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What to Expect from a Day of Wedding Coordinator

Are you getting married and considering hiring a day of wedding coordinator? Wondering what they actually do and whether you need one for your big day? Look no further! In this article, we'll explore the...

Are you getting married and considering hiring a day of wedding coordinator? Wondering what they actually do and whether you need one for your big day? Look no further! In this article, we'll explore the role of a day of wedding coordinator and why they are essential in ensuring your dream wedding becomes a reality. Think of them as your own personal fairy godmother!

Differences between a Day of Wedding Coordinator and a Wedding Planner

First things first, let's clarify the difference between a wedding coordinator and a wedding planner. While often confused, they play distinct roles in the wedding planning process. A wedding planner assists you from the beginning, helping you define your vision, find vendors, and manage various logistical elements leading up to the wedding day. On the other hand, a day of wedding coordinator focuses specifically on the actual day of the event. They handle the logistics within a shorter time frame, ensuring that everything runs smoothly according to plan.

Organizing Logistics

One of the main advantages of having a day of wedding coordinator is their expertise in handling the logistical aspects of your big day. While you may have family and friends willing to help, keep in mind that they are also guests who want to enjoy and celebrate with you. By entrusting a professional with experience, you can rest assured that everything will be in order. From ensuring guests know where to go and guiding them down the aisle to making sure the rings are in place and coordinating transportation, your coordinator will take care of the details you may be too busy to think about.

Communicating with Vendors

Hiring a day of wedding coordinator at least a month in advance allows them to familiarize themselves with your wedding plan. They can then liaise with your vendors, offer suggestions, confirm pending details and payments, and establish themselves as the go-to contact person on your wedding day. This clear communication ensures that everyone is on the same page and reduces any potential confusion or last-minute hiccups.

Creating Backup Plans

A wedding coordinator proves invaluable when it comes to creating backup plans, especially for non-conventional weddings. Whether you've chosen an untraditional venue, planned a DIY wedding, or have a large guest list, there's a higher risk of unexpected issues. Coordinators experienced in handling such situations know how to adapt and ensure a smooth flow on your wedding day. They excel in setting up decorations in non-traditional venues, arranging seating, coordinating transport to unique locations, and handling other unconventional aspects.

Organizing Your Bridal Party and Managing Guests

Your day of wedding coordinator takes charge of directing the bridal party, including family members, the officiant, groomsmen, bridesmaids, and, of course, the bride and groom. They also ensure that your wedding guests are well-informed about the ceremony location, parking arrangements, seating, and any other necessary information. They excel in greeting guests and guiding ushers on how to manage the seating process seamlessly.

Creating a Timeline

Count on your coordinator to organize a detailed wedding day timeline. They will review starting and finishing times for various activities during the ceremony and reception, ensuring a seamless flow throughout. Additionally, they'll make sure vendors arrive on time, favors are placed correctly, decorations are set up, music is played at the right moment, and announcements are made. If necessary, they will even manage toasts, ensuring that they stay within the allotted time.

Conducting a Rehearsal

Before the big day arrives, your day of wedding coordinator will discuss the ceremony order of events with the officiant, including any religious rituals. They will then guide you and your bridal party through a rehearsal, ensuring that everyone knows their roles, responsibilities, and timing. This eliminates any confusion and allows you to feel confident and prepared for the actual ceremony.

Solving Unexpected Problems

Troubleshooting is one of the key reasons to hire a day of wedding coordinator. They have a keen eye for foreseeing potential problems and addressing them before they escalate. Having someone in charge of resolving any issues that arise on your wedding day allows you to focus on enjoying one of the best days of your life without added stress. Consider it risk prevention, ensuring that everything runs smoothly and according to plan.

Prepping Personal Items and Getting Ready Location

Your day of wedding coordinator will assist you in preparing your personal items and ensuring that your "getting ready" location is well-organized. They will coordinate with your hair and makeup team, help you with wardrobe issues, and make sure you have everything you need throughout the day. From attaching your veil to removing stains, they'll be there to support you. Remember to inform your coordinator of any sentimental items you want to have with you, such as heirlooms or special notes. They may also carry an emergency kit with essential items like band-aids, a sewing kit, mints, nail files, tissues, and wardrobe tape.

With a day of wedding coordinator by your side, you can relax knowing that unexpected problems will be handled efficiently. Now, all that's left to do is savor the unforgettable memories you're about to create on your special day! For more tips and guides to help with all aspects of your wedding, head over to WedBoard.

Featured image: Halo Wedding

wedding reception Photography: Halo Wedding | Design & Planning: More than Weddings | Florals: Ottavia Bosco | Venue: La finestra sul fiume

wedding details Photography: Nastia Vesna & Maksin Gladky