolve outstanding questions, finalize important details, and oversee everything on the wedding day.

How does day-of coordination and month-of coordination differ from full-service wedding planning?

The biggest difference is when your wedding professional becomes involved and how much responsibility they take on throughout the planning process.

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Day-of Coordination: You manage the wedding planning process, including vendor bookings, communications, and final logistical decisions. Our team reviews your plans, develops your wedding-day timeline, and professionally coordinates the celebration itself.

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Month-of Coordination: You've completed most of the planning, but you'd like an experienced team to take over the final stretch. Beginning approximately 4-6 weeks before your wedding, we assume responsibility for coordinating the remaining logistics, communicating with vendors, answering questions, resolving outstanding details, and preparing everything for seamless execution.

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Full-Service Wedding Planning: A wedding planner is involved from the earliest stages, assisting with venue selection, budgeting, vendor sourcing, design, and ongoing planning decisions throughout the entire process.

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Our coordination services are ideal for couples who enjoy planning their own wedding but want professional support to bring everything together.

When should we book a day-of or month-of coordinator?

The sooner, the better! We recommend securing your coordination team at least 3-6 months before your wedding to ensure availability, although many couples choose to book even earlier. For day-of coordination, booking in advance gives you peace of mind knowing that experienced professionals will be there to execute your plans. For month-of coordination, securing your date early means you can continue planning independently, knowing that our team will step in approximately 4-6 weeks before your wedding to take over the final logistics and preparations.

Working with a shorter timeline? We've successfully coordinated weddings with less than four weeks' notice and would be happy to discuss how we can help!

What is included in your coordination packages?

All of our coordination packages include the essential elements needed for a beautifully executed wedding day, including:

  • Two dedicated wedding-day coordinators

  • Access to our exclusive Lab Lounge client portal and Lab Notebook planning resource

  • Unlimited email communication with your coordinators

  • A comprehensive one-hour Vision Session

  • Creation of a detailed wedding-day timeline

  • Wedding-day vendor coordination and communication

  • Coordination of the ceremony, reception, and scheduled events

  • Management of transitions, timing, and unexpected challenges

  • Agreed-upon décor setup and teardown
     

Our month-of coordination packages include additional support during the final 4-6 weeks before your wedding, such as:

  • Taking over final wedding logistics and preparations

  • Becoming the primary point of contact for your vendors

  • Managing vendor questions, communications, and logistical requirements

  • Reviewing outstanding details and identifying potential gaps in your plans

  • Assisting with decisions and troubleshooting logistical challenges

  • Coordinating final vendor details and confirmations

  • Providing additional guidance and support throughout the final planning stages

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Both services deliver the same level of professional care on your wedding day. Month-of coordination simply allows us to take more off your plate before the celebration even begins!

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Specific inclusions vary by package. Visit our Packages & Pricing page for a detailed comparison.

What is The Lab Notebook?

The Lab Notebook is a comprehensive planning tool that we created for our clients to ensure we know every detail of your special day. This fillable binder allows you to organize all your wedding information, from vendor contracts and contact information to timelines, seating charts, and checklists. It helps keep everything in one place, making it easy for both you and our coordination team to access and manage all aspects of your wedding planning.

Do you attend the rehearsal?

We offer rehearsal coordination as an add-on to our day-of services. When we run your ceremony rehearsal, we’ll review processional timing, music, readings, special seating arrangements, and will troubleshoot any last-minute issues before they arise.

Will you be the main point of contact for our vendors?

Absolutely! All of our coordination packages include two dedicated wedding-day coordinators who serve as the primary points of contact for vendors throughout your celebration. With day-of coordination, we manage vendor communications and logistics on the wedding day itself. With month-of coordination, our involvement begins much earlier. Approximately 4-6 weeks before your wedding, we step in as the primary point of contact for your vendors, answering questions, confirming logistics, coordinating final details, and helping resolve outstanding issues. This means fewer emails, fewer decisions to chase down, and more time to enjoy the excitement leading up to your wedding!

Can you provide vendor recommendations?

Yes, we can provide recommendations for trusted vendors that we have worked with in the past and who align with your vision and budget.

How involved will you be before the wedding day?

​Our level of pre-wedding involvement depends on whether you've selected day-of or month-of coordination.

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With day-of coordination, you'll remain responsible for managing your wedding plans, communicating with vendors, and finalizing logistical arrangements. Our team will review your completed Lab Notebook, meet with you during your one-hour Vision Session, develop your detailed wedding-day timeline, and prepare to execute your plans.

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With month-of coordination, we take a much more active role beginning approximately 4-6 weeks before your wedding. We step in to manage vendor communications, coordinate outstanding logistics, answer questions, assist with decision-making, and identify details that may have been overlooked.

How do you handle last-minute changes or emergencies?

We are experienced in handling last-minute changes and emergencies calmly and efficiently. Our team comes prepared with a contingency plan and our Emergency Responder, a fully stocked emergency kit to address any unforeseen issues.

How do you work with other vendors?

We collaborate closely with all of your vendors on your wedding day to ensure everyone is on the same page. We coordinate vendor arrival, setup, and help them with any requirements they may have.

What happens if you become unavailable on our wedding day?

In the unlikely event that one of your coordinators becomes unavailable, we have a backup coordinator who is fully briefed on your wedding plans and will step in to ensure everything runs smoothly.

What is your experience in wedding coordination?

Our team has extensive experience in wedding coordination, having successfully coordinated numerous weddings and events of various sizes and styles. We pride ourselves on our attention to detail and commitment to excellence.

Can you help with setup and teardown?

