If you’re planning your own wedding there comes a point where pieces are coming together and your probably having a reoccurring thought… who is going to make sure everything happens as it should? And then, do we need a coordinator? We are going to give an answer you might not expect. No. No you don’t need a wedding coordinator. Even without one a wedding will take place. Maybe you choose someone close to you (with no professional experience) to manage the day instead of being a guest. Everything will still move forward, but considering the info below will help put things in perspective if you should hire a professional wedding coordinator.
Vendors need a dependable and experienced point of contact because communication doesn’t end once they are booked. It’s not as easy as they show up and get the job done. They need follow-ups, delivery of vendor timelines, questions answered, confirmation the week of and collection of their vendor insurance certificates if necessary. Then on the day of there’s always more questions, check in’s with set up, they need copies of the timelines and consistent updates through the event. A point of contact that is reliable is necessary because if a capable coordinator isn’t available all questions and concerns are brought straight to the couple (usually the bride). The last thing a couple should have to be doing the week or day of their wedding is solving last-minute problems instead of soaking in that special time with loved ones. Vendors know a professional coordinator will make their job easier leading to better performance, creating a smoother and well managed wedding and that leads to happy couples. A coordinator is the orchestrator of a solid vendor team and their skill and communication can bring out the best work performance or leave it lacking.
Photos by Mariea Rummel
Hiring a professional is hiring experience not just someone who is organized and can multitask. Someone with experience can foresee problems before they become real issues and can handle them discreetly without involving you or bringing awareness to your guests. They can offer real advice on the spot and have back up plans for their back up plans. A coordinator will create a wedding day and vendor timeline based on your planning, but more importantly they know how to adjust it throughout the day, make up time when necessary and keep vendors on the same page. All of this will lead to a ceremony and reception that doesn’t feel rushed and flows as it should. A coordinator will also be able to be an assertive voice where a stand in might not feel comfortable or get the same results when guiding and leading family and friends. There won’t need to be concern for blurred lines of someone that’s been tasked with such a large job to not take it seriously throughout the day or to be easily pulled away by guest engagement.
Sometimes the size or style of a wedding makes couples think that a coordinator won’t be needed because it seems there’s less to do. All events need to be managed by someone even a micro wedding and a more personal location like a private residence versus a wedding venue usually has more work involved. A venue is set up as a full-service space with guests in mind, but with a backyard wedding your turning that space into a temporary venue. There’s considerations that now have to be made to make guests comfortable on top of most likely more design and preparation. Those factors are now added to a coordinator’s task list if something goes wrong or isn’t planned accordingly. Coordinators will need back-up plans in place and will probably be working with more vendors like valet, event staff, restroom rentals, etc to support a backyard wedding. An experienced coordinator will know the kind of support necessary for a smaller wedding and at a private residence. Size and location won’t require less event management.
After planning your wedding it is a big deal to hand over all your work to someone and trust that they will bring your plans and vision to life. A coordinator that has been hired to fulfill that task will have a different work performance than someone that knows they are doing a favor or just filling that role because they are also a guest, a part of the wedding party or a family member. Sometimes couples think they will be able to manage the day themselves and we can confidently say they can’t. Theres no way to be present and work your wedding day and no one should have to. No wedding day is perfect; there are mishaps with every event but how many and how aware of it everyone is depends on who is solving these issues. With a professional coordinator you are far less likely to even notice. Below is a quick checklist to help you consider if hiring help is necessary for your wedding.
Do I Need a Wedding Coordinator?
Ask yourself:
☐ Do I have someone who can confidently manage the entire wedding day—not just help when something comes up?
☐ Would I be comfortable asking a family member or friend to miss parts of the wedding to handle vendors, setup, timeline changes, and problems?
☐ Does the person helping me know what to do if a vendor is late, something is missing, or the timeline falls behind?
☐ Does someone other than me know exactly what is supposed to happen—and when—from getting ready through the send-off?
☐ Who will handle questions from the wedding party, family, and guests so I don't have to?
☐ Who will make sure vendors know where to go, when to arrive, and what they’re responsible for?
☐ Who will keep an eye on the clock and adjust if the day gets off schedule?
☐ Who will handle setup, personal items, gifts, cards, vendor payments/tips, and cleanup at the end of the night?
☐ If something goes wrong, do I want to be the person everyone comes to—or do I want someone else to handle it?
☐ Do I actually want my family and friends to spend the wedding day working?
☐ Would I rather have the people I love celebrating with me instead of keeping track of logistics?
☐ Does the person helping me have any experience to manage all that is required of a wedding?
If you checked “yes” to several of these, you may not need more help—you may need the right person responsible for the logistics.
If you’re planning a wedding in Placerville, Apple Hill, Gold Country, El Dorado County, Sacramento, Lake Tahoe, or anywhere throughout Northern California, we’d be honored to be part of your wedding day. Reach out to schedule a consultation- we can’t wait to hear about your vision and help make it a reality.
