You’ve spent months dreaming, planning, and pinning, all to bring your perfect day to life. When your wedding weekend finally arrives, the last thing you want to do is work. That’s where our Day-Of Coordinators come in.
We say it all the time: your job is to soak up every moment, not to run the timeline, track down vendors, or yell over the sound of chatter at rehearsal to get people to line up.
And while some couples are tempted to hand off “coordinator” duties to a friend or family member, we’ve been around the aisle enough times to know that’s usually a recipe for chaos.
Let us explain.
Not All Coordinators Are Created Equal
You've probably heard the term "venue coordinator" thrown around online. And we get it, there’s a lot of confusion out there. Here at The Barn at Grace Hill, our On-Site Manager takes care of the venue side of things (trash, restrooms, general questions). But when it comes to you and your wedding day experience? That’s where our Day-Of Coordinator (DOC) shines.
When you book one of our DOCs, you’re getting more than just a ceremony wrangler, you’re getting a dedicated team member who focuses solely on your timeline, your people, your peace of mind and your priorities.
So What Exactly Does a Day-Of Coordinator Do?
The short answer? More than you can imagine.
From your planning meeting (about one month out) through the end-of-night clean-up support, our DOCs are there to make sure the day flows smoothly. Need help getting Grandma’s corsage pinned on? Cake not arrived yet? Champagne flutes missing from the cake table? Caterer asking a million questions? Our team has it covered, usually before you even notice there’s a problem.
They’ll:
Run your rehearsal so you can relax and enjoy the night before
Greet your vendors and show them where to set up
Cue your bridal party and family down the aisle
Guide you through all those reception moments like cake cutting and first dances
Keep an eye on the timeline so things don’t run late, with your priorities in mind.
Help your clean-up crew know what goes where (and what needs to go home with Mom!)
And that’s just scratching the surface.
Why Not Just Ask My Friend?
We love a good “my bestie’s got this” moment, but we’ve seen it go sideways too many times. Friends and relatives, no matter how well-meaning, often don’t realize what’s involved in running a full wedding day. They check out after the ceremony, leaving no one in charge. Suddenly, no one knows when to cut the cake, when the first dance is, or how to get the leftover cupcakes to the getaway car.
We’ve also had friends of the couple tell us (in a panic), “I don’t know how I ended up in this role, I have no idea what I’m doing!”
We believe your loved ones should enjoy the day with you, not stress over vendor questions or table assignments. Let us carry that weight.
Will They Decorate Everything Too?
Our Day-Of Coordinators are more than happy to assist with decor setup - think centerpieces, signage, candles, and other thoughtful touches. We offer this as an optional add-on because we know that sometimes, friends and family actually want to help in this way. But what a gift it is when you and your loved ones can simply enjoy those special morning hours - watching your vision come to life without lifting a finger.
That said, our DOC is just one person, managing a full schedule of day-of responsibilities. If your setup involves more detailed or time-intensive elements, like folding 250 napkins or building custom tablescapes, we’re more than happy to accommodate. We’ll bring in additional team members to support your coordinator for a small labor fee, ensuring everything looks incredible without expecting one person to do the work of five.
Do I Get to Talk to My DOC for Months Ahead of Time?
No need! That’s more of a wedding planner’s role. Or we find that most of our brides’ questions are easy for our normal venue team to answer. Your DOC will step in closer to the big day with a planning meeting to go over everything: timeline, special touches, and all the nitty-gritty details. And since our DOCs know The Barn like the back of their hand, they already know what works best here, where things go, and how the day typically flows. You get the satisfaction of knowing you planned your entire wedding but then you get to pass it off to someone else to implement.
Will My Coordinator Stay Until the End?
They do. But think of them as the lead orchestrator, not the cleaning crew. Our coordinators help pack up your décor, ensure nothing gets left behind, and make sure your sparkler send-off and final exit go smoothly. They'll even double-check that your overnight bags and gifts get to the right car.
Even in the final hour, they’re coordinating, not scrubbing tables or hauling trash. Their role is to keep things organized, efficient, and stress-free all the way to the very end.
The Heart Behind What We Do
Since 2018, our coordinating team has been a huge part of what makes wedding days at The Barn feel smooth, supported, and truly special. They’re kind, calm, capable, and some of the best in the Wichita area (just ask your other vendors!).
Our DOCs operate under The Barn’s umbrella, so they can focus 100% on your day, not on running a business. That means you get an experienced, vetted coordinator at a fraction of the cost it would take to hire one independently, without sacrificing an ounce of quality or heart.
Bottom Line?
You’ve already done the hard work. Now let go of the clipboard, grab your bouquet, and let our Day-Of Coordinators handle the rest.
We can’t wait to meet you and walk beside you through one of the most important days of your life.
We truly believe The Barn at Grace Hill shines brightest thanks in large part to the incredible impact of our Day-of Coordinators.
