10 Things Your Day-Of Coordinator Handles
Tips and Advice from a South Florida Wedding Coordinator
After years of planning and coordinating weddings and social 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 all the right vendors, and curating the perfect vibe for your dream wedding. When your big day arrives, it’s time to enjoy every moment of it—in this article, I am sharing the top 10 things your day-of coordinator handles (so you don’t have to).
Loft on Bayshore, Coconut Grove, Florida
Vendor Communication & Final Confirmations
In the final weeks leading up to your wedding, your day-of coordinator will touch base with all your vendors to confirm arrival times, finalize logistics, and last minute details. On the day-of your wedding, your coordinator is appointed the point of contact to manage communication and address any issue as they may arise. As your wedding coordinator, I take the reins on logistics management and vendor communication at least 30 days prior to your wedding. I do this by reaching out to each vendor, introducing myself and confirming arrival times, review setup needs, and distributing your wedding timeline.
Creating and Managing the Timeline
A seamless wedding needs structure. Your coordinator is appointed to 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. A detailed and realistic timeline is based on your priorities. Let’s say you have different locations for getting ready, ceremony, and reception, your coordinator will want to account for real-world travel time, including traffic, parking, and loading/unloading to avoid potential delays. When creating wedding timelines, I also like to add some buffer time in between key moments - like getting ready, photos and ceremony, because let’s be frank, things always take longer than planned. Those quiet buffer moments are meant for you—the bride and groom—to breathe, touch up, or just enjoy a sip of champagne before the next big moment. From start to finish, your day-of coordinator is present to manage the entire flow of your wedding.
Overseeing Wedding Setup & Decor
From setting up personal signage to double-checking your wedding flowers 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!
Handling Last-Minute Emergencies
At one of our recent weddings in Fort Lauderdale, there was unexpected rain just as we were about to begin cocktail hour outdoors (and the reception was also planned outdoors) The hotel staff and I quickly pivoted and we managed to move 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 creative solutions. There’s always something—weather shifts, missing boutonnieres, or a broken dress zipper. I also like to come to each wedding prepared with an emergency kit to handle anything behind the scenes.
Cueing the Wedding Ceremony & Reception Events
Your wedding coordinator lines up the wedding party, cue the music, and ensure everyone walks at the right moment. They’ll cue your grand entrance, speeches, cake cutting, and grand exit so you can enjoy the celebration without watching the clock.
Keeping the Wedding Party & Guests Organized
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.
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.
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.
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.
Peace of Mind
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.
Having 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 be present and bring your vision to life while you fully enjoy your day with your life-partner and loved ones. If you have any questions or need some guidance, I’d love to chat more about how I can support you! Click below to learn more.
