Ugh - reception... vent

bsn1752

Well, when I signed my contract with my reception venue - the coordinator told me that she acted as a "day-of coordinator" and that she wasn't "legally" allowed to say that she was one, but only 1 other bride had ever hired one.

Fast forward 6 months... the original coordinator has moved to doing tournaments only and they've now brought a different coordinator in to do the weddings.

I got to thinking about the conversations that originial coordinator and I had regarding the set-up, break-down... all of it.  So, I started to wonder if the new girl would make good on the promises that the first one did.

Boy, am I glad I checked.  She told me that Sky Creek is only responsible for the linens and placewear... everything else is on me and I have to take all of my decorations home at the end of the night. LOVELY!  Now, I'm frantically scrambling to see if I can hire someone to set everything up for me... coax my friends and family into grabbing my things at the end of the night... and try to fit it into the freakin' budget.

I.am.so.mad.

/endvent

bsn1752

And to boot...

I even have an email exchange between me and the first coordinator where she said that even though she's not doing weddings... I won't need a coordinator.

fallbride1109

Are you not using a florist?  Can they do at least some of the set up and take down for you?

I really recommend a DOC.  They will do so much more for you than just that--if there is any way you can fit it in, I don't think you'll regret it.

Bootsie12

I agree with Stephie. The DOC is so worth it!  They will make your whole day run so smoothly and its such a stress relief. I had my reception at a country club,  they let us leave some items in the coordinators office. We picked up the items left behind by our family a few days later.  Hope everything works out and sorry for the frustration.

fallbride1109

Oh yeah, great point--our florist was allowed to come Sunday for her items as well.

carmen9311

could you tell the new coordinator about the deal with the old one? maybe they will be more willing to do things if you let her know what your past coordinator promised. was anything that was promised in your contract by any chance?

BanannaP

FWIW, my family and friends didn't have to do anything other than point out which cars to put the stuff in. My DOC (Meredith Commender of Significant Events of Texas) and her team did all the work. But that totally sucks, and I definitely understand that "oh crap, I need a DOC!" feeling. I really would try to fit it in the budget, it's worth it.

sarathirza

i'm sure you've said this - but is your caterer in-house or are you bringing someone in? i used to work for 2 sisters, and as servers, we helped set up all the tables, chairs, linens, centerpieces, etc...i'd also show the current coordinator your email chain with the past coordinator - if they won't offer to provide the same services, maybe ask for a break on the cost? that way you can hire a doc? no clue if they'll actually do that, but it can't hurt to ask? so sorry this happened, i'd be furious!!

brooke.anne

Ugh, what a pain. I was originally not going to do a DOC but after seeing so much on here about them, I am definitely going to get one, exactly because of instances like this. I just don't want any surprises the day of the wedding coming from venues. I just feel like it will give me a peace of mind!

dianaslik

Ugh... That sucks.
Agree with PP: I'd definitely let this coordinator know about the conversations with the previous coordinator.
Sorry

Tiffany618

Oh man, that sucks!  I'm sorry. 

I'm not by any means a professional but Iif your mainly needing reception set-up then I'd be more than happy to come help beforehand.  I'm good at following directions.

Hello my name is Tiffany and I have a wedding addiction.

TexanTreasure08

I would help too!!

llc2011

That sucks!  I know how you feel in a way.  The venue's coordinator when we first signed the contract has since left.  There were several things that she told us in email, that I thankfully still had and the venue was willing to do all of the things she said before she left.  

I would totally help if you needed it  

melissaandjoel

I would also help!

I had a DIY venue and setup/cleanup was up to me so I hired a few people from A+ Staffing and just told them how to set everything up and at the end of the night they also did the clean-up. I think they charge around $25 or $35/hr for each person you hire to help.

http://www.studentstaff.com/Events/

juliebug1997

I do really wish that I had hired a DOC.  At the time, I couldn't see spending the money on someone whom I really only needed for the reception but, looking back, it wouldn't have been a terrible idea. 

This is a lesson for the brides:  if you want it done and they are offering to do it for you, get it in your contract.  An email is not going to cover you in most cases.

bsn1752

I have all of the emails from the previous coordinator, so I'm going to see what this new one says back to me.  Thanks for all of the support ladies, you are too kind!

bsn1752

AHA!!!!  Here is the exact email from the original girl

"I have only had 1 bride that hired a day of coordinator. They usually have had family members, friends and etc. that came and helped decorate and set up. I will have a banquet coordinator the day of the wedding to make sure that the wedding reception goes wonderful. As far as the timing of things, she will not be coordinating the toasts, cake cutting or etc. If you drop off your décor the day before, we can talk about it and set a lot of it up for you. I would say that if you are planning to be very extensive in your décor and would feel more comfortable with a day of person, you can absolutely bring one in. I actually have the name of one that is very sweet and can help, I also have a neighbor that LOVES to do weddings and has actually helped me here before with décor.

