Planning a wedding can come with stress, overwhelming tasks, and a long list of questions. From choosing the right vendors to making sure everything stays on schedule, there is so much to consider on the big day itself. This is where a day-of wedding coordinator comes in! They can reduce the stress and allow you to enjoy the moment without missing a beat.
In this article, we’ll discuss the value of hiring a day-of wedding coordinator. We’ll outline the checklist of roles and responsibilities, discuss how much a wedding day planner costs, and explain why hiring a coordinator may be worth your investment. We’ll also talk about reasons why some couples do not hire a wedding coordinator.
So, if you’re wondering whether or not to hire a day-of coordinator, read on to make an informed decision that works best for you and your partner.
What is a Day-of Wedding Coordinator?
Role and Responsibilities
A day of wedding coordinator arrives a few weeks before your wedding day. They work with you to go over every detail, including headcount, wedding plans, and logistics. They also manage vendors, day of timeline, and final details along with your wedding day itself.
What’s the difference between a day of wedding coordinator and a full service wedding planner? A full service wedding planner takes care of every detail of your wedding day from beginning to end. They plan months to years ahead of time. A day of coordinator only takes care of the day of the wedding itself.
The Advantages of Hiring a Day-of Wedding Coordinator
There are many advantages to having a day of coordinator on your wedding day.
Stress-Free Wedding Day for You and Your Families
A professional day-of wedding coordinator bring a wealth of experience and use their knowledge to effectively fix any trouble that arises. They also steer your schedule in the right direction and make changes to your day-of timeline, as needed.
Most of all, they handle any potential issues that come up, whether a minor blip to a major disaster. And expert wedding coordinators most often do it without anyone noticing, like a wedding ninja. :) That’s what we aim to do!
Hiring a wedding coordinator on your wedding day can be a huge relief for couples. You don’t have to worry about who will take care of things like setting up, taking down, decorating, place cards, vendors showing up, etc. You can just focus on getting ready for your big day and not worry about the small stuff.
Ensuring a Smooth Timeline and Execution
On your wedding day, one of the biggest blunders you can make is forgetting something important. The day flies by quickly, and it is helpful to have someone overseeing the clock, making sure everything runs smoothly and no mistakes are made. For example, the appetizers aren’t served on time, the formal dances don’t start for an hour, dinner is served too late, and there are guests queuing outside the bar too long.
These are just some of the things that can go wrong on your big day.
But don’t worry, a wedding day planner will help you keep track of all of these things and create a daily schedule that will allow you to manage everything quickly and efficiently so you can relax!
They’ll also know the important day-of timeline DOs and DONTs so you don’t make any mistakes.
Managing Vendors and Logistics
A wedding day coordinator will sit down with vendors and coordinate everything. If something isn’t working, or the timeline seems out of place, they’ll take care of it.
Real-Life Experiences and Testimonials from Couples Considering Alternatives to a Day-of Wedding Coordinator
I know a couple who purchased a wedding cake for their wedding day several months ahead of time. The delivery date and delivery time were wrong and the cake didn’t make it to the reception. They almost lost their wedding cake! They had a wedding coordinator who realized the mistake, figured out a replacement, and had a new cake ready in its place, complete with a backup cake topper.
Another couple I know was supposed to have a DJ but the DJ didn’t show up. What do you do when there’s no music? Well, the planner took matters into her own hands. She used a wireless speaker with a playlist she’d made for dinner ahead of time, and during dinner she reached out to a DJ who was able to show up at the last minute so the couple could have their First Dance on time.
It helps to have professionals with connections to other experts. Can you imagine a complete reception without any music?
I once read an article about a newlyweds’ caterer that ran out of food at their reception. The story goes that the caterer made an error when ordering and didn’t have enough food. But instead of going ahead and fixing the issue in time, they simply made the food they had and let it run out. The wedding coordinator making runs to local restaurants for takeout to salvage the reception and prevent guests from going hungry.
These examples show that day-of coordinators are worth their weight in gold and can be an invaluable asset to your wedding day.
Can you imagine if the couple didn’t have someone to help with these emergencies?
You don’t get a second chance to plan the perfect wedding day. A day-of coordinator can help make sure everything goes as smoothly as it can.
The Challenges of Planning a Wedding Without a Coordinator
While some couples may opt not to hire a wedding coordinator for personal style or budget reasons, it’s important to think about what your wedding day will look like without one: How will you set up?
A lot of couples think of wedding coordinators as just another fee on their wedding budget list without seeing the big picture. For example, who will organize your wedding decorations while you’re getting your hair and makeup done? Who will organize place cards and centerpieces? Who will organize centerpieces and linens? Who will set up the bar while you get dressed? Who will manage decorations and welcome signage before you arrive at the ceremony, making sure it’s ready for your photographer’s stunning images? Who will manage a schedule? Who will make sure you don’t go over the time limit on certain elements?
