Why hiring a designated Wedding Co-ordinator is the best thing you can do for you and your wedding.

Have you ever thought about how much stress goes into weddings? All of the little details you have to think about from venue selection all the way down to the spelling of a guests name on a name tag. Whether to have a dedicated Wedding Co-ordinator or not still remains a highly contested topic every year and is still one of the most popular wedding searches.

Here are some of our thoughts on the matter:

What even is a Wedding Coordinator?

The idea of a coordinator is seen in popular 90-2000's movies like The Wedding Planner, Bride Wars and who can forget the ever flamboyant Franck Eggelhoffer from Father of the Bride.

These days the role has transcended to a more sophisticated and fluid role that covers a lot. To boil it down to the fundamentals we:

  • Prepare all the paperwork required by each wedding vendor and wedding reception,

  • Work with your super team of dream vendors on establishing the itinerary for the wedding day,

  • Ensure the wedding vendors arrives on your wedding day and are geared up to execute your dream,

  • On the wedding day the wedding coordinator runs the show and keeps the things going at the right beat,

  • Any issues that come up are handled by the wedding coordinator and vendors, without you knowing (ideally).

  • Are their as physical and emotional support throughout the process of the planning and day. Often melting into the background but always appearing when you need us.

Very much a simplistic view of what a wedding coordinator is as we do so much more that you could think of and lose as much sleep as you do as the worst thing we can think of is letting you guys down.

But I can get a family member or friend to run the show!

Most often this would be the case and there’s a level of success, after all who best to know what you need most and for you to trust than someone you know well? But what happens when something goes wrong right before the wedding and it puts everything out of whack? Not to mention the endless paperwork and work forms that venues have been requiring of all wedding vendors that work in their reception venue – making sure your vendors submit them (correctly) is in itself a painful exercise of paperwork. The other thing you need to give thought to is there is a lot of pressure put on this person who needs to be part of the wedding as well as be everywhere else at once. Having a super organised coordinator to work through these pitfalls ensures you a free from tracking the paperwork and details needed before your day, and you’ll have a seasoned wedding coordinator that makes sure the reception part of the evening has as little hiccups as possible.

Our wedding reception provides us with a venue coordinator on the night so why do I need a “wedding coordinator”? Whilst they truly provide a wonderful experience, well there are some exceptions, and are every bit experienced at running the floor and evening; their focus is to ensure the reception team, front-of-house and back-of-house staff work. Devil’s in the detail. Whilst they are in constant contact with all the moving pieces to ensure service and food delivery is as best as they can be, they’re not entirely focused on your needs or even your guests at the most intimate level. I’m not talking about having your very own handmaiden or a butler, even though they’ll perform some of those duties, but you’ll have someone that is constantly watching over everything with the eye for detail. Someone who can step in when things aren’t happening the way they should, someone to force some water onto a rowdy groomsman or help the MC find the microphone you noticed them going outside with. and even move the timeline around for the night in case back of house is delayed or guests are hungry sooner. All this without you even noticing.

This real world situation, though is extreme and probably rarely happens, is indicative that some things do go amiss on the wedding day and having a true professional around is the extra layer of help, experience and peace of mind that is well worth the investment. Issues come up more often than most couples, or even guests, know and it’s usually handled very professionally but there’ll be instances that swift action is required rather than in-action. Case in point where we found out a venue manager (we do not name and shame establishments here) had messed up the seating table allocation and table numbers; their floor manager was caught off guard by the mistake but did nothing of it except ushering guests in a free-for-all. Guests ended up sitting where ever they wanted, family and VIP tables were on opposite ends rather than the standard of being up front. Of course by the time the bride and groom were informed it was a schamoozle! Long story short, I’m told guests were suggested to vacate their DIY seats and ushered to the foyer whilst venue waiter staff re-set everything. Suffice to say, delays delays and certainly a madness followed. Suffice to say that we were upset for the couple as it ended up being a 35 minute delay and all could have been avoided if we had been booked.

Having been both a designated planner and a designated venue co-ordinator I can tell you the difference is bigger than you think. If you have any doubt that a wedding planner could be useful that is fine, however the stress and the man hours they can relieve from you is incredible and well worth the investment. Especially in our case where the discounts we can acquire on your behalf should pay for our services, so are you really paying all that much for peace of mind and an easy service?

Talk Soon

Casey x

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