Ever wonder what exactly goes into being a wedding coordinator (apart from being the problem-solver and the main point of contact on the wedding day)? Yes? Then you’re in the right place! As a coach for wedding coordinators, I’m here to give you a behind-the-scenes look at what I believe wedding coordinators do and should focus on for a flawless event. Whether you’re considering a career as a wedding coordinator or just want to understand the role better, I’m going to walk you through everything a wedding coordinator does before, during, and after a wedding day!
Want to dive even deeper into this? I wrote an entire playbook on everything you need to do to run a profitable (and efficient!) month of coordination service as a wedding planner. Grab your copy here!
Wedding Coordinator vs. Wedding Planner: What’s the Difference?
In case you’re thinking about getting into the wedding industry, I want to start by taking a minute to understand the difference between a wedding planner and a wedding coordinator. I see these terms used interchangeably all the time, but they really refer to two distinct roles. As a wedding planner, you’re involved from day one, helping your clients with everything from finding the perfect venue to selecting vendors, managing the budget, and even designing the overall look and feel of the event. It’s your job to guide your clients through the process and make sure every detail aligns with their vision (before you show up on the wedding day to execute everything).
On the other hand, a wedding coordinator typically steps in closer to the event date. Their focus is more on execution rather than planning. As a coordinator, you’ll be responsible for ensuring that all the pieces come together on the day of the wedding. You’ll be the point of contact for vendors, manage the timeline, and handle any last-minute issues that pop up.
Both roles are valuable, but they require different skills and levels of involvement, so it’s worth considering which path aligns best with your strengths and interests if you want to grow a profitable wedding business with purpose.
Now that we know the difference, let’s break down exactly what a wedding coordinator does!
Pre-wedding Prep
While I just said that a wedding coordinator jumps in before the wedding day, I don’t mean that they just show up on the wedding day and bluff their way through it. Long before couples walk down the aisle, a wedding coordinator is hard at work.
Here are just a few things that you might include in a wedding coordination package:
- An initial consultation to learn more about what the couple wants out of their wedding day (and what they’ve done so far)
- Conducting a venue walk-through to understand the logistics and make sure you feel confident that everything is set up and planned according to the couple’s vision.
- Communicating with vendors to confirm arrangements, arrival times, and setup details, ensuring everyone is on the same page.
- Taking the details that the couple has planned and creating a thorough timeline to share with all of the vendors
- Overseeing the rehearsal to make sure the wedding party knows where to be and what to do on the big day.
While ultimately, what a wedding coordinator includes in their packages is unique to them, there’s no shortage of “things to do” before the wedding day. Most professional wedding coordinators step in 4-8 weeks before the wedding day.
What Does a Wedding Coordinator Do On The Wedding Day?
It goes without saying that while the pre-wedding prep is nice, the wedding day is where wedding coordinators really shine. They’re often the first to arrive and the last to leave on a wedding day (so if you want to be a wedding coordinator, be prepared to walk 30,000 steps in a day and work long hours!).
Here’s what you may be juggling (depending on the wedding):
- Managing the wedding day timeline, keeping events on schedule, and making adjustments as needed to accommodate any unforeseen changes.
- Coordinating vendor setup and breakdown, making sure everything is in place before guests arrive and properly taken down afterward.
- Serving as the main point of contact on the wedding day, handling any issues that arise so the couple can focus on enjoying their day.
- Being a personal attendant for the couple (grabbing drinks, bustling dresses, etc!)
- Assisting with guest management, such as guiding guests to their seats, handling special requests, and addressing any concerns that come up.
- Make sure that the couple’s personal items (like gifts, guestbooks, and décor) are safely packed up and returned to them after the event.
Post-wedding Work
After the wedding, your role as a coordinator isn’t quite finished. First, make sure to coordinate the breakdown and cleanup with the vendors, ensuring that everything is properly packed up and the venue is left in good condition. It’s also a good idea to follow up with the couple a day or two after the wedding to check in on how they’re feeling and see if there’s any feedback they’d like to share. This not only shows that you care about their experience but also opens the door for any future referrals or reviews.
