What Is a Wedding Day Coordinator?
Updated: Sep 10
Haven’t we all experienced this: we’re at a wedding and the maid of honor, best man, siblings or other people close to the couple are so busy that they are far from actually “enjoying the wedding”? “There’s a flower vase missing. The DJ still hasn’t arrived, even though they should have been here ages ago. Has anyone put the gifts in the car yet? And why hasn’t the first course been served as agreed?” The list of examples and tasks is VERY long!
If I’m being honest, I always find this such a shame. Aren’t our maid of honor and best man usually some of the most important people in our lives? And don’t they deserve to enjoy the celebration to the fullest?
A “Wedding Day Coordinator” takes exactly this stress off your shoulders and those of your maid of honor and best man! Today, I’d like to give you a little insight into what a Wedding Day Coordinator is responsible for and how it all works.
After receiving your enquiry, we first arrange a phone call where you tell me about your general plans and the schedule for your wedding day. Based on this information, I create an individual proposal for you. For Wedding Day Coordination, I usually calculate around 20 hours of work (preliminary meetings with you and your vendors, coordination with your maid of honor, best man & family, creation of the wedding day timeline, preparations for the day and, of course, coordination on the wedding day itself).
Around 2–4 weeks before the wedding, we meet for a detailed handover.
This usually takes around 2–3 hours. Beforehand, you will receive a checklist from me as your Wedding Day Coordinator outlining all the information I need from you. This includes, for example, your vendors + their contact details and other information, the general timeline, seating plan, etc. The more information I receive from you, the better informed I am on the day itself and the better I can prepare for everything.
With all this information, I can now get to work.
I create a detailed timeline. What happens when? And when does each vendor arrive?
Once the timeline is complete, I contact all of your vendors. I introduce myself as their point of contact/Wedding Day Coordinator for the day, clarify any remaining questions and send them the detailed timeline. It is important that your vendors know that if anything comes up on the day itself, they contact me and not you. This way, no matter what happens, you can enjoy your big day from beginning to end!
The big day has arrived
While you’re enjoying a relaxed Getting Ready with your maid of honor or best man, I arrive at the venue. I take a look around and soon the first vendors begin to arrive.
I coordinate the setup, discuss all the details and take care of anything unexpected (and believe me, THAT happens at every single wedding 😊).
Often, a decision has to be made in the morning about whether the ceremony will take place outdoors or indoors. As your Wedding Day Coordinator, I regularly check the weather forecast and discuss the next steps with the vendors on site. I also take care of your final preparations, from setting up the welcome sign to arranging name cards, tissues for happy tears and anything else that needs to be done.
With my many years of experience, I have a perfectionist’s eye for both the smallest details and the overall picture. The final details are coordinated with all vendors on site and then it’s time: the bride makes her entrance! As your Wedding Day Coordinator, I give the singer a signal and the music begins.
While you enjoy your ceremony to the fullest, things continue moving behind the scenes. Together with the venue, I prepare the champagne reception, cake cutting and the final details in the dinner space.
For you, this is one of the biggest days of your life and you should be able to enjoy every single second! After all the work you have put into planning your wedding, you should know that on this once-in-a-lifetime day, there is someone taking care of EVERYTHING so that you can simply switch off and enjoy.
Throughout the day, as your Wedding Day Coordinator, I coordinate the entire schedule, take care of any little “problems” that arise, act as the point of contact for your guests, all vendors and, of course, you, always think one step ahead and stay in constant communication with the service team.
While the party is already in full swing, I pack all your gifts into a car, distribute tips to the vendors and venue team and slowly, my job as your Wedding Day Coordinator comes to an end.
Do you still have questions or are you interested in Wedding Day Coordination? Feel free to get in touch! :-)
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