Whether to have a dedicated wedding coordinator or not still remains a hot topic each year, it's still one of the most popular searched wedding topics and because it fits nicely with what we're doing this year. So i thought to pre-empt things and provide you with my thoughts on whether you should have a dedicated wedding coordinator on your wedding day.
What's a Wedding Coordinator By The Way?
There is a mystique surrounding "what a wedding coordinator does" and the responsibilities of a wedding coordinator, even some industry people are confused with what the role entails. I wan't do into depth just yet because that deserves break down, albeit briefly, what a wedding coordinator should do:
Prepares all the paperwork required by each wedding vendor and wedding reception.
Works with your super team of dream makers on establishing the itinerary for the wedding.
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)
Last our team always through in extra's
Very much a simplistic view of what a wedding coordinator does. Not to mention we usually go above the exceptions of this list.
But I Can Have a Family Member or Friend Run The Show!!
Most often this would be the case and there's a level of success, after all who best 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 weeding 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.
Having a super organised coordinator to work through these pitfall ensures you a free from tracking 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 floor manager on the night so why do i need a "wedding coordinator"?
While they truly provide a wonderful experience, well there are some exceptions, and are every 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. Horrible in the detail. While they are constant contact with the moving pieces to ensure service and food delivery is as best as the 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 butler, even though they'll some of those duties, but you'll have some that is literally a hawk soaring over everything with the eye for detail. You know for when things aren't happening the way they should or when your Master of Ceremonies is otherwise indisposed and things need to move along, and even re-jig the night's reception itinerary because service has been delayed or your waiting for the final group of guests to arrive.
Issues come up more often then most couples, or even quests, know and its usually handled very professionally but there'll be instances that swift action is required rather then in-action. Case in point where a recent wedding venue, and i won't name here, had completely 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. Guest 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 while venue waiter staff re-seat everything. Suffice to say, delays delays and certainly madness followed.
Put aside the venue coordinator and management mistakes, has the bride and groom, or even the venue, had a experienced wedding coordinator, he/she would've gone through their final checklist to ensure all the settings were correct. Or even made the call hold the guests in the foyer and extended services and appetizers to ensure they were unaware and comfortable.
This real world situations, though is extreme and probably rarely happens, is indicative that things do go armiss on the day and having a true professional around is the extra layer of help, experience and peace of mind that is will worth the investment.