Episode 37 Simplicity, Trust, And Teamwork: Kelly Snayberger Coordination

Weddings don’t run on luck—they run on clarity, timing, and a steady hand. We invited Kelly, a seasoned day-of coordinator and fifth grade teacher, to share how she turns a couple’s plan into a living, joyful celebration without the stress. From the first reply to the last light switch, she shows why execution is its own craft and how small choices shape the entire guest experience.

We break down the difference between a wedding planner, a venue coordinator, and a day-of coordinator, then get tactical about timelines, vendor communication, and keeping the couple calm. Kelly explains how fast responses build early trust, why unlimited communication matters, and what it looks like to arrive early, learn the space, and keep everyone aligned with a friendly tone. She also offers hard-won budgeting advice: skip favors that get left behind, tighten bar options, streamline the menu, and focus on a few meaningful touches instead of cramming every trend from TikTok and Pinterest.

You’ll hear practical strategies for working with photographers, DJs, and caterers so each pro can shine, plus rehearsal tips that boost confidence and polish those small details that make photos sing. We explore first look tradeoffs, fresh trends like Polaroid guest photos and modern exits, and how to build a relationship with your coordinator so they can anticipate needs and solve problems before you ever feel them. Kelly’s systems—paper backups, weekly admin, name memorization—reveal the quiet habits that make a wedding feel effortless.

If you’re planning a wedding or supporting one, this conversation will help you simplify your plans, protect your budget, and get more joy out of the day you’ve been dreaming about. Enjoy the insights, share them with your partner or vendor team, and tell us the one detail you’ll simplify first. Subscribe, rate, and leave a review—then send this to a friend who’s engaged.

https://www.instagram.com/kellysnayberger/

https://www.facebook.com/p/Kelly-Snayberger-Day-Of-WeddingEvent-Coordinator-100057443979482/

Transcript

Welcome And Venue Spotlight

SPEAKER_00 0:00

Welcome to The Preferred List, a podcast about the people behind the best wedding days. I'm James, a wedding filmmaker. I've spent years in the industry working alongside incredible vendors, and this show is all about real conversations with the ones who make it happen. Whether you're a vendor or a couple, you'll get honest insight, good stories, and maybe a little inspiration along the way. Let's meet today's wedding vendor. Hi Kelly, how's it going?

SPEAKER_01 0:26

Good. How are you today?

SPEAKER_00 0:27

Good. I'm so glad to have you on this episode. You're gonna give us all of the day of coordinating, juicy deets, all the tips, the tricks, all the things. And I'm excited to hear more about your business and how everything started for your day of coordinating

Kelly’s Origin Story

SPEAKER_00 0:43

business. But before we jump into that, we are here at Birchwood Venue. Birchwood Venue is where Rustic Charm meets modern convenience to create the perfect wedding weekend. It's nestled in Milton, Pennsylvania, and they give couples three full days to decorate, celebrate, and soak in every moment without feeling rushed. From the hydrangea lined ceremony space to the beautifully restored barn, Birchwood is designed to make your day as stress-free and memorable as possible. And I know you've done a handful of wedding here, weddings here, and uh the space is just so beautiful, and the staff here also just like on par.

SPEAKER_01 1:22

Absolutely. I totally agree. Totally agree.

SPEAKER_00 1:25

Um, and so uh welcome to the show.

SPEAKER_01 1:28

Thank you very much for having me. Yeah, what a pleasure it is to be here.

SPEAKER_00 1:32

I know. I just I've told her from the jump, I love your personality. I just think it's gonna be such a good episode. We're gonna dive into all the things. Found out that we have a mutual friend that used to be one of your students. So you're also a teacher, which is so cool. Um, but fill me in on how all of this coordination, planning, event running thing like how did all of this get started for you?

SPEAKER_01 1:57

Yeah, um, I have a a good story to share with you. Um, believe it or not, it started just as a thought uh in 2018. And I was asked the question, uh, what would you do if you weren't a teacher? And my response was very quick to say, I would be a wedding planner. I absolutely love weddings. And again, it was just a thought, and I just said it and was like, yeah, that would be so cool. But nothing really ever came about of it. Um, it was something that I always wanted to do, but I'm a fifth grade teacher as well, and um, that's my day job, and I absolutely love that too. Yeah, so I wasn't looking to do anything different than teaching. Um, but then I had a friend of mine a year later in 2019, she was planning her daughter's wedding, and she said, I just wish I had that one person that would be able to help me just execute the timeline a little bit so that the mother of the bride, I don't have to do all of those things and I can enjoy the day. I said, Well, I can do that.

SPEAKER_00 3:22

I would like this is my moment.

SPEAKER_01 3:24

Yes. I would like, I said, I would love to help you. Just let me help you. And so that's where it all started. And um, I went to the rehearsal, I did the the wedding, I was at the reception, and at the end of the evening, I'm driving home that night, and it's just like I got the bug, I got the fever. Yeah. I said, I need to do this. I loved every minute of it. And that's where it all started. My head started to spin. Um, I was excited, I felt recharged. And it being a day of wedding coordinator really helps me to be a better teacher. Oh, really? I have found that every Monday after I do a wedding on the weekend, I go back into the classroom ready to go. I'm energized because I've done something that has made me so incredibly happy.

SPEAKER_00 4:22

Yeah, that's so fun.

