Wedding Planning and Coordination


Wedding Planning and Coordination

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On your wedding day, you’re likely to be pulled into a million directions. Old friends will want to say hello, you’ll want to relax and get ready, and people will be asking you far too many questions. And that’s only before the ceremony starts. Wedding planners can help you quiet down the chaos by:

  • meeting vendors and deliveries, and handling any no-shows
  • solving other last-minute emergencies
  • running the rehearsal
  • setting up the ceremony and reception spaces
  • making sure that the wedding party is on time and in the right places
  • coordinating the reception timeline
  • dealing with wedding crashers and unruly guests

Most wedding planners can handle these tasks, but it is possible to hire people whose sole focus will be on these tasks. Even though they are called “on-the-day” coordinators, you should have a meeting with them at least a month before the wedding and they should start corresponding with vendors at least a few days before the event.

Whatever your needs, Pie in the Sky can assist you from the planning to any “on the day” coordination.

Get in touch with us now to meet one of our wedding planners and coordinators.

What Are the Duties of a Wedding Coordinator?

A wedding coordinator is tasked with a leadership and organization role over all wedding vendors, details and wedding-day tasks. Also known as a wedding planner, the coordinator maintains contact with all vendors during the planning period and acts as a liaison between the bride and groom and the various wedding participants. The planner may also offer consultative advice and help with the budget.

Hiring Vendors

A wedding day is comprised of multiple vendors coming together to create the perfect ceremony and reception. The wedding planner presents the bride, groom, parents or any other party involved in the planning process with options for each vendor service. This includes rental equipment, caterers, reception venues, florists, cake and dress designers, a DJ or band, an officiant, and any other wedding necessities. The planner offers recommendations of vendors with whom she has had a pleasant past experience. The planner will note the bride and groom’s style and requirements and relay this information to each vendor to ensure the couple is pleased with all aspects of the wedding day.

Communication

The planner maintains all contact and communication with the vendors. If the vendors have a question or concern, the planner can usually address these issues without involving the couple. If necessary, the planner will relay any questions to the bride or groom and then report back to the vendor. The wedding coordinator must make certain that all vendors arrive on time on the day of the event. Each vendor should have the coordinator’s cell phone number in the event of an emergency.

Working With the Wedding Party

The coordinator must instruct the bridesmaids, groomsmen, flower girls, ring bearers, parents and officiant on how to stage the ceremony and make entrances at the beginning of the reception. This often involves working with the musicians or DJ to ensure attendants enter and exit at the correct time. The coordinator should also instruct the best man and maid of honor when to give their speech during dinner. If any attendants have issues or questions on the day of the wedding, they should direct them to the coordinator instead of the bride, groom or parents.

Assisting on the Wedding Day

The coordinator is available to assist the bride and groom with whatever they need on the day of the wedding. The coordinator is armed with hairspray, mints, tissues, makeup, perfume and anything else the bride may need immediately before the ceremony or reception. The coordinator may need to help the bride bustle her dress after the ceremony, provide more comfortable shoes, or assist with hair and makeup touch-ups.

Day of Wedding

On your wedding day, you're going to be pulled in a million directions. Old friends will want to say hello, you'll want to relax and get ready, and people will be asking you far too many questions. And that's just before the ceremony starts. Wedding planners can help you avoid the chaos by:
  • meeting vendors and deliveries, and handling any no-shows
  • solving other last-minute emergencies
  • running the rehearsal
  • setting up the ceremony and reception spaces
  • making sure that the wedding party is on time and in the right places
  • coordinating the reception timeline
  • dealing with wedding crashers and unruly guests
Most wedding planners will handle these tasks, but it is possible to hire people just for these tasks. Though they're called "day-of" coordinators, you should meet with them at least a month in advance, and they should start confirming with vendors at least a few days before the event.

Full-scale wedding planners for big budget brides

These are the wedding planners that you see on TV. They do everything -- creating a lavish event to impress and handling all the details while the happy couple just gets to enjoy the whole event.

Things to Watch Out for With Wedding Planners

  • First and foremost, you need wedding planners who are easy to contact and responsive to your needs. If they don't return your calls promptly or don't seem organized, look elsewhere.
  • Beware of wedding planners who are getting kickbacks for recommending certain vendors – make sure you are hearing about vendors who are right for you, and not just those who have a hand in the wedding planners' pockets.
  • Make sure that you like their taste and style – you want your big day to look like you, not like your wedding planners.
  • Like any vendor, you'll want to have a clear contract with your wedding planners that spells out their duties, costs and expenses, and deposits and payment schedules. Make sure there are clauses that spell out how increased duties and costs will be negotiated, and what happens if they fail to meet obligations or you want to cancel the contract.