Frequently Asked Questions

General Questions

What is “day-of coordination”?

Day-of coordination is professional event management that begins weeks before your event and ensures everything runs smoothly on the actual day. You handle the planning; we handle the execution. We step in to finalize timelines, confirm vendors, and manage all logistics so you can be fully present at your event.

How is Ariéluna Coordination different from a full-service event planner?

We do not design, source, or plan your event from scratch. Instead, we function as your behind-the-scenes command center on event day—executing the plans you’ve already made and managing all logistics, vendors, and timing with precision. Our signature First In, Last Out Guarantee ensures exceptional care from start to finish.

What types of events do you support?

We provide professional day-of coordination for:

• Weddings

• Corporate and nonprofit events (conferences, galas, luncheons, networking events)

• Social celebrations (quinceañeras, milestone birthdays, baby showers, anniversaries)

Do you offer bilingual services?

Yes. We proudly offer bilingual coordination services in English and Spanish, ensuring inclusive support for diverse communities and guest groups.

Are you available to travel?

Yes. While based in Dallas/Fort Worth, we are available for events across Texas and for nationwide travel. Travel fees may apply depending on location and event schedule.

Before the Event

When do you begin working with clients?

This depends on your package:

• Essential Coordination: 2–3 weeks before your event

• Premium Coordination: 6–8 weeks before your event

• Comprehensive Coordination: 8–10 weeks before your event

What happens when we first start working together?

We schedule an onboarding call, review your vendor list and contracts, request your planning documents, and begin building your event timeline. Our goal is to understand your vision so we can execute it flawlessly.

What is included in a “Final Venue Walk-Through”?

We visit the venue with you to confirm layouts, timing, vendor access points, setup instructions, parking logistics, and any venue-specific policies. This ensures no surprises on event day.

What is the “Master Logistics Binder”? (Included in Comprehensive)

A fully organized, consolidated document containing:

• All vendor contacts

• Copies of contracts

• Timelines

• Floor plans

• Checklists

• Ceremony/processional notes

• Special instructions
  This binder guarantees that our team can manage every detail efficiently and consistently.

What is a “Pre-Event Vendor Meeting”?

We meet (virtually or in person) with all major vendors—photographer, caterer, DJ, florist, etc.—to confirm timing, responsibilities, and coordination points. This ensures every detail is aligned before event day.

Do you attend the rehearsal?

Yes, for Premium and Comprehensive packages (and as an add-on for Essential weddings). We are there to execute your vision so we will help line everyone up, practice the processional/recessional, and ensure your wedding party feels confident per your instructions.

Event Day Questions

What does your “First In, Last Out Guarantee” mean?

It means we arrive before all vendors to ensure the venue is correctly set up and remain until the very end to oversee breakdown, vendor check-out, and collection of personal items (gifts, décor, supplies, etc.). This ensures you can simply enjoy your event and leave without stress.

What are your “typical event-day hours”?

Actual time varies by event, but we never leave before your event is fully wrapped. These serve as guidelines:

• Essential: 8–10 hours

• Premium: 10–12 hours

• Comprehensive: 12–14 hours

What is included under “Vendor Logistics Coordination”?

You shouldn’t have to speak to a single vendor on event day—unless you want to. We manage:

• Vendor arrivals

• Setup confirmation

• Delivery tracking

• Timing and cues

• Troubleshooting

• Communicating last-minute adjustments

• Vendor check-out

When is an assistant coordinator required?

For seamless execution, an assistant coordinator is included in Premium and Comprehensive packages. An assistant is required for Essential packages if:

• Your wedding party is split across multiple locations

• Your event spans separate rooms or floors

• Your ceremony and reception are in two different places

• Your event includes simultaneous activations (common for corporate)

This ensures everything is covered without compromising quality.

Do you handle décor setup?

We set up small-to-medium personal items such as signage, guest books, table numbers, favors, or personal décor. Large-scale or labor-intensive décor installations should be handled by dedicated decorators or floral teams.

Do you manage family dynamics or sensitive situations?

Yes. We are trained in crisis management and high-touch guest relations. We handle delicate moments with grace, calm, and professional discretion.

After the Event

What does “Post-Event Wrap-Up” include?

Depending on your package, this may include:

• Vendor check-out

• Inventory & personal item collection

• Gift/packing supervision

• Final venue walk-through

• Ensuring nothing is left behind

• Confirming your items are placed with the correct person or vehicle

Do you handle trash, bussing, or venue cleaning?

This is the responsibility of your catering or venue staff. We coordinate and supervise the flow but do not provide cleaning services.

Booking & Policies

How far in advance should I book?

For weddings: 6–12 months in advance. For corporate and social events: ideally 2–6 months in advance.

Do you require a deposit?

Yes. A 30% retainer is required to hold your date, with the remaining balance due 14 days before your event. This is non-refundable.

Do you offer payment plans?

Yes. Flexible payment structures are available for all packages.

What if I need to change my date?

We will accommodate rescheduling whenever possible. If your new date is unavailable, your retainer can be transferred to another service (in alignment with policy terms).

Do you work alongside full-service planners?

Absolutely. We frequently partner with planners or corporate event leads to provide execution support as an additional set of hands, eyes, and ears. Think of us as your event-day operations team.

Do you accept last-minute or emergency day-of coordination bookings?

Yes, Ariéluna Coordination can accommodate last-minute or emergency bookings when your event is approaching and you realize you need professional day-of support. We understand that unexpected situations arise, and we’re prepared to step in quickly to ensure your event runs smoothly.

Because these situations require immediate preparation, timeline creation, and accelerated vendor coordination, expedited bookings include a 30% fee for events booked within 14 days, and a 40% fee for events booked within 7 days. This fee allows us to dedicate the time and resources needed to manage your event with the same level of care, precision, and professionalism our clients expect.

If this applies to you, reach out as soon as possible — we’ll confirm availability and guide you through the next steps.

Other

Can you help create or refine my timeline?

Yes. We build a fully structured, minute-by-minute timeline for every event we manage, even for Essential packages.

Do you handle emergencies or unexpected issues?

Yes. With training in crisis management and experience with VIP-level logistics, we specialize in maintaining calm and control during unexpected situations.

What happens if something goes wrong on event day?

You won’t know unless you need to. We solve problems quietly, professionally, and efficiently.