Do I REALLY Need A Day-of Coordinator?

I have been meaning to write this blog post for a while now and have hinted at this subject in past posts, but because I have been getting this question several times recently, I feel compelled to write an entire post addressing this.

I have even recently had potential clients tell me they have decided to go another direction and coordinate their own wedding to which I respond, “Good luck!”. Don’t get me wrong; I am never offended when clients go another direction. I believe everyone has a right to execute their wedding exactly how they would like to. My response is not in an ironic or sarcastic manner either; I am genuinely offering luck. I say this because of all people; I know the challenges of coordinating a wedding and could not imagine doing it while getting married myself. And yes, even as a wedding planner-

I had a day-of coordinator for my wedding.

So when I get the questions of whether or not a coordinator is necessary or worth the money for coordination, my answer is always yes.

Even if you are the most organized bride or Type -A personality on this planet, you will not be able to organize and coordinate your wedding day and still be able to enjoy the day. There is a reason why more and more venues are requiring day-of coordination, whether it is included in your venue price or required in your contract for booking.

I have reached out to other vendors to hear their experiences with weddings without coordination and how it affected their jobs. The general consensus was that lack of coordination created unnecessary workload for them, making it almost impossible for them to do their job to the best of their ability.

For example, a photographer explained that during a wedding, she became the coordinator for the event on top of her contracted duties. She had to make sure the DJ made announcements to the guests, to guide everyone to the ceremony and reception site, to keep everyone on schedule, and to cue the bride to walk down the aisle. In an effort to keep this a brief read, I only listed some of the extra work that was forced upon her. The additional workload prevented her from capturing the special moments of the day for the couple and frankly left her exhausted and frustrated.

There is so much work that goes into wedding day coordination that it is nearly impossible to execute correctly without some added help. Shuffling a large group of people from one area to another without incident is a job in itself.

In preparation for day-of coordination, I start my planning far in advance to ensure that all vendors and I are on the same page. The most important part of coordination is organization. I create a painstakingly detailed timeline that includes all details and aspects that each vendor may need to limit confusion during the event. This timeline includes the schedule of events, special notes that may affect the smoothness of the day, musical cues, contact information for all vendors involved, the layout and seating chart of the space, the names of the bridal party and important family members for pictures for the photographer, logistical details, etc. On the day of the event, a copy of the timeline is given to each vendor with plenty of time for questions or revisions.

Keep in mind, no matter how air-tight a timeline may be, the schedule is subject to change depending on how quickly or slowly the event is progressing. This is another reason a coordinator is essential! It is their job to work with the other vendors (most importantly, the DJ or band) to adjust the schedule to keep the day running seamlessly unbeknownst to your guests that it may not be going exactly as planned.

The most obvious reason to have a day of coordinator is to be able to sit back and enjoy your wedding day without the stress of telling everyone where they should be or what they should be doing. How are you supposed to cue the flower girls on when to start walking down the aisle if you’re behind them waiting to go yourself? It is also completely unfair to put the responsibility of coordinating your wedding on your loved ones; they are supposed to be there sharing the enjoyment of this special occasion.

Do your guests, your vendors, and most importantly, yourself, a favor and put money away in your budget for wedding day coordination. I assure you it will be money well spent and ensure your day is as magical as you’ve been envisioning it.

With Love,

Macy