Frequently Asked Questions

Planning a wedding comes with plenty of questions, and we're here to help! Below are answers to the questions we hear most often. If you don't see yours here, send us an email and we’ll get back to you within 24 hours.

  • As soon as you've secured your venue and have a wedding date. Although it's called Day-of Coordination, our work begins well before your wedding day. Booking early means you'll have peace of mind knowing your date is secured, and you'll have someone to answer questions throughout your planning journey. Formal coordination begins approximately 8-10 weeks before your wedding.

  • Item descriptionWe officially begin working closely together about 8–10 weeks before your wedding. During that time, we'll review every detail you've planned, confirm vendor information, build your timeline, attend your venue meeting (if applicable), attend/direct the rehearsal, and make sure everything is organized well before the wedding day. From the time you book, you'll also have access to planning tools and resources, as well as unlimited email support if questions come up along the way.

  • Every wedding season is different, but popular dates, especially Saturdays between May and October, often book well in advance. If you've decided that Day-of Coordination is right for you, we recommend reaching out as soon as you've secured your venue.

  • Once your contract is signed and your retainer is received, your date is officially reserved. We’ll begin your onboarding, provide access to your planning tools and resources, while we establish ongoing support. About 8–10 weeks before your wedding, we'll begin our coordination process, gathering all of your details and taking over communication with your vendors.

Booking and Planning

  • Despite the name, Day-of Coordination begins well before your wedding day. About 8–10 weeks before your wedding, we'll step in to organize everything you've planned. We'll communicate with your vendors, create your wedding day timeline, confirm logistics, attend your final venue meeting, and become your main point of contact. On your wedding day, we'll manage the flow of the timeline, coordinate your vendors, oversee setup, handle unexpected issues, and make sure everything runs smoothly so you can simply enjoy your wedding.

  • Perfect! That's exactly who our service is designed for. Most of our couples have already booked their venue and vendors and planned the details themselves. Our role is to officially step in during the final weeks, organize everything you've planned, and manage the logistics so you don't have to.

  • Absolutely. We'll become the main point of contact for your vendors leading up to the wedding, confirming timelines, reviewing logistics, answering questions, and making sure everyone is working from the same plan.

  • Yes! We'll create a detailed timeline for your wedding day and distribute it to your vendors so everyone is working from the same schedule.

  • Yes! If your venue schedules a final walkthrough or planning meeting, we'll attend to review logistics, ask questions, and ensure everyone is aligned before your wedding day.

  • Yes! We'll guide your wedding party through the ceremony so everyone feels confident before the big day.

Before the Wedding

  • You bet! We'll arrive before the first vendors begin setting up and remain on-site throughout the key moments of your wedding day, ensuring your ceremony, reception, timeline, vendors, and important transitions are all managed from start to finish. We will only leave at the end of the night when we’ve done our final check-in and teardown of personal décor items have been completed. 

  • Every Emberhouse wedding includes a Lead Coordinator and an Assistant Coordinator. Having two coordinators allows us to support your vendors, wedding party, guests, and timeline while being in multiple places at once.

  • They will have direct contact with Aleks. Once coordination begins, we'll become the primary point of contact for your vendors. If questions come up or plans need to be adjusted, your vendors know exactly who to turn to, leaving you free to enjoy your day.

  • Absolutely, but in a way that still allows the day to feel natural. We'll keep everyone informed of what's coming next, communicate with your vendors, and make adjustments when needed so your day flows smoothly without feeling rushed.

  • That's exactly why we're there. Every wedding has small changes or unexpected moments. Our job is to solve those problems quietly and efficiently, often before you even know they've happened, so you can stay focused on celebrating.

Wedding Day

  • No. Day-of Coordination is designed for couples who have planned their own wedding but want a professional to step in before the wedding and manage all of the details on the day itself.

  • We work at a variety of venues. Even if we haven't coordinated at your venue before, we'll attend your final venue meeting, communicate with your venue team, and become familiar with the space well before your wedding.

  • We're based in Hamilton, Ontario, and proudly serve Hamilton, Burlington, Ancaster, Dundas, Stoney Creek, Niagara, Cambridge, Kitchener-Waterloo, Guelph, the GTA, and surrounding areas. Travel outside our standard service area may be subject to an additional fee.

  • Book a complimentary discovery call. We'll chat about your wedding, answer your questions, and make sure we're the right fit for one another. If it feels like a great match, we'll guide you through the next steps and officially reserve your date.

General Questions