Why Should You Consider Hiring a Day-of Wedding Coordinator?

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A wedding coordinator is tasked with a leadership and organization role over all wedding vendors, details and wedding-day tasks. Also known as a wedding planner, the coordinator maintains contact with all vendors during the planning period and acts as a liaison between the bride and groom and the various wedding participants. The planner may also offer consultative advice and help with the budget.

One of the hottest trends in wedding planning right now is the use of a day-of wedding coordinator. A day of coordinator, also known as a wedding day coordinator, can assist wedding couples in so many beautiful ways on the actual day of their wedding.

Hiring a day-of coordinator will help to alleviate a lot of the stress associated with wedding planning. Day-of wedding coordinators are very helpful in the final days of planning and reduce the pressure often related to day-of logistics. A wedding couple should enjoy their special day, not worry about their planned details and their execution on the day of the wedding! Looking for a Wedding Event Planner? Look no further, Vines of the Yarra Valley have you covered.

Quite often, people confuse wedding planners with a day of coordinator duties. A day of coordinator is quite different from a wedding planner. Even though the day of coordination is not necessarily a new type of service, it’s important to share what day wedding coordinators do, especially for those couples who are planning a wedding themselves.

What Is the Difference Between a Wedding Planner and a Day-Of Wedding Coordinator?

A full-service wedding planner handles everything for the couple, from start to finish. A wedding planner’s tasks include:

The overall design and vision of the wedding.

They are keeping the couples within their budgets.

Contract negotiations.

  • The hiring of vendors.
  • Execution of the event vision on the day of the wedding.

But what does a wedding coordinator do? A wedding day coordinator will jump into the Process a few weeks to a few months before the big day, usually to help couples planning the wedding themselves. Yes, there is help for those couples who are planning their weddings on their own!

A day of wedding coordinator will be logistically focused and available to you to get everything organized as you lead up to the wedding day. They are there to take over on the day of the wedding to ensure that all planned details are executed. As we like to say, a day-of coordinator is essential for any couple who wants to do most of the planning themselves, but when their wedding day arrives, they need a professional to execute all of their hard work and planning. Having a professional such as a day of wedding coordinator there to handle the logistics is so essential because a wedding couple should enjoy themselves at their wedding and not worry about anything.

What Does Day-Of Planning Entail? Does Everything Happen on the Big Day?

Not quite. While this is commonly referred to as “day-of,” a better description is “coordination for the day of the wedding.” It starts with a comprehensive consultation with the bride at least three to four weeks before the wedding. From there, we assemble a detailed timeline for the wedding day and work to ensure that everything comes together just as the bride envisioned it. Some wedding venues have a requirement that a couple hires a planner or, at minimum, a coordinator for the day of the wedding.

What Do Day-Of Planning Services Generally Cost?

Day-of coordination can range from $800 to $2,600 depending on the region, the planner’s experience, and the wedding’s specifics. Are the ceremony and reception in one place or two? Are there extra details like dessert-bar setups, midnight snacks or food trucks? Will the celebration last until 2 a.m.? These aspects can all affect the cost.

What Are the Key Benefits?

The biggest: having peace of mind that all the details will come together as you envisioned. The number of resources budgeted toward a wedding can be substantial. With just 5 to 10 per cent of the cost going to coordination for the day, couples can ensure that countless hours of planning time will be made more accessible and that they get the most for their money. Think about it: In addition to being the centre of

attention, you two are also the celebration hosts, unlike the days when parents took charge of wedding day festivities. If last-minute snafu crops up, having a coordinator on board allows you to be charming, gracious hosts rather than frazzled, last-minute problem solvers. You’ll be able to enjoy every moment of the day indeed.

As a Day of Wedding Coordinator, at What Point in the Wedding Planning Process Do You Come in the Process?

A day of coordinator comes into the Process depending upon the needs of the couple. Some couples book a wedding coordinator’s services a year out from their wedding date because they already know the value of having a day of wedding coordinator and want to ensure we are available for them on the wedding day. Some couples call closer to their wedding, like two months out, let’s say, which usually happens as their stress begins to mount and they realize they need help. They start to worry about details and aren’t sure how it will come together in the end, so hiring a wedding coordinator helps to alleviate that.  