SPEAKER_01 4:23

So then it helps me to love my students even more.

unknown 4:27

Yeah.

SPEAKER_01 4:27

And I just appreciate it. I appreciate so much.

SPEAKER_00 4:31

I have to imagine teaching fifth graders and coordinating a wedding day could probably not be further from the same. Although there's probably a couple things that kind of carry over. You are wrangling a lot of people on a wedding day, you're wrangling a lot of kids sometimes on your school day. Um, but it's so fun to hear that like the wedding days are rejuvenating and kind of like fueling that love in the classroom, too.

SPEAKER_01 5:01

It definitely does. And there are a lot of similar characteristics, believe it or not, with teaching and wedding planning. Um now I don't do all of the planning. I'm I'm that person that connects with you um a little bit before the wedding. And when we unlimited communication for sure. Um, any questions, advice, those sorts of things. But I don't do your actual getting your caterer or setting up your DJ. I basically run the show after all of those things have been set up and in place.

SPEAKER_00 5:42

Yeah. Is there any so like I've had this conversation a couple of times? Um it's like there's such a weird kind of like sometimes people use the word day of coordinating and it means a little bit more than the day of coordinating. Sometimes people use planning and it means some of the day of coordinating, but like some of the planning. Could you give us just like a breakdown of like like what do those words mean and like what

Roles: Planner vs Coordinator vs Venue

SPEAKER_00 6:08

are those different roles kind of?

SPEAKER_01 6:10

That's a good question because we often get confused with wedding planner, venue coordinator, and then the day of wedding coordinator, which is my role. Um, so the wedding planner is that person that will plan everything for you. Reach out to your vendors, um, take your vision, and maybe even down to what do you want to do for flowers? What do you want to do for your centerpieces? A venue coordinator manages the venue, helps with the trash, makes sure that the air conditioning is working, the toilets are running correctly, and then there's my role. And I'm the person who is a little bit more connected with the couple, and I take what they want, what they need, what they see happening, and carry it through. I work with the vendors, coordinate with them. So there is a difference.

SPEAKER_00 7:11

There is a difference. Are you doing much um, like are you reaching out at all to the vendors that they already have to confirm timelines or uh even just like arrival times or anything like that?

SPEAKER_01 7:24

Yes, a lot of times I'll I'll go through the couple first um to see if they have any of those answers uh as far as a timeline. A lot of times the timeline that they share with their photographer and their DJ, I want that same timeline so that I can follow along with it. Or if the DJ ends up tweaking a timeline, then I want to know those updates as well so that I can carry carry through with the plan.

SPEAKER_02 7:56

Yeah.

SPEAKER_01 7:57

Um, and there are some DJs that will email me the timeline, and there are some DJs that will just chat with me very quickly the day of, and that's okay too.

SPEAKER_02 8:08

Yeah.

SPEAKER_01 8:09

Um, I'm very flexible and um I'm very good at taking a plan and seeing it through.

SPEAKER_00 8:17

I love the execution part of it because

Timelines, Vendor Comms, And Execution

SPEAKER_00 8:20

I think that just like puts your your whole job in a in a word as like you're just gonna make it all happen. Yeah. Whatever the couple is thinking, or just even keeping the timeline running, taking a little bit of the pressure maybe off the photographer, which kind of they end up being a little bit of that day of coordinator if there isn't one.

SPEAKER_01 8:40

Yes, I think that's a really good point. Um I like to be that person so that the photographer can do their job, the DJ can do their job, the caterer can do their job, um, so that they're not doing everything else too. So um I am the one that they can even ask questions if there's a question that they have that I probably will know because of talking with the couple a lot more than the other vendors do.

SPEAKER_00 9:11

Yeah.

SPEAKER_01 9:12

Um that connection. For sure. Connection.

SPEAKER_00 9:15

And you're probably pretty type A with all of the details, the notes, and the timelines and everything. Yes, yes.

SPEAKER_01 9:22

Very organized, very organized. I do like it to go according to plan. However, um, I am good at pivoting as well because as we all know that some things can go wrong. Yeah um and but I'm flexible and I just make it happen, put a smile on my face, and it's all positive. One of the things I I want to make sure that the couple remains calm.

SPEAKER_02 9:50

Yeah.

SPEAKER_01 9:51

And I want them to trust me that I will take care of it.

SPEAKER_00 9:55

Yeah. So how do you build, like if there's a vendor listening, they hear that trust word. We talk about that uh here and there on the podcast, honestly. How do they how do you build that trust with a couple you've just met? Maybe you've talked with them a couple of times, maybe this is the first time. And I know if if you can have a couple that trust you as a vendor, you're gonna have a better time doing your job and it's gonna go off a lot better. But how do you build that trust?

SPEAKER_01 10:26

I think the very first thing that I do is whenever a couple reaches out to me, I respond to them as quickly as possible.

SPEAKER_02 10:35

Yeah.

SPEAKER_01 10:35

That quick response um indicates that I care. It shows them that I'm taking the time and that I value their questions. I value what they have in place, what they want to do, what their vision is. So that's the first step. But it's also that unlimited communication. Um, I don't care how many times they contact me, they can contact me once a week if they need to. And then offering suggestions, offering advice. And one of the things that I always end with is don't worry about it. I will take care of it. Yeah. I will take care of it. I want you to enjoy your day. Let me handle the little things, just the constant reassurance that I'm there for them.

