You’ve found the perfect venue, said yes to the dress and even picked out your playlist. You want to be the one to choose all the details for your nuptials. You get excited about planning the wedding you have dreamed of since you were a little girl. But as your Big Day approaches, one important question remains: Who’s making sure it all runs smoothly? That’s where day-of coordinators come in—an ideal option for couples who want to plan their own wedding without hiring a full-service event planner.
You love the details but know you’re going to be too busy on the actual wedding day to be the point person. You’re the bride—you want to be the star of the show, not the one juggling setup and making sure the bridal party is in the right place at the right time. For couples choosing to do their own pre-wedding planning and hiring a day-of coordinator to handle logistical details and last-minute surprises, we’ve gathered tips from the pros.
What does a day-of coordinator handle?
Unlike a wedding planner, a day-of coordinator begins managing the wedding details about four to six months before the event. They are also sometimes known as wedding managers or event managers. Day-of coordinators provide an option for those who want to plan their own nuptials but need the support and management of a professional during the actual event.
Amy Shack Egan, founder and CEO of Cheersy.com, a digital marketplace for engaged couples to book a vetted day-of coordinator anywhere in the country, explains the purpose of choosing a day-of professional: “Our coordinators step in to be a couple’s logistical superhero, taking the planning off their plate,” she says. “They are on-site the day of the wedding from load-in to load-out, making sure marriers actually get to be guests at their event. Your day-of coordinator will create a detailed timeline, talk with your vendors in advance of the event, run a final site visit to be sure all details are set in motion, and manage everything that happens on the wedding day.”
Cheersy requires day-of coordinators listed on its website to undergo a rigorous interview process that evaluates experience, values alignment and passion. Chosen coordinators also attend a proprietary training program and are reviewed regularly to ensure they are providing high-quality services to brides and grooms.
The top 3 misconceptions about day-of wedding coordinators
Those who are in the industry repeatedly hear the same misconceptions from brides.
Myth #1: Day-of coordinators show up the morning of the wedding.
“The reality is that most of the work we do happens before the wedding—reviewing contracts, building timelines, developing floor plans and prepping vendors—so the actual day feels effortless,” says Nikeva Lawrence, owner and lead planner for Chicago-based SouthWind Events.
Myth #2: A relative can handle the day-of logistics.
“Your relatives are coming to celebrate you,” says Jazmin Portnow, owner of Charlottesville Day of Wedding Coordinators, a subsidiary of Anyvent Event Planning. “Part of the day is honoring those closest to you, so you don’t want to bog them down with the details of the day. You don’t want your VIP guests stressed.”
Myth #3: A venue coordinator can serve as the day-of coordinator.
If the venue has a coordinator on site, that is not the same thing as a coordinator who works for you,” explains Portnow. “They protect the venue; they’re not running the bride’s timeline and fluffing the bridesmaids’ dresses before they walk down the aisle. That’s what we take charge of and execute.”
How do I know which day-of coordinator is right for me?
While you can quickly find a trusted day-of coordinator on Cheersy.com, it pays to do a little research of your own to make sure you will work well with the coordinator prior to and on the day of the event. Our experts suggest some considerations when making the decision:
- Ask questions about experience and pricing. “Ask lots of questions,” advises Carla Friday, owner of Details Made Simple. “What types of services are offered? Do you handle and attend the rehearsal as well? If so, is there an extra charge for that? How many hours of on-site time do I get the day of the wedding? Do you carry insurance? Do you provide a wedding day timeline? How do you work with vendors on the wedding day?”
- Find a coordinator who complements you. “Find someone who matches your budget, vision and vibe,” says Egan of Cheersy. “Aside from your photographer, your coordinator will be the vendor with whom you spend the most time. They are your stage manager, but they’re also your advocate. Make sure you like them and can tell them what they need to know beyond the basics. It may not seem that important, but knowing that your divorced parents don’t get along and haven’t seen each other in 15 years is crucial info for your coordinator! They will carry that information and make sure everyone feels comfortable day-of.”
Top 3 things you can do to help your day-of coordinator
You are relying on your chosen coordinator to make the day flow smoothly and iron out any wrinkles behind the scenes. But there are things you can do before the event that eases the way for your coordinator to assist you.
Task #1: Organize all of your vendor contracts in one location.
“Create a storage repository, such as a Google Drive folder, to save and share vendor contracts, floor plans and other notes,” says Lawrence. “The more organized you are, the easier it will be for us to step in and manage.”
Task #2: Communicate clearly.
“Answer emails in a timely manner and show up on time for scheduled meetings,” says Egan. Your coordinator is your best advocate in this process, so make sure you’re getting them the information they need, when they need it.”
Task #3: Trust the professional.
“We’re in this with you,” says Portnow. “Tell us your hopes and dreams and hand over everything to us. Allow us to take over with your vendors from that point forward. We’re here so you don’t feel stress on the wedding day.”
Portnow remembers one of her bride’s wedding day snafus that could have become a disaster if she had not fully handed over the reins to Portnow when they first began working together. “It was a Sunday wedding, so the bakery dropped off the cake and cupcakes the day before since they would be closed on Sunday,” she explains. “An hour before the wedding, I discovered the venue had served my bride’s cupcakes at another wedding the night before. I scrambled to find replacements that flavor-matched what we had and bought up supplies from two bakeries I found that were open. The couple never knew what happened until after the event was over.”
The takeaway?
A day-of wedding coordinator may be your ticket to pulling off a wedding that is stress-free and affordable.
“Build a relationship with your coordinator,” advises Egan. “You may just realize by the end of 30 days that you want to be friends with your coordinator. It happens a lot!”