Absolutely! Both our day-of and month-of coordination packages include assistance with the setup and teardown of agreed-upon wedding décor and personal details. We'll carefully arrange your designated décor items according to your instructions and ensure they're packed away at the appropriate time.

 

Certain services, including heavy furniture movement and individual table setting placement, are available through our optional add-ons.

How do we get started with booking your services?

You can get started by contacting us through our website’s contact form. We’ll reach out to discuss your wedding details and how we can best assist you.

Do you offer any other services besides day-of or month-of coordination?

Yes! In addition to wedding coordination, we offer a range of services including stationary design, event planning, and decor rentals. 

Do you bus tables?

No – we don’t bus tables, but this is typically handled by your catering team. If you’re unsure, we recommend confirming with your caterer ahead of time.

Can you handle money or valuables?

We do not assume responsibility for cash, cards, or other valuables; but are happy to safely pack these away and let a trusted person in your party know where these are stored if it is helpful to you throughout your event!

Do you move or carry heavy items (e.g., chairs, large furniture or décor pieces)?

Not in our standard packages, but we do offer a Heavy Elements Add-On for this. You can find more details on our Add-Ons page.

Do you transport items from one venue to another?

Yes, if they are rented or purchased from TWL through our Rentals or Bespoke Boutique. Otherwise, transportation isn’t included — but we can carefully pack your items so they’re ready for you to transport.

Will you set up the food or bartend?

No – food and beverage service (including bartending, buffet setup, plating, and serving) must be provided by licensed catering or bar staff.

Will you supervise children or pets during the event?

We are pleased to offer the Lab Assistant Add-On to help incorporate your pets into your special day! You can find more details on our Add-Ons page.

 

We do not supervise children or provide childcare during your events and recommend that you hire a babysitter or specialized childcare service for the day. If you need recommendations for these services, feel free to reach out to us!

What geographic areas do you serve?

Our primary service area covers Kingston and extends from Belleville to Brockville. For events located more than 75 km from Kingston, ON, a travel and time fee of $3.00 per additional km applies (plus overnight fees, as applicable).

​What is your payment policy?

A 50% deposit is required to secure your date, with the remaining balance due four weeks before the wedding.  Specific details will be provided in your contract.

What’s the difference between all of your packages, and how do I choose the right one for my needs?

All of our packages include the same exceptional coordination and care on your wedding day — the differences come down to how long we’re with you, how many events we’re helping you with, and whether you’d like us to include additional creative services alongside your coordination. Review our package inclusions on our Packages & Pricing page, or chat with us—we’re here to help guide you as to which package best suits your individual needs!

Do you place table linens, glassware, cutlery, and dishes?

Not as part of our standard coordination service packages. However, we can absolutely add this on with the Precision Placement Add-On. You can find more details on our Add-Ons page.

Will you travel between venues (for example, from the ceremony to cocktail hour to reception, if these are held in different locations)?

Absolutely — we can coordinate events across multiple locations. If the venues are more than 5 km apart, we simply factor in the additional travel time and costs, at our typical rate of $3.00/km for any distances over 5km to ensure we’re able to keep everything running smoothly. In some cases, this may mean adjusting timelines or adding extra coordination hours so nothing is rushed or overlooked. We’ll go over the details with you in advance so you know exactly how everything will flow.

Will you clean the venue at the end of the night?

We tidy up TWL items and any décor we set up or that you have requested us to tear down and pack away for you as part of our standard service packages. Full venue cleaning (sweeping, mopping, taking out garbage, etc.) is the responsibility of the venue or your cleaning staff.

Will you store your personal items after the event?

We are happy to take back any rented items from our Rental Collection with us after your event at our designated departure time! We don’t offer post-event storage for client-owned items, so please arrange to take all personal belongings with you at the end of your venue rental period.

Will you manage our RSVP list or guest communication?

Our coordination focuses on the wedding day and pre-event logistics — ongoing RSVP tracking and guest correspondence are not included, unless you have selected this as part of your custom package design for your Perfect Formula package!

If the bar runs out of alcohol, will you restock it?

We’re happy to coordinate a quick solution if possible (e.g., arranging for someone in your party to purchase more), but liquor sales must be handled by the licensed bar or a designated individual that you predetermine on your end. We are unfortunately unable to sell or serve alcohol ourselves.

Can you transport guests?

We don’t provide guest transportation ourselves, but we can recommend trusted shuttle companies or help you arrange rideshares.

Will you work outside of contracted hours?

We are happy to add on additional time beyond what is stipulated in your Service Agreement, based on availability at the time of your request, and provided that the total requested amount of time does not exceed 12 continuous hours. If you’d like extra time, additional hours can be booked in advance or added on the day if our schedule allows.

If someone spills something, will you run out and buy replacements or supplies?

We always carry a well-stocked emergency kit for common situations (stain removal, sewing repairs, etc.).

Can you run personal errands unrelated to the wedding?

We focus on wedding-related tasks, so personal errands like picking up dry cleaning or coffee runs are not within our scope, as they take us away from the reason you hired us—to keep your wedding day as stress-free, on time, and perfect as can be!

What do you expect from clients?

To make your wedding day as seamless and stress-free as possible, we ask for a few things from our couples: timely communication, prompt payment by agreed-upon dates, and a completed Lab Notebook returned at least five weeks before your event. This gives us plenty of time to review every detail, answer questions, and bring your vision to life with care and precision.

How can we contact you with additional questions?

You can reach us via our website’s contact form, by email at theweddinglabcanada@gmail.com, or by Instagram DM at @theweddinglabcanada. We’re happy to answer any additional questions you may have.

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