Should I Hire an On the day Wedding Coordinator? Dear Bride, here is a 'Day In The Life' to help you figure it out!

If you're organising your wedding and wondering whether hiring an external coordinator is the right decision, mainly because you don't know what they actually do, then this might assist you. Or if you've come across my posts and questioned what the hell I do, fair enough, have a read then.

As I considered the approach for this, I reflected on all my 2024 weddings to choose one to discuss. However, I realised that each had a unique journey and varying levels of involvement. Therefore, to offer the widest perspective I will generalise, explaining what I frequently do at different points of the day, allowing you to relate to whichever aspects resonate with you!

What I believe will resonate with everyone though is this: imagine the morning of your wedding day, a day you've invested thousands in and have been planning for what seems like forever. You wake up with a long list of tasks in your mind, start getting ready with your bridal party, and then:

Your phone keeps pinging incessantly.

People constantly enter your space with question after question, causing your makeup artist to pause frequently, delaying your preparations.

Your celebrant is lost and trying to call you, but you've set your phone aside to enjoy the morning with your friends.

You have no idea if the drinks are being prepared or if every supplier has arrived as planned.

You have given tasks to different people but you still have the corner of your eye open and let's face it, to a certain extent, the day if for them too and gradually everyone starts getting drunk and may just forget their part in the play.

Where does the partnership start with your On the Day Coordinator?

I can't speak for everyone, but I can tell you what I do at Jessica's Bespoke Events Shropshire (JBE).

After initial enquiry we start with a free consultation, usually a quick phone call. Why? Because I don't blanket my packages and prices. Despite popular belief, now more than ever every wedding or party is different, so the package and price should be to. I believe your day is incredibly special and personal, so it's important that the person you choose to trust with it is the right match for you, that's why a free consultation enables us to get to know each other a bit more!

(I know time is of the essence and you just want to know how much it's gonna cost you right? That's fine! I would then just send a few questions over email or DM.)

After consultation I send a bespoke proposal outlining everything to expect with costs and then we go go go!

We don't just rock up on the day! Well I flippin' hope not...

Again, my opinion but your Wedding Coordinator must have been to the venue before in some capacity pre-wedding (and I don't just mean the morning of). I will always include a pre wedding meeting at the venue to run through schedule and floors plans etc and a handover to suppliers around 2 weeks to 1 month prior. This is where I will intro myself if we don't already know each other to check their timings, layout, requirements etc and to make sure that they contact me on the day, not you- you my girl should be sipping prosecco and being the princess that you are!

The Morning of Your Big Day.

So I would arrive at least an hour before the first supplier is due, first things first I'd come and see you! We've already gone through the schedule and my responsibilities so this about saying hey, bringing the wedding hype and meeting the stars of your show- of course a perfect time to give me any updates too.

What I do here completely depends on the style of the day but it might include:

Ceremony finishing touches

Aisle finishing touches

Icing drinks if DIY

Popping out external signage

Welcome first suppliers and checking they have everything they need

Liaising with the venue of any missing elements or mishaps

Switching things round if the weather turns (always hoping for this to NEVER be needed)

Briefing the groomsman/main party (my favourite wedding coordination tool, ha!)

Ringing missing/late suppliers or helping them with getting into the venue

Prepping the bits that have helped you save money by not outsourcing (for example, preparing snack platters for your pre wedding party)

Testing music or PA system

And anything in between!

(TIP: Don't over structure the morning and give plenty of time for make up etc, this part flies by and I think it's the time for you to take in the moments with your girls/guys, laugh, cry, make cringe Tik Toks or fake tattoo the grooms face on ya buts!)

Ceremony.

My main point here seems simple, to get you down the aisle.

I would seat the guests and pop the groom in place without you being seen (if your going traditional) then collect you and your team and support you all the way to the end of the aisle.

I'll also probably be silently blubbing as you walk, I swear it doesn't matter how many of these you do- it's get's ya!

