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Wedding Coordinator VA Wedding Planning Wedding Venue Coordinator

Wedding Coordinator: Roles, Responsibilities, and Checklists

The wedding coordinator is an essential player in a couple’s wedding. S/he is normally in charge of the venue logistics, wedding vendors, and time management, and ensures guests are safe and comfortable in the wedding venue. 

In this blog post, we discuss in detail the roles and responsibilities of a wedding coordinator, and how you can maximize his or her service on your wedding day.

What is a Wedding Coordinator?

Also known as the day-of-the-wedding coordinator, this key person in your wedding team is tasked to tie up loose ends on the day of the wedding. S/he may not necessarily be the wedding planner who has organized the vision, nonetheless, his or her role is of utmost importance. 

The wedding coordinator is mostly in charge of making sure the activities of the ceremony and reception are within schedule. S/he manages the venue and the wedding vendors. S/he creates contingency plans for weather changes and all other logistical requirements. 

The wedding coordinator also acts as the host who welcomes guests, ensuring they are safe and comfortable from the parking up to their seats. For any unexpected challenges, s/he steps in and works in tandem with the wedding planner.

What is the difference between a wedding planner and a wedding coordinator?

It is not that hard to thank a vendor

In the wedding industry, it is not uncommon to find that people use the terms wedding coordinator and wedding planner interchangeably. However, there are distinct differences in their roles.

It is important to know their specific duties so you can decide if you need a full-service wedding planner or just a day-of-the-wedding coordinator for your event. It also gives you an idea of what to expect from both wedding event professionals.

Here are their key differences in terms of responsibilities:

Execution of the wedding plan

The wedding planner is the visionary. S/he is the one in charge of creating the whole wedding plan and design from the ground up. On the other hand, a wedding coordinator is simply the person in charge of executing it on your special day. Given this, you should expect to meet your day-of-the-wedding coordinator 1-2 months in advance.

Vendor and logistics management

Once the list of vendors and venue details are turned over to the wedding coordinator, s/he will take it from here. The day-of-the-wedding coordinator will check on your vendors, venue, parking, and other logistical needs on that day.

Monitors timelines and floor plans

The creation of the wedding timelines and floor plans can be done by either the wedding planner or the coordinator. Once this is turned over to the coordinator, s/he will now be in charge of making sure this is followed and executed well.

Final walk-through of the ceremony and reception sites

In order to match the wedding timelines and floor plans to the actual venues, the wedding coordinator will do a final walk-through or visit the ceremony and reception sites. S/he will take note of any pertinent requirements like electricals, parking spaces, etc.

Contingency planning

To tie up loose ends is one of the major duties of the wedding coordinator. S/he will be in charge of resolving emergencies such as missing supplies, weather changes, delays, etc.

Rehearsal management

All dinner and wedding rehearsals will be handled by the wedding coordinator. This is also a good time to check and discuss any unforeseen events that the wedding team may not have considered prior.

Welcoming of guests

The coordinator is the host who will welcome your guests as they arrive at the reception venue. Some venues have their own venue coordinator who takes on this role. S/he makes sure that guests find their seats, are comfortable and are well attended to.

In charge of everything on your D-Day

Finally, the wedding coordinator is the point person for everything on your wedding day. S/he may be one person or a team depending on your needs and the size of the guest list.

Should I delegate wedding coordinator duties to a friend or family member?

One important thing to note is to pick family and friends who are reliable and willing to offer service during your day. There are simple tasks that you can delegate to them. This is not just a way of helping you, but also a meaningful gesture that you can treasure from your friends and family.

Here are some tasks you can delegate:

  • Collecting your dress and/or suit
  • Posting invitations
  • Picking up guests from the airport
  • Guestbook work
  • Ushering of guests
  • Handing of ceremony supplies to the bridal party members
  • Providing you with overall emotional support

The Day of Coordinator Checklist

wedding table setting

For an overview of the complete roles and responsibilities of a wedding coordinator, here is a handy checklist that you can use:

  • Final check on the wedding and reception site/s
  • Manage the rehearsal direction
  • Ensure wedding attire/s and paraphernalia are ready and safe
  • Check up and manage the wedding vendors and venues
  • Organize the processional line-up
  • Welcome guests and usher them to their seats
  • Assist in pinning on boutonnières and corsages
  • Custodian of the marriage license, ketubah, ritual items, and rings
  • Collection and distribution of ceremony items
  • Ensure correct set-up and decor at the ceremony and reception sites
  • Set up the space for:
    • Favors
    • Gifts
    • Place Cards
    • Guest book
    • Cake table
    • Rentals
  • Overall director of the wedding event following proper flow and timelines
  • Assist with guest management
  • Help in transporting wedding gifts to the specified destination
  • Create a contingency plan for emergencies
  • Resolve last-minute needs

How much does it cost to hire a wedding coordinator?

The answer mostly depends on several factors such as the complexity of the wedding event, size of the guest list, vendor count, decor installations, and the entire wedding period. Some weddings cover the entire weekend or longer. For busy couples, they prefer to simply book a full-service wedding planner who will take care of everything from beginning to end. This way, there will be fewer worries about turnovers, transitions, or any missed detail that was not covered by your wedding planner. It can prove to be cheaper and more convenient, too.

Why Choose Mimi Ebichi Events?

Mimi Ebichi is a professional wedding planner and wedding coordinator in VA. Our team has a wealth of experience creating, designing, and running meaningful wedding events in Virginia, Washington DC, and other wedding destinations worldwide.

As event designers, we deeply value relationships, culture, and trust. Hence, we strive to provide the most stress-free, and beyond-your-imagination wedding experience whether you book us a full-service wedding planner or a day-of-the-wedding coordinator.
BOOK A FREE CONSULTATION WITH MIMI.

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