Do I Really Need A Wedding Coordinator?
If you know anyone who has been married recently, you may have heard them mention that hiring a wedding coordinator is a must. Perhaps you’ve considered hiring a day-of coordinator for your big day but you’re on the fence- it’s an additional cost you may not have budgeted for, you aren’t sure you really need a coordinator for your wedding, you don’t fully understand the role of a wedding coordinator.
There are so many benefits to hiring an experienced professional to manage your wedding day timeline, logistics and vendors. We’re going to go over 10 reasons why you should hire a wedding coordinator and, of course, the benefits to doing so.
photo via BG Photography Studios | BG Photography Studios Instagram
They Provide Timeline Planning
Wedding coordinators have seen it all. Timeline mismanagement, vendors running late, catering trucks breaking down, unruly guests; you name it, we’ve likely experienced it. By hiring a coordinator, not only are you bringing someone on board to help plan for your big day but in the weeks leading up to your wedding, they are able to provide valuable insight into what works and what doesn’t.
Maybe you aren’t sure when the best time to squeeze in your first dances. Perhaps you would like to do speeches but aren’t sure if you’d like to have them during cocktail hour, before dinner or after dinner. Your coordinator is schooled in this department and can help arrange your wedding day to allow for the best possible flow of events allowing you and your guests to enjoy every single moment of your wedding day.They Handle Logistics and Layout
Something a lot of people don’t think about when planning a wedding is the logistics of the day and layout of the space. Where your DJ should be stationed for the best atmosphere, where your guestbook table should be placed to ensure guests have access (and it’s not “out of sight, our of mind"), how to move guests from ceremony to cocktail hour to reception space without rushing them through each day-of event.
On the day of your wedding, your coordinator doesn’t typically have a chance to sit down and breathe - there is so much that goes into executing the perfect day, as well as managing your guests and vendors. For many of us, your wedding day is a full 10+ hours on our feet making sure you and your guests have a relaxed and engaging experience.
They Complete Setup and Takedown
Your venue may have a coordinator on-site the day of your wedding. What you may not know is that most venue coordinators will not handle your personal items whatsoever - this include centerpieces, gifts and cards, welcome signs, timeline management, etc.
Your coordinator will arrive in the morning or early afternoon to set up your decor and ensure all of your items are placed exactly where you had envisioned for your dream wedding. At the end of your event, your coordinator will dismantle all of your decor and box it up for you so that once your wedding ends, you truly do not need to worry about a thing. Gifts and cards are loaded, decor is packaged and loaded; allowing you to head straight to the after-party!
They Manage Your Vendors
This is a big one. In the week(s) leading up to your wedding, your day-of coordinator will reach out to your vendors to confirm the contractual agreements, iron out the details and introduce themselves as the main point of contact for your wedding day. They have all contracts on hand to ensure you are getting exactly what you are paying for. Your coordinator will confirm the date and arrival time to ensure all of your vendors are on the same page.
I once coordinated a wedding on the Michigan Lakeshore and when reaching out to my clients vendors, I had confirmed date and arrival time and this particular vendor had the wrong date! The wedding was on a Friday and the vendor was convinced the wedding was on a Saturday and did not double check to confirm their contract. Had I not reached out to them to confirm the details, my clients would have been without florals and decor at their wedding. NOT ideal!
They Manage Your Guests
There are a couple different aspects to guest management. We mentioned this above with logistics but moving your guests from one location to another. You don’t want to have someone shout out or MC to have your guests relocate - this doesn’t give luxury, this gives 7th grade summer camp. Your day-of coordinator will address your guests personally and let them know that we are asking all to move to another space when they are ready.
On another note - you may have a guest (or guests) that have the tendency to go a little overboard with an open bar situation. Or perhaps someone is being unruly. Your coordinator will handle this (sometimes unbeknownst to you) and that eliminates the awkwardness or confrontation you may need to face on your wedding day. This is yet another major benefit to not having a family member on duty for this task- most people are much more responsive to a voice outside of their own family or friend group.
They Handle Unforeseen Mishaps
Maybe your DJ is running late or your caterers’ truck broke down. Your coordinator is quick on their feet and able to come up with creative solutions to some of these issues that arise, again, many times, unbeknownst to you. That last thing we want to do on your wedding day is to stress you out. Behind the scenes we are solving problems you didn’t even know existed. Your focus shouldn’t be on logistics - its your WEDDING DAY!
They Are Your Main Point of Contact
So your florist has questions when they arrive but you are off-site having your hair and make-up done. Lucky for you, you hired a coordinator to handle these situations. Instead of getting calls all morning and afternoon for logistical questions, you have an appointed person to manage this. The last thing you want to do is be on your phone throughout the morning of your wedding.
They Act As A [Low-Key] Wedding Therapist
Okay so you’re unhappy with something that happened on your wedding day and your closest gals don’t want to hear it. Your coordinator is your friend and confidant. They are a shoulder to lean on and an ear to listen.
In the weeks leading up to your event, you may feel stressed about some things or you may have some family dynamics you want to talk through. On the day of your wedding, you may have something come up. Your coordinator is here for you! Our goal is to ensure you are not feeling any of the stress of your wedding. I cannot tell you how many times I’ve arranged unplanned calls with brides simply to ease their mind. By the end of the phone calls, resounding feedback is “oh my gosh, I feel so much better about everything.” Sometimes you just need an outside, unbiased party to listen and even provide feedback or solutions as necessary.
They Are Your Personal Assistant
You forgot your earrings or you need a coffee ASAP - your coordinator is there to help ensure you are well taken care of (and treated like royalty!) on your wedding day. We want to make sure you are happy, hydrated and engaged on your wedding day. The last thing your coordinator wants to to have you stressing out about literally ANYTHING on your wedding day. Ask and you shall receive!
They Provide Piece of Mind
Sometimes it’s hard to see the value of a coordinator prior to your wedding day. Yes, you’ve scheduled calls. Yes, they’ve created a timeline. Yes, they’ve eased your worries to an extent but you haven’t yet seen them in action. Many couple still worry that their vision will not be brought to life.
You went through a pre-booking process to get to know your planner, you’ve gone over details, you’ve even read glowing review, and you’ve trusted your coordinator enough to hire them. Trust that your coordinator is going to handle everything on the day-of.
Whether it was the brides idea to hire a coordinator and the groom was feeling uneasy about it or vice versa, there have been so many times when one of my clients has approached me at the end of the night and said “I was hesitant and not on board for hiring a coordinator but I am SO glad we did! I didn’t have to worry about a thing and the night went so smoothly, I am so SO happy we had you here by our sides.”
I founded Futtitinni Events for many reasons but on the main premise of alleviating stress from our clients. Yes, I love weddings. I love celebrations of all sizes. But the one thing I saw and heard over and over was family members stressing out about set-up. Couples worried about whether or not their day is going to be absolutely perfect. Vendors not sure who to contact on the day of the event. Your wedding day is one of the most important and remembered days of your life, that said, any precautions you can put in place to ensure a seamless event is so incredibly important. This is a day you and your guests will remember for the rest of their lives.
photo via Aly DenBesten Photography
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