I'll also be looking at things like:

Starting the music or signalling the live performers/celebrant

Ensuring confetti is ready or delegated to who we decided for the end

Prepping reception drinks if not done by bar supplier

Rare but I have made sure phone/camera is set up for any guests joining us virtually!

Making sure "cocktail hour" entertainment is all ready and in place

Getting you and your new hubby/wifey a drink ready to grab on exit

Directing guests to the reception ensuring no awks, standing around confused party people insight

Stopping any no no's like people taking photos on their phone etc (if that is what you have requested)

If you have a separate venue for the rest of the day I would have already been there making sure everything is ready this morning, then after the ceremony I would make sure all your guests are heading in the right direction, or send some the other way if you like ;)

Cocktail Hour/Drinks Reception/Photo Time

There are so many different elements to this, once drinks etc are flowing I would be thinking ahead, whether that is lighting your candles on dinner tables, ensuring the bouquets make their display or putting your breakfast wine/beer or vodka out! (You do you).

Commonly there may be decor we want to use from the ceremony room so I would grab some groomsman or the venue to help lift things into place. Depending on your photographer you may want help rounding up the photo roll call list!

TIP: Grab each others hand and work the room/lawn together, you can't repeat the "we literally just got married" buzz and you'll want to do that together, I'll be making sure food and drinks are flowing, the vibes are right and people know where to pee!

Wedding Breakfast/Food/Speeches

Your grand entrance is here so I will be ensuring guests are all in and seated, getting you into position and hyping your first steps. If I'm MC'ing then I'll welcome and announce you in!

Prompting the caterers, music and bar during the meal are frequent duties here, I'll probably check in with you regarding the pace of the day and plans for the next part if we have kept it casual, see how we go vibes.

For speeches me handing round the mic, introducing the speaker, adjusting the volume and pausing the music will help the flow for this.

Also, it's ok to overrun! These things happen and can't always be avoided if it meant you got the perfect photo or best received speeches. I would make a plan for evening guests or make sure the bar area was ready so I can direct them to to enjoy a drink while they wait.

Greet any evening suppliers and direct them into place

I'm not gonna lie I'd probably like to eat around about now please ;)

TIP: Don't plan speeches between courses, speeches are unpredictable with timings meaning they can delay the next course impacting the quality of the food and will make the flow appear disjointed. A couple before food and a couple at the end of the meal works well or all before/after.

It's Party Time Babyyy!

8/10 times the wedding breakfast room needs turning into the evening reception and the last thing I want you to be doing is lifting, honey it's your day queen! If you have a DIY wedding some venue owners will offer to shift furniture but won't put the full plan and details in. So, with the full help of...you guessed it my favourite tools.. groomsman or family I will manage turning the room into the party plan! If your guests aren't moving, don't worry, I'll move em....

Roles for the evening will also include:

Collecting your table special bits! ie. a menu, favour etc for you to keep as memories.

Rubbish run around the tables and venue- always useful for when your having pizza in the evening (again DIY venues won't clean up for you)

Set in place the band/DK/entertainment and get them started

Check on spaces like the toilets and bins to see if I need to let the venue know of top ups required

If the venue is slightly spaced out and we have organised entertainment across different areas I will let guests know what there is to do or move things around if needed to match the crowds.

Gather guests and yours truly for the first dance if you're having one

Cut the cake and place it out to be enjoyed

Set up a tea & coffee station

TIP: Don't set tea & coffees on the table and depending on your guest profile assume only 50%-60% provisions, it's a waste of time and resource to think everyone will want it!

Can I have a little boogey on the edge of the dance floor at this point, please?

I'd usually leave after we have completed the last formality, the party is fully underway and the final supplier is in full swing- ensuring they all know the breakdown process.

So should you spend on an On the Day Coordinator? I'll leave that up to you but with the above Day in The Life! This service is available from me from around £300, at a fraction of the cost of an individual main supplier to really elevate your day!! (Date, location and wedding size dependant).

I'll drop some more tips on Instagram.