On-The-Day Wedding Coordinators: What Do They Do?

On-The-Day Wedding Coordinators: What Do They Do? - Eternity

On-The-Day Wedding Coordinators: What Do They Do?

16th April 2024

Once you’re engaged, all your efforts meticulously go into planning your dream wedding week: the one that you’ve always dreamed of. Speaking to wedding suppliers, creating moodboards, searching for inspo; it’s all extremely exciting!

As the day draws close, all couples are faced with the biggest dilemma: how can I make sure the day goes as smoothly as possible – no one knows the wedding as well as I do?!

That’s where the crucial role of your wedding coordinator fits in. The person & team responsible for ensuring that your week runs as smoothly as possible, with every detail that you’ve planned down to a T.

But…what do wedding coordinators actually do?

WE SPOKE TO EVERYTHING WEDDING BY KS
Inspired by her own luxury Asian destination wedding in Portugal, Komal set up her wedding planning & coordination business to bring her couples ideas to life.

THE MAIN POINT OF CONTACT

On your wedding morning, the last thing you will want to be doing is looking at your phone to see if your decorator has arrived, or keeping a backup copy of your itinerary on you to direct your cousin on where to place the wedding favours – trust us.

Your wedding coordinator serves as the main point of contact for all your wedding suppliers. Often, it is recommended to book your coordinator 3-9 months in advance (depending on their diary), and getting back in touch with them to do a formal handover at least one month in advance.

At this point, your wedding coordinators and their teams will begin to liaise with each supplier to ensure everyone is on the same page about where they fit into the daily itinerary.

COORDINATORS AREN'T PLANNERS
Komal says that whilst most wedding coordinators offer full wedding planning services, similar to herself; if you book a coordinator then you shouldn't expect full help around sourcing suppliers, liaising budgets, negotiating contracts etc.

handling logistics

A large part of the wedding coordinators role is to handle logistics and essentially sense check that everything makes sense.

Whilst you would have done majority of the planning yourself, a wedding coordinator does a great job at being the middle man between you, the venue and the suppliers to ensure any missed bits & pieces are taken care of in the lead up.

This is why you should always have your wedding coordinators at your last few site visits.

sticking to timelines

It is your wedding coordinators role to ensure that all timelines are adhered to – no matter what happens!

Whether it’s directing your guests at the right place, ensuring the DJ & entertainment are ready at the correct time, or even making sure that the happy couple enters on time – they’re in charge of ensuring everything goes as planned.

WHAT'S THE BIGGEST RELIEF COUPLES FIND WHEN THEY BOOK A COORDINATOR?
When couples have gone through the wedding planning process, it can often be difficult to see how all these different pieces fit together. As a couple, the last thing you’d want on the day is to worry about the little details. Knowing you have a coordinator on hand to ensure the day runs smoothly and on time, gives the couple peace of mind, allowing them to relax and truly enjoy their special moment.

TROUBLESHOOTING

Which brings us to our next point; wedding coordinators are master troubleshooters. In case of any issues arising throughout the day, it’s their role to ensure that you don’t find out about any issues until they are resolved (ideally the week after during your debrief!).

an eye for detail

As you would have spent hours and hours picking the correct wedding stationery, napkin colours, or wedding favours – it is your wedding coordinators role to ensure that everything is meticulously laid out as you would expect it to be.

Often, you will find your wedding coordinators running around to switch to the next wedding stationery signage, moving your guest book, checking all wedding favours are correctly & evenly placed on the table – and much more.

GUIDE YOUR GUESTS

Not to be confused with an MC, but a lot of the time your wedding coordinator will play a huge role in leading your guests – between rooms, between ceremonies, troubleshooting their queries & more.

making sure you are comfortable

Think of your wedding coordinators as your agony aunts. They are your main point of contact, as a couple, for any queries, stresses, or anything else that may arise.

This is why it’s so important to build a good rapport with your wedding coordinators and choose them wisely.

IS A WEDDING COORDINATOR RIGHT FOR YOU?

Are you or do you…

● want to play an active role in wedding planning and management, for the majority of it?

● not want to have family & friends running around to manage logistics on your wedding week?

● not want to spend your budget on a full wedding planner?

Komal says “If you enjoy the wedding planning process, but want someone to execute your vision on the day of the event, a coordinator might be the right choice for you.”

ABOUT EVERYTHING WEDDING BY KOMAL SHETH

The founder of Everything Wedding By Komal Sheth, Komal, offers full wedding planning, partial planning and on-the-day coordination for her couples.

Her keen eye for detail, strong sense of organisation, and ever-so-slight perfectionist nature makes her absolutely perfect for wedding planning & coordination.

Komal’s biggest piece of advice for couples is “Stay true to yourselves and your vision! It’s easy to get caught up in the expectations of others or feel pressured to conform to certain traditions or trends. However, your wedding should ultimately reflect who you are as a couple and what matters most to you.”