Why Hire A Coordinator?
You just might be able to do it all! If you can, Congrats! Not many brides (or grooms, for that matter) can pull of the perfect wedding, save a few bucks and stay sane. You're organized, smart, creative and know what you want. So why use a coordinator? Brides get stressed because there are so many aspects of a wedding that aren't realized until the planning process has started. And you don't want to turn into a Bridezilla! A wedding is a party celebrating your love, you want to enjoy it,! Coordinators make sure you have your cake and eat it too! Another perk to hiring a coordinator...DISCOUNTS!! Vendors that work closely with Coordinators tend to give better deals because they know that Coordinator will use them again and again. Having someone there to carry out every little detail so you can sit back and relax is well worth it.
"But the venue has an 'On-Site Coordinator'." Unfortunately, most on-site coordinators that come with venue are there for the venue, not YOU. Their primary job is to keep an eye on things and make sure you follow their guidelines and rules, not be your "right hand man". You will want to check with your venue about what to expect from their On Site Coordinators or Venue Managers.
*Keep in mind - If you’re NOT planning on hiring a Coordinator, think of who will do all of these tasks when they arise on the wedding day. Also consider if that person will stick around through the end of the reception or if they’ll take advantage of the open bar and not be able to carry these duties out. Most vendors will wait for someone to tell them what to do, and you don’t want to have a friend or family member feel like they are “working” at your wedding. I've personally seen a few brides lose it because their favorite Aunt or next door neighbor didn't follow through on their "job". Hiring friends or relatives is not recommended.
Most of these things don’t fall under the caterer’s or venue’s responsibilities so don’t assume they’ll be handled by the professionals you’ve hired:
Confirm vendors, make sure the time and address they have is correct
Venue walk through and floor plan
Collection of any wedding items prior to wedding to be brought to and set up at your wedding venue(s) such as center pieces, tableware, photo table, favors, programs, guest book, place cards, etc.
Greet vendors, ensure all arrive and deliver as contracted, receive deliveries
Make sure that your transportation throughout the day is prompt
Ensure that all special ceremony items are accounted for and placed properly, then taken from ceremony site and packed
Oversee setup and design of ceremony and/or reception venues
Set up centerpieces if needed
Assist with distribution of wedding flower bouquets and flower girl baskets
Assist with pinning on corsages and boutonnieres
Organize family members and the wedding party for pictures as needed
Coordinate instructions with house party (distribution of programs) and ushers (seating)
Make sure guests with special needs are attended to, assist guests with questions
Ensure the wedding rings are with the correct wedding party member
Keep track of flower girls and ring bearers, cue them when it’s time to walk down the aisle and ensure that they make it down the aisle, bribe them as needed
Line up and cue the wedding party when it’s time for them to walk down the aisle, make sure the bridesmaids are holding their flowers properly, no bra straps are showing, etc.
Calm and prepare you for your memorable walk down the aisle, fluff your dress, straighten your train, adjust your veil, dry your tears, and cue you when it’s time
Cue ceremony musicians and other key participants
Ensure that the marriage license is signed
Assist maid of honor with bustling your gown and changing your attire if needed
Make sure that guest seating plan and/or place cards are displayed properly
Manage wedding gift attendant to make sure that all cards are attached to the gifts to keep track of what was received and from whom
Ensure that all wedding favors, photos, table numbers, signs, menus, disposable cameras, toasting flutes, cake cutter and server, etc., are placed properly
Make sure that any special meals (such as vegetarian requests) are taken care of properly
Coordinate food and beverage service and timing with the caterer and wait staff
Check that all candles are lit before guests enter the reception venue and that they stay lit throughout your celebration
Oversee that the DJ or MC is following the schedule of events and are cuing activities properly and on time
Keep you and your groom prepped for upcoming activities such as the bouquet toss
Make sure that special guests and family members are present for activities such as the cake cutting, toasts, etc.