SPEAKER_00 11:24

Yeah, and I think that goes a long way. Whether they notice it right at that like first time that you're kind of like instilling that trust, or over the course of months that you might be like kind of going back and forth a little bit with a couple. But honestly, if you're a vendor and people are reaching out, just like hit them back right away.

SPEAKER_01 11:43

Yes, yes. That's one of the message, yes, email, it just shows them right from the beginning that you care and that you want to be a part of their day.

SPEAKER_00 11:53

Yeah. And if you're not getting a response right away, that might be a red flag.

SPEAKER_01 11:57

Yeah.

SPEAKER_00 11:58

If you're a couple listening.

SPEAKER_01 11:59

I I agree. I agree. Um, and a lot of times couples then will move on to another vendor that will respond. Yeah. So if if you want business, if you want people to contact you, that's one of the very first things you can do.

SPEAKER_00 12:15

Yeah, we started texting

Building Trust Through Fast, Clear Communication

SPEAKER_00 12:17

our inquiries, and I just feel like I'm not saying you need to text your inquiries, but that quick response right over text, just like making that quick connection, even if like my initial response is just like, hey, is this so-and-so? This is James from Light Ridge Studio, just that quick little, like, even if I don't text the second response back right away, right? You're in that kind of like mode of like, oh, he's here, he's present, he's ready for business. Um and taking things seriously too. Yeah. Cause I do feel like there's this weird like in-between of like, is it a weekend warrior kind of thing, or is it like a full-fledged like business? Um, but take me back to that. You're you mentioned something, you're driving back from that first wedding that you did. And before that, like a year before that, you're like, oh yeah, I'd I'd love to just like coordinate some weddings, like, do some wedding planning.

SPEAKER_02 13:12

That's just sick.

SPEAKER_00 13:13

Um what were you thinking? Like, what moment stood out to you at that wedding, or you like took a step back and you're like, dang, this is so cool. I could totally see myself doing this, like growing this business, doing this for real, not just like on the side.

SPEAKER_01 13:30

Um, I took it from the rehearsal all the way to the reception, and it was an absolutely perfect day, in my eyes, from my perspective. Um, everything went according to plan, everything was beautiful, uh, everyone had a good time. But it was the mother of the bride, number one, who wanted me to be there, that came up to me, hugged me with tears and said, I don't know how I would have done this without you. And there it was. Yeah, you know, and also the bride thanking me over and over again for making her day perfect, for helping her get through it. Um, you know, I'm the one that's that's fluffing the dress behind you before you walk down the aisle and I'll say, smile, this is your big day. You know, have fun. And just those little words keeping everybody calm, cool, and collected. Um, but I but it is, it's the response of the family, it's the response of the couples that say they couldn't have done it without me. Yeah, and that's all it took for her to say those words. And I was like, this is awesome. Yes, this this was great.

SPEAKER_00 14:48

So there's so much that like goes into putting on a good wedding day. I mean, there's so much that goes into it. Um, and I don't say that to overwhelm y'all, but um, I'm curious if is there one or two things you feel like couples are often overlooking in that planning process that maybe that could help them have a smoother day or a more stress-free day.

SPEAKER_01 15:14

Um, one of the things that comes to mind for me is I know that there are tons of ideas out there on TikTok and Pinterest. Just a couple, just a couple, and they all look um spectacular and you want to try them all. But from a coordinator's perspective, if a couple can choose uh simply uh a couple of things, keeping the wedding simple is often a much classier way of getting through the day and it's not so much chaos. Gotcha. And um, for a coordinator, if you have so many things going on, I see it from the guest point of view, and then they can't enjoy the day to the fullest either, because there's this going to happen, then we've need to do this, then this. Yeah. So my my recommendation is choose just a few things that you want to add to your special day to make it unique, to make it your own. Um, but don't try to do it all.

SPEAKER_00 16:28

Yeah.

SPEAKER_01 16:29

Don't try to do it all.

SPEAKER_00 16:30

It does all look so fun, but it does. And it's hard to say no to some things that might be fun, that might be a fun addition.

What Couples Overlook: Keep It Simple

SPEAKER_00 16:38

But it sounds like you're saying stick to a couple, keep it maybe a little bit more simple. Um, kind of keeping the same uh line of thinking but shifting gears a bit. There's obviously budget's a thing. Yes. Um, I I'd say I want all of our couples to have a budget and try to stick to it. I think it's a good idea to talk about that before you start booking um anyone really. But uh I'm curious what your top tips are for maybe just general budgeting, but maybe trying to save a little bit of money while still having the day that you know these couples are dreaming to have.

SPEAKER_01 17:19

Yeah. One of the things um from my perspective that I see, because I am the one person that's there till the end of the evening. And um I'm I'm watching as the guests leave. And the one thing that I would recommend that if you're trying to watch your budget that you may not need are favors. I don't know if you've heard that before, but I've seen it. There are so many cute ideas, don't get me wrong. For sure. But what's so heartbreaking is at the end of the evening, you have all of them left. Yeah. Because maybe um they forgot to pick them up before they were headed out the door or whatever the case may be. Um, but I had one wedding where it was very lovely, you know, they got their wine glasses engraved and it was so nice, and people used the wine glasses throughout the evening. And then we had a hundred wine glasses left over at the end of the evening.

SPEAKER_00 18:25

We did that with uh beer pint glasses. We had a lot of them left over.