Additionally, you should confirm that all final payments to vendors have been processed and address any outstanding invoices or gratuities. By taking these steps, you’ll leave a lasting positive impression, reinforcing your professionalism and attention to detail.
If you want more details, make sure to grab my offboarding playbook here!
When thinking about “What does a wedding coordinator do?”, we also have to remember that it takes work to run the business!
When answering the question, “What does a wedding coordinator do?” I need to put my business coach hat on and remind you that the actual coordination is only part of the job. Running a successful wedding coordination business involves much more behind the scenes.
You’ll need to manage your own marketing, client inquiries, contracts, and finances. You’ll also need to build relationships with vendors and stay on top of industry trends. There’s also the administrative side—tracking expenses, scheduling meetings, and keeping detailed records of each event. So, while the wedding day might be the highlight, maintaining a thriving wedding business takes consistent effort, organization, and strategic planning year-round.
Do You Have What It Takes to Become a Wedding Coordinator?
While I do believe that you should hone YOUR unique skills in any business venture, here are a few traits that I think most exceptional wedding coordinators have:
- Exceptional organization
- Strong communication skills
- Problem-solving abilities
- Calm under pressure
- Attention to detail
- Creativity
- Empathy and patience
Becoming a Wedding Coordinator
So, now that you’ve got a pretty good idea of what a wedding coordinator does before, during, and after the big day, my hope is that you feel excited and inspired (even if there is a part of you that’s a little overwhelmed!).
If you’re serious about diving into this role and want to make sure you’re setting yourself up for success, I would love to invite you to join The Planners Playbook. It’s a membership designed specifically for wedding planners and coordinators who want to level up their skills, streamline their businesses, and deliver top-notch experiences for their clients. Inside, you’ll receive monthly playbooks (that dive deep into one aspect of your business each month), monthly office hours with me, and the community support you need to build a thriving, profitable wedding coordination business.
Ready to take the next step? Sign up for the waitlist now! Download my FREE business plan template to help you get started.
Have More Questions? Here Are Some FAQs When it Comes to Wedding Coordination or Becoming a Wedding Coordinator.
How is a wedding coordinator different from a wedding planner?
A wedding planner is involved from the very beginning of the wedding planning process, helping with everything from venue selection to vendor contracts and overall design. A wedding coordinator, on the other hand, typically steps in closer to the event date to make sure all the plans are executed smoothly. They focus on managing the timeline, coordinating with vendors, and handling any issues that arise on the wedding day.
When does a wedding coordinator typically start working with the couple?
Most wedding coordinators begin working with couples 4-8 weeks before the wedding. This allows them enough time to review all the details, communicate with vendors, and create a thorough timeline for the day.
What’s included in a wedding coordinator’s duties on the wedding day?
On the wedding day, a coordinator manages the timeline, oversees vendor setup and breakdown, handles any unexpected issues, assists the couple with personal tasks, and makes sure that everything runs smoothly. They’re often one of the first to arrive and the last to leave.
What skills are important for a wedding coordinator to have?
Exceptional organization, strong communication skills, problem-solving abilities, and the ability to stay calm under pressure are all key traits for a wedding coordinator. Attention to detail, creativity, empathy, and patience also play a big role in ensuring a successful event.
How can I become a successful wedding coordinator?
If you’re serious about pursuing this career, joining a community like The Planners Playbook can be a great next step. It’s designed to help you hone your skills, streamline your business, and provide top-notch service to your clients. You’ll gain access to monthly playbooks, office hours, and a supportive community of peers. Sign up for the waitlist today!
Explore More Wedding Industry Resources
- How to Start a Wedding Planning Business
- How To Build Your Portfolio As A Wedding Planner When You’re Just Starting Out
- Creating Wedding Planner Packages for Your Business: How To Find the Best Way To Position Your Offer
- How To Get A Wedding Planner Job In 2024
- What to Include in Your Wedding Day Binder (The Ultimate Guide!)
