Best Wishes on your engagement – that's so exciting! As the countdown to your big day ticks away, we all picture that perfect, stress-free wedding where everything just falls into place. That's where a day-of coordinator comes in, ready to swoop in and make sure your special day goes off without a hitch. But, here's the scoop: while day-of coordinators are pretty awesome, they're not magicians. Their ability to make your day amazing really depends on the prep work you do before they jump into action. So, let's chat about the things you should do before you hire a day-of coordinator. This way, you can get all your ducks in a row to truly make the most of having a day-of coordinator by your side!

PS: If you're looking to make this process easier, our wedding day master organizer and day of spreadsheet bundle is available in our shop now!

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Understanding the Role of a Day-of Coordinator

First, let's talk about what exactly a day-of coordinator does. It's very different from a full-on wedding planner. We're with you every step of the way, picking out venues and helping you nail down your wedding day vision (and handling the logistics to make it a reality). A day-of coordinator primarily focuses on the wedding day itself. They make sure all your carefully laid plans come to life just the way you envisioned, keep your vendors in check, and tackle any surprises that pop up.

Because it's almost impossible to just “show up and manage a wedding day”, many wedding planners have restructured this service to be called “month-of coordination” or “event management”, and for the sake of this post – the roles are the same.

Pre-Coordinator Checklist

Wondering exactly what you need to have in place before you hire a day of coordinator? Here are some things you might want to have ready:

• Vendors: Finalize contracts with all your vendors well in advance. Your coordinator will need to know who they are, what services they're providing, and how to contact them.
• Event Scheduling: While some may help you with this, it's a good idea to create a draft timeline of your wedding day, detailing when vendors will arrive, key ceremonies, and the reception. This timeline is a blueprint your coordinator will follow!
• Communication Plan: Create a plan to keep key parties informed throughout the day. This includes the bridal party, family members, and vendors, ensuring everyone is on the same page.
• Site Walkthrough: Arrange a visit with your coordinator to your venue(s) to go over the layout, logistics, and any specific instructions you might have.
• Floor Plan Finalization: Confirm the setup for your ceremony and reception spaces in advance. Your coordinator should know the exact layout to manage the setup effectively – even if you already have a wedding venue coordinator.
• Vendor Briefing: Ensure all your vendors are briefed on their roles and timings. A pre-wedding meeting with your coordinator present can facilitate this.
• Backup Options: Have contingency plans for potential hiccups, like bad weather or a vendor cancellation. Your coordinator can help manage these better if they're aware of the options.

I know this might feel like a lot, but these are all the things that a good day of coordinator is going to ask you about anyway.

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Why You Need to Prepare BEFORE You Hire a Day-of Coordinator

If you're like most of the couples we talk to, you are hiring a day-of coordinator so that you can remain PRESENT on your wedding day (and your friends and family can enjoy themselves too!). Getting the most out of your day-of coordinator really comes down to SOLID preparation beforehand. Make sure they have all the contracts, timelines, and vendor info they need to steer the ship. Again, our wedding day master organizer and day of spreadsheet bundle has everything you need if you're tired of staring at a blank page!

The Final Countdown

As you hit the home stretch to your wedding day, go through your wedding planning checklist a week before the event to ensure no detail has been missed. This is your chance to catch anything that might have slipped through the cracks and make those final tweaks. After all the planning and prep you've poured into this, now's the time to let your day-of coordinator and vendors take the wheel. It's time to soak in every moment, knowing everything's lined up just right for your big day. YAY!

Preparation Steps Before You Hire a Day-of Coordinator

Need a hand with the bigger picture of wedding planning? Check out our ultimate wedding planning checklist, created by REAL wedding planners, to make sure you've got every base covered. Or, if you're dreaming of handing off the planning reins, we're here to help make that dream a reality. Click here to reach out. We would love to hear from you!

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