Day-of wedding coordination: what to know

What the job involves, what changes the price, and what to ask a pro.

What day-of wedding coordination is

A day-of coordinator runs the wedding day's timeline, directs vendors and handles problems as they come up. Couples hire one when they want to enjoy their wedding as guests instead of checking on vendors or the clock.

Signs you need it

  • You want to be a guest at your own wedding rather than managing the schedule
  • Several vendors arrive at the same venue and need someone to direct them
  • Family members will come to you with questions during the day
  • The ceremony and reception are at different locations on the same day
  • Nobody in your wedding party is free to run the timeline

What the pro does

  • Reviews the vendor contracts and the vendor list before the wedding week
  • Builds a minute by minute timeline and shares it with every vendor
  • Runs the rehearsal and makes sure the order of the ceremony is clear
  • Arrives early to check the setup, seating and vendor areas
  • Keeps the schedule moving and handles late vendors or weather changes
  • Hands the couple's remaining items to family or the venue after the reception

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Length of the day and the number of events it includes
  • Number of vendors the coordinator must direct
  • Whether the venue is a single site or two locations
  • Whether the coordinator attends the rehearsal and for how long
  • Guest count and the size of the setup crew
  • Whether the coordinator also builds the timeline and reviews the contracts

What a written quote should spell out

  • Hours on site, including setup, the ceremony, the reception and wrap up
  • Whether the rehearsal is included and how long it lasts
  • Each task the coordinator will perform, such as managing the timeline or directing vendors
  • Who the coordinator reports to and who makes final decisions on the day
  • What happens if the wedding runs past the agreed hours

Questions to ask before you hire

  • How many weddings have you coordinated at this venue?
  • Will you attend the rehearsal, and how long will you stay after the reception?
  • Can you send a sample day-of timeline from a past wedding?
  • How will you communicate with the vendors before the day?
  • What do you do when a vendor is running late or a family member is upset?
  • What is your backup plan if you are ill on the wedding day?
  • Who on your team will be on site, and how many people will you bring?

Red flags

  • Has never walked the venue and says that will be fine on the day
  • Will not share a written timeline before the wedding week
  • Does not ask for the vendor contracts or the order of the ceremony
  • Plans to handle a large wedding alone with no assistant
  • Wants to be paid in cash only, with no written agreement

What you can do yourself

A couple can run a small, simple wedding day by writing their own timeline and asking one trusted person to answer vendors. Hire a day-of coordinator when the ceremony and reception are in different places, many vendors arrive at once, or the couple cannot step away from being guests.

Licenses and permits

No license is usually required to coordinate weddings. Ask for proof of liability insurance and a signed agreement that states the hours, the duties and the rehearsal terms.

Day-of wedding coordination questions

Is a day-of coordinator the same as a wedding planner?

No. A day-of coordinator runs the wedding day. A planner usually works for months before it. Some couples hire both, and some hire only a coordinator.

Should the coordinator meet the vendors early?

Yes. A short call or site visit with each vendor before the wedding week avoids surprises about arrival times and setup.

What should I give the coordinator?

A timeline draft, the vendor contacts, the seating plan, the order of the ceremony and the names of the people who will make decisions for you.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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