The role of a Wedding Coordinator | An inside look to their day

Today’s blog post is intended to offer a different perspective inside the world of weddings. For many couples, their own wedding is a first time experience, so the inner workings of a wedding are new to the couple and their families. In this blog, we have some behind the scenes tips on ways you can help your wedding coordinator and in turn, she can be sure your day runs smoothly.

Wedding coordinators have to be sure the ceremony area is ready to go! PC: Brian Dean Photography

Wedding coordinators have to be sure the ceremony area is ready to go! PC: Brian Dean Photography

Balancing all the things

Your day-of wedding coordinator is truly juggling 100 balls on wedding day. From vendor arrival and setup, to wedding party logistics, family dynamics, day-of timelines, 150 guests, staff and unpredictable elements like weather or traffic, your coordinator has a lot she is paying attention to. She works all day to make sure your day is on schedule, everyone is doing their role as expected and above all else, making sure the couple, family and vendors are all happy and taken care of. 

It’s the most important day of your life. Getting it right is vital to your wedding coordinator. PC: Taken by Tate

It’s the most important day of your life. Getting it right is vital to your wedding coordinator. PC: Taken by Tate

With that in mind, here are a few friendly reminders

Be patient. From the minute she arrives, it’s not uncommon to be bombarded with questions from every direction. We always try to have all the answers but sometimes she needs a minute to figure it out, sometimes one piece of information leads to an answer. Be patient if an answer takes an extra minute or two. 

Details matter to your coordinator. As you work together, it’s a huge help to her if you double check lists, timelines and names. As coordinators, we always want to be sure we are getting things right and coordinators are typically detail-oriented people (that’s why we excel at our job!) but accuracy counts for a lot. Double check all the documents she sends you, check spellings, times and orders. We are human after all and catching errors before your rehearsal gives her time to fix things and ensure your day runs as you expect. 

Reply to emails. There may be a lot of emails and questions as you get closer to your wedding day and that surprises many. We get it, you have a lot on your plate and questions can feel overwhelming but we ask before the wedding so we have all the information and don’t have to bombard or stress you out on your wedding day. You’d be shocked by how many details go into one day! So our PSA is reply to emails, we promise the time you take to do so will make your wedding day better and you’ll have less interruptions on wedding day. 

Make your coordinator aware of unique family dynamics. We all know families can be complicated. While we never want to pry, some advance information is super helpful. In many cases, we only meet a few times before your wedding day and often the meetings involve other family members, so perhaps info can’t be shared. Is there tension between divorced parents or siblings? Is there a deceased relative that is still hard for people to discuss? Is there an opinionated grandmother that we should take extra care with? Knowing some basics beforehand help us keep waters calm and also help make sure we don’t put our foot in our mouth. We never want to offend or upset someone. 

Be kind (this usually goes for the wedding party). Wedding coordinators work hard and are running around all day. You’d be surprised how many times we are met with bridesmaids that are rude, standoff-ish or critical. If something is wrong, as with anything in life, it’s best to talk about it. What we can promise is we are there to help ensure the couple’s day is perfect, we are not here to compete for attention or take away from the role of the bridesmaids. Wedding coordinators are definitely a hired service but it’s important that they feel respected by everyone in your group. 

Flirting is off-limits. Sometimes the guys need a reminder that your wedding coordinator is a professional and has a job to do and hands-y, drunk, rude behavior is never appreciated and should not be tolerated. If you know one of your guys can possibly cross the line, esp after a few drinks, ask another groomsmen to help keep him in line. Be warned, if a coordinator or staff member ever feels unsafe or uncomfortable the venue has a complete right to ask him to leave or get others involved. 

Families make your wedding day special, knowing dynamics can help your wedding coordinator keep the waters smooth! pc: Brian Dean Photography

Families make your wedding day special, knowing dynamics can help your wedding coordinator keep the waters smooth! pc: Brian Dean Photography

Your wedding coordinator is there on your wedding day to help in any way she can, by the time wedding day arrives, there is often a great connection made and communication is good between all. This is just a reminder that the more they know (within reason of course!) the better she can help. 

Wedding coordinating is a fun job but it involves hours and hours to put the day together and the day-of, we are on our feet for 8 to 10 hours straight. It is a day that is met with stress, high emotion, a ton of new faces, so many questions and a busy schedule. Patience, understanding and information go a long way to make your day a big success and in the end, that’s our goal. 

Are wondering if you should hire a wedding coordinator? Check out this blog post to find out why we think they are a MUST HAVE on your wedding day

Have more questions about what a wedding coordinator does or how you go about finding one? Ask below and we’d be happy to help!