Wedding coordination requires a delicate balance of meticulous planning, quick thinking, and seamless execution that transforms months of preparation into one perfect day. Behind every flawless celebration lies a dedicated team working tirelessly to ensure couples can focus entirely on what matters most—celebrating their love surrounded by family and friends.
At Windows on the Water, our wedding coordination team brings decades of experience to every celebration, managing everything from dawn preparations through the final farewell. Director Jim Blair and event planner Colleen work alongside our comprehensive staff to create unforgettable wedding experiences on our stunning 86-acre lakeside property.
Early Morning: Setting Up for Success
The coordination day begins with our team’s commitment to flexibility and couple satisfaction. What sets Windows on the Water apart from other venues is our exclusive approach: “We only host one wedding at a time,” Blair explains. “So they have the full venue to themselves. They get our full attention.”
While ceremonies typically start at five o’clock, our team understands that wedding day preparations often require more time than initially planned. “Most couples initially plan to arrive at 10 for a five o’clock start, but we understand that wedding day preparations often evolve, and they call a few months before because their hair and makeup team needs more time,” Blair explains, demonstrating our team’s understanding and flexibility.
Our coordination philosophy centers on accommodation whenever possible. “We work with couples to find solutions that meet their needs—we can arrange for arrival as early as eight o’clock to ensure everyone feels comfortable and unhurried,” Blair notes. For couples requiring even earlier access, our team provides recommendations for nearby accommodations that better suit extended preparation timelines.
This extended timeline means our coordination includes comprehensive morning support. We arrange breakfast service and assign dedicated personal assistants to the bridal suite. “We bring in a personal assistant for the day who takes care of the bridal suite, provides meal service, handles any dress adjustments, and ensures the bridal party has everything they need,” Blair explains.
Midday: Coordinating Multiple Events and Culinary Excellence
As noon approaches, our coordination team seamlessly manages the arrival of additional wedding party members and family. “The groomsmen typically arrive around noon or one o’clock. We provide lunch service and coordinate timing for first look photos,” Blair describes, highlighting how meal coordination integrates perfectly into the celebration timeline.
Our culinary coordination sets us apart from other venues through our commitment to freshness and personalized service. “We don’t have to fill out an entree card ahead of time,” Blair notes. “We take your orders that day. So fresh, everything’s prepared for their wedding.” This approach requires precise coordination between our service staff and culinary team to ensure every guest receives exactly what they want, prepared to perfection.
Our team also manages vendor arrivals with the same attention to detail. Blair recalls how proactive coordination prevents potential issues: “The only thing we don’t provide is the cake, and we have excellent relationships with our preferred vendors. They’re here at 10 o’clock in the morning to drop off the cake, and if they’re running late, I’m proactively calling by 11 to ensure everything stays on schedule.”
Afternoon: Ceremony and Reception Transition
The afternoon brings the ceremony and the critical transition to cocktail hour—one of the most complex coordination challenges of the day. Our team manages guest flow, vendor coordination, and setup changes while maintaining the celebration’s seamless feel.
“We take pride in managing everything behind the scenes so couples never have to worry,” Blair emphasizes. Our experienced team handles any unexpected situations with grace and discretion. “Sometimes unexpected situations arise—like someone accidentally spilling a drink on a dress during photos,” Blair recalls. “Our experienced team immediately springs into action with the right supplies and expertise to handle any situation seamlessly.”
The comprehensive staffing becomes particularly important during these transitions. “Our ratio for guests per staff is one for 10,” Blair notes. “For an average wedding of 150 people, we provide approximately 15 dedicated staff members to ensure exceptional service.” This includes specialized roles like golf cart drivers who provide elegant transportation between ceremony locations across our expansive property.
Evening: Celebrating Into the Night
As evening arrives, our coordination team ensures the celebration flows seamlessly into dinner service. “Every wedding that we do starts at five o’clock ceremony, six o’clock cocktail hour, dinner’s gonna be served about 8:40, 8:45,” Blair explains. This consistent timing allows our team to perfect every aspect of service delivery while setting clear expectations for couples and their guests.
Our seasonal operation allows us to focus intensively on each celebration, ensuring every couple receives the personalized coordination they deserve. Our team maintains constant communication throughout the property, ensuring the celebration continues seamlessly until the final farewell.
Experience Your Perfect Day at Windows on the Water
Our wedding coordination team combines years of experience with genuine passion for creating exceptional celebrations. From early morning preparations through the final dance, we handle every detail with professionalism and care so you can be fully present for your special day. Our award-winning venue provides the stunning backdrop while our coordination team ensures flawless execution.
Ready to experience stress-free wedding planning with a team that handles every detail with expertise and dedication? Our comprehensive coordination services are included with every Windows on the Water celebration, ensuring your wedding day unfolds exactly as you’ve dreamed. Contact us today at (609) 208-9475 or through our contact form to schedule your consultation and discover how our coordination team will bring your vision to life.