DAY OF ASSISTANTS

I am so grateful that you are considering working for "Madeline Hockley Weddings." We are a boutique planning company that serves the Simcoe-Muskoka area and averages 40+ weddings per season with the goal of growing our team in lead planners and number of events! About half of our weddings are at private properties (people's cottages) and the rest are at other venue resorts around Simcoe-Muskoka. While most of our weddings take place throughout Muskoka, we are happy to travel anywhere within the Simcoe–Muskoka region. This typically includes locations within approximately one hour of Gravenhurst. We are amazing at logistics and design but what makes us stand out, is the incredible hospitality we provide to the couple and their guests.

Our job as planners is to take on the stress, interruptions and anything that goes wrong on the wedding day so the couple and their guests are able to enjoy and be present. This is a lot mentally as weddings are extremely stressful. Couples + guests say things and expect things on a wedding day that differs from other events. Aka - we can't mess up someone's wedding day, a day that they will remember forever so the pressure is on for us to deliver what they want, within reason.

We do the one million tasks on the wedding day so that the couple can enjoy it. They are investing in planners to do the work, so they don't have to - that is the service we provide and sell. Most times, no one sees the tasks we do behind the scenes. However, if they aren't done the wedding may be disrupted and might not even happen! Our job is critical to making the wedding day happen smoothly, and they have trusted us to work hard for them.

So are wedding days glamorous? Not really! Planners are moving everything! Chairs, ice, candles, lugging decor, etc. for the entire shift. Weather is always a factor and we are often sweating or standing in the rain as we move chairs or hold umbrellas to ensure the guests are cool and dry. Our job is to solve all the problems that come up, even though when we step into a wedding day, we have no idea what those problems will be!

EXAMPLE OF POSSIBLE ASSISTANT TASKS:

  • Setting up ceremony (chairs, signing table, decor)

  • Setting up cocktail (welcome table, seating charts, statement displays etc.)

  • Setting up reception (stationery is huge - you'll set up place-cards, double check place-cards with seating chart, menu cards, fold and place napkins, set up candles on each table, favours, other centrepiece decor, if private property set table (glassware, flatware, plates, chargers etc)

  • Ceremony Execution - signalling with lead planner when wedding party needs to walk - often with the bride, moments before she walks

  • "Flipping from the ceremony to reception" (moving chairs from ceremony to reception, lighting all the candles, moving and repurposing florals, helping with extended family photos, getting the couple drinks + their appetizers, helping collect gifts, welcoming guests to cocktail hour)

  • Troubleshooting all client and guest problems (toilets are clogged, someone got sick, someone missed the shuttle to get here, getting Grandma a chair so she can sit, dealing with all weather problems - guests are hot, we will bring cold water, it's raining, we will get umbrellas -open up reception space earlier etc.)

  • Troubleshooting all vendor problems (hair and makeup running late, cake didn't show up, DJ is blowing a fuse with power issues, catering is running behind, bartenders need more ice, photographer needs assistance)

  • Private property we act not only as the wedding planners but venue coordinators so we are all knowing on the property (helping guests on and off the shuttles, know where more alcohol is for bartenders, where the catering needs to set up, where every vendor needs to go and greet them)

  • Clean Up - we are constantly ensuring the space looks flawless- never pass an empty drink, ready with a container to put the sparklers in once they are finished etc. When the ceremony is over we will clean it up. Cocktail hour complete - tidy it up. Dancing begins - we clean up the napkins, charger plates etc. for minimal clean up later. We pride ourselves in being one step ahead

  • We are team players - if any vendor needs us and we aren't doing something extremely time sensitive we will help.

  • When the couple or guests approach us we smile and ask, "How can I help?" That is the posture of a planner - if we don't know the answer, we assure them we will find out and report back or do the task. For example: if someone from table nine says they need more water, you take the pitcher and go to catering to fill it (private property, you would most likely do this yourself) and then bring it back to table nine. When they say thank you, we always respond with "my pleasure" or "it's a pleasure."

AVERAGE SHIFTS

You will always report to a lead planner. Shifts for assistant planners will be based on needs (can we set up Friday or does everything have to be done on the Saturday - that changes the start time drastically). The general shifts are from 10am-7pm. This allows you to set the tables/rooms, coordinate ceremony + cocktail and normally depart once reception begins.

COMPENSATION

Pay is $25/hour. You’ll work as a contractor and submit an invoice to Madeline Hockley Weddings for work completed on the Monday following each wedding. Payment will be issued within 5 days of receiving your invoice. You may claim your mileage as a business expense on your taxes, so we recommend keeping a mileage log for your records.

COMMITMENT BEFORE

On the week of the wedding you will receive: timelines, schedules and layouts that you will need to read. You will be connected with the lead planner, who will update you on any details, answer any questions, explain where to park + confirm your start and end time.

QUESTIONS?

We are an open book and would love to chat through the pros and cons and answer all your questions. Please don't hesitate to reach out.

NEXT STEPS

  • Send us your resume to office@madelinehockley.com and confirm you have read and understood the details of this position

  • We will reach out if it’s a great fit to schedule a google meet