Let Someone Else Handle the Details on Event Day

Day-of event coordination in Tyler for clients who have planned their event and want professional execution on the day.

You have spent weeks or months planning your event in Tyler, selecting vendors, finalizing timelines, and making decisions about every detail. But on the day itself, you need someone to manage vendor arrivals, handle setup, communicate with your team, and solve problems without involving you. Day-of coordination ensures that the plan you built actually happens, and that you can be present as a host rather than a manager.

Black Dog Functions LLC provides on-site coordination starting shortly before your event. We review your existing plan, confirm details with your vendors, and manage execution on the day. Our role includes directing setup, maintaining your timeline, communicating with vendors and staff, and handling any issues that arise so you do not have to.

If you have planned an event in Tyler and want professional coordination on the day, contact us to discuss your timeline and needs.

Corporate & Work Event Planning

Birthday Party Planning

Graduation Party Planning

Holiday & Seasonal Event Planning

What we do behind the scenes while you host

We begin by reviewing the plan you have already created, including your vendor list, timeline, floor plan, and any special instructions. In Tyler, day-of coordination often starts a few hours before the event begins, giving us time to confirm that vendors arrive on schedule, setup proceeds correctly, and any last-minute adjustments are handled. We carry a printed timeline and contact list, and we stay in communication with your vendors throughout the event.

After the event, you will notice that everything happened on time, vendors knew where to go and what to do, and problems were resolved without interrupting the gathering. You were able to greet guests, participate in the event, and enjoy the day without managing logistics.

We coordinate with caterers, rental companies, entertainers, and other vendors to ensure they follow your plan. Our role includes directing load-in and setup, troubleshooting technical issues, and managing transitions between different parts of the event. We do not replace your vendors or make major changes to your plan, but we ensure that the plan you created is executed smoothly and professionally.

A few common questions about day-of coordination

Clients considering day-of coordination in Tyler often ask about timing, what is included, and how we handle unexpected problems. These questions help us clarify our role and set expectations for the day.

When do you arrive on the day of the event?
We typically arrive two to four hours before your event starts, depending on the complexity of setup and the number of vendors involved. This gives us time to coordinate arrivals, direct setup, and confirm that everything is in place.
What is the difference between day-of coordination and full event planning?
Day-of coordination begins shortly before the event and focuses on executing the plan you have already created. Full planning involves building the plan from the beginning, including vendor selection, design decisions, and timeline development.
How do you handle vendor issues if something goes wrong?
We troubleshoot the issue using your vendor contacts and any backup options available. You will be informed if a decision is needed, but we handle communication and logistics so the problem does not disrupt your event.
What information do you need from me before the event?
We need your vendor list with contact information, your event timeline, floor plan or setup diagram, and any special instructions or priorities. We review these details in advance so we can manage the day effectively.
Do you coordinate events in Tyler at outdoor venues or private homes?
Yes, we coordinate events at outdoor venues, private homes, banquet halls, and other locations in Tyler. Each setting requires different coordination, and we adapt our approach based on the space and your plan.

Day-of coordination in Tyler allows you to enjoy the event you worked hard to plan without managing the execution yourself. Black Dog Functions LLC handles vendor communication, timeline management, and problem-solving so you can focus on your guests. Learn more by reaching out to discuss your event.