Whether your wedding is at a dry hire, blank canvas venue or a fully packaged venue such as a hotel, you’ve probably wondered whether or not you need an helping hand on your big day. An ally who can deal with suppliers, oversee set up and help with the overall flow of the event. If you’ve managed to more or less plan the full wedding yourself but are worried about being stressed on the day without a manager to look after all your hard work, then employing a wedding coordinator might just be your answer.
What is the difference between a wedding coordinator and a wedding planner?
Most wedding planners will offer a coordination service as an alternative to full planning. When we at The Wedding Arrangers take on a full planning job we like to become a one stop shop, curating as many aspects of the wedding with you as possible - pulling in suppliers for everything you need and of course managing everything on the day. With our coordination service we work with couples who have often booked in most of what they need for the big day but could do with outside help to pull together the loose threads and ensure a smooth service on the day. As coordinators we provide an “event health check” - working through all your supplier lists and agreements, staff timings, pulling together essential paper work and building a master schedule for everyone to work to. We attend a site visit with the couple to agree final layout and styling and to step through the schedule, trouble shooting as we go. We fill the gaps where necessary with styling, decor, lighting and, occasionally, staffing.
On the day wedding coordination
Your big day has finally arrived, the health check and scheduling are complete and we’re ready to roll!
On the day, your wedding coordinator should be the first on site - checking in all of your suppliers, over seeing the staff setting up, dealing with any small issues that arise (there’ll always be one or two!) and generally keeping the whole event build on track. The coordinator is your eyes and ears, making sure that your vision is achieved whilst you guys enjoy your preparation - hair styling, make up, a trip to the barbers and a cheeky glass of Champagne.
Once proceedings begin (with or without a ceremony), your coordinator will welcome you and your guests and orchestrate the flow of the day. Think of the coordintor as the conductor of an orchestra, the schedule as the musical score and each supplier a different instrumental section.
As your reception progresses, your coordintor will stage manage throughout whilst your catering team look after feeding your guests, and your bar team keep the drinks flowing. Your coordinator should be managing speeches, cake cutting, lighting teams and your entertainers all whilst keeping an eye on your guests needs. All whilst you relax and enjoy the company of your friends and family.
Wedding Coordination for Package Venues
The Wedding Arrangers can offer coordination for any wedding including those in fully catered and packaged venues. Liaising with the venue team, overseeing your set up, dealing with outside suppliers and keeping your day on track. Click below to download our package venue brochure.
Wedding Coordination for Dry Hire and Blank Canvas Venues
With a blank canvas wedding, it’s likely that you’ll have a larger list of suppliers to pull together. There’ll be caterers, staff, bar teams and hire companies brought in especially for your day. If you have decided against a full planner, you may be wise to consider coordination - especially if you’re working with a caterer that does not have a full events team. Click below to download our dry hire brochure.
However you decide to run your wedding - with or without the assistance of a planner or coordintor - we hope that you have the most amazing day. Try not to let the stresses get on top of you, don’t sweat the small stuff, and remember - it’s a party. It’s meant to be fun!
Best of luck!