You don’t want to pass the responsibility off to a family or friend who is there to share in the joy of the big day. Why leave it all to chance? It’s important to take this into account. If you choose not to hire wedding-day coordinators, I get it. The decision is yours, and it doesn’t mean there’s anything wrong with your choice. If you decide not to hire wedding day coordinators, here are a few things you can do to help.
DIY Wedding Planning
If you are going it alone, I highly encourage you to do the following. Although it won’t replace the benefits of having a day-of wedding coordinator, it can help to alleviate some stress on the day itself.
Use a venue coordinator if you can. Some couples choose not to hire a wedding planner because their venue has an on-site coordinator. This is especially true if the ceremony and reception are held at the same venue. Your venue coordinator will be with you every step of the way.
How to Find and Choose the Right Day-of Wedding Coordinator
If you make the decision to hire a day-of wedding planner, it’s important to choose the right one. Here are some tips on how to select a coordinator for the day of your wedding.
Researching and Interviewing Coordinators
Day Of Wedding Coordinator Near Me
► In Google, simply enter your location and search for “wedding day coordinator” or “day of wedding coordinator near me” in the search tab.
This will generate searches based in your area, then provide you with sources and reviews.
Facebook Wedding Groups
Facebook can also be a suitable place to find a plethora of day-of wedding coordinator costs and availability near you.
► If you’re a member of a Facebook group pertaining to weddings in your area, use it to your advantage to find professional day-of coordinators near you. Most allow for couples to discuss potential vendors and request a coordinator in your area.
Ask For Referrals
Referrals! Referrals from friends, family, colleagues, and wedding vendors themselves is a great way to find your perfect planner.
If you’re not sure who the best day-of-wedding coordinator is, there’s a good chance there is a family member or friend who’s had great success with one for their own wedding day.
Another area where you can ask for recommendations is from a wedding vendor you’re currently working with, such as your photographer, videographer, DJ, officiant, or venue. It is helpful to work with vendors whom already know each other: they work so well together! See who they would highly recommend and go from there.
Once you have a response of a coordinator who is available on your date, discuss expectations and services with them.
Discussing Expectations and Services
Each wedding is different and comes with its own unique set of tasks, setups, take-downs, rules, regulations, visions, and so much more.
It is smart to get quotes from two or three different coordinators, if you are unsure where to begin.
Cost of Day-Of Wedding Coordinators
Unfortunately, the cost of a wedding day of coordinator varies by location and venue, and is largely based on the amount of time needed to complete the tasks and the difficulty of the tasks.
Some wedding coordinator charge a flat rate. The average cost for a wedding planner is between $600 and $1500 per day. Wedding day of coordinators near you may charge less, or more, depending on your needs, the logistics involved, and the number of hours of labor required.
Before you ask for a quote, be specific. Make a list of all the tasks you would like the day of wedding coordinator to perform and find out how much they charge for those tasks. Be sure to include the location of your ceremony/reception, the amount of time you have allotted for each event, and your expectations for tasks completed.
If you would like for them to perform a wedding rehearsal, make sure to include that in your request.
They will send you a quote along with a detailed list of services so that you both have a clear idea of what to expect the day or week before the event.
Evaluating Costs and Budgeting
Take a look at the prices of the wedding planners you’ve been quoted, read their reviews, and decide which one sounds like the right fit for your special day. Don’t go based on price alone, as the experience of a more expensive wedding coordinator could be worth its weight in gold. However, don’t hire the most expensive wedding coordinator you can find and expect more from them than what’s outlined in your quote.
Once you’ve chosen the best day-of coordinator for your needs, you’ll sign the contract. After that, you’re good to go! They’ll schedule a video, face-to-face, or phone meeting a few weeks before your wedding to go over the upcoming wedding details and plan your wedding day.
Final Thoughts and Considerations
In conclusion, when you consider the stress, overwhelming tasks, and potential pitfalls that come with wedding planning, hiring a day-of wedding coordinator can take these off of your shoulders. Personally speaking, I think a wedding day planner is an essential part of a successful wedding day. Many couples benefit from having a coordinator to reduce stress and allow for a full enjoyment of the entire day from start to finish. Others appreciate not having to consider anything that goes awry.
The benefits of having a professional coordinator typically outweigh the costs. I encourage you to envision how your wedding day will go without a coordinator, then picture having a day-of coordinator at the helm of your wedding day to make sure it all goes as planned. If you decide to hire one, make sure you conduct thorough research and request multiple quotes to ensure you’re getting the best fit.
I have seen couples do it both ways. No one is right or wrong; simply different! And that’s a beautiful thing to celebrate about weddings. Whether considering hiring a coordinator or exploring alternative options, making a decision that works best for you and your partner and your families, along with your budget, is the key to a successful wedding day.
► HIRE US! Michigan couples: we offer wedding planning services (full-service and day of wedding coordination). Request a quote here. :)