What Does a Day-of Coordinator Do?
Tips from a South Florida-based Wedding Coordinator
As a newly engaged couple, planning a wedding is an exciting journey, but when the big day arrives, the last thing you want to do is stress over timelines, vendors, or last-minute hiccups. As we discussed in 7 Reasons You Need a Day-of Coordinator, a planner helps design and plan the wedding months (or even years) in advance, while a day-of coordinator ensures everything runs seamlessly on the day itself.
If you’re wondering, “Do I really need a Day-of Coordinator?” the answer is a resounding yes, especially if your desire is to be fully present on your wedding day (without wondering if the florals were already placed at the reception site.)
Wedding Coordinator vs. Wedding Planner: What’s the Difference?
Many couples confuse planners and coordinators, but their roles significantly differ:
Wedding Planner: Handles the wedding planning process from start to finish, including vendor selection, budgeting, and design.
Wedding Coordinator: More logistically-focused and steps in closer to the wedding date to organize final details, create timelines, oversee the event and act as the main point of contact for your vendors.
Consider it this way, you’ve already planned a significant portion of your wedding (your dream venue is secured, and your florist, photographer and DJ are already booked), what you now need is a seasoned professional to orchestrate all those moving parts and ensure every detail flows seamlessly on your big day and THAT is where your Day-of Wedding Coordinator comes in.
So, What Exactly Does a Day-of Coordinator Do?
As a Wedding Coordinator, we’re your behind-the-scenes expert, handling your wedding logistics so you can enjoy your big day worry-free. Here’s a closer look at what we do:
1. Reviews Your Wedding Plans & Contracts
About 4-8 weeks before your wedding, your Wedding Coordinator will review all your vendor contracts, wedding floor plans and layouts, and ensure nothing is overlooked. This helps prevent miscommunication and ensures vendors know exactly what’s expected on your day.
2. Creates a Detailed Wedding Day Timeline
A well-planned timeline is crucial for a smooth event. Your Wedding Coordinator will create a minute-by-minute schedule that outlines when vendors arrive, when photos happen, and when key moments like the first dance or cake cutting take place.
3. Communicates With Vendors
Your coordinator acts as the main point of contact for all vendors. Instead of fielding calls on your wedding day, you can relax knowing that your trusted coordinator is handling setup, deliveries, and communication on your behalf.
4. Manages the Wedding Rehearsal
Most coordinators run the ceremony rehearsal, ensuring everyone in your bridal party knows their cues. This helps avoid confusion on the wedding day.
5. Oversees Setup & Styling
From ensuring chairs are aligned to perfecting the tablescape, your day-of coordinator makes sure the venue is set up exactly as planned. They troubleshoot any last-minute decor issues and make adjustments as needed.
6. Handles Day-of Emergencies
Unexpected issues? Your Coordinator is present to solve them. Whether it’s a missing boutonnière, or a reception mishap, they’ll handle it discreetly, so you never even notice.
7. Guides the Flow of Events
Your coordinator is in charge of the timeline and ensures the wedding stays on schedule, this includes guiding your guests, the bridal party, and vendors so that transitions flow seamlessly.
8. Manages Cleanup & Final Wrap-Up
At the end of the night, your Coordinator ensures vendors follow cleanup procedures, personal items are packed, and all final logistics are handled so you can enjoy your grand send-off.
Hiring a Wedding Coordinator for Your Big Day
Hiring a day-of coordinator is an invaluable investment, one that ensures your planning efforts come together seamlessly and your day unfolds exactly as envisioned. At Urbanica Luxury Events, we specialize in month-of wedding coordination, taking the reins 30 days before your “I dos”.
If you have any questions or need guidance with your South Florida wedding coordination, we’d love to chat! Click below to learn more.