SPEAKER_01 18:30

Yes. So if you are choosing to watch your budget, that would be a recommendation. Um, and I often see guests, they love to take home a cupcake or a dessert. So yeah. So if you're looking for a favor, maybe give them a cute take-home container.

SPEAKER_00 18:50

Yeah, I will say it's it's fun when it's like a thing that's just like a part of the decor somehow. That's like maybe it's a koozie that was sitting at their placemat, or it's not placemat. All the decor people are gonna kill me for calling that a placemat. Maybe a charger or a table place.

SPEAKER_02 19:08

There you go.

SPEAKER_00 19:09

Placemat. Oh, they just cringe so hard, I can feel it. I'm so sorry, everyone. Um, yeah, but if it's

Budget Tips: Cut Favors, Simplify Choices

SPEAKER_00 19:16

like just like a little piece that that's like, oh, we can take that home with us, or um, some of the extra like flowers from the uh the vase kind of settings that you can like, oh, we take that with you. We want you to have that. Um, but there are a ton that get left over. Yeah. Seeing a ton get left over. I'm curious, even just like on a bigger scale, you know, we have like all these different vendor categories. You know, you're thinking about the venue, you're thinking about photographer, maybe a videographer, um, catering, maybe a content creator. Like, what's your kind of helpful tip for a couple that's like all this stuff costs a lot of money? Maybe something's less important or more important, but like, how do we try to fit it all into like this number that we've come up with that we're trying to stick to?

SPEAKER_01 20:05

Well, and and I don't know um how this would apply to a photographer or a videographer, but um maybe if it's something that the couple truly, truly wants, um, I don't know if it would be an option to maybe cut down on the hours of of filming, if that would be an option, but it could be something that you check into.

SPEAKER_00 20:30

Yeah, so you're looking at maybe coverage.

SPEAKER_01 20:32

Yes, yes, for sure. So that might be a different, different way to go. Um, for the catering, which has been a hit um around here for couples that are looking to cut down on the budget a little bit. There's some options with catering um where it might be a buffet instead of a sit-down meal or a served meal. So that's also an option and maybe not choosing so many meats and sides. Yeah, the option is. Cutting it down. Cutting it down. Um, when it comes to the bar, um, you don't need lots and lots of choices of drinks, alcohol, maybe cutting it down to one or two signature drinks. Again, just simplifying is often very helpful in cutting the budget.

SPEAKER_00 21:27

Yeah, it's tying back to what you said before about keeping things a little bit more simple. Um, but there's all these different vendors that we're kind of like pulling in from different categories. Maybe like we've worked together before, maybe we haven't. Um, but as the coordinator, you are like the central person that we might all at some point come up to and be like, hey, what's going on? What's changed? What do we need to know? Right. Um how do you work alongside all of those different vendors? And and maybe even some of the family members to kind of keep everyone on the same page, keep the schedule on time, make sure that Aunt Susie knows where to go next and all those different things. Yeah.

SPEAKER_01 22:11

When I think of when I think of a typical wedding, um, I work very hard.

Herding Cats: Keeping Vendors And Family Aligned

SPEAKER_01 22:17

I work hard. I put a lot of miles on. Um and the step count is high. The step count is high. Yes. Um, but I'm also I'm also that vendor that arrives early. So I hope to be the one that is there to greet you when you arrive at the venue as well, so that we can make that connection. I have the timeline on a clipboard. I carry my clipboard everywhere I go. And um, that's where I have all my information. So when someone even comes up to me and says, Hey, what time are we planning to cut the cake? I have it right in front of me. And um, and it's just the constant communication. Even if we were in passing, um, I might say to the photographer, hey, just a reminder, we're gonna do that first dance in about 10 minutes. Um, but it's also in the way you say things. And I think that is very important to just keep stay positive, stay upbeat. Um, and it allows everybody to work together.

SPEAKER_00 23:22

Yeah, I do feel like I mean, you might not even notice the way that you're saying things sometimes, not you specifically, right?

SPEAKER_01 23:30

Right.

SPEAKER_00 23:30

But just like the the general vendor, if you're out there and you're like listening, you're like, ah, but I you know, I just said it normal. Like it could go a long way to just infuse a little bit more positivity or just like, hey, I got your back, you got mine, what do you need? How can I help? And it sounds like you kind of take that uh perspective working alongside other vendors.

SPEAKER_01 23:52

Yes, yes, definitely. And also if they need something from me, if they need help, um, I'm that person to add an extra set of hands to maybe help the caterers if they need something. Um, and the photographer, if the photographer is in the middle of shooting the family picture and suddenly realizes, oh my goodness, we don't have grandma. Um Kelly, can you go get grandma? Absolutely. Yeah. I will run and get, and I will most likely know those people from the rehearsal or from meeting the family. So it might be a little bit easier for me to do that.

SPEAKER_00 24:33

Yeah. So are your do you kind of have like one package that covers like all

Kelly’s Package: Rehearsal To Last Light

SPEAKER_00 24:39

the stuff?

SPEAKER_01 24:39

I do.

SPEAKER_00 24:40

Okay. I do. Can you explain like what's in there and what it does?

