Frequently Asked Questions
Still have questions? Take a look at the FAQ or reach out anytime. HAPPY TO CONNECT!
No. 1: getting started
Choosing the right level of support can feel unclear at first. These questions help couples understand what a wedding planner or coordinator actually does, and whether having professional support makes sense for their celebration.
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Not every couple needs a full-service wedding planner, but most weddings benefit from having a dedicated coordinator in place. Even thoughtfully planned celebrations involve timelines, vendors, logistics, and moving parts that are difficult to manage while also trying to be present and enjoy the day. At Theo Event Co., we support couples planning weddings in Toronto and the GTA by stepping in to manage the details behind the scenes, ensuring everything runs smoothly so you don’t have to coordinate your own wedding day.
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Hiring a wedding planner for a small or intimate wedding helps ensure timelines, logistics, vendor communication, and details are expertly managed so couples can focus on the experience. Theo Event Co. specializes in coordinating intimate celebrations in Toronto that run smoothly with calm intention.
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A wedding coordinator manages the details that keep the day running smoothly, from confirming timelines and vendor arrivals to overseeing setup, transitions, and last-minute adjustments. We act as the main point of contact, solving problems behind the scenes so couples can stay present and enjoy their celebration without managing logistics.
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A Venue Coordinator and a Wedding Coordinator are two distinct roles in organizing a wedding, but their responsibilities and focus areas differ. A Venue Coordinator is typically an employee of the wedding venue. Their primary responsibility is to oversee the logistics and operations related to the venue itself. Their duties may include: managing the venue's facilities, setting up and arranging the venue, assisting with technical requirements, and managing venue-related logistics.
A Wedding Coordinator works closely with the couple to bring their vision to life and handle various aspects of the wedding day, such as vendor coordination, wedding timeline creation and logistics, and on-site coordination on the event day. At Theo Event Co., we step in during the final month and the day of your wedding in to ensure seamless flow and stress-free celebration.
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Yes. Many couples we work with have already planned the majority of their wedding and are looking for support to bring everything together. At Theo Event Co., we step in during the final month to review details, confirm logistics with vendors, create and manage the timeline, and oversee the wedding day so everything runs smoothly. This allows couples to hand off coordination and fully enjoy the celebration they’ve planned.
No. 2: How We Work
Every planner works differently. This section outlines our approach, the types of couples we work best with, and what you can expect when we step in to support your wedding planning process.
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We work best with couples who are planning intimate, thoughtfully curated weddings and want a calm, organized presence supporting them throughout the process. Our clients tend to value meaningful details over excess, clear communication over chaos, and being fully present on their wedding day rather than managing logistics. At Theo Event Co., we support couples planning intimate weddings in Toronto and the GTA who want their celebration to feel intentional, well-run, and genuinely reflective of who they are.
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Yes. From our initial consultation through to the wedding day, you’ll be working directly with me, Lo. I intentionally take on a limited number of weddings in Toronto and the GTA so each couple receives focused, consistent support. This ensures clear communication and continuity throughout the planning process and on your wedding day.
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Yes. As part of our coordination services, Theo Event Co. handles vendor communication and confirmations in the final weeks leading up to the wedding. This includes confirming timelines, arrival times, and key details so everyone is aligned and the day runs smoothly. Acting as the main point of contact allows vendors to focus on their work and couples to step back from last-minute logistics.
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We rely on clear systems, detailed timelines, and proactive communication to keep everything on track. This means reviewing contracts, coordinating with vendors, and anticipating key moments well before the wedding day. This preparation allows us to manage logistics and address any adjustments behind the scenes, ensuring the day flows smoothly from start to finish.
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Yes. We take over vendor communication and confirmations in the final weeks leading up to the wedding. This includes confirming timelines, arrival times, and key details so everyone is aligned. Acting as the main point of contact allows couples to step back from last-minute logistics and enjoy the lead-up to their day.
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Venues we’ve done weddings at include: Ancaster Mills, Archive Studios, The Arlington Estate, Graydon Hall Manor, Art Gallery of Ontario (AGO), Malaparte, Arcadian Court, Sassafraz Restaurant, Drake One Fifty, Harding Waterfront Estate, Hotel Ocho, Archeo, The Loft, Airship 37, Hotel X, Piper's Heath Golf Club, Blu Restaurante, Country Heritage Park, The Doctor's House, The Country Club, Hazelton Manor, The Grand Luxe Event Boutique, Private Residences, and more…
No. 3: On the Day & Logistics
Your wedding day involves many moving parts behind the scenes. The questions below cover how logistics, timelines, vendors, and transitions are managed so the day unfolds smoothly and without added stress.
