Explained! The role of an on the day Wedding Coordinator!

Planning a wedding can be an incredibly exciting experience, but it can also be a very stressful one. There are so many details to keep track of and so many wedding suppliers to coordinate that it can be overwhelming. That’s where an on-the-day wedding coordinator comes in. This person plays a critical role in making sure that everything runs smoothly on the day of the wedding, allowing the couple to relax and enjoy their special day.

An on-the-day wedding coordinator sometimes called a wedding-day coordinator, or wedding-day manager is a professional who is hired to manage and oversee the wedding day. This person is responsible for ensuring that everything is set up and ready to go on time, coordinating with suppliers and the venue, and handling any issues that arise during the day. The coordinator works closely with the couple, as well as their families and wedding party, to ensure everyone is on the same page and that the day runs smoothly.

One of the most important roles of an on-the-day wedding coordinator is to serve as the point of contact for all of the suppliers involved in the wedding. This includes the caterer, florist, DJ, photographer, and any other professionals that the couple has hired. The coordinator will communicate with each of these suppliers to ensure they know where to set up, what time to arrive, and what their responsibilities are. They will also coordinate any last-minute changes or requests from the bcouple, ensuring that everyone is on the same page.

Another key responsibility of a wedding coordinator is to oversee the setup and decoration of the wedding venue. This may involve coordinating with the florist to make sure that the flowers are in the right place, ensuring that the tables are set up correctly, and making sure that all of the decor is in place. The coordinator will also make sure that the ceremony and reception spaces are clean and tidy, and that any equipment or props needed for the wedding are set up and working properly.

During the wedding ceremony and reception, the coordinator plays a crucial role in keeping everything running smoothly. They will work with the registrar/celebrant or vicar and musicians to make sure that the ceremony starts on time and that everything goes according to plan. They will also make sure that the reception timeline is followed, coordinating with the caterer to ensure that dinner is served on time and that the cake is cut at the right moment. If any issues or challenges arise, such as a supplier running late or a missing piece of equipment, the coordinator will work quickly to resolve the problem and keep the wedding day on track.

One of the most valuable aspects of having a wedding coordinator is that they can take care of all the little details so that the couple doesn’t have to. This means that the couple can focus on enjoying their day and spending time with their family and friends. The coordinator can handle everything from making sure that the wedding gifts are safely stored to making sure that the bride’s dress stays clean and wrinkle-free.

In addition to managing the logistics of the wedding day, a wedding coordinator can also provide emotional support to the couple. They understand that weddings can be stressful and emotional events, and they are there to offer reassurance and guidance throughout the day. Whether it’s providing a tissue during a teary moment or offering a kind word of encouragement, the coordinator is there to make sure that the couple feels supported and cared for.

Overall, the role of a wedding coordinator is essential for any couple planning a wedding. This person takes on the responsibility of managing all of the details of the wedding day, allowing the couple to relax and enjoy their special day. 

So, what should you look for when considering hiring a wedding coordinator?

When it comes to hiring a wedding coordinator, it’s important to find someone who can bring your vision to life and make your wedding day run smoothly. Here are some key things to look for when searching for the right wedding coordinator:

Experience: Look for a wedding coordinator who has a proven track record of successfully planning and executing weddings. Check online reviews to get a sense of their previous clients’ experiences.

Communication skills: Your wedding coordinator should be an excellent communicator who listens to your needs and responds promptly to your questions and concerns. They should be able to clearly explain their services, timelines, and pricing.

Attention to detail: Weddings involve a lot of moving parts, and it’s crucial that your wedding coordinator pays close attention to every detail. They should be able to anticipate potential issues and have contingency plans in place.

Organisation: Look for a wedding coordinator who is highly organized and can manage multiple tasks and timelines effectively. They should be able to keep track of all the details of your wedding and communicate any changes or updates to you and your vendors.

Flexibility: Weddings can be unpredictable, and your wedding coordinator should be able to adapt to any changes or unexpected situations that may arise.

Professionalism: Your wedding coordinator should be professional in their interactions with you, your guests, and your suppliers. They should be reliable, punctual, and respectful at all times.

Transparency: Make sure your wedding coordinator is upfront about their pricing, fees, and any potential additional costs. You should have a clear understanding of what services they offer and what you’ll be paying for.

Compatibility: Finally, it’s important to find a wedding coordinator who you feel comfortable working with and who shares your vision for your wedding day. Meet with potential coordinators either virtually or in-person to get a sense of their personality and communication style.

Overall, finding the right wedding coordinator can make all the difference in ensuring that your wedding day is stress-free and runs smoothly. Take the time to research your options, ask for recommendations, and meet with potential coordinators before making a final decision. By finding a coordinator who meets all of your needs, you can relax and enjoy your special day without worrying about the details.

Jo Pyman is an award-winning Wedding Coordinator and planner as well as the founder of One Curious Dream Wedding Planning Agency who plan and coordinate weddings predominantly throughout London and the East of England, including Norfolk, Suffolk, Cambridge and Essex.

If you’d like to enquire further about my wedding coordination services, I welcome you to book in a free, no-obligation consultation here.

Alternatively, you can reach me at [email protected] or 0800 772 0765. 

Why not keep up with all things behind the scenes at One Curious Dream on Instagram, where you’ll find lots of wedding inspiration and ideas?