It’s a week before your wedding day. You’ve been planning for this day for MONTHS, and it’s finally here – yayyyy!! You’re ready to see all the pieces of your planning puzzle become a beautiful picture– the start to a beautiful life with the love of your life. As you continue to visualize your Pinterest boards becoming a reality on your wedding day, it hits you: am I the one who is going to be fielding phone calls from vendors on where to go and what to do first, instructing the caterer on how to set up the tables, tracking down the florist who is running late with centerpieces, and helping the DJ find outlets to set up all his equipment– all while trying to get hair and makeup done?? WHO ON EARTH IS GOING TO INSTRUCT EVERYONE SO THAT EVERYTHING IS IN PLACE AT THE RIGHT TIME??
So, you start having second thoughts, about EVERYTHING. You start talking to your bridal party, assigning tasks to them, then you turn to your family, and start assigning tasks to them. A headache ensues, followed by a MASSIVE pimple.
And then you wake up.
You realize your wedding is in 3 months and that was a nightmare. Whew! If that disastrous scenario didn’t convince you to hire a day-of wedding coordinator, stay with me. After reading this post, you’ll understand the true value of investing in a day-of wedding coordinator and factor one into your wedding budget.
WHAT IS A DAY-OF WEDDING COORDINATOR?
In a nutshell? They start off as your wedding planning support system and morph into your wedding day superhero. They manage all the intricate details of your wedding in the final month leading up to your wedding and make sure that everything you envisioned for your wedding day is flawlessly executed.
WHAT ARE COMMON DUTIES OF A DAY-OF WEDDING COORDINATOR?
Create a detailed timeline – down to the minute - and distribute to all vendors prior to the wedding day
Review vendor contracts to get an understanding of what services they are expected to deliver
Serve as the wedding day point of contact for all vendors
Coordinate and direct vendors throughout the setup and execution of the ceremony, cocktail hour, and reception
Assist the wedding party prior to and throughout the celebration
Stay until the end of the reception to oversee breakdown and clean up while also collecting all gifts and personal items
WHY DO THE VENDORS NEED SO MUCH COORDINATION? CAN’T THEY FIGURE THINGS OUT ON THEIR OWN?
The average wedding has 8 vendors
Imagine managing them all on your wedding day...
This, my friends, is one of the biggest misconceptions about vendors. Your vendors don’t know anyone except you and their own staff. If they have a question – they are contacting YOU. If they are running late because they are lost – they are contacting YOU. The average wedding has approximately 8 different types of vendors – imagine THEM ALL contacting you while you’re trying to get dressed. Headache! They still need to be managed – guided to where they can put their equipment, where they should start setting up, and given a point of contact for all questions and issues. More importantly, they need to be introduced to the other vendors so that they can all work together to deliver the best possible service for your special day! Get a day-of coordinator – let this person manage the nitty gritty which will allow your vendors to focus and do their job.
OK, I GET IT, A DAY-OF COORDINATOR IS GOING TO BE A VALUABLE INVESTMENT. NOW, WHEN DO I NEED TO BOOK ONE AND WHEN WILL THEY START WORKING WITH ME?
A day-of coordinator should be booked at least 2 months from the date of your wedding as this is usually the earliest they will start working with you. Depending on how much support you need, you could get away with hiring one with your wedding only weeks away. The biggest risk with this is that they won’t be available for your date and you DO NOT, I repeat DO NOT, want your coordinator to have two weddings in one day. If they say they can accommodate you – run the other way, and run fast. It’s not realistic.
WHAT QUALITIES SHOULD I LOOK FOR WHEN HIRING A DAY-OF COORDINATOR?
The most important thing you should feel when you initially contact your coordinator is a strong positive vibe that puts you at ease. There should be a calmness and confidence about them that makes you feel like, “yes, this person can handle anything.” Day- of coordinators are service and solution oriented professionals that want to make sure their clients are cared for – you should be able to get that vibe almost immediately.
THE TRUE VALUE OF A DAY-OF WEDDING COORDINATOR:
A day-of coordinator is truly the best gift a couple can receive – but they can’t be found on your registry! You have to make the decision to invest in this person who will be part of your support system, helping to make decisions and alleviating planning related stress during the final weeks leading up to your wedding. With a day-of coordinator you’ll be have a go to person who will manage the day with style and grace, putting out fires that you’ll never know about because you’ll be 100% focused on enjoying the day with your spouse, your family and friends. Give yourself the peace of mind that the details you’ve been piecing together for months will come together flawlessly and get yourself a day-of wedding coordinator!