Planning a Wedding Reception can be overwhelming, especially if you are a first time party planner.  When you are planning your Wedding Reception at The Crystal Ballroom in Orlando, Casselberry or Altamonte Springs always try to make room in the budget for a DAY OF EVENT COORDINATOR.  This professional is a critical ingredient in the recipe for success on your special Wedding Reception day and the days that lead up to it as well.  Our commitment is to deliver a stress free event and with the help of a dedicated professional it is easy to achieve.

Day of Event Coordination

  • Two face to face meetings (First at the time of signing or week of signing to discuss vision and the second 30 days prior to the event to finalize details
  • One Day of Event Coordinator
  • Ceremony rehearsal guidance with line up, set up and vendor coordination
  • Monthly checklist/guidelines and exclusive vendor list for the Crystal Ballroom
  • Early arrival day of event to oversee set up and receive vendors



  • Facilitate on-time arrival of hair and make-up stylist
  • Assist in coordinating hair and make-up time line with bridal party and stylists to ensure execution in a timely fashion
  • Coordinate any food deliveries and set up
  • Make sure personal flowers i.e. bridal bouquet, bridesmaid’s bouquet and boutonniere arrive on time
  • Make sure photographer arrives on time and has a “must shoot” list
  • Gather Bride and bridal party for pre ceremony photos
  • Assist bride with putting on gown
  • Maintain bridal emergency kit
  • Communicate with transportation driver, maid of honor/best man while bridal party is on the way to the ceremony room


  • Assist in setting up programs and other ceremony items i.e. guest book, unity candles, etc.
  • Ensure that room attendants arrive on time and are ready
  • Ensure ceremony musicians arrive on time and direct them as to where to set up
  • Confirm musician has correct list of songs for processional and recessional as well as determine what hand signals will be used to indicated music changes
  • Communicate with bride and groom so that they know how much time remains before the start of the ceremony
  • Line up the bridal party for their entrances down the aisle and cue them when to go
  • Cue to Officiator and Musicians when ceremony is about to begin
  • Gather family and friends for after ceremony photos




Prior to Reception

  • Meet with DJ or musician to confirm introduction list
  • Meet with catering company and confirm food timeline
  • Ensure transportation is on time for departure to park for bridal party photos (if needed)
  • Ensure venue staff has everything they need to be successful during cocktail hour i.e. beverages, appetizers, etc.
  • Ensure proper flow of  guests during cocktail hour (Food and beverages)


  • Cue band or DJ when the guests have found their seats and bride and groom are ready for introduction
  • Cue band, photographer and videographer when important events are about to take place i.e. first dance, cake cutting, toasts, and parents dances
  • Cue best man, maid of honor, parents when they are about to be announced for toasts
  • Communicate with the banquet manager to ensure staff is prepared to pour champagne before the toast
  • Be aware of timing of catering service and make sure people are served promptly
  • Prevent and fix any problems that may arise during your event
  • Remain easily accessible through the entire event in case there are any details you would like attended to
  • Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night
  • Coordinate reception departure transportation

Client is responsible for

  • Negotiating, contracting and confirming vendors
  • Executing last minute details
  • Ensuring bridal party, Officiant, DJ etc. arrive on time for rehearsal coordination

Here at The Crystal Ballroom we make event planning easy, stress free and enjoyable. Even first time party planners will find planning to be a breeze because we provide the tools and professionals you need to get the job done. Call Crystal Ballroom Headquarters 407-681-2710 to speak with a dedicated professional today or browse our website at