SPEAKER_01 24:43

So my service fee includes unlimited communication with helpful advice, suggestions, whatever you may need. Um, I also have couples that want me to look over their timeline. Um, do you think this will work? Do we have enough time for this event? Um, and I'm so, so willing to do that. Then um I will go to the rehearsal, I coordinate the rehearsal. If the officiant is there, that's great. But if not, that's okay too. Um, so we practice walking down the aisle, we line up, who goes with who, how are we going to do this? Um, one of the things I go over at rehearsal, and this might be my teacher voice coming out a little bit, um, is how to stand, um, how to hold your arms, how to hold your bouquet, um, how to smile, just those little things that just might help you look better in pictures. Yeah. And um, I end the rehearsal often by thanking the bridal party for being good listeners. Just like I do my students. Yes. Gotta bring your stickers like. Good job. Yeah. So um, so that's what I do for the for the rehearsal.

SPEAKER_02 26:06

Yeah.

SPEAKER_01 26:06

And then for the ceremony, if it let's just say the the ceremony start is four o'clock, I am definitely at the venue two to two and a half hours prior to that, making sure that everything is set up, making sure all the other vendors have arrived on time, bridal parties getting ready, everybody is where they're supposed to be. Um, and then I get them lined up for the ceremony, knock on the door, 10 minutes to showtime. Um, everybody ready. Just again, keeping everything going according to plan. But I'm also there to help the guests. If the guests arrive at a venue and they don't know where to go, where can I find the bathroom? Where should I put the cards and gifts? That's all a part of my job. Yeah. And then I'm there through the reception, pretty much to the very end. Um, there are some venues where I'm turning off the lights. Um, because I'm just making sure that everything has been taken care of for that couple so that

New Venues, Rehearsal Recon, And Exits

SPEAKER_01 27:08

they can enjoy the day to the fullest.

SPEAKER_00 27:10

Now, are you like more often going to like new venues? Are you kind of going to like the same?

SPEAKER_01 27:17

I I am really um all over the place. Um, so I absolutely positively love being here at Birchwood. It's one of my favorite venues. And um I like to be here as often as I can. So, but couples hire me independently. Yeah. So I don't come along with the with the venue. I'm not part of the package. So I'm an I'm that vendor that you hire outside. Yes, yes.

SPEAKER_00 27:47

What's it like for you as a day of coordinator? Because you kind of need to know all the things. Like you were saying, I know where the bathrooms are, I know where this is, I can get you over here, I can get you over there. What's it like going to a venue that you haven't been to before?

SPEAKER_01 28:01

So that's where um rehearsal is very important for me. Um reho rehearsal is that time where I can go over those little details with the couple, but it's also the time where I get to look around and I'll go and find the bathrooms. I'll I'll ask where the handicap parking is, anything like that that I can get myself familiar with.

SPEAKER_00 28:25

Yeah, I mean, you gotta I have to get the lay of the land, figure out where all the things.

SPEAKER_01 28:31

Take it all in. Take it all in.

SPEAKER_00 28:33

No, I love that. Yeah. Is there a part of bringing the couple's vision to life, the ideas that they have, that like you just like what part of that do you just love doing?

SPEAKER_01 28:46

Well, it's so neat when they plan everything. And sometimes they're unsure. Do you think this will work? Um, yeah, let's just let's try it. Let's try it. Um, but there are some brides um and couples, they like to do an exit. I'm sure you're familiar with with the exits. And we love a good exit. Yes, I do too. And I just am always so happy and proud when it works and the guests are so willing to participate. That's one of the the highlights, I think, when because you're not sure. You're asking other people to help out.

SPEAKER_00 29:28

Yeah, we need a lot of wrangling. That's probably the worst wrangling part is the exit.

SPEAKER_01 29:33

It is. Um, but then when it happens and the couple, they're so excited because it worked. Um that's great to see. Yeah. Great to see.

SPEAKER_00 29:44

Are there wedding trends

Trends: Polaroids, Exits, And Fewer Tosses

SPEAKER_00 29:46

that you're loving that are maybe new or fresh in like maybe the last year or so?

SPEAKER_01 29:52

Yeah. Well, I would have to say definitely um the the old school Polaroid cameras coming back. I s and everyone taking little snapshots. I just think they that is such a cute touch that has been added um over the years. Definitely the exits. Um, you know, we've gone from sparklers to the wands to bubbles. Um that is that is something that has been new the last couple of years that I think is just such a great touch. Um, and I know that the guests, it kind of gives the guests a chance to see the couple um for one last time.

SPEAKER_00 30:37

See them off.

SPEAKER_01 30:38

Yes, see them off. It's so fun. Um, so that that has been that has been definitely a treat. Um, but you know, I still like the traditional things too. Um the the dances that occur with the bride and her father or the groom and his mother. Like they're extra special too.

SPEAKER_00 31:00

Yeah, for sure.

SPEAKER_01 31:01

Um, but I guess one of the things that I don't see quite as much um is the the traditional bouquet toss or the garter um from years and years ago. Uh just because maybe their guests aren't um it's not age appropriate for whatever reason. Yeah, just kind of like stopped happening, honestly. Stopped happening. Um, or there are couples too that will say to me, um, I just want to get through all the stuff so that we can we can have a good time and just dance.

SPEAKER_02 31:38

Yeah.

SPEAKER_01 31:38

And that's what you need to think about. You know, if you're if you're one of those couples that's that doesn't need all of that, yeah, um, then you don't have to. You can really do whatever you want. Yes, yes, you can really do whatever you want. And I think that's why I enjoy it so much because every wedding I go to is a little bit different.

