Why a "Day of" Coordinator is So Much More

I receive emails frequently from brides looking for a "day of coordinator." They explain that they just need someone to handle the rehearsal and wedding day. I happily explain my coordination services and how it is a truly a "Month of" service. I don't know where or how the term "day of coordinator" came to be because it's a complete misnomer. It just isn't possible to show up on the wedding day and coordinate a wedding. So, in an effort to clarify the job of a wedding coordinator, I'll explain the process I go through in this role.

Once booked to coordinate a wedding, I send my client an itinerary questionnaire to fill out. This form gathers bridal party, vendor, ceremony and reception details. Approximately one month before the wedding, I and my client have a meeting at the venue(s) with the site coordinator. The purpose of this meeting is to "walk-through" the details of the wedding day. We finalize floor plan, timing, logistics & all of the fine details. My client brings the completed questionnaire and copies of all of their vendor contracts to this meeting. We review the questionnaire and fill in any blanks.

Then, two weeks prior to the wedding, I begin the vendor confirmation and itinerary creation process. This involves calling all wedding/reception-related vendors and confirming contracted product/service to be provided, contact details, arrival/departure times and much more. Using the questionnaire and the information gathered from the vendors, I create a detailed wedding week itinerary. It includes all vendors contact information, bridal party information, a detailed timeline and floor plans. This itinerary is sent to all vendors. I follow up the day after it is sent to confirm receipt and accuracy of the itinerary.

Here's where it becomes a day of job. I, along with the officiant, conduct the rehearsal. On the event day, I arrive 2-3 hours prior to the wedding depending on the amount of setup and when the vendors will begin arriving. My job on the wedding day is to ensure that the day runs smoothly and is stress-free for the couple and their families. In that effort, I setup client-provided decor items, assist vendors, double-check that everything is as it should be and handle any issues that may arise. When ceremony time arrives, I direct the bridal party, officiant and musicians. If needed, I transport decor items to the reception site. When it's time to get the reception party started, I coordinate with the venue/caterer, photographer, entertainment, etc. to ensure that the evening flows and is enjoyed by all. After the couple leaves the reception, I assist in gathering all of the couples belongings, gifts, cake, etc.

From the month-before site meeting until the last item is cleaned up, this job requires approximately 20+ hours. Every one of them is necessary to ensure that the wedding day is the joyous celebration that you want and deserve for it to be. All of the time and effort that goes into this process is the reason that my service is described as Full-Service Coordination. So, now that you know what the the job entails, would you want someone to just show up and handle your wedding day without doing all of the work beforehand?