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How I Setup my Wedding Coordinating Back Office at a Wedding Venue. How to be a Wedding Planner. Wedding Planner Tips and Tricks. Wedding Planning Tips. How to Plan a wedding. On your Wedding Day, there will be a place at your venue where your Wedding Coordinator will need to set up a base of operations. This place may be a back room, closet or even roped off area in a garage. Regardless of the location, we affectionately refer to this location as Headquarters throughout The Project Block System ECourse. Within Headquarters, we always set up a Wedding Coordinating Back Office for all of the vendors and Coordinating Team. Headquarters is discussed during Project Block 30, but for now, let’s dive into the Back Office.

Wedding Coordinating Back Office

Headquarters is a crucial area for both Wedding Day Setup and then break down at the end of the night. All of your necessary essentials will need to live here to ensure success, including all of the Setup Structure and Schedules. The very first step in Wedding Day Setup happens the night before the wedding when you have a Rehearsal and can begin setting up your Headquarters. At this time, we also set up the Wedding Coordinating Back Office, which we talk about in depth during The Project Block ECourse.

Two main elements make up my Wedding Coordinating Back Office at a venue: The Coordination Station and the Grab N’ Go. 

Wedding Coordination Station

As a wedding coordinator, I live in the Headquarters of every wedding. I am in and out of this area hundreds of times throughout the day. {just ask my pedometer} It is my literal Back Office for the entire event and where I can find the most information. I then utilize the following pieces of equipment to set up my Coordination Station, which I fully explain in the ECourse.

Dry Erase Pockets- This is the resource I use for our Dry Erase Pockets that hold each Project Block Worksheet. You can order them in a variety of colors. The newest versions of the Project Block Images are taken with my Samsung Galaxy Note which we talk about in the Site Visit Lecture of the ECourse

Wall Chart- As displayed in the ECourse, we organize our entire setup structure with this Pocket Wall Chart. If you’re going for an exceptionally organized Headquarters, this will be at the top of your Wedding Setup Supply List.

Coordination Station Structure- This is the Adjustable Garment Rack we use for our Wall Chart and the Grab N’ Go. This needs to have an adjustable top length of at least 48″ across to accommodate the Wall Chart.

Problem-Solving Grab N’ Go

You may have noticed that I wear a utility belt when I work weddings. As convenient as that is, I still never have enough pockets! The Gra N’ Go Station is essentially a wall of essentials. It contains everything from lint rollers to band-aids to wet wipes; everything I would need a “bigger” pocket to carry. I actually assign one of my assistants to attend the Grab N’ Go all day long and her only job is to listen to me on our radios for what I need. She then grabs it and runs it out to me wherever I am at the venue.

Grab N’ Go- On the reverse side of our Wall Chart we display a quick-grab Pocket Organizer which hold frequently used items throughout the day. Your garment rack is only 66″ tall so make sure your Grab N’ Go Organizer is shorter. This one is 64″ tall.

Metal Rings- You will then need these Pocket Organizer Rings to attach them to the Garment Rack. Your Organizers will get pretty heavy, so you’ll want good quality rings with secure closures. You’ll want to avoid plastic rings as they won’t fit through the Organizer grommets, as well as the rings with overlap closures. The weight will inevitably make it difficult for them to stay closed and your Organizers will fall.

A Complete Wedding Planning Back Office

These items combine to form my perfect Coordinating Back OFfice for every wedding. My Team has all of their information clearly outline form them. I can quickly grab all of my problem-solving supplies, and I can see the timeline the entire night. What’s more is that the vendors can see it too! The more coordinated your entire Wedding Day Team is, the better!

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