SPEAKER_00 31:58

Yeah.

SPEAKER_01 31:59

And it has a little uniqueness depending on the couple and and what they want for their day.

SPEAKER_00 32:05

Yeah. And I'm curious, um, there's been a some of those like uh things that maybe we do or don't do or have changed a little bit here and there. I'm curious, like going back to that 2018-2019 kind of time frame for you, has the way that couples like experience the day, the like heart behind it, has that changed much from that time to now?

SPEAKER_01 32:30

No, I don't

First Look Or Not: Timeline Tradeoffs

SPEAKER_01 32:31

think so. You'll think so. I think um, you know, the couples, I've I am just so grateful and blessed for all of the weddings that I've been able to be a part of. And um every everyone has added something a little bit to their day that I think is that is a special touch for them in a particular way. And um, it's it's just I love to see couples loving their day. Yeah. And um, that's what makes it extra special. Yes, definitely. Um, but I think the the timeline has kind of evolved a little bit too from those weddings long ago, um, where it was definitely more traditional. I do think the timeline is a little bit different as far as having a first look. Okay, that is something that um is new on the on the scene, I would say, within the past years. Um, you know, if you ask older people that have gotten married, they never did a first look. So that's something new that has been added to the timeline a little bit. Do you like a first look for a timeline? Um honestly, uh, I think it really depends on, again, what that couple wants to do during the reception. Because for some couples, it works beautifully. Works beautifully. And then for some couples where I see the groom see the bride or for the first time, you know, and then everybody has tears, there's just something to that too.

SPEAKER_02 34:14

Yeah.

SPEAKER_01 34:14

So it really depends on on your day and what what you want.

SPEAKER_00 34:18

Yeah.

How To Get The Most From Your Coordinator

SPEAKER_00 34:19

I as a vendor, I love a good first look. I love a good first look into private vows. That's just like so sweet. I say all that, and my wife and I, we did not do a first look. We kept it traditional. So totally agree. It's like it's whatever you want it to be. And I think I think it's that's okay. Yeah. Like you don't have to do a first look.

SPEAKER_01 34:42

No, you don't.

SPEAKER_00 34:42

But it does open up a little bit more time for photos before the ceremony. So it's kind of like, do you want that special intimate moment, or do you want to have it kind of play out differently? Sure. Um, I'm curious, like, what couples could do to get the most out of their day of coordinator. Is there something they could be asking you, or is there something that they could like clue you in on that, or what what could they do to kind of get the most out of their coordinator?

SPEAKER_01 35:10

Uh again, um, it's being in communication with me right from the start, letting me know um what what they want the day to look like so that I can get to know them a little bit better too. And then that way I can work with them. I can be be a little bit more um a little closer to them so that um if I would have to ask them a question, for example, um that they're just like, yes, yes, you do it, you do it, you you know what to do. And that's what I want. I want them to develop a rapport with me that we're connected.

SPEAKER_02 35:57

Yeah.

SPEAKER_01 35:58

And that's what helps too, to make the most of it. And that's how I can do my job to the best of my ability, is because we have been in communication since the first day.

SPEAKER_00 36:12

Yeah. No, it seems like um the more if you're a couple and you have a coordinator, the more you can tell them, the more that they know about all the stuff, yes, the better they can execute. Exactly. If they if they don't have that piece of information, they can't make it happen.

SPEAKER_01 36:27

Right, right. So prior to the the wedding day, um maybe a couple of weeks to a month, um, the couples and I talk on the phone at least, um, or we FaceTime or do something. Yeah. Um, so that we have just a

Lessons Learned: Teaming With Vendors

SPEAKER_01 36:46

moment. Some some couples, they will talk for hours, telling me everything about their day and everything that's going to happen from um, well, don't forget my brother will be arriving at this time. And then the grandparents, I want them to have a certain um cursage and boutonier, all of those little, little, little details. And then there are some couples that um, you know, they don't have all of those little details. And um, you know, our conversation could be a half hour just going over who are the vendors, what time is everybody arriving? Um, the timeline might be a little bit more simple. And um, they just expect me to run the show, and I do. Yeah. I do. So I can do with a little and I can do with a lot.

SPEAKER_00 37:38

Yeah. No, I I totally see that. Um when you started your business. Um, did you think that you would be like here what, seven, eight years later, like still doing it, still loving it?

SPEAKER_01 37:54

Um, it has definitely evolved. You know, when I think back to that first wedding in 2019 that I did, um it seems so so simple. And um, I don't my involvement wasn't nearly as much as what it is now. I feel so much more connected, I feel so much more involved with the even with the planning process. And it's like when I see the the couple at rehearsal, we can't help but like hug each other because we've been talking back and forth and we've been in communication that it's I'm so excited to see them.

SPEAKER_02 38:37

Yeah.

SPEAKER_01 38:38

And there could be couples that we've been in contact for over a year because they've reached out to me, or you know, even if it's just months, but it definitely has evolved with the relationship of the couples. And I just think that I am so much more connected because I know what they need, um, and I know what makes the day a great day. And so I help to just put all of that into place for them.

SPEAKER_00 39:08

Is there anything besides, because I'm hearing like a lot of the connection piece that maybe there wasn't as much connection off the jump with your business, with your couples

Growth: Social, Referrals, And Venue Partners

SPEAKER_00 39:18

that you were serving? But is there anything outside of the connection piece that you feel like you missed out on in that early stages of your business that you would like, if you could go back and tell yourself when you're starting out, like, hey, don't forget about this other thing. It's really gonna help.

