Day-Of Wedding Coordinator Duties vs. Wedding Planner Duties

While both a day-of coordinator and a full-service wedding planner play important roles in a wedding, they have different responsibilities. A wedding planner assists with most aspects of wedding planning, from booking vendors to creating a theme. On the other hand, a day-of wedding coordinator primarily focuses on managing the logistics of the wedding day itself. 

What Does a Wedding Coordinator Do?

A wedding coordinator is responsible for caring for duties on your wedding day that will help you stress less and stay on track for a beautiful wedding. Wedding coordinators are not to be confused with wedding planners or venue coordinators. Wedding planners are in charge of helping you find the right vendors and designing your wedding day. Venue coordinators might help with communication before the wedding and on the wedding day to set up. But wedding coordinators handle more of the tasks on the actual wedding day.

Wedding Coordinator Duties Before the Wedding

Before the wedding day, you will likely run through all of your plans for the big day with your wedding coordinator. They will need to know which vendors will be arriving at different times of the day and the order of festivities. When you meet with your coordinator before your wedding, they will help you find any scheduling conflicts and organize the day’s schedule. Occasionally wedding coordinators will have recommendations for vendors they enjoy working with, but they won’t provide you with the detailed planning assistance a planner would contribute. Side note—if you need help finding local vendors, in addition to asking your wedding coordinator, you could also ask your wedding photographer for ideas! They regularly work with local vendors and are happy to help. We love providing this type of assistance to our couples! Check out a few more things we do to create a great experience here!

Wedding Day-Of Coordinator Duties On the Big Day

Each wedding coordinator and wedding is a little bit different, so the services a coordinator provides for your wedding day may vary. Have clear communication with your coordinator ahead of time to set expectations for your wedding day. Here are some typical duties a wedding coordinator will care for on a wedding day:

Setting Up

One of the most important responsibilities a wedding coordinator will care for is making sure everything is set up and ready for your wedding ceremony and reception. It is always helpful to have a third party that knows your vision well in charge of setup. This will help to avoid any issues with opinionated family members or guests. It is also a relief not to worry about the little details and just enjoy your day!

Fielding Deliveries

Another thing a wedding coordinator can assist with is accepting deliveries on the day of the wedding. At this point, they will have a schedule with all the times that deliveries are expected to arrive and contact information in case any problems arise. Again, having one person in charge of deliveries helps keep things organized and saves family members and loved ones from worrying too much on your big day.

Coordinating Vendor Arrivals

The arrival times of different vendors will also be on the wedding coordinator’s schedule so they can make sure everyone is in the right place at the right time. It’s also helpful to give your vendors your coordinator’s contact information so they can deal with any questions on the wedding day.

Keeping Everything On Schedule

Your wedding day will go by so fast. A wedding coordinator can help ensure nothing is missed, and you can enjoy every festivity on your beautiful day. It’s so lovely to have someone else worrying about timing instead of remembering everything yourself!

Handling Issues

A good wedding coordinator can handle any issues that arise, so you never have to hear or worry about them. Whether it is a miscommunication with a vendor or a decoration malfunction, a coordinator is experienced in finding a solution so the day can go on smoothly.

Common Misconceptions About Day-Of Wedding Coordinators

There are some common misconceptions about wedding coordinators that you should know about. Many couples hire a wedding coordinator assuming they will handle planning tasks. In reality, day-of coordinators are there to execute the plan you’ve already put in place. It’s their job to make sure everything goes as you envisioned, but they aren’t responsible for making planning decisions for you. Another misconception is that a day-of wedding coordinator is only involved on the day of the wedding. The truth is that many coordinators begin working with couples months before their wedding day to familiarize themselves with the timeline and vendor agreements. (Learn more about creating a seamless wedding planning timeline here!)

Should You Hire a Wedding Coordinator?

FAQ: Day-Of Wedding Coordinator Questions Answered

• When should I hire a day-of coordinator?

Ideally, you should hire a day-of wedding coordinator at least a few months before your wedding. That will give you enough time to meet with the coordinator and review your plan for the big day.

• What is the main difference between a day-of wedding coordinator and a wedding planner?

A wedding planner is involved in the entire planning process, while a day-of wedding coordinator oversees the logistics of the actual wedding day.

• Can I hire a planner and a coordinator?

Absolutely! Any experienced wedding coordinator will be happy to work alongside a planner to ensure everything runs smoothly!

• Can my venue coordinator be my day-of wedding coordinator?

A venue coordinator can be a huge asset on your wedding day! But their job is to focus on the venue itself, not the entire event. A day-of coordinator will ensure that everything regarding your vendors and schedule runs smoothly, not just the venue’s operations.

Want recommendations for Hudson Valley wedding coordinators? Reach out to us; we’d be happy to share some ideas!