What Does a Day-of Coordinator Really Do?
When it comes to planning help for your wedding, one of the most common options is hiring a day-of coordinator. Despite the name, most day-of coordinators step in about a month or two before your wedding to help ensure everything is on track. The exact duties vary by coordinator, but generally, they’ll review your plans, help iron out any remaining details, and make sure everything unfolds smoothly on the big day.
You can’t always predict how someone might interpret your vision until the day arrives, which is why your coordinator should make it a point to ask all the right questions and gather every detail. Their goal should be to be your perfect stand-in, making sure that everything goes exactly as you imagined. While you can't be in two places at once, they should strive to make it feel like you are. Unless you specifically ask for it, they should not just show up on the day of the wedding—they should get involved well in advance to understand your plans inside and out.
Key Ways a Wedding Coordinator Can Help You on The Day
Here are a bunch of options you can have a day-of coordinator help you with:
Ensure vendors follow the timeline and provide cues for smooth transitions.
Distribute final payments or gratuities to vendors.
Oversee reception setup
Linen steaming
Place reception items (e.g., seating signs, menus, guestbook, late-night snack).
Ensure key photos are taken and facilitate the first look.
Ensure flowers/boutonnieres/corsages are handed out.
Set up ceremony essentials (signing pen, unity ceremony items).
Line up the wedding party for the processional and direct late guests.
Secure gifts, card box, and important items during the event.
Monitor food and beverage stations for refills on food or supplies.
Assist with announcements to guests, ensuring they know when to take their seats and participate in special moments.
Gather guests efficiently to keep photo sessions running on time.
Ensure people sign the guestbook
Provide cues for staff (DJ, MC, caterers), and anyone giving speeches as needed
Coordinate special elements (cake cutting, entertainers, sparklers)
Oversee tear-down or clean up
How They Can Help You Prepare
Here are two of the major areas where a day-of coordinator can be invaluable:
Vendor and Venue Management
Review all contracts with vendors and your venue to make sure nothing is overlooked.
Confirm all final details with vendors and serve as their main point of contact on the day.
Gather vendor payments or gratuities and distribute them.
Timeline Creation and Execution
Create a detailed timeline for the day and communicate it to all involved parties.
Run the rehearsal to make sure the wedding party understands their roles and cues.
Keep everything on track, providing cues to vendors, bridal party members, and family so no moment is missed.
Important Questions to Ask a Day-of Coordinator
Asking the right questions can help you find a coordinator who’s a perfect fit for your style and wedding needs. Consider these:
What is your typical approach to planning and coordinating?
Do you offer design assistance with floor plans and layouts?
Do you assist with set up or is your focus purely on coordination?
What types of venues are you most familiar with (all-inclusive venues, outdoor spaces, etc.)?
Do you have a minimum budget you work with?
Each wedding is unique, so a coordinator who’s flexible and understands your priorities can make all the difference. With a skilled day-of coordinator, you’ll get to relax and enjoy every moment, knowing the details are in expert hands.
Need help with the finer details? Whether you’re finalizing seating arrangements or need assistance coordinating your big day, I’m here to make sure everything is in place so you can relax and enjoy the moment. Let’s bring your vision to life!