SPEAKER_01 39:34

Yeah, I think uh I think that has to do with working with the other vendors. And when I look back to those first weddings, um I I was more about making sure that everything was going according to plan, but I didn't check in as much with the other vendors. Um, with the caterer. Are we on time? Do you have everything you need? Is there anything you need me to do for you? And that is something that I am so grateful that I'm able to do now because I didn't do that before. And that has really helped me to work as a team. Yeah, and get the day going and going so smoothly.

SPEAKER_00 40:23

Um I mean, I love when we get the check-in. I mean, it's it's nice to say no, we're good, but it's also nice to know that someone else is looking out for us too. Absolutely. Yeah. Because it does.

SPEAKER_01 40:35

And even even the DJ, I you know, when I first started, I didn't do this, but the DJ, I would I go and check in with the DJ. Do you need a drink? Um, do you need me to just stand here for a second while you use the restroom? Just those little things that help make the team work. Yeah.

SPEAKER_00 40:56

So is there anything that you feel like you've done specifically to help you like grow your business? Whether that's like something to increase the inquiries you were getting in, something that you did in like your booking process that really like leveled you up?

SPEAKER_01 41:15

Um, definitely the social media. Uh, it has been my friend, um, Facebook and Instagram, definitely, but also word of mouth and doing a good job. Because then when um I have a bridal party and maybe there's a bridesmaid that is engaged, and um, she saw how hard I worked, or um, you know, how well the day went, uh, then then she contacts me maybe a couple of months later and said, Hey, you did my friend's wedding, everything went so well, would you be willing? And um, that has really helped me. But I will also say um what helps me is the venues. Okay. Birchwood has just been um so, so kind to me.

Systems: Checklists, Paper Backups, Weekly Admin

SPEAKER_01 42:06

And when someone is looking for a day of coordinator, um, they recommend me.

SPEAKER_02 42:12

Yeah.

SPEAKER_01 42:13

So that has been um, you know, such a privilege and an honor that they that they do that. And that's how I've been able to get more and more people interested in my service.

SPEAKER_00 42:25

Yeah, I mean, it is a testament though to like how you work because they would not recommend a vendor. And this is maybe something for for both couples and vendors that are listening. Other vendors are not gonna recommend vendors that don't do a stand-up job. Correct. Because if I say, hey, go hire Kelly for your day of coordinating, like coordinating, yeah, that's so weird. Coordinating, uh, your day of coordinating, um, I'm I'm basically putting my name, my stamp of approval to say, yeah, I think she does a good job. And if you don't go do a good job, they're gonna come back to me and then be like, hey, you thought Kelly was great, but she, you know, that's gonna work out. Yeah. So if you are showing up, like you're saying, every time they know if Kelly's gonna be here, it's gonna everything's gonna run smoothly. Right. It's all gonna be good, we're not gonna have any hiccups. And if we do, you're gonna take care of them. That's how you get that word of mouth where it's uh a high, like it's a hot lead, meaning like they're more likely to book you if you're a vendor that's listening. Um, if someone random walks into your store, they have no idea if they trust you, what you are, who you are, what you're about. Right. But when you have a friend or another vendor that's saying, Hey, this is the person I recommend, yeah. Like that goes a long way.

SPEAKER_01 43:50

Correct.

SPEAKER_00 43:50

Um, so it's a testament to what you said. You never know who is watching how you're doing what you're doing on the wedding day.

SPEAKER_01 43:58

Exactly.

SPEAKER_00 43:59

There could be 20 of those bridesmaids getting married soon that are seeing what you're doing, how you're doing it, seeing that finished product if you're in the media space, like photo video, but how you are on the day, the experience that you're giving your couples.

SPEAKER_01 44:15

And how you're handling the stress of the day too. Um, because that's one of the one of the biggest things that I I hope I can do is keep those couples calm and um reassure them that I I have it all under control. I'll take care of it.

SPEAKER_00 44:33

Yeah. So you sound super organized for the day of stuff. Is there anything that helps you tools, habits, strategies that help you stay organized in your business, keep all the the names together, all the information together?

SPEAKER_01 44:49

I do. Um so uh it's not just one one package deal though. Um I'm kind of old school in the way I I do.

SPEAKER_00 44:58

Don't tell me you write everything down. Well, you're gonna stress me out.

SPEAKER_01 45:01

No, I don't write everything down, but I will tell you that for a wedding, I print hard copies.

SPEAKER_00 45:08

Yeah, I'm down for printing for sure.

SPEAKER_01 45:10

I just always have a hard copy just because you never know what's gonna happen with your phone. But um, I do keep a lot of things on on my phone as far as as dates so that I know if I'm available or not available very quickly. Um, but then as far as my own bookkeeping records, I do um still write things down um just so that I have it. Um

Final Tips, Booking Info, And Closing CTAs

SPEAKER_01 45:39

I keep track, I know this may sound silly, but I keep track of mileage. Um, I keep track of if it's um an expense or not, depending on things. So I do have my own system. Yeah. And I do um I do it weekly. Um, I don't let things pile up.

SPEAKER_00 46:00

I'll let it pile up. I need this advice. Speak it to me.