I can tell you that from our stand point, we will not want to wait until the last minute to have your room set. I will have my staff do your floor set as early as possible. (we usually do it the day before) We will take care of all linens, and anything on our side of it. If you drop off your centerpieces, we will also be happy to put them out for you as well. So, do not worry. I have never had a reception that we were not 110% set up and ready for.  I am just required (by my boss who is grumpy) to let you know that we do not provide coordination the day of. "

So... thoughts?  What should I do?

juliebug1997

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/local-wedding-boards_texas-dallas-ft-worth_ugh-reception-vent?plckFindPostKey=Cat:Local Wedding BoardsForum:102Discussion:ddce7ebe-01c7-479e-a153-cdec40c0b013Post:267a42d8-79fe-4756-8f1c-6547b9f66357">Re: Ugh - reception... vent</a>:
[QUOTE]AHA!!!!  Here is the exact email from the original girl "I have only had 1 bride that hired a day of coordinator. They usually have had family members, friends and etc. that came and helped decorate and set up. I will have a banquet coordinator the day of the wedding to make sure that the wedding reception goes wonderful. As far as the timing of things, she will not be coordinating the toasts, cake cutting or etc. If you drop off your décor the day before, we can talk about it and set a lot of it up for you. I would say that if you are planning to be very extensive in your décor and would feel more comfortable with a day of person, you can absolutely bring one in. I actually have the name of one that is very sweet and can help, I also have a neighbor that LOVES to do weddings and has actually helped me here before with décor. I can tell you that from our stand point, we will not want to wait until the last minute to have your room set. I will have my staff do your floor set as early as possible. (we usually do it the day before) We will take care of all linens, and anything on our side of it. If you drop off your centerpieces, we will also be happy to put them out for you as well. So, do not worry. I have never had a reception that we were not 110% set up and ready for.  I am just required (by my boss who is grumpy) to let you know that we do not provide coordination the day of. " So... thoughts?  What should I do?
Posted by bsn1752[/QUOTE]

Okay, so most of these event places have to do the set up.  So long as you give explicit instructions and maybe show the exact set up you want, your tables and decor should go up fine.  In my experience, they have been just fine with setting up the tables.  If they're doing some/most/all of the set up the day before, can you be there earlier in the day to help give some guidance?  That way, the only thing you have to worry about is finding some people (willing Knotties) who can help with the take down. 

PS:  I was interrupted about ten times while typing this so I hope it helps and makes sense.

bsn1752

Well, the new coordinator said they won't do any of the set up besides linens and placeware... so I'm going to see what she says back.  I will forward the emails if need be as well.

I have my willing family and friends that have offered to take my things home with them at the end of the evening... so there's that.

UGH!  This is not what I want to be dealing with right now!

danac2010

I would show that email to the boss and the new coordinator and see what they offer.  I agree with Sara and maybe they can give you a discount so that you can afford a DOC. 

Hi Tiffany!  My name is Dana and I also have a wedding addiction!

Tiffany618

Brianna - Here is my two cents, from my experience.

I think I would be a nervous wreck if I didn't have at least one person there to oversee things and make sure the staff sets it up correctly.

Our venue coordinator and staff set up everything for us...but thank GOODNESS we were all getting ready there because my Mom went in there to oversee things and they were setting up white base linens (supposed to be black) and a number of other things incorrectly...despite what we discussed in meetings.

Since you guys will be getting ready and getting married at the other venue... I'd feel really nervous just trusting them with it....especially since you will have no idea what it will look like until you arrive and the guests are already there. 

bsn1752

That's a great point Tiffany - I think that hiring a DOC - atleast for set-up purposes may be the best choice.  I actually have my "feelers" out there to see what I would be charged for that kind of service.

Tiffany618

I didn't mean to be negative...  I'm sure the people there can definitely handle it, it would just make me a bit nervous.

Not that white instead of black linens would have been the end of life as I knew it or anything...but it would have definitely changed the entire look.

Just a thought, will Melody be there setting up early by any chance?   I know wedding set up is not necessarily her thing, but you might could ask her to double check things for you rather than hire a separate person altogether.
.

bsn1752

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/local-wedding-boards_texas-dallas-ft-worth_ugh-reception-vent?plckFindPostKey=Cat:Local Wedding BoardsForum:102Discussion:ddce7ebe-01c7-479e-a153-cdec40c0b013Post:077b8bc7-911b-4ece-b8e6-50aae833158e">Re: Ugh - reception... vent</a>:
[QUOTE]I didn't mean to be negative...  I'm sure the people there can definitely handle it, it would just make me a bit nervous. Not that white instead of black linens would have been the end of life as I knew it or anything...but it would have definitely changed the entire look. Just a thought, will Melody be there setting up early by any chance?   I know wedding set up is not necessarily her thing, but you might could ask her to double check things for you rather than hire a separate person altogether. .
Posted by Tiffany618[/QUOTE]

Oooo yes! She will be at the reception setting up.. I'm sure that I could ask her to just do a "look over" for me.  THIS is why I love this board.. that's a great suggestion!

fallbride1109

Yes, I was going to suggest having Melody help you with things like cake cutting, etc.--someone needs to help you with that also.  As you all know, my venue-provided event planner totally bailed on me and Glenn and Lynn did everything--ran the whole reception, bustled my dress, pinned flowers, got me where I needed to be--everything.  I know Melody helped Marissa when her event started going wrong.

That being said--I still recommend a DOC.  Just getting from A to B would have been impossible without Lynn (my photographer).  There are just so many things you don't realize you need help with until the day comes.

juliebug1997

I'm glad someone remembered you had Melody.  She should be able to do all that for you so you shouldn't have to hire a DOC.  I just don't understand how they couldn't put a centerpiece on the table for you.  You couldn't possibly have that many tables that would make it that much of an inconvenience to you.  Sheesh, even the Worthington puts out our centerpieces every year for the prom for us and that's 50-55 tables!

At this point, I don't know that I'd mess with asking her and just talk to Melody to see if she feels she can handle it for you.

bigbabyface

Hi, my name is Ashlee, and I have a overly large family (half mexican lol) who are wedding addicts themselves. And we would be happy to help with set up or break down

Plus we have some SERIOUS decoraters!

I'm sure if you don't get  a DOC, you have PLENTY of people who are willing to help out , it'll work! I promise!