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Every engaged couple dreams of a perfect wedding day, and at Celestial Farms, it's our job to make those dreams a reality. As a wedding coordinator, we are the visionaries, directors, curators behind the scenes, ensuring that every detail aligns seamlessly on wedding day. From vendor coordination to emergency preparedness, each moment is meticulously planned and executed by our team of experts. Join us as we take you through a thrilling behind the scenes look at what it's like at our beautiful Detroit wedding venue on the big day.
Morning: The Calm Before the Celebration
The day starts early at Celestial Farms. The air is always filled with excitement and anticipation by all parties for the day’s events.
As a wedding coordinator, my first task is to make sure the days tasks for the grounds are on schedule. We assure all of our facilities are stocked, all of tables and chairs are setup in the right locations, all of our sidewalks are swept, power washed if needed, all of our team members know their responsibilities for the day.
Celestial Farms- A Detroit Wedding Venue and Michigan Wedding Venue
Setting the right tone is crucial. After the grounds are set, I check in with each vendor to confirm their arrival times and any last-minute changes.
Vendor Coordination: The Heart of the Operation
Effective vendor coordination is essential to every successful wedding. Each vendor plays a vital role, from florists to photographers and DJ's. Establishing good communication in advance and continuing to keep an open line of communications with vendors ensures that everyone is on the same page.
At Celestial Farms- a Detroit wedding venue, we pride ourselves on our relationships with trusted local vendors who have become part of our team. It’s essential to have great communication early on, as vendor logistics can have a significant impact on the overall flow of the event.
With all the vendors accounted for, and duties are assigned to staff, I breathe a sigh of relief, knowing we are well on our way to executing a flawless event. All while maintaining communication with the bridal parties to assure their mornings in our dressing suites are nothing short of spectacular.
Timeline Management: Crafting the Perfect Flow
As a wedding coordinator, you become an expert at time management. Creating a detailed timeline is essential to keep the wedding day running smoothly.
After morning meetings and check-ins with the bridal parties, the timeline is shared with all vendors and team members. This ensures that everyone knows where they need to be and when, and the times each task must be completed by. The ceremony, cocktail hour, and reception are planned down to the minute, so the couple can fully enjoy the festivities without stress or logistics responsibilities.
Throughout the day, I keep an eye on the clock, making real-time adjustments as necessary which always takes place. If something runs a bit late, I’m ready to shift timelines to accommodate without causing stress to the couple or vendors, and if something needs to start sooner than planned we're always ready to make adjustments.
Decor Setup: Transforming Spaces into Dreamscapes
Decor setup is so much fun, seeing the spaces transform. We have listened to our couples visions throughout the planning process, and when it’s time to bring it to life, I get extremely excited!
Celestial Farms- A Detroit Wedding Venue and Michigan Wedding Venue
At Celestial Farms- a Detroit wedding venue, we take pride on transforming our gorgeous natural landscapes into the dreamy backdrops our couples envision. The ceremony space is first on the list, adorned with the personal touches that reflect each couple's style. From the arch to the aisle decor, every detail matters.
As we set up the various spaces, attention to detail is critical. It’s all about creating an atmosphere that speaks to each couple’s individual journey. Meanwhile, we keep the couple informed about our progress, contacting them only when necessary or when we know it will bring them joy, ensuring they feel involved in this magical transformation.
Catering Logistics: Ensuring a Delicious Experience
With the decor set up, catering remains a top priority. By the time guests arrive, the culinary prep needs to be in full swing.
The caterers begin arriving around lunchtime, and it's the coordinators' job to oversee the catering logistics, ensuring that everything is accounted for, from cocktail hour appetizers to dinner preparations.
The staff and I make sure the catering team knows where everything is located, and the most efficient ways to setup and store equipment. I also make sure they have adequate access to electrical outlets in all of the serving areas.
Guest Experience: Crafting Memorable Moments
A wedding is not just about the couple; it’s also about the experience for the guests. Ensuring a beautiful guest experience includes small details that leave lasting impressions.
