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The Essential Duties of a Day-Of Wedding Coordinator

Image: Bride With Wedding Planner In Marquee Using A Digital Tablet. Planning a wedding can be overwhelming, especially if you're doing it all by yourself. That's why having a day-of wedding coordinator can make a...

Bride With Wedding Planner In Marquee Using A Digital Tablet. Image: Bride With Wedding Planner In Marquee Using A Digital Tablet.

Planning a wedding can be overwhelming, especially if you're doing it all by yourself. That's why having a day-of wedding coordinator can make a world of difference. They ensure that everything goes smoothly on the big day, allowing you to relax and enjoy your special moment. So, what exactly does a day-of wedding coordinator do? Let's dive into their duties and responsibilities.

What is a Wedding Coordinator?

The role of a wedding coordinator is to oversee the flawless execution of your wedding day. They take charge of the timeline, coordinate with vendors and guests, and handle any unforeseen issues that may arise. By entrusting the coordination to professionals, couples can focus on savoring every moment without stress. Typically, a wedding coordinator starts working with you 1-2 months before the wedding date, finalizing the checklist and confirming details with vendors.

Wedding Planner vs Coordinator

Before we delve into the specific duties, it's essential to differentiate between a wedding planner and a wedding coordinator.

Wedding Planner

A wedding planner is involved in the entire wedding planning process. They help research and book vendors, plan all the details, and manage the wedding budget. Often, they are the first vendor hired or are performed by the bride, groom, or both.

Wedding Coordinator

A professional wedding coordinator doesn't make decisions about the wedding plans. Instead, their focus is on ensuring a seamless execution on the day itself. While most wedding planners also offer coordination services, if you're planning your wedding without a planner, hiring a day-of wedding coordinator is a cost-effective option. Alternatively, you could ask a family member or a close friend to take on this role. However, it's important to remember that day-of coordination is hard work and comes with its fair share of stress.

Organization of weddings, parties, event decoration. Business woman professional decorator with digital tablet working outdoors decorating ceremony. Female against the background of decorated garden chairs. Image: Organization of weddings, parties, event decoration. Business woman professional decorator with digital tablet working outdoors decorating ceremony. Female against the background of decorated garden chairs.

Duties Before The Wedding Day

A day-of wedding coordinator performs a range of duties before the actual wedding day to ensure everything is in order. These include:

  • Reviewing vendor contracts to ensure all the details are accounted for.
  • Going over the floor plan, seating chart, and rain plan.
  • Reviewing the detailed wedding day timeline and identifying any potential issues or missing elements.
  • Confirming details with vendors, such as their arrival times.
  • Attending and potentially running the wedding rehearsal.

Duties On The Wedding Day

On the wedding day itself, the wedding coordinator takes charge of various tasks to guarantee a seamless celebration. Here are some of the key duties they handle:

  • Ensuring timely delivery and setup of all rentals.
  • Coordinating with vendors to ensure their arrival and setup.
  • Setting up the wedding seating and arch at the ceremony venue.
  • Ensuring correct table settings and escort cards at the reception venue.
  • Implementing backup plans for unexpected situations.
  • Troubleshooting issues as they arise.
  • Ensuring vendors stick to the wedding timeline, including photographers and DJs.
  • Managing the wedding party's schedule and arrivals.
  • Overseeing the marriage license if the officiant isn't responsible.
  • Assisting wedding ushers with seating arrangements.
  • Setting up wedding place cards and guest books.
  • Ensuring the wedding party is ready for the processional.
  • Keeping the wedding reception on schedule.
  • Overseeing venue tear-down and clean-up by vendors.
  • Assisting with the handling of wedding gifts.
  • Aiding the florist in delivering bouquets and buttonholes.
  • Guiding the wedding party to various venues.
  • Collaborating with the venue coordinator on lighting and sound adjustments.
  • Cueing the celebrant, emcee, speeches, musicians, and caterers.
  • Ensuring the couple safely reaches their wedding night accommodation.
  • Ensuring the safe departure of all guests.
  • Implementing any additional details as outlined in the day-of wedding timeline.

Wedding Bride cheers with guests. Image: Wedding Bride cheers with guests.

Summary

Many couples opt for a day-of wedding coordinator to bring their wedding plans to life on the big day. These coordinators excel at problem-solving and prioritizing the happiness of the couple. By handling all the logistical details, they allow everyone to fully enjoy the joyous occasion stress-free. The extensive list of duties covered here highlights the importance of a wedding coordinator in executing your event vision. With their expertise, you can relish every moment without worrying about the details.

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