What Are the Duties of a Wedding Coordinator?

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Hiring Vendors

A wedding day consists of multiple vendors coming together to create the perfect ceremony and reception. The wedding planner presents the bride, groom, parents or any other party involved in the planning process with options for each vendor service. This includes rental equipment, caterers, reception venues, florists, cake and dress designers, a DJ or band, an officiant, and any other wedding necessities. The planner offers recommendations of vendors with whom she has had a pleasant experience. The planner will note the bride and groom’s style and requirements and relay this information to each vendor to ensure the couple is pleased with all aspects of the wedding day.

Communication With Vendors

The planner maintains all contact and communication with the vendors. If the vendors have a question or concern, the planner can usually address these issues without involving the couple. If necessary, the planner will relay any questions to the bride or groom and then report back to the vendor. The wedding coordinator must make sure that all vendors arrive on time on the day of the event. Each vendor should have the coordinator’s cell phone number in the event of an emergency.

Working With the Wedding Party

The coordinator must instruct the bridesmaids, groomsmen, flower girls, ring bearers, parents and officiant on how to stage the ceremony and make entrances at the beginning of the reception. This often involves working with the musicians or DJ to ensure attendants enter and exit at the correct time. The coordinator should also instruct the best man and maid of honour when to give their speech during dinner. If any attendants have issues or questions on the wedding day, they should direct them to the coordinator instead of the bride, groom or parents.

Assisting on the Wedding Day

The coordinator is available to assist the bride and groom with whatever they need on the wedding day. The coordinator is armed with hairspray, mints, tissues, makeup, perfume and anything else the bride may need immediately before the ceremony or reception. The coordinator may need to help the bride bustle her dress after the ceremony, provide more comfortable shoes, or assist with hair and makeup touch-ups.

Reasons to Hire a Day-Of Wedding Coordinator

If you’re confident that you can take care of most of your wedding planning duties on your own but still would like a bit of help with the finishing touches, a day-of wedding coordinator might be worth looking into. They’ll work alongside you in the last few days leading up to the main event to ensure everything is running smoothly, saving you from stressing out at the last minute. They’ll be responsible for finishing what you started by assisting and directing your wedding vendors, keeping an eye on your itinerary, managing setup and the breakdown and handling all the other little things in between so that you don’t have to oversee your wedding plans while you’re trying to soak up every moment of your celebration. If day-of wedding coordination sounds like something you’d be into, read on.

Here are the reasons you may want to hire a day-of wedding coordinator.

They’re Less Expensive Than a Full-Service Wedding Planner

If you hire a full-service wedding planner, they’ll work with you from day one to help you build your wedding from the ground up, allowing you to tackle everything from choosing your wedding theme to finding the right vendors and, of course, day-of wedding coordination. As you can imagine, this gets pretty expensive since you’re creating a part-time (or even full-time) job for them for several months. The cost of a day-of wedding coordinator is a lot cheaper since they’ll only be working with you in the home stretch. This is excellent news for budgeting because it will shrink down your costs, meaning you can put that money into other things, like your dress, venue or honeymoon.

They Won’t Control Your Vision.

There is such a thing as having too many cooks in the kitchen when it comes to wedding planning! Getting a wedding planner on board in the beginning phases of planning can be super helpful if you have no idea what you want. However, if you’ve already got a clear vision for your theme, venue, menu, and more, that extra hand may hurt you. How? The planner may (accidentally) inject too much of their style into your wedding, so you don’t end up with precisely what you want. If you go the day-of wedding planner route, you’ll be handling the bulk of the planning solo, so there won’t be anyone to throw you off course – they’ll keep the ball rolling with what you’ve already got going. Essentially, if you’re easily swayed, this is perfect.

They’ll Coordinate Your Vendors.

You are worried about getting everyone where they need to go on your big day? With the help of a day-of wedding coordinator, you don’t need to stress. They’ll keep an eye on your wedding vendor squad and make sure that everything is delivered and that everyone is in the right place at the right time. This will free up your time and make you a little less stressed before walking down the aisle.

