Recently someone told me her fiancé thought they do not need a timeline established for their wedding because “it is just a celebration!”. She was obviously horrified at his idea. I told her even the simplest wedding that I had coordinated which involved 20+ guests plus vendors had a timeline established to inform everyone when all the events were supposed to be taking place. Of course every wedding is a celebration but it is also an event that is orchestrated and not an impromptu get together for friends and families.
Today I would like to talk about what a wedding coordinator does so that engaged couples will have a better understanding of how a wedding coordinator can be helpful.
Question of the day: What will a wedding coordinator do for me?
(1) Logistical Planning/Creation of Wedding Day Timeline
Establish timeline of the wedding day is just one of the many tasks that a wedding coordinator will do. This is an important task because with an experienced coordinator, there is better estimate of how long each task is really going to take. For example, people often forget to account for extra travel time in between locations or how long it really takes for the ladies to get ready before the wedding.
Whether I am hired as a planner or as a coordinator, I always work with my clients to make sure that their established timeline for the day is realistic and executable. While logistical planning is not always fun, it makes the day go so much easier when everyone knows where and when they are supposed to show up and what exactly will happen when they show up.
(2) Vendor and Helpers coordination
As a coordinator, I reconfirm the details of each vendor booking for my client. I also make sure I talk in advance to any friends and families who are helping out at the wedding so everyone knows the exact task that they are supposed to be doing, whether it is ushering, manning the guest book table, or greeting the guests.
If there are last minute changes on wedding day, I am the one making the calls and making sure things are taken care of. For example, I have received phone calls about addition or reduction of headcount on the morning of the wedding day so I was the one making last minute adjustment on the seating chart while the bride is getting ready at the salon.
(3) Conduct the rehearsal and direct the actual ceremony
I must admit that one of the reasons I got started as a wedding coordinator was because of the chaotic situation that I was placed in as a wedding pianist whenever there were weddings without a coordinator or worst, someone who was put there to be a coordinator but actually had no clue what needs to happen.
One time a sister of the bride who acted as a “coordinator” decided that she will send the bridesmaids down the aisle even though the groom and groomsmen had not even entered the sanctuary yet. It put a lot of stress on me as the musician when the order of the processional was suddenly switched. I did somehow managed to continue playing as if nothing was wrong until the groom and groomsmen had entered ( I thanked the pastor for deciding to march in on his own with the gus) before I switched the music to the bridal march for the entrance of the bride (I was determined to play anything but the bridal march until the guys got in because I sure did not want the bride to reach an altar with no groom waiting for her!) . After that incident, I decided that I will be the one conducting the rehearsal if there is not a coordinator and I am to be the pianist.
(4) Check/Check/Check.
I use a checklist to be sure that all the details are taken care of at the ceremony and at the reception. Before the ceremony, I am the one making sure everything needed for the ceremony is set up properly (e.g. unity candle set). If someone is unable to make it to the rehearsal, I go over the details of the ceremony with them when they get to the venue.
I also work with the venue coordinator (if there is one) to be sure that the reception setup has been done according to plan. When something does not go as planned, I try to fix it or make adjustment as quickly as possible without the bride and groom knowing what had gone wrong.
(5) Keep track of time
At first glance, this may seem like it is not really that important, until we are talking dollars that are associated with running overtime at an event, including weddings.
As a coordinator, I actually read all the contracts that the bride gave me (even if she was the one booking the vendors) so I am well aware of any overtime charges at the venue, by the band or musician, and by the photographer/videographer. I try to minimize delays by setting an achievable timeline but sometimes things just happen (unexpected traffic jam, guest of honor getting lost on the way to ceremony/reception etc.). I will make timeline adjustment/modification throughout the day when things do happen and play catch up so that the couple will still be able to end their event on time and not incur additional expenses.
As you can see, the wedding coordinator’s job is not exactly glamorous. I often tell brides who consult with me that they can always choose to plan their own wedding if they want but to try to coordinate everything on their own during the wedding day itself is definitely not something enjoyable. After all, do you really want to be the one calling out the photo session order while you are in your wedding dress and standing next to the groom?