- 6 Things You Need to Include In Your Wedding Planner Pricing Guide
- Here’s What Every Wedding Planner Needs To Include In Their Wedding Design Proposals
- Wedding Planner Pricing: How Much Should You Charge As A Wedding Planner? Learn How To Figure Out Your Price
- How To Prepare For Your First Wedding As A Wedding Planner
- Pricing Mistakes You Can’t Afford To Make In Your Business As A Wedding Pro
- 6 Ways Wedding Planners Leave Money on the Table
- 5 Ways to Make More Money As A Wedding Planner
- How Much Does It Cost to Become a Wedding Planner?
- Wedding Planners – Should You List Your Wedding Planner Pricing Packages On Your Website?
- Day of Coordination: The Pros and Cons as a Wedding Planner
- How To Sell Your Wedding Planning Services: The 7 Stages Of The Sales Cycle
- 5 Contracts Every Wedding Planner Must Have To Be Legally Set
- How To Get Wedding Clients When You’re Just Starting Out
- 9 Mistakes to Avoid When Starting Your Wedding Planning Business
- How To Become A Wedding Planner With No Experience
- The Ultimate Wedding Planner Templates in 2024
For More Wedding Planner Business Secrets Follow Me On Instagram
Today I got to share Cue with my DI mastermind, and I’m feeling really proud. 🥹
I’ve been so busy building it that it felt good to stop for a minute and share the story with a room full of people I love and admire. So many smart, talented, generous people who I’m lucky to call my friends.
This was a special one. ❤️
Would you guys like to hear what I shared? I’m thinking about breaking it down into a series here on Instagram. Should we do it?
@ninelemonsfengshui encouraged me to share it with you all here, and I think I should. LMK in the comments if you’d be interested in my presentation from today!
Day one in Charleston for the DI Mastermind, and I spent ten hours of it in my hotel room working on Cue. I’ve been at it since 7 a.m., trying to get client portals ready, and I didn’t get as far as I’d hoped.
But I did close my laptop long enough to hug some of my mastermind friends, catch up before sessions start tomorrow, and see this.
I’d love to tell you this sunset inspired some profound revelation, but mostly I think I needed to leave my fucking room. 😂
Although maybe that’s the reminder: there will always be something that needs more of me. I’m allowed to step outside and enjoy where I am before everything is finished.
And so are you! 💜
I’ve been doing brand shoots for almost 20 years, and I have opinions 😂 Here are 9 things that make them great:
1. Hire a photographer who specializes in brand shoots. There’s a big difference in quality when you work with someone who understands how to photograph you AND your business. Go with the best you can afford.
2. Book more time than you think you need. An hour is nice for headshots, but multiple outfits and scenes take hours. If you want lots of variety, give yourself time to create it. If you’re going to do it, go big and do it right.
3. Know how you’ll use the photos. Your website, social media, launches, presentations—tell your photographer what you need. Plan for different crops, orientations, and room for text.
4. Have a creative direction. Build a mood board so everyone understands the vibe. Think about the story you want the photos to tell before you show up.
5. Dress for where your brand is going. This is your chance to show up as the version of yourself you’re stepping into. Bring outfits that make you feel like her.
6. Get your photographer involved in the planning. Ask for their input on locations, outfits, lighting, and timing. You hired an expert—let them help shape the shoot.
7. Plan actual scenes. Hosting, teaching, designing, creating—what are you doing in the photos? Build moments around your work so you leave with more than portraits.
8. Don’t spend the entire shoot behind a laptop. Your business has more personality than that. Give people something interesting to look at.
9. Bring someone to help. Someone to handle outfits, fix your hair, catch a twisted necklace, and keep things moving. Those extra hands make a difference.
Which photo from @c10ike is your favorite?
Off to spend a week in Charleston (my first time!) for @juliecchenell Digital Insiders Mastermind. I absolutely love getting to spend a week with my colleagues and business friends.
We share meals and ideas and laughs and horror stories and wins and it’s truly the best thing ever. If you’re not already in a mastermind group for your business that allows you to get together once or twice a year, I HIGHLY recommend it! I always leave these events feeling inspired and motivated.
This year I get to share with the group my journey in building @planwithcue and I’m both excited and nervous to share what I’ve been working on. Wish me luck!
To my DI crew I can’t wait to see you soon!!!!!!!
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