Do I Need to Hire a Wedding Coordinator? 8 Questions to Ask Yourself if You are on The Fence

Your wedding date is quickly approaching and your nerves are starting to kick in. You have spent the last 9 months meticulously planning every small detail of your big day, but you can’t stop yourself from worrying about the long list of things that could go wrong. The thought of hiring a day-of or month-of wedding coordinator crosses your mind, but you have already gone well over your wedding budget. Your friends and family who were married before you have highly suggested hiring a coordinator, but you pride yourself in being a “Type A” bride who is super organized and doesn’t need any help.

This was me 5 years ago. I was convinced that I had it all figured out and didn’t need to “waste” money on a coordinator, but I was so wrong! My husband and I made a last minute decision to hire a day-of wedding coordinator and I can honestly say it was the best wedding decision we made. And no, I am not just saying this to convince you to hire me as your wedding coordinator! My coordinator saved the day numerous times and the best part was, I had zero clue anything went wrong!

If you are on the fence about hiring a wedding coordinator for your special day, here are 8 questions you should ask yourself before you make your final decision.

Who is going to be the “point of contact” for all of my family, friends and vendors?

One of a wedding coordinators main responsibilities on the day of your wedding is to make sure you and your partner are not stressed out and overwhelmed! Between your family, wedding guests, wedding party and vendors you and your partner will be inundated with questions. “Where is groomsman Todd?” “Where should the DJ set up?” “Where does the gift table go?” The list of questions is endless! Hiring a wedding coordinator will allow you and your partner to relax and focus on getting ready rather than searching for a missing groomsman.

Who will create a detailed wedding day timeline, execute it perfectly and adjust it as needed throughout the course of the day?

A timeline is a coordinator’s Bible for the wedding day. It includes a breakdown of your wedding day minute by minute, a floor plan, wedding party contact information, family contact information, vendor contact information and much more! Without it, the day would be a total mess! There are lots of different resources on the market for timeline creation, but I personally use Timeline Genius and it has made my job exponentially easier! If you have never created a wedding day timeline before, it can be an extremely daunting task. That is why hiring an industry professional to execute the timeline will ensure your day runs as smoothly as possible!

Who is going to lead the rehearsal run-through to make sure your family and wedding party knows how to proceed in and out of the ceremony?

A rehearsal run-through is essential to ensure your wedding ceremony is as seamless as possible! It is a time for the couple, the officiant, family and the wedding party to all be on the same page about what their roles and responsibilities are during the ceremony. A coordinator will ensure that everyone knows when and how to proceed in and out of the ceremony. It allows the couple and the officiant a chance to discuss and practice the flow of the ceremony. Afterwards, the coordinator will share expectations for the wedding day and make sure everyone knows how to reach him or her if needed. Hiring a coordinator to fulfill this responsibility takes the pressure off of the couple!

Who is going to put out any fires and problem solve on the fly?

Remember how I mentioned all of the things that didn’t go according to plan at my wedding? I didn’t find out about any of these things until days afterwards, and that is the beauty of hiring a wedding coordinator! No matter how detailed or perfect a wedding timeline is, something is guaranteed to happen and a coordinators role is to make sure you don’t find out about it! A wedding coordinator thinks quickly on their feet and is a skilled problem solver! You and your partner shouldn’t have to worry about a thing on your special day!

Who is going to manage and oversee all of the wedding vendors?

I read a statistic the other day that said that "Couples who got married in 2022 hired an average of 14 wedding vendors.” That is a lot of vendors to keep up with! A coordinator will reach out to all of your vendors weeks prior to your wedding day and ensure that they have everything they need to make your wedding day a success! They will share the timeline and floor plan with them and answer any questions the vendors might have. On the day of, they will ensure that all vendors arrive on time and now where to set up. If necessary, a coordinator will step in and hold a vendor accountable if they are under performing or not adhering to their contact. This is definitely not something you or your partner want to worry about on your special day!

Who is going to assist with decor and set up?

Disclaimer: not all wedding coordinators include this in their day-of or month-of planning packages, but some do! If this is something that is important to you, definitely check with the coordinators you are considering on hiring. At Before the Vows, we will happily assist the venue with set-up and tear-down or assist the florist/decorator/bridesmaid/family member with decorations. However, we are not a florists or decorators so we cannot assume full responsibility of these tasks. Many coordinators will encourage their couples to print off photos of how they want their signage and decor displayed making it super easy for a coordinator to put together!

Who is going to help you be proactive and think ahead?

For many couples, they are getting married for the first time, so they have never planned a wedding before. You can’t expect yourself to know everything about your wedding day if you have never had a wedding before! Hiring a coordinator can help the couple think ahead and mitigate any problems that might arise on their wedding day. Some common questions coordinators ask their couples at the final details meeting are “Who is handling the rings and the marriage license?” “Who is going to cut the cake?” “Who is responsible for taking the trash out at the end of the evening?” “What do you want to do with the leftover food?” “Does the bartender supply enough ice for the entire evening?” “Are you providing non-alcoholic drinks for guests?” I could keep going, but you get the point! Every time a coordinator works a wedding, this list of questions gets longer. A coordinator has worked numerous weddings and is able to help guide you to not make the same mistakes!

Who is going to advocate for you and your partner and give you peace of mind?

A wedding coordinator is your biggest fan and advocate on your wedding day. They wear many different hats, but perhaps the most important one is being your emotional support system and someone they can rely on! Emotions run high on wedding days and your coordinator’s job is to do everything in their power to make sure you and your partner have the most magical day! They allow you the freedom to sit back, relax and truly enjoy your day with your loved ones. Peace of mind is priceless, especially on such a momentous day!

Have I convinced you to hire a wedding coordinator yet? I promise you, you will not regret your decision! If you are searching for a wedding coordinator, Before the Vows offers planning packages for both day-of and month-of coordination. Head over to our “Services” page to learn more!