Distribute final payments and gratuities to the proper people and vendors on your behalf
Pack up all your personal items, top tier of your wedding cake, gifts, etc., at the end of the celebration and place them in the appropriate cars
Assist in tear down of ceremony and reception space
Present for Walk Through with venue at the end of the event to ensure all items are taken out and nothing is left behind, nothing is broken or missing
Adress any other issues that arise.
"But the venue has an 'On-Site Coordinator'." Unfortunately, most on-site coordinators that come with venue are there for the venue, not YOU. Their primary job is to keep an eye on things and make sure you follow their guidelines and rules, not be your "right hand man". You will want to check with your venue about what to expect from their On Site Coordinators or Venue Managers.
*Keep in mind - If you’re NOT planning on hiring a Coordinator, think of who will do all of these tasks when they arise on the wedding day. Also consider if that person will stick around through the end of the reception or if they’ll take advantage of the open bar and not be able to carry these duties out. Most vendors will wait for someone to tell them what to do, and you don’t want to have a friend or family member feel like they are “working” at your wedding. I've personally seen a few brides lose it because their favorite Aunt or next door neighbor didn't follow through on their "job". Hiring friends or relatives is not recommended.
Most of these things don’t fall under the caterer’s or venue’s responsibilities so don’t assume they’ll be handled by the professionals you’ve hired:
Confirm vendors, make sure the time and address they have is correct
Venue walk through and floor plan
Collection of any wedding items prior to wedding to be brought to and set up at your wedding venue(s) such as center pieces, tableware, photo table, favors, programs, guest book, place cards, etc.
Greet vendors, ensure all arrive and deliver as contracted, receive deliveries
Make sure that your transportation throughout the day is prompt
Ensure that all special ceremony items are accounted for and placed properly, then taken from ceremony site and packed
Oversee setup and design of ceremony and/or reception venues
Set up centerpieces if needed
Assist with distribution of wedding flower bouquets and flower girl baskets
Assist with pinning on corsages and boutonnieres
Organize family members and the wedding party for pictures as needed
Coordinate instructions with house party (distribution of programs) and ushers (seating)
Make sure guests with special needs are attended to, assist guests with questions
Ensure the wedding rings are with the correct wedding party member
Keep track of flower girls and ring bearers, cue them when it’s time to walk down the aisle and ensure that they make it down the aisle, bribe them as needed
Line up and cue the wedding party when it’s time for them to walk down the aisle, make sure the bridesmaids are holding their flowers properly, no bra straps are showing, etc.
Calm and prepare you for your memorable walk down the aisle, fluff your dress, straighten your train, adjust your veil, dry your tears, and cue you when it’s time
Cue ceremony musicians and other key participants
Ensure that the marriage license is signed
Assist maid of honor with bustling your gown and changing your attire if needed
Make sure that guest seating plan and/or place cards are displayed properly
Manage wedding gift attendant to make sure that all cards are attached to the gifts to keep track of what was received and from whom
Ensure that all wedding favors, photos, table numbers, signs, menus, disposable cameras, toasting flutes, cake cutter and server, etc., are placed properly
Make sure that any special meals (such as vegetarian requests) are taken care of properly
Coordinate food and beverage service and timing with the caterer and wait staff
Check that all candles are lit before guests enter the reception venue and that they stay lit throughout your celebration
Oversee that the DJ or MC is following the schedule of events and are cuing activities properly and on time
Keep you and your groom prepped for upcoming activities such as the bouquet toss
Make sure that special guests and family members are present for activities such as the cake cutting, toasts, etc.
Distribute final payments and gratuities to the proper people and vendors on your behalf
Pack up all your personal items, top tier of your wedding cake, gifts, etc., at the end of the celebration and place them in the appropriate cars
Assist in tear down of ceremony and reception space
Present for Walk Through with venue at the end of the event to ensure all items are taken out and nothing is left behind, nothing is broken or missing
Adress any other issues that arise.
