10 Things Your Day-Of Coordinator Will Handle (So You Don’t Have To)
After years of planning weddings and special events, I can tell you—even the most organized couples need someone managing the details on the day of. You’ve spent months planning, investing in your dream vendors, and curating the perfect vibe. When your wedding day arrives, it’s time to enjoy every moment of it—not troubleshoot timelines or field questions from the DJ.
Loft on Bayshore, Coconut Grove, Florida
As a seasoned Wedding Coordinator in South Florida, I’ve been behind the scenes of countless celebrations, and here’s a breakdown of 10 essential things your day-of coordinator will handle:
1. Vendor Communication & Final Confirmations
In the weeks leading up to your wedding, your coordinator will touch base with all your vendors to confirm arrival times, logistics, and final details. On the day-of, they’ll be the point of contact—so no one’s blowing up your phone while you’re getting glammed. As your wedding coordinator, I take the reins on vendor communication at least 30 days prior to your wedding. I reach out to each vendor to introduce myself and to confirm arrival times, review setup needs, and distribute the timeline. On the wedding day, I’m the main point of contact—so if the florist is running late or the photo booth needs directions, you’ll never even know it happened!
2. Creating and Managing the Timeline
A seamless wedding needs structure. Your coordinator will create a detailed timeline that maps out every key moment—from hair and makeup to your grand exit—and ensure everyone follows it, down to the minute. As your coordinator and point of contact, I don’t just show up on the wedding day—I create a detailed, realistic timeline based on your priorities. From your glam schedule to ceremony start time, family photos, cocktail hour, and first dance—I’m managing the entire flow from start to finish.
For example, I always build in quiet buffer moments for my brides and grooms—time to breathe, touch up, or just enjoy a sip of champagne before the next big moment or grand entrance.
3. Overseeing Setup & Decor Details
From setting up personalized signage to double-checking your tablescape (table decor), your wedding coordinator is on-site to ensure everything looks just as you discussed. Just think about it, your coordinator is busy arranging candles while you’re relaxing with your bridesmaids or taking bridal portraits. It’s literally a stress-reliever and the main goal is to give you peace of mind!
4. Handling Last-Minute Emergencies
There’s always something—weather shifts, missing boutonnieres, a dress zipper that needs some love. I come to each wedding prepared with a stocked emergency kit to handle anything behind the scenes. Your coordinator should be a pro at problem-solving without interrupting your celebration.
At one of my recent weddings in Fort Lauderdale, unexpected rain hit just as we were about to begin the outdoor cocktail hour—and the reception was also planned outdoors, per the bride’s vision. While the hotel staff scrambled, I quickly pivoted—we moved cocktail hour to a covered patio, transferred the florals and candles into the main dining space, and kept the atmosphere upbeat and elegant for the rest of the evening. It’s moments like these that remind me how essential it is for your wedding coordinator to have the ability to think on their feet and adapt with calm, and creative solutions.
5. Cueing the Wedding Ceremony & Reception Events
They’ll line up the wedding party, cue music, and make sure everyone walks at the right moment. Your day-of coordinator ensures your ceremony flows smoothly and stress-free. Later on, they’ll cue your grand entrance, speeches, cake cutting, and grand exit so you can enjoy the celebration without watching the clock.
6. Keeping the Wedding Party & Family Organized on Your Big Day
Your wedding party will have questions—where to be, what time, how to hold the bouquet. I keep everyone calm, confident, and on time. And if your mom needs help pinning on her corsage or your cousin gets cold feet before her toast, I’m there for that too.
7. Being the Go-To for Guests
Guests sometimes need help finding their table or have dietary concerns during dinner. I handle those discreetly so the couple stays fully present and stress-free.
8. Managing the Flow of the Day
This includes checking in with vendors, adjusting the timeline as needed, and making sure no moment feels rushed. Your wedding coordinator is your eyes and ears and steps in to help guests discreetly and professionally.
9. Packing Up Personal Items
Have you wondered who packs all the decor and personal items at the end of the night, and ensure each vendor has left the venue? If you booked your wedding coordinator from start to finish, they are usually the ones who take care of the breakdown. At the end of the night and as your full-service wedding coordinator, I gather your signage, keepsakes, guestbook, leftover favors, and gifts—and make sure they end up in the right hands. You don’t need to worry about a thing as you’re whisked away to your after-party or hotel suite.
10. Giving You Peace of Mind on Your Wedding Day
Above all, the main goal of your wedding coordinator is to be your calm in the chaos. My clients always tell me how grateful they were to have someone they trusted handling everything. It’s what I love most about what I do! Your wedding day is one of the most important days in your life and that peace of mind is priceless. As a South Florida wedding coordinator, I’ve seen firsthand how unexpected things can happen—and how important it is to have someone ready to pivot quickly.
Hiring a day-of coordinator is one of the best investments you can make for your wedding. It's not just about logistics and timeline management—it’s about having someone you trust to bring your vision to life while you fully enjoy this meaningful day with your life-partner and your loved ones. If you’re looking for someone who knows the flow of a wedding inside and out, I’d love to chat more about how I can support you.