SPEAKER_01 46:04

Yeah, that stresses me out. Um, so I do things on a weekly basis, yeah, just so that I can stay ahead of it um and not get so bogged down at the end.

SPEAKER_00 46:15

Yeah, this is totally not wedding related, but I have to. Story is so funny. We traveled full-time in a camper for three years, uh, my family and I, and we were uh out in California trying to get back to Pennsylvania. Uh, I promise I'll make this story quick. We were calling everywhere, couldn't find a campground, found a campground. Uh-huh. Uh, sweetest lady, her name's Claudia. Uh she took my payment over the phone. We got it all situated, and I said, Hey, could you send me like a receipt? Could I have something that like confirms once we drive 2700 miles back, we'll have a spot to park our camper. Right. And she goes, No, honey, I got it written down. You're good to go. And I was like, Okay. Okay. Yeah. It's so funny. It's a testament though that like she has a system, she knows where all of our stuff is, she has it written down in all of the places. It sounds like you have your system. I do. You write stuff down, you keep track of all your stuff. Yeah. And I think the biggest thing though is you find something that works and you stick to it. Right. And then your couples benefit from an organized, systematic approach. You're not missing names, right? Messing updates. Yes. All of that's neat and tidy.

SPEAKER_01 47:35

Yes, it is. It is. Um, I have my folders for sure where I just I I keep everything in and so that I have it at a glance. Yeah. And that's important to me because I want to be able to reference very quickly.

SPEAKER_00 47:48

Yeah, when you need to. I I always say like I don't I know very little until I jump back into those note tabs and and just refresh because there's always so much going on. You're you're wearing so many different hats. You're marketing, right? You're running your business, your CEO, you're you're doing the the tax numbers and all that stuff.

SPEAKER_01 48:08

Yes, exactly.

SPEAKER_00 48:09

And serving your couples all at the same time. There's a lot that goes into it. There is definitely. Kelly, you've just been like full of so many like helpful tips and tricks, and even just like explaining more about your processes, it's been just so cool, hearing your journey. I'm wondering if you have like one final tip. Maybe it could be like couple for couples for vendors that like you would want to leave us all with.

SPEAKER_01 48:34

Well, one of the things that I do to get ready for a wedding is I actually study um Thursday night before a wedding. That's such a teacher thing, teacher thing to do. It is such a teacher thing. I'm gonna study too. I study uh the names of the bridal party. Um, I even study the vendors so that when a vendor comes in and they say, Hey, I'm the DJ, I know who that is off the top of my head. Uh again, just making it more personal so that everybody knows that they're important or feel important. Yeah. Um, so it's that little bit of being prepared. Um, it just shows the couple that um their day is important to you.

SPEAKER_00 49:22

Yeah. I mean it it goes a long way. And maybe it just takes another extra 10 minutes or 15 minutes to kind of go over all that stuff. Right. Exactly. Is there is there a way that couples can be like kind of tying into that preparedness too?

SPEAKER_01 49:36

I think um my my biggest recommendation for couples is when you are doing this whole wedding planning, um enjoy it. Enjoy every moment of it, but also don't let it go to the very end. Maybe try to do something a little bit each week, or even if it's something a little bit each month, so that you can enjoy that process. So it doesn't come down to those final days and you're feeling so stressed.

SPEAKER_00 50:06

Yeah. Definitely don't want you guys feeling stressed coming into the audio. Right, right.

SPEAKER_01 50:11

Um excited. Yeah. More excited.

SPEAKER_00 50:13

Definitely, definitely. Well, thank you, Kelly, for being on. Thank you. Um I enjoyed our conversation so much. And I hope everyone listening or watching enjoyed hearing more about Kelly's day of coordinating business. Um, where can people find and follow along with your work?

SPEAKER_01 50:29

Okay, on Facebook, it is Kelly Snayberger Wedding Coordinator, Instagram Kelly Snayberger. My email is Kellysnayberger at gmail.com.

SPEAKER_00 50:40

Perfect. And we'll have all that linked down below. Um, do you have anything coming up that you're excited about?

SPEAKER_01 50:46

Oh, I have um lots of weddings still this season. So I'm looking forward to each and one of them. Um, it has been such a blessing. Um, I'm so, so grateful for everything and the couples and the connections I've made with people. And um, it's a privilege. It's my privilege. Yeah. So thank you very much for having me. Yeah, of course, of course.

SPEAKER_00 51:10

It was so fun. Um, make sure you guys, if if you see those links down below, you're connecting with Kelly and even just like picking your brain on some of the stuff that we talked about today. It's so fun.

SPEAKER_02 51:20

Yes, for sure.

SPEAKER_00 51:21

And uh, I hope you guys enjoyed this episode. If you're watching on YouTube, make sure you guys subscribe, like the channel, like this video, subscribe to the channel, drop a comment down below, let us know you know what you thought of this episode. Uh, if you're listening, I would love if you could leave us a review on whatever podcast listening site that you're on, Spotify or Apple Podcasts. Um, and that is all for this episode.

SPEAKER_01 51:45

And I hope to hear from all of these lovely couples too that are newly engaged and looking for a day of wedding coordinators. Absolutely. Please reach out to us.

SPEAKER_00 51:55

Absolutely. So that's all for this episode, and we'll catch you guys next time on the preferred list. All right.

SPEAKER_01 52:00

Thank you very much. Yeah.