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We create and manage the wedding day timeline from start to finish. This includes coordinating with vendors, overseeing key transitions, and keeping the day moving smoothly behind the scenes. By managing the timeline on the day itself, we ensure everything flows as planned and couples can stay present without watching the clock.
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Yes. On the wedding day, Theo Event Co. acts as the main point of contact for your vendors so communication stays streamlined and calm. This means quietly coordinating arrivals, setup, and any adjustments behind the scenes, allowing the day to unfold naturally and without interruption. Couples are free to stay present, connected, and focused on the experience rather than logistics.
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When an officiant or priest leads the rehearsal, Theo Event Co. is present to observe the ceremony flow and take note of any instructions given. If the rehearsal is not led, we step in to guide it and ensure everyone feels comfortable and confident going into the wedding day. This includes walking through the ceremony flow, clarifying timing and cues, and answering any questions so the experience feels calm, relaxed, and well understood.
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Yes. We gently guide family members and the wedding party through key moments and transitions on the wedding day, keeping the flow calm and seamless for everyone involved.
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The wedding day unfolds with structure and ease. We’re there early to oversee setup, manage the timeline, and coordinate vendors so everything moves smoothly without drawing attention. Throughout the day, we quietly guide transitions, handle questions as they arise, and make adjustments behind the scenes as needed. This allows couples to stay connected to the moment, present with their partner, family, and guests, rather than thinking about what’s happening next or managing logistics themselves.
No. 4: Planning Timeline & Timing
Knowing when to bring in a coordinator, and how the final weeks typically unfold, can make a big difference. These questions explain timing, availability, and when support officially begins.
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Most couples bring in a coordinator once the larger decisions are in place and the focus shifts from planning to execution. This is typically in the final 4–8 weeks before the wedding, when timelines, vendor details, and logistics need to come together. Stepping in at this stage allows the final weeks to feel supported and organized, so couples can move into the wedding day feeling confident rather than preoccupied with details.
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Most couples reach out a few months before their wedding, often once the date and venue are confirmed and planning begins to feel more real. For coordination services, booking usually happens closer to the wedding date, while earlier inquiries allow for more flexibility. Availability can vary by season, so reaching out sooner rather than later helps ensure the right level of support at the right time.
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We begin working together in the weeks to month leading up to the wedding, once planning is largely complete and attention naturally turns to how the day will unfold. This is when details are reviewed, conversations with vendors begin, and the timeline takes shape. Starting at this point allows couples to gently hand things off, creating space to focus on the experience ahead rather than the logistics behind it.
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We intentionally take on a limited number of weddings each season to ensure every couple receives focused, attentive support. For coordination services, we typically work on one to two weddings per month so our attention is never divided. This approach allows us to be fully present and responsive, ensuring each celebration is handled with care rather than treated as one of many.
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Yes. We work with couples planning weddings throughout the GTA and beyond, including locations such as Muskoka, Niagara, and Montréal. Travel and logistics are discussed early on to ensure expectations are clear and support remains seamless, regardless of location.
No. 5: Fit & Next Steps
Working together should feel like the right fit for both sides. This section answers common questions about consultations, booking, and what the next steps look like if you’d like to move forward.
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Yes. Theo Event Co. offers a complimentary consultation for couples planning weddings in Toronto and the GTA. This conversation is an opportunity to talk through your plans, timeline, and what kind of support you’re looking for, while also ensuring we’re a good fit for one another. There’s no pressure to book us. It’s simply a chance to connect, ask questions, and see if our approach to wedding planning and coordination feels right for you.
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The next step is to schedule a consultation so we can talk through your plans and see if working together feels like the right fit. From there, we’ll outline the level of support that makes the most sense and, if aligned, move forward with a contract to secure your date.
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Yes. A signed contract and deposit are required to officially reserve your date. This ensures clarity for both sides and allows us to commit fully to your wedding. All details are outlined clearly before anything is finalized, so you can move forward confidently.
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That’s completely okay. Many couples begin the conversation without knowing exactly what level of support will feel right. During the consultation, we’ll talk through your plans, priorities, and where you’d most benefit from support. From there, we can recommend an approach that feels aligned, without committing to more than you need.