You may have planned all your wedding details on your own but are now wondering, who is going to implement my vision on the wedding day? That’s where a wedding coordinator comes in. A wedding coordinator can be a great investment for your wedding because a coordinator offers a variety of services that lowers a couple’s stress and provides peace of mind on their wedding day.
Below are 10 popular tasks a wedding coordinator will perform for you:
Communicate with your vendor team the weeks leading up to the wedding
A wedding coordinator will contact your vendor team a few weeks before the wedding to introduce herself as your wedding coordinator. She will become available to answer wedding related questions your vendors have so you can relax and not go back and forth with vendors to finalize the logistics and wedding details.
Do a venue site visit prior to the wedding day
A wedding coordinator will attend a final walk-through meeting with you and your venue coordinator. This meeting helps the wedding coordinator to visualize the space and finalize the wedding day schedule, setup details, logistics and layout of the ceremony and/or reception.
Create your timeline for the entire day
To ensure the wedding day runs smoothly, a wedding coordinator will create a detailed timeline incorporating all vendor rolls including the photographer, caterer and DJ or band’s timelines to ensure everything is in sync.
Coordinate your wedding rehearsal
Although a wedding coordinator’s main focus is the wedding day, she will also run the wedding rehearsal. The rehearsal usually takes place one or two days before the wedding and is the last chance to go through and smooth out all the details that will take place at the wedding. Essentially, the wedding coordinator ensures everyone is on the same page at the rehearsal. Please note a wedding coordinator is not in charge of coordinating the wedding rehearsal dinner.
Manage your vendor team during setup
A wedding coordinator will arrive at the venue to oversee vendor setup and answer any questions that may arise. The coordinator will act as the liaison between vendors and you and your partner on the wedding day, so your vision is implemented.
Set up small decor items
If your wedding venue does not have storage capability, a wedding coordinator may collect and setup small decor items for you on the wedding day such as favors, place cards, seating chart, menu cards, table numbers, wedding programs, guest book, card box or basket, toasting flutes, cake serving set, signage and other small items.
Coordinate the ceremony and reception
A wedding coordinator will assist with various ceremony elements such as directing guests to their seats, passing out programs, lining up the wedding processional and cueing ceremony music if needed.
A wedding coordinator will work closely with the venue, catering team, DJ or band, and the photo and video professionals to ensure accuracy of upcoming events, announcements to be made and smooth transitions for you and your guests throughout the reception event such as coordination of the grand entrance, first dance, parent dances, toasts, cake cutting, bouquet and garter toss, last dance, grand exit and any other events that are scheduled to take place.
Distribute final payments and tips to vendors
A wedding coordinator will distribute final payments and gratuities to your vendors on the wedding day so you or your partner don’t have to be burdened with giving these out at the end of the night or when vendors are leaving at various times throughout the day.
Pack up gifts and decor items at the end of the reception
A wedding coordinator will collect personal items such as the guest book, toasting flutes, cake serving set and extra stationery items and work with a designated person of your choosing to put weddings gifts and personal items into their car or other onsite location at the end of the reception.
Be the go-to person throughout the wedding day so family and guests can enjoy the day
As wedding coordinator will be the point of contact for your vendor team of wedding professionals on the wedding day. Using the wedding day schedule, a wedding coordinator will work with your vendor team to stay on schedule throughout the day of the wedding so you can enjoy your special day with family and friends.
Contact Preoccupied Bride if you’re considering hiring a wedding coordinator to manage your wedding day. We help couples plan their weddings, in a variety of capacities, based on how heavily they want us to be involved in their wedding planning.
Sunday, July 15, 2018