
You can get involved in many ways. If you are a person who is detail-oriented, you might want to consider a position in the wedding industry. A day-of coordinator.
The day-of coordinators are vital to ensuring that the wedding runs smoothly. They can do this by managing a detailed schedule, attending to last-minute issues, or simply doing everything they can to ensure the happy couple enjoys a stress-free wedding.
What are the responsibilities of a day-of wedding coordinator? What should you do to prepare yourself for this career?
Wedding Coordinator Tips and Tricks
The Week Before
Make any last-minute changes
Adjust the timeline and check all stationery for the day of the event. Also, go over table arrangements. Make any adjustments necessary to the seating chart and wedding guest list if guests send their regrets at the last minute or add a plus one.
Confirmation of the guest list
Once you have accounted for all last-minute adjustments, ensure that the venue coordinator and caterer know the final number of guests for their preparation. Confirm the vendor meals at this time for all vendors who will be attending the reception.
Review contracts and payments
Remind the couple of any final payments due to vendors. Encourage the couple to prepare cash envelopes in advance for any vendors that they intend to tip.
Communication with vendors
Introduce yourself via phone or email to all vendors if you are new. Tell them that you’re their main point of contact in case they have questions or need something. It will not only open the lines of communication, but it will also put everyone at ease that someone is in charge the day of the event.
Pick up stationery
Organize all the paper goods that you have received from the printer or stationer in advance of the wedding. Included in this are menus, programs, place cards, and any other special paper goods. Check for typos.
Check the weather
Plan accordingly. Plan accordingly if inclement weather is forecast. Move everything you can inside, hire a tenting service, and buy umbrellas to get the bride, groom and wedding party to their destination. Even mildly inclement weather like high winds can ruin decor.
Are there any paper products or drapings on the arch that might blow away? Weight down or eliminate anything light. Plan for extreme temperatures, both hot and cold. Order extra parasols, fans and ice to help your guests beat the heat. Or, order blankets, pashminas, heaters and other items to keep them warm during cold temperatures.
The Day Before
Share the timeline
Share the timeline with vendors, the wedding party and any other family members who may be needed. You’ll be able to respond quickly and accurately to any questions that may arise.
Check in with vendors
Finalize the delivery schedules. Give the photographer the shot list.
Send a sheet to all vendors with the information they need. List your phone number at the top of the list so that they can contact you when needed.
Prepare an emergency kit
Keep on hand basic items that your wedding party might need. These include stain removers, safety pins and bandages, hairpins or clips, tissues, tapes, etc. You can keep it with you in your belt or bag or in the bridal suite so that it is easily accessible on the big day.
Drop off your items
You should drop off your items at the venue of the wedding ceremony, the reception and the bridal suite before the big day. Be sure to secure anything valuable. Bring items like programs and candles to your ceremony, signs and favors for the reception and an emergency kit with a steamer in the bridal suite.
Run the rehearsal
You can shine during the rehearsal of the wedding ceremony and set the mood for the big day. Introduce yourself to your wedding party, and guide them through an efficient and quick rehearsal. Show them how to walk, stand and exit. Answer any questions, and tell everyone where and when they should be.
Triple check
Are you prepared? A phone charger? A water bottle? Change of shoes? Copies of vendor contracts and the timeline? Check and double-check your bag to make sure it’s packed.
Special Day
Check in with the couple
Keep the couple at the forefront of all your thoughts. Constantly check in on them, making sure that they are happy and satisfied. You are always there for them, whether they need to fix lipstick on their clothes or a little pep talk just before the wedding.
Prepare the wedding suite
Drop off the luggage and overnight bags, and add any thoughtful touches to the room like Champagne, rose petals, or candles. Pass the key to the couple as soon as they arrive.
Marriage licenses: Keep them safe
Keep it in an envelope and make sure you get it to the right place at each stage of the day. It is important to keep it in an envelope, and make sure it gets where it’s needed at every stage of the wedding day. The officiant should receive the marriage license before the ceremony, and the witnesses must sign it afterwards.
Keep tabs on the wedding party
Assure that the bridal party is in the right place at the right time. This could be the makeup chair, the tying up of ties or the line-up for the grand entry. Tell them to gather for photos, to tell them to walk down to the aisle and to cue them up to 10 to 15 minutes prior to their speeches.
Schedule your work
Use the timeline you spent so much time creating. Make sure you check in with your wedding party to ensure that everyone is on time.
Giving credit where it is due
Vendor relationships are important for your business. It is therefore essential to show respect and gratitude towards everyone with whom you work. It doesn’t matter if you have worked together a dozen or more times, as long as your presence is positive, helpful, and grateful, it will help to establish and maintain good relationships.
Watch out for cards and gifts
Never leave the gift table unattended. You are responsible for the gifts if the bride doesn’t have a designated family member. You can have an assistant on hand before, during and after the ceremony. Once the reception starts, stow all cards and gifts away for safekeeping.
When it’s All Over
Follow up with the couple
Don’t let the weeks pass without following up on the couple. Contact them to resolve any issues, arrange for photos to be returned, and wish the couple a wonderful honeymoon. This is a good time to ask them for a review or an award if they were happy with your service.
Collect professional photos
Professional photos are the second best way to showcase your work after accolades. Most brides now find their vendors via Instagram. This means that beautiful images are a great way to increase your business. After the wedding, follow up with the photographer and ask for photos. Of course, you will credit the photographer. You can use them on your site, social media platforms and, if the couple agrees, submit them to a magazine or wedding blog.
You can be proud of yourself if, at the end, everything goes smoothly and both the bride and groom are happy. You will become more confident with each wedding and learn new wedding coordinator tricks and tips.