Wedding Day Coordination Tasks

One of the most significant events in your life is your wedding. However, all your long hours and efforts of planning can be mean heartache if it’s not well executed. That is why hiring a wedding day coordinator is so important. After all, you want to strive for a perfect wedding day so your exertion wasn’t done in vain. With a wedding coordinator, this perfection can be achieved without having to sacrifice the desired outcome. In contrast to wedding planners, who are involved from the start of your planning journey and manage all the events from rehearsal dinner to the day after brunch, day-of wedding coordinators concentrate mainly with the management of the day itself. This way, you’ll be able to enjoy your wedding stress free but still be involved with the overall planning of it. 

Preparing the Wedding and Setting the Timeline

The coordinator meets with the couple anywhere from four to six weeks before the wedding day to identify what assistance is needed with décor set-up, vendor management and other tasks. This meeting typically takes place at the venue so the coordinator can see the space and get a feel for the logistics and overall layout. The couple will provide a vendor list of who they have hired so the coordinator can reach out to introduce themselves and explain their role on the day-of. The coordinator, along with input from the DJ and/or band, will then create a timeline for the day that lists details including venue access, vendor arrival times and the reception agenda. Having a timeline in place is imperative for all the vendors to be working together off the same schedule. If not, you run the chance of them working independently and not cohesively which can create mistakes. 

Prior to the Wedding

You'll most likely have questions that arise during your planning process. Having a wedding coordinator to address your questions and concerns is comforting. After all, this is most likely the first wedding a couple have planned and having a sounding board of a coordinator to offer advice and best practices will alleviate stress. A wedding coordinator ensures that all the vendors involved—from setting decorations, flowers and seating--have completed their work in accordance to how the couple requested. With wedding day coordination, it’s peace of mind that all wedding activities that the couple planned are smoothly executed. 

During the Wedding Ceremony

The wedding coordinator will run your ceremony rehearsal and give directive to family and the bridal party on where to process, stand and or sit. Rehearsals help all involved parties feel they know the duties of their role so on wedding day they feel confident. A coordinator will also ensure that decor like aisle markers are placed, programs are set out and that guests are invited to take their seats when the time is right. They signal the DJ or musician on the playing of the processional songs and will cue the parents and bridal party to walk down the aisle. There are many moving parts to conduct the perfect ceremony and you really need an experienced wedding coordinator to execute it.  

At the Wedding Reception

The day-of wedding coordinator is also helpful at the close of the ceremony, directing the guests to the cocktail area. Even though it’s the responsibility of the DJ to run the reception agenda (i.e. grand entrance, first dance, toasting and cake cutting) a coordinator assists their efforts. Many times a DJ can’t be in two places at once or is not able to leave their booth, so the coordinator is their back-up in times of need. The DJ and coordinator work closely together during the entire reception to ensure all the elements chosen by the couple are executed properly. At the close of the reception the coordinator will then pack up the couple’s décor, gifts and florals and send them home with the designated party. This safeguards that all their belongings are returned and nothing gets lost or left behind at the venue. The coordinator will then check out with the venue staff to make sure all the rules were followed and there are no concerns so that the security deposit is returned in full. 

Conclusion

This is an overview of what wedding day coordination looks like. Here at Hitch Without A Glitch, we offer various services to meet your day-of needs. Having a wedding coordinator is sure to relieve you of the wedding day worry so you be present in the moment on the best day of your life. 

Happy Planning! Janet