You're in The Overlook's lavish 1,000-square-foot bridal suite, hair done, makeup perfect, but your maid of honor can't find the bouquet,s and half your family is still parking. It's 2:47 PM, and your ceremony starts at 3:00. This is exactly when your day-of coordinator at The Overlook at KC Bison Ranch steps in, locates the flowers in the groom's lounge where they were moved to stay cool, redirects parking, and gets you down the aisle at 3:02 without you ever knowing there was a problem.
Every package at The Overlook at KC Bison Ranch includes a day-of coordinator. Kadie Hudgins brings seven years of wedding planning experience to the role, while Kirstin Harper and Rebecca Jackson round out the planning team. One of them is assigned to your wedding during the 45-day planning meeting, and from that point forward, they own your timeline.
Your coordinator at The Overlook sits down with you to finalize every detail. They review vendor arrival times, walk through the ceremony processional, map out reception timing from grand entrance through last dance, and build a timeline that accounts for how long it actually takes to move guests from ceremony to cocktail hour and when you need to leave for golden hour portraits over the vineyards.
This isn't a rough schedule. It's the document they'll reference every 15 minutes on your wedding day to keep everything moving.
Your coordinator at The Overlook arrives early and handles vendor arrivals while you're getting ready in the 1,000-square-foot bridal suite. The photographer needs to know where to find you. The DJ has questions about the sound system. The florist delivers arrangements for the Choice or Elite Package. Your coordinator manages all of it, so these questions never reach you.
When your ceremony runs eight minutes long because your officiant added extra remarks, your coordinator is already recalculating. Cocktail hour extends by ten minutes, which means she's coordinating with your photographer to adjust golden hour portrait timing. She updates you only if the change requires a decision from you.
The transition from ceremony to cocktail hour is where timelines stall. Guests want to congratulate you and linger. Your coordinator at The Overlook positions herself near the ceremony exit and directs guests toward the covered patios where bourbon barrel bars are already open and appetizers are circulating.
When it's time to move from cocktail hour to reception, she coordinates with the DJ to make an announcement, monitors who's still outside, then signals the catering team when guests are seated so service can start. If you've planned a grand entrance, she stages you in the groom's lounge, confirms the DJ has everyone's name pronunciations right, and cues you when the room is ready.
Kadie Hudgins has seven years of wedding planning experience, which means she's seen most problems before they happen. If your ceremony is at 5:00 PM and you want golden hour vineyard portraits, she already knows you'll need to leave cocktail hour early, and she's built that into the schedule.
Because The Overlook at KC Bison Ranch is an all-inclusive venue, your coordinator manages the in-house teams too. Bartenders, catering staff, setup and teardown crews all report to her on your wedding day. That unified structure means faster problem-solving.
The Classic and Choice Packages at The Overlook include day-of coordination starting 45 days out. The Elite Package gives you full planning from the moment you book. Your coordinator helps design your event, coordinate vendors, create your floor plan, select menu options, and build your timeline months in advance through multiple planning sessions.
Either way, the day-of execution is the same. Your coordinator is on-site, managing logistics, keeping vendors aligned, and protecting your timeline.
If out-of-state guests are staying in The Overlook's four modern lodges that accommodate up to 37 guests overnight, your coordinator helps manage that timeline too. For Florida and North Carolina couples booking destination weddings with multi-day stays, she ensures everything flows across the full weekend, from welcome gatherings to farewell brunches.
Your job is to show up, get ready, marry your partner, and enjoy the celebration. Your coordinator's job is everything else. You don't track down vendors, manage timing, or move guests. You trust the person who built your timeline 45 days ago to execute it exactly as designed.
When you leave through your sparkler tunnel, vintage car, or helicopter exit, your coordinator at The Overlook is still on-site managing teardown. You won't see that part, but it happens.
Day-of coordination is included in every package at The Overlook at KC Bison Ranch because weddings don't run themselves. Kadie Hudgins, Kirstin Harper, and Rebecca Jackson keep your timeline moving so you stay focused on what matters. Located between Dahlonega and Cleveland, Georgia, The Overlook's experienced planning team ensures your celebration flows seamlessly from start to finish.
Contact Ashley Maryanski at (770) 758-9137 or Ashley@weddingsattheoverlook.com to schedule a tour and learn how our planning team handles coordination at The Overlook. Visit www.weddingsattheoverlook.com to explore our all-inclusive packages.
Can guests stay overnight on-site?
Yes! The Overlook at KC Bison Ranch has four modern lodges that accommodate up to 37 guests overnight, perfect for multi-day retreats and celebrations.
What's included with day-of coordination at The Overlook?
Day-of coordination includes timeline management, vendor coordination, ceremony and reception flow management, and on-site problem-solving. Your coordinator handles vendor arrivals, guest transitions, and all logistics so you can focus on enjoying your celebration.
When does my coordinator start working on my wedding?
Your coordinator at The Overlook begins detailed planning 45 days before your wedding with a meeting to finalize your timeline and logistics. Elite Package couples work with their coordinator from the moment they book.
Where is The Overlook located?
The Overlook is located between Dahlonega and Cleveland, Georgia, surrounded by the Blue Ridge Mountains and a scenic drive from Metro Atlanta.
Kim Chapman, a Georgia native and UGA graduate, is a first-generation rancher. To embrace this new way of life, Kim sold a successful business and left life on Lake Lanier to move to the mountains and embark on this new venture. He has a son, Kyle, and a daughter, Kaci, both in their mid-twenties. As a child, one of Kim’s favorite hobbies was collecting buffalo nickels, and he has always been a lover of big animals. This is evidenced by his canine companions, a Great Pyrenees named Prince, and a Leonberger named Samson. He is excited to offer his God-given resources to others and watch them multiply.
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