A journal authored by an IndianaPOLIS Wedding planner
What does a day-of wedding coordinator do?
Wedding coordinators diligently (& happily) work behind the scenes to ensure your day goes smooth. Regardless of whether or not it’s in our job description, we use our best judgement and instinct to do whatever it takes to make sure that your wishes are carried out and that you will have an amazing wedding day. Many couples ask what does a day of wedding coordinator do? Do these things happen at every wedding? Thank goodness, no! But I’m sharing them because they have happened, and *could* happen, and having a wedding planner on your side to deal with stressful things is an important ingredient for having a great wedding!
What happens behind the scenes?
Bring Emergency Kits including backup toiletries, tools, tape and so much more!
Fix broken shoes, glasses & boutonnieres
Bring shower caps to the salon so the bridal party’s hair doesn’t get wet in the rain on the way to the ceremony
Run to your house to pick up your bridal jewelry that forgot
Have paper towels ready to dry off bridesmaids’ bouquets so their hands don’t get wet
Run to the tux store to switch out the wrong size jacket (I highly recommend that the men try them on before the ceremony!)
Bring extra batteries for your twinkle lights or battery operated candle that you forgot to pack
Move a table under a leaky hole in the tent so the water drips into the centerpiece vase
Make a “rain call” and handle the last minute changes due to weather
Wipe water off outdoor ceremony chairs after a shower comes through right before the ceremony
Verify the correct number of seats are each table & double check with seating chart & place cards
Alphabetize your escort cards before setting on welcome table
Level uneven & wobbly tables
Parking, parking, parking! We can help you hire a parking attendant and ensure that a prime spot is reserved for your caterer & parents
Move your cake out of the sun or inside when it’s melting in the heat
Clean and straighten up the bridal suite after the bridesmaids run off to pictures
Transport bridal party’s personal items & bags that they don’t want to carry on the trolley or limo
Put bride’s veil on last minute because she forgot
Change up your processional order because your groomsman got sick or missed his plane to the wedding
Carries an extra flower girl basket for when yours disappears (more often than you’d think!)
Provide water to the couple before or after they walk down the aisle and are overheating!
Find & return missing items (phones, sunglasses, etc.) that are misplaced at the ceremony
Greet the limo driver and give him the chilled champagne for the bridal party
Set up your oreo/macaroon/cupcake tower
Squeeze in an extra seat & place setting for a guest that didn’t RSVP
Quickly remedy a situation without worrying the couple or family members
Sneak the late cake delivery into reception during the ceremony so no one knows
Clean stains off your wedding dress when accidents occur (ie, mud, food, etc.)
Be the one to take the blame for your decisions that family members or guests may not like
Clean spills off dance floor so the dancers don’t slip and fall
Help bustle the bride’s dress and find those invisible loops right before she enters the reception
Place purses & phones at seats for mothers & bridesmaids so they won’t have to carry them during processional or introductions
Flip your ceremony site to reception while guests are at cocktail hour
Go on an emergency ice/cup run when the bartender runs out
Have your cake knife, plate & napkins set out for cake cutting – and give you tips on cutting so it looks effortless
Pick up random wine & beer glasses that guests leave on ledges, cocktail table, outside, etc.
Stop children from popping balloon decor or touching the wedding cupcakes
Quietly switch up formalities with the DJ because someone is missing
Bus the head table before toasts (if caterer hasn’t gotten to it)
Get a bridesmaid something sweet because her blood sugar is low and she’s light-headed
Make sure your great aunt gets her heirloom cake server back
Take trash out if it’s full and the caterer can’t/won’t get to it
Clean wax off the venue floor so you don’t lose your deposit
Put your gifts & cards in a safe place at end of the night
Make arrangements for your baker to get their cake stand returned
Assist designer/florist at the end of the reception collecting their rental pieces
Light sparklers for your grand exit – and ensure guests have a bucket of water to put them in and don’t burn themselves
Return your rhinestone flip flops after the wedding that you left under the sweetheart table
Decorate your getaway car
Looking for someone to help you plan & coordinate your special day?
Whether you’re dreaming of a grand celebration or an intimate gathering, our team is here to make your wedding planning process seamless and stress-free. With years of experience in the industry, we specialize in creating unforgettable weddings tailored to your unique vision and style.
No matter the timeline, whether you’re planning a wedding a year away or just a few weeks from now, we have the expertise and resources to bring your dream day to life. Reach out to us today learn more about how can help with all of your wedding planning and coordination needs.