As guests arrive, our Celestial Farms team greets them with warmth and enthusiasm, guiding them to their season for the ceremony. Little touches, like a greeting from a CF team member goes a long way in making guests feel comfortable and welcome.
During the ceremony, we observe from a distance, ensuring that everything runs smoothly and that the couple's moments are uninterrupted by late arrivals.
Emergency Preparedness: Always Ready for the Unexpected
Every seasoned wedding coordinator knows that preparation is the key to a perfect outcome. Anything can happen on wedding day, so emergency preparedness is a critical part of my role as I have learned from experience.
Celestial Farms- A Detroit Wedding Venue and Michigan Wedding Venue
Celestial Farms comes equipped with a well-stocked emergency kit: everything you might need from sewing kits to first-aid supplies, deodorant to tide wipes. And we always have a backup plan for unexpected weather changes. At Celestial Farms, we have a covered pavilion to ensure that the celebration continues, rain or shine, and we practice plan a, b and c at every ceremony rehearsal.
This layer of preparedness ensures our couples can relax and enjoy their day knowing that the CF team will handle any bumps in the road.
Prepping the Grounds: The Venue as a Canvas
With hours before the ceremony, the beauty of Celestial Farms is enhanced by collaborative preparation. The grounds are meticulously readied by our maintenance team to ensure the venue is pristine and inviting.
Setting Up and Taking Down the Ceremony Location
After the decor setup is complete or while it's being completed by one team member, the others are preparing the ceremony location. We set up the ceremony chairs in their places as soon as we know the weather is cooperative and the final decision for the ceremony locations is set in stone. The couple's aisle decor, arch decor and any other elements they have for their ceremony are set in place.
Once the ceremony concludes, some couples will get pictures at the ceremony location as guest make their way to cocktail hour. After that concludes we quickly pivot to take down the decorations and repurpose them in the barn and other spaces for the reception. This is a seamless transition that reflects our commitment to sustainability and efficiency at Celestial Farms-a Detroit wedding venue.
Repurposing Ceremony Decor for the Reception
Being creative and resourceful is one key factor in the role as wedding coordinator. At Celestial Farms, we embrace repurposing decor from one space to the next, ensuring that every piece finds a new home to maximize the investments of our couples. We do these small tasks without being asked, and we are great at it! This not only enhances the visual experience but also helps in minimizing the need for extra decor or extra florals.
Conclusion: A Day to Remember
As the sun sets and the celebration unfolds, there's always a sense of joy in the air at a job well done, and plan well executed. Each moment, every smile from every guest, and each dance step encapsulates the love shared by the couple and their family and friends.
Behind the scenes, a day in the life of a wedding coordinator at Celestial Farms is filled with preparation, coordination, and heartfelt moments to create a fun, stress free and memorable wedding experience.
Every wedding we host here at Celestial Farms- a Detroit wedding venue is a reflection of our dedication to the craft and passion for creating unforgettable wedding experiences for our couples and their guests. It’s about breathing life into dreams and ensuring our lovely couples can fully enjoy their wedding day, knowing everything is taken care of.
So, the next time you’re at a wedding, remember there’s a whole team of coordinators and staff members working tirelessly behind the scenes, crafting the magic that makes all of these moments unforgettable. Some of our amazing team includes Christa with Hair Creations by Christa McGrath, Casey with Cheers to You, and of course Angie with Angela's Angles.
At Celestial Farms, we believe every wedding should be a wonderfully memorable experience, and we look forward to creating more joyous memories this season and beyond. Whether you're recently engaged or simply dreaming of future celebrations, remember: every great love story deserves an equally great planning process.
Thanks so much for stopping by our blog! We hope you found this information helpful. We’re passionate about using our blog to shine a light on locally owned wedding venues. These venues often bring a higher level of expertise, service, and dedication to your big day. Plus, with less staff turnover than corporate or investor-owned venues, they’re able to provide a more personal touch. As you plan your wedding, we’d love for you to consider a locally owned venue like ours! Check out this wedding venue map to discover amazing locally owned venues across the country. And a big shout out to all the incredible locally owned wedding venues out there!
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