After planning the perfect wedding, you want to be sure everything goes smoothly on the big day. Instead of running around the venue, checking in with all the vendors, and finalizing details, hire a day-of wedding coordinator to handle it all for you! What does a day-of wedding coordinator do, you ask?

In this guide, we’ll cover everything you need to know about hiring a day-of coordinator so you can decide whether hiring one will help avoid unnecessary stress on your wedding day!


What Does A Day Of Wedding Coordinator Do?

A wedding day coordinator plays a crucial role in ensuring everything goes according to plan. They handle the logistics, correspond with vendors, and troubleshoot any issues that might come up (often before you even know it!) Acting as the point of contact for all wedding matters, they make it so you have nothing to worry about besides walking down the aisle and celebrating with the people you love most.

Day Of Wedding Coordinator Vs. Wedding Planner

If you already have a wedding planner, do you need a day of coordinator? Let’s talk about the different ways these two professionals can assist.

You’ll notice a wedding planner’s impact from the moment you hire them. They actively participate in decision-making and help shape the overall vision for your wedding. On the other hand, a day of wedding coordinator swoops in closer to the big day and focuses on executing your plans – they typically will meet you on-location during rehearsal, then come back the next day to start the celebration and ensure everything progresses as it should.

Ask A Wedding Planner These Questions Before Booking Them

Day Of Wedding Coordinator Duties List

What does a day of wedding coordinator do? Here’s a comprehensive list of what this type of wedding professional is responsible for:

  • Timeline – Confirm the final timeline for the entire celebration and ensure all events go according to schedule.
  • Vendor Communication – As the central point of contact for all vendors, day of coordinators will confirm their arrival times and get everyone on the same page.
  • Rehearsal Ceremony – They’ll help the wedding party understand their roles and the overall flow of the ceremony.
  • Ceremony Management – Your coordinator will get everyone into the correct position and cue ceremonial events, such as music, readings, and performances.
  • Reception Coordination – Day of wedding planners check the reception area set up and manage the timing of entrances, toasts, and other reception events.
  • Guest Logistics – They’ll assist with guest seating arrangements and make sure everyone knows where to go.
  • Troubleshooting – Coordinators swiftly handle any unforeseen issues or hiccups that may arise during the day, from minor glitches to more significant challenges. Most importantly, they do so without disrupting the event!
  • Decor Oversight – Your wedding professional will check table settings, floral arrangements, and any other decorative details, making sure they’re all in the right place.
  • Updates – Your coordinator will be your eyes and ears, only bringing critical news to your attention.
  • Departure – Embark on your honeymoon with confidence in knowing your day of coordinator ensures everyone leaves safely and any forgotten belongings are secure.

When To Get A Day Of Wedding Coordinator

As a general guideline, it’s a good idea to bring a day of wedding coordination on board two to three months before the wedding – this will give them plenty of time to familiarize themselves with your plans while keeping the details fresh in mind. However, if your event will be more on the elaborate side, you may want to bring them on board as soon as you start planning.

Average Cost Of Hiring A Professional Wedding Day Of Coordinator

The cost of outsourcing day of wedding coordination duties typically ranges from $500 to $2,500. Many factors can affect the final price, including location, wedding size, and the amount of production required. For example, small barn weddings in your local area will likely be more affordable than a large destination celebration. Generally, you’ll want to set aside 5%-10% of your total wedding budget for day of coordination. 

If your budget is tight, ask a trusted friend to give their time and energy as a wedding gift! 

Questions To Ask A Day Of Coordinator

It’s important to ask lots of questions to fully understand the depth of your potential coordinator’s experience and skill. Questions about their coordination approach, communication style, and problem-solving abilities provide insights into what it’s like to work with them while discussing cost and contract details increases transparency. Here is a list of questions to ask your wedding coordinator before you bring them on board. 

  • How many weddings have you coordinated, and do you specialize in specific types or sizes of weddings?
  • How do you prefer to communicate leading up to the wedding day, and what is your availability for meetings, calls, or emails?
  • How do you handle unexpected issues or changes to the timeline, and can you provide an example?
  • What steps do you take to ensure all vendors are on the same page?
  • How do you manage the wedding day timeline?
  • Are you open to accommodating specific requests or unique elements we want to include in our wedding?
  • What is your fee, and what services are included?
  • Can you provide references from past clients?
Wedding ceremony at the Heritage Center of Brooklyn Center

Plan Your Perfect Wedding At The Heritage Center Of Brooklyn Center

Hiring a day of wedding coordinator can be a wise investment into the most important day of your life! Now that you know all about wedding coordinator duties, you are well on your way to finding the perfect person to execute your unique vision.

Take the next step in your wedding planning journey by exploring the facilities at the Heritage Center. We have a variety of indoor and outdoor event spaces that can hold anywhere from 20 to 1000+ guests.

Please contact the Heritage Center of Brooklyn Center for all your marital planning and execution needs. We will happily connect you to a skilled wedding coordinator or planner in our vast network and share our preferred vendors with a reputation for creating magical moments.