They’ll Help You With Essential Last-Minute Details.

Suppose you’ve got any loose ends that need tying up – no worries! It’s the job of your day-of wedding coordinator to finish the job. They’ll be overseeing all details of your big day as it unfolds and makes any necessary changes so that you can focus on what’s important. For example, if your wedding seating plan needs to be changed because of one or two surprise guests, they’ll move things around for you (with your approval, of course). Check out our ultimate list of Wedding Planners in Melbourne to help you organise a stress free wedding.

They’ll Smooth Out Any Bumps on Your Big Day.

Every event has its own unique set of challenges, but you want to focus on the good (not the bad) on your big day. If you hire a day-of wedding coordinator, any wedding-related problem, big or small, will now be their problem. If it starts to rain, they’ll put your Plan B into action. If someone accidentally knocks over a buffet tray, they’ll find a solution. If someone ends up in the wrong seat, they’ll find someone to usher them to the correct place. It’s like having a live trouble-shooter at your event, which can come in pretty handy.

They’ll Keep the Ball Rolling.

Staying on schedule is essential for any wedding. From the vows to the food to the first dance, everything needs to be on time (after all, you only have your venue for a set number of hours). Your day-of wedding planner will be there to gently nudge you along, making sure that everything happens when it should be so that you can squeeze in every critical moment. This is a massive help if you’re the kind of people who roll with the punches, as weddings require some structure.

They’ll Help Keep Your Stress Levels Low.

Every happy couple experiences wedding day stress; it’s natural. Emotions are running at an all-time high, and many things need to fall into place for everything to go smoothly. Hiring a day-of wedding coordinator can help keep you a bit calmer because they’ll be dealing with all your vendors, ensuring your itinerary is perfect and generally keeping an eye on everything. That means you’ll be free to focus on actually getting married and celebrating. Yes, the whole thing is still a little stressful, but it’s a lot less stressful than if you were to be handling those other tasks, too.

What Does a Day-Of Coordinator Do to Help the Couples Who Are Choosing to Plan Their Weddings Rather Than Hire a Full-Service Wedding Planner?

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A day-of coordinator will coordinate a step further in these situations to help guide the couples through their planning process. They become a resource for them and remove stress as teams know they are just a phone call or text away! 

The main goal is to ensure that our clients feel like actual guests at their wedding!

Organization and attention to detail are essential! This is a first time process for most wedding couples that are genuinely flying blind through the planning. With this in mind, we always recommend helpful ways to simplify the planning. The guest list, floor plan design, seating arrangements, and timeline tools are invaluable throughout the planning process.

On the big day, a day-of coordinator often handles the unexpected:

  • Party crashers are ordering drinks at the bar and need to be asked to leave.
  • Groomsman is missing his tux shirt, so we implore the rental company to do an emergency delivery.
  • Bandleader arrives two hours late: We work with the lead singer to get the party going.
  • We direct traffic in the middle of the street so the photographer can capture the perfect shot.
  • Mother of the bride disappears just as the couple is ready to cut the wedding cake — we find her and bring her back.
  • The lights in the ballroom are too bright; we work with the lighting engineer to create a warm ambience.

Day-of planning at a glance

  • Formulation of wedding-day timeline and distribution to all vendors.
  • Coordination of all wedding professionals selected by bride and groom.
  • Conducting the wedding rehearsal the day before.
  • Coordinating all activities, including:
  • Assisting the bride and wedding party with dressing, photo schedules.
  • Guiding the bridal party through processional and recessional.
  • Checking details (final headcount for caterer, number of place settings) and small (placement of favours, menus and napkin folds).
  • Matching floor plans, lighting levels, cake placement.
  • Cueing all wedding professionals.
  • Collection of gifts and personal items, inventory and safe removal. 

Conclusion

The coordinator is usually the last person to leave. Think of day-of coordinators as your wedding day ninja! They can make the wedding you have spent the last year or so diligently planning come to life and without a hitch! Check out our Top Wedding Planners here to help make your special day as smooth as possible.

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