What's the big deal about wedding planners anyway?

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A day in the life of wedding coordinator - it's hardly the stuff Pinterest photos are made of!
​In 2013 before I started coordinating weddings, my now husband and I planned our own summer camp wedding. Truthfully, at the time, I thought wedding planners were 1) a complete waste of money and 2) would never understand our laidback, budget-friendly vision.

​I really didn't understand what they did besides book venues and hire vendors - both of which I could clearly do myself. 

So if you're in the same boat I was, here's the quick & dirty version of what I've learned since. And if you're not hiring a planner or wedding coordinator, at the bottom there's a more affordable alternative. 

Wedding Planners vs. Wedding Coordinators

Wedding planners do help couples book venues, vendors, etc. but they also help sort out and organize the hundreds of small details that make everything work on the wedding day. Plus, they are there on the wedding day to make sure it all goes according to plan. 

A wedding coordinator (which I didn't even know existed when I was planning my own wedding), doesn't find and book venues and vendors for the couple - the couple does all that themselves. But the wedding coordiantor does step in towards the end of planning to help the couple pull all the small details together and is there on the wedding day to make sure everything goes smoothly. 

So here are some things, I didn't realize that wedding planners & coordinators handle...
Pre-Wedding Day
  • Discuss and help couple address all wedding details prior to wedding 
  • Create coordination timeline, revise as necessary, and distribute to all vendors
  • Contact all vendors to ensure they have the wedding timeline, have directions to wedding location(s), and all set-up issues and timeline issues are resolved well in advance 
  • Provide all vendors with our contact info for the day of the wedding, so they will call the planner/coordinator with any questions instead of the couple
  • Get contact info for key wedding party members to have on hand for wedding day in case needed
  • Ensure back up ceremony, readings, etc. are printed
  • Monitor weather leading up to the wedding and ensure appropriate back up plans are ready if needed

Pre-Ceremony
  • Assess the weather the morning of and make any adjustments to the ceremony, cocktail hour or reception that may be needed
  • Arrive before wedding party and vendors to make sure everything is set up, organized and/or ready to go for the day as discussed with couple
  • Oversee on-time arrival of hair and make up artists for wedding party, and make sure they get to the right spot
  • Make sure the ceremony and reception space are set up according to the couple's plan and finish last-minute set up details
  • Make sure all vendors have the electricity, tables, etc. that are needed and review timeline with each; answer any last-minute questions that they may have
  • Coordinate deliveries of dessert, flowers, etc. 
  • Make sure all personal flowers are delivered to wedding party
  • Ensure entertainment set up is happening according to schedule and all audio-visual needs are met
  • Conduct sound check with entertainment if not using a professional vendor in both ceremony and reception spaces
  • Check in with wedding party to make sure they are getting ready on time
  • Provide wedding emergency items as needed (safety pins, thread and needle, universal cell phone charger, scissors, coloring books for children, tissues, ribbon, silver and gold markers, lint roller, travel steamer, etc.)
  • Once ready, keep wedding party on schedule with photographer to ensure all requested shots are taken
  • Alert wedding party, parents and other key people in the wedding of time at key intervals prior to ceremony (a.k.a. make sure no one feels rushed for ceremony)
  • Make sure the planned person has the rings
  • Ensure ceremony space is set up according to plan and finish any last minute details (setting up programs, reserved signs, etc.)
  • Make sure all those who have roles in ceremony are clear on their task and timing and answer last-minute questions
  • Direct arriving guests to ceremony location and bathrooms as needed
  • Check in with all vendors to make sure they are on schedule for cocktail hour and reception
  • Line wedding party up and remind them how to enter, stand and leave for ceremony
  • Cue start of ceremony and direct each wedding party member when to enter ceremony
Ceremony
  • Make sure processional music starts/ends at correct spots
  • Oversee ceremony and give any hand signals to wedding party members and person in charge of music as needed
  • Check in with vendors to make sure they are fully ready for cocktail hour
  • Give cocktail space one last check and pick up any trash that may have been left out by arriving guests, vendors, etc.
  • Put out any necessary games for cocktail hour, and get food and drinks ready for couple
  • At end of ceremony, direct wedding party and guests to next location

Cocktail Hour
  • Direct guests guest book. restrooms and locations for cards, coats, etc. as needed
  • Make sure food and drinks are replenished as needed
  • Watch photographer's schedule and make sure correct people are queued up for their pictures in advance
  • Check in on food and/or catering for reception and make sure it is being prepped according to schedule
  • Make sure space is clean and pick up any stray trash not disposed of or picked up by event staff
  • Give reception space one last check and make sure everything is set up to run smoothly for meal and reception activities 

Reception
  • Direct guests into reception at appropriate time and help them locate their seats as needed
  • Line wedding party up for introductions and coordinate introduction timing with music and emcee
  • Oversee all reception activities so that they happen smoothly
  • Alert entertainment, emcee, photographer, videographer, etc. when key events are about to happen
  • Make sure meal starts and ends according to schedule
  • If buffet catering, let each table know when they can go to the buffet to avoid long lines 
  • Help guests with things like dropped silverware, questions about reception, dietary concerns, etc.
  • Make sure vendors have time to eat and get meals 
  • Guide couple and wedding party through reception activities so that they are not rushed or caught off guard for things like speeches, dances, etc. 
  • Put gifts and cards in safe place
  • Make sure key people (e.g., parents of the couple) are in the room and are aware of important events (e.g., first dances, speeches, cake cutting, etc.)​
  • Clear trash as needed to ensure keep reception space looking clean
  • Check bathrooms for trash, toilet paper, soap, etc.

Post-Wedding
  • Direct guests leaving the venue and help locate misplaced favors, coats, shoes, etc. 
  • Make sure the pre-appointed person takes gifts and cards
  • Handle any last-minute details such as issues with vendors, decor, etc. and if necessary, follow up with couple after wedding about these
  • Do final sweep of venue to make sure that nothing is left behind
Are you not having a wedding planner or coordinator? Feel the Wedding Day Love can help make sure all these details and more are taken care of on your wedding day.