Frequently Asked Questions
What is day-of coordination?
Day-of wedding coordination involves overseeing and managing all the logistics of your wedding day, ensuring everything runs smoothly. We handle timelines, vendor coordination, and troubleshooting any issues that may arise so you can enjoy your special day stress-free.
When should we book a day-of coordinator?
The sooner the better! We recommend that clients book our day-of coordination services at least 3-6 months in advance to ensure availability on your wedding date. This also allows enough time for us to familiarize ourselves with your wedding plans and vendors. That being said, we have coordinated large events in less than four weeks and can work with you if you have a tight timeline.
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 on the wedding day?
Yes, you will have two dedicated coordinators who will be your main points of contact throughout your wedding day, ensuring seamless communication and coordination.
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.
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.
Can you help with setup and teardown?
Absolutely! We assist with both decor setup and teardown to ensure that everything is in place according to your vision and that the venue is left in its original condition.
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 coordination?
Yes! In addition to day-of 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?
No – we recommend arranging a designated babysitter, childcare service, or pet attendant for the day. If you need recommendations for these services, feel free to reach out to us!
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.
How does day-of coordination differ from full-service wedding planning?
Full-service wedding planning includes comprehensive support from the initial planning stages through to the wedding day, including vendor selection and guest list management. Day-of coordination focuses on the execution of your pre-planned wedding details, starting four weeks before the wedding to finalize details and ensure everything is in place.
What is included in your day-of coordination packages?
Our day-of coordination packages include:
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Unlimited email communication with your coordinators leading up to your wedding.
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A one-hour comprehensive Vision Session to review your wedding timeline and plans.
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Access to our Lab Notebook, a comprehensive planning tool that will help you perfect every detail of your special day.
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Creation of a detailed day-of timeline.
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Vendor liaising on your wedding day.
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Full coordination on the wedding day from setup to teardown.
How involved will you be before the wedding day?
We'll work more in depth with you starting approximately 4 weeks before your wedding. During your scheduled one-hour Vision Session, we will review your Lab Notebook and discuss all the details of your wedding day. This includes going over your timeline, vendor contracts, and any specific requests or preferences you have. We’ll finalize the schedule, confirm logistics, and ensure we have a thorough understanding of your vision to make your day perfect, ensuring everything is in place for a smooth and seamless wedding day.
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 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.
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.
​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 — just speak to us about creating a custom package to fit your needs.
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.
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.