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"Splitting The Difference" With A Wedding Coordinator

Updated: Jun 22

Couples tend to fall into three categories when it comes to wedding planning. There are those who prefer to do everything themselves (often DIYers) or are on a tight budget, those who would like some help but still want the majority of control throughout the process, and those who prefer to have someone else handle planning entirely. Couples who fit that middle (and very popular) category often choose to work with a Wedding Coordinator. Unlike a Wedding Planner, who handles the event start-to-finish, a Wedding Coordinator typically steps in a few weeks before the wedding to help nail down final details, and their primary focus is executing an already-existing plan on the big day.

Download a sample Wedding Timeline:

Example Wedding Day Schedule
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What Does a Wedding Coordinator Do?

These are the typical duties and services a Wedding Coordinator will provide:

Timeline Creation: The coordinator develops a comprehensive timeline that outlines every part of the day, from when the bride and groom start getting ready to when the last guest leaves the reception. This includes specific times for each activity, such as the ceremony, cocktail hour, dinner, speeches, and dances. They communicate this timeline to all vendors to ensure everyone is on the same page, preventing any overlap or confusion about when certain services need to be performed. Throughout the day, the coordinator keeps a close eye on the clock, making sure everything happens at the right time, which helps keep the day flowing smoothly and prevents delays.

Vendor Management: A few weeks before the wedding, the coordinator confirms all details with each vendor, including arrival times, services to be provided, and any special requests. On the wedding day, the coordinator is the primary point of contact for all vendors, allowing you to enjoy your day without being bombarded with questions or issues. If any problems arise with a vendor, the coordinator will resolve them so they can be handled quickly and efficiently without disturbing you.

Rehearsal Coordination: The coordinator oversees the wedding rehearsal, typically held the day before the wedding, to be sure everyone involved in the ceremony (bridal party, family members, etc.) understands their roles and the order of events. They provide clear instructions on when and how to walk down the aisle, where to stand, and how to conduct any special parts of the ceremony. This practice run helps everyone feel more comfortable and confident on the wedding day. The coordinator also answers any questions and addresses concerns from the bridal party and family members, ensuring everyone knows what to expect.

Day-of Coordination: The coordinator arrives early to oversee the venue's setup, ensuring that decorations, seating arrangements, and other details are executed as planned. During the ceremony, they ensure that everything runs smoothly, from the processional to the recessional, managing the timing, helping with cues, and handling any last-minute changes. At the reception, the coordinator keeps events on schedule, such as the grand entrance, first dance, cake cutting, and speeches, managing transitions between different parts of the reception to keep the flow seamless. After the event, the coordinator oversees the tear-down and ensures that all rented items are returned and the venue is left in good condition.

Problem-Solving: Coordinators often carry an emergency kit with essentials like safety pins, stain remover, pain relievers, and other items that might be needed to handle unexpected issues. The coordinator quickly finds a solution if something goes wrong, for example, a missing vendor, a wardrobe malfunction, or a weather change. Their experience allows them to handle emergencies calmly and efficiently, ensuring minimal disruption to the day. They also mediate any conflicts that might arise, whether it's between vendors, family members, or guests, ensuring that the atmosphere remains positive and stress-free.

Guest Management: The coordinator helps direct guests to their seats, ensuring everyone is in the right place, especially for the ceremony and dinner. They assist guests with special needs, such as elderly guests who may need help with seating or transportation, so that everyone is comfortable and well cared for. Throughout the day, they are available to answer guests' questions, provide directions or information about the schedule, and help with any other needs. You can find out more about Vista 222's Wedding Coordinator Services at



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