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12 Things Your Day Of Coordinator Should Do

You're getting married, and you want your special day to go off without a hitch. That's where a day of coordinator comes in. But what exactly should they do? And why is it so important...

You're getting married, and you want your special day to go off without a hitch. That's where a day of coordinator comes in. But what exactly should they do? And why is it so important to have one? In this article, we'll explore all of that and more.

Meet Shelby, aka Fairy God Coordinator

Before we dive into the details, let me introduce you to Shelby, also known as Fairy God Coordinator. She started her day of coordination business in 2021 after planning her own wedding multiple times during the pandemic. With a focus on stress-free wedding planning, Shelby has lots of experience in the industry. She offers different levels of service, from basic wedding timeline planning to taking care of every minor and major detail on your wedding day.

Notebook on a table, with a cup of coffee and a bouquet of pink flowers to the side of it. Notebook on a table, with a cup of coffee and a bouquet of pink flowers to the side of it.

1. Checking in with You Periodically Before the Wedding

A day of coordinator doesn't just show up on your wedding day. They should be in touch with you regularly before the big day. Whether it's through phone calls or video chats, they should proactively reach out to you to ensure everything is going smoothly. By staying ahead of the game, they can help you avoid any last-minute surprises.

2. Providing a Helpful Checklist

Who doesn't love a good checklist? Your day of coordinator should provide you with a checklist to keep you organized and on track. Shelby, for example, offers detailed checklists to her clients, covering everything from emergency kit items to monthly tasks leading up to the wedding. If your coordinator hasn't shared a checklist with you, don't hesitate to ask for one.

Two rings spinning on a table, with soft lighting behind them. Two rings spinning on a table, with soft lighting behind them.

3. Creating a Wedding Timeline

The wedding day timeline is crucial to ensure everything flows smoothly. Your day of coordinator should take the lead in creating a comprehensive timeline that includes all the necessary details. Their job is to ensure enough time is allocated for each activity and that everything goes according to plan. If a coordinator doesn't prioritize the timeline, it's a red flag.

4. Reviewing the Details with You

Discussing the details is essential to ensure everyone is on the same page. Your day of coordinator should engage in three-way communication with you to confirm that they understand your vision and plans accurately. It's not enough to rely on a checklist; a proactive discussion is necessary to execute your wedding day exactly as you want it.

5. Being Available for Your Rehearsal

While not all day of coordinators may attend the rehearsal, they should be available for calls or texts in case any questions or changes arise. It's important that you can reach them during this crucial time. If your coordinator is not accessible during the rehearsal, it could signal a lack of preparedness on your wedding day.

Hands on a table, writing something in a planner, with envelopes and other paper items in front of them. Hands on a table, writing something in a planner, with envelopes and other paper items in front of them.

6. Collecting Vendor Information

A good day of coordinator should familiarize themselves with your vendors, their services, and arrival times. They need to know who to expect on your wedding day and ensure smooth coordination. Without this information, they wouldn't be able to identify any missing vendors or address any issues that may arise. Make sure your coordinator captures all the necessary vendor details.

7. Advising on What to Bring to Your Wedding

Your day of coordinator should guide you on what items are essential to bring to your wedding. Whether it's an emergency kit, paperwork, or accessories, they should help you decide what's necessary and what can be left at home. A good coordinator will ensure you have everything you need for a stress-free wedding day.

Table set up at a wedding, with menus placed on the plates and centerpieces in front of them. Table set up at a wedding, with menus placed on the plates and centerpieces in front of them.

8. Professionalism, Responsiveness, and Courtesy

Professionalism, responsiveness, and courtesy are key traits every vendor should possess, including day of coordinators. Pay attention to their initial interactions and response time. It's crucial to establish a good rapport with your coordinator from the beginning. Once hired, they should be available to address your needs and concerns within reason.

9. Knowing Your Wedding Party

Your day of coordinator should have a general understanding of your wedding party and the role each person plays. While they may not know everyone's name and background, they should be aware of the key individuals involved in your ceremony and reception. This knowledge will ensure smooth coordination and cueing at the right moments.

Bride and groom sitting on a lawn, looking out over a body of water, with the sun setting. Bride and groom sitting on a lawn, looking out over a body of water, with the sun setting.

10. Thinking on Their Feet

A good day of coordinator should be able to adapt and think on their feet if things don't go according to plan. During the interview process, ask about past experiences where they had to handle unexpected situations. Their ability to remain calm, resourceful, and creative in resolving issues will determine their effectiveness in ensuring a smooth wedding day.

11. Supplementing Venue Coordinators

While some venues may provide their own coordinators, their focus is often on managing the venue staff and vendors. Your day of coordinator should pick up where the venue coordinator leaves off, taking care of personal details, family photos, and ensuring your overall experience as the marrying couple is seamless. Their personalized attention sets them apart from venue coordinators.

Shot of a woman holding white flowers, with an event in the background. Shot of a woman holding white flowers, with an event in the background.

12. Being a Stress Reliever

Ultimately, your day of coordinator should be a stress reliever throughout the wedding planning process. They should be there to answer questions, provide solutions, and offer guidance. Their presence should give you peace of mind, knowing that they have everything under control. A good day of coordinator will be your ally and support system during this exciting journey.

In conclusion, hiring a day of coordinator can make a significant difference in your wedding day. They bring expertise, organization, and peace of mind to ensure a seamless experience. So, whether you're working with a professional like Shelby or relying on a friend, having a day of coordinator is a valuable investment in making your wedding day perfect.

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Happy planning, everyone!

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