Wedding Coordinators leave the design and planning to the couple and step in around 6 weeks before the wedding to manage and execute the plans.
Throughout the Engagement
A few things happen before that 6-week mark including an initial consultation meeting to establish a relationship between the couple and the coordinator. Once booked, the coordinator may also share some tips and referrals along the way.
6 Weeks Prior
Then around 6 weeks prior to the wedding the couple hands off their contracts and all their detailed plans to the coordinator. We use a thorough but straightforward form to gather this info from our clients.
Once the coordinator has those items in hand, she can reach out to all the wedding professionals and confirm their details. Then she creates a personalized timeline and information sheet for the wedding. This is shared with everyone involved in the wedding. The coordinator will also request a layout from the venue.
During the week of the wedding, the coordinator meets with the couple at their venue to complete a final walkthrough. This is done to review the layout and general flow for the wedding in the actual space. At this time, it’s also important to review the plans for the day in detail just to make certain that everyone is on the same page. She’ll map out details on the layout to share with the wedding professionals involved.
Final Round of Communication
After that meeting, the coordinator makes one last round of communication with the wedding professional team and sends copies of the most up to date timeline, information sheet, and layouts.
Wedding coordinators orchestrate the ceremony rehearsal. The officiant will likely handle the ceremony flow, but she will handle the processional, positioning, and the recessional. She’ll also give guidance to first-time officiants as needed.
On wedding day, you can expect the wedding coordinator to spend about 12 hours and possibly bring along an assistant for the wedding itself. She meets at the getting ready location to pick up last-minute items and to check in on the couple.
Her next stop is to handle setup at the venues. She may set up client items and will act as the point person for wedding professionals as they arrive.
She’ll be involved with making sure everyone arrives on time to the ceremony and gives direction to get the wedding party and family down the aisle with ease.
During formal photos, the coordinator speeds up the process by keeping guests on deck and ready for upcoming pictures.
She works alongside the venue and catering team to direct the flow of the reception. She is behind the scenes for all the special moments. During the reception, she alleviates the pressure for the couple or their parents to watch the time. Instead, they act as guests of honor as she guides everyone to follow the flow of the timeline.
As hiccups occur, the wedding coordinator uses the detailed information gathered before the wedding to field questions, make decisions, and solve problems.
When the wedding ends, and the couple leaves, she stays behind to manage load out and clean up. She will also gather the client’s belongings and deliver them to a predetermined location.
This is a quick summary of what my team does as wedding coordinators. Every company will vary, for more information on our services click here!