Being a coordinator, no matter what type of coordination you are involved in, can have various interpretations.
I thrive in chaos, so wedding coordinating felt familiar when I started exploring this talent in 2015. I have experience with various types of events, and adding weddings to my list just made sense.
With my meticulous attention to detail, I ensure that every flower petal is perfectly in place, every guest is seated accordingly, and every timeline is followed to a T. My practical approach means I'll have a backup plan for the backup plan and be able to adjust on the fly or make decisions we never thought of beforehand. As a freelance photographer over the past 15 years, I am always on the lookout for staying “out of the shot”. Communication is my love language. I'm the type of coordinator who makes sure that everyone is informed and filters out unnecessary distractions, especially on the day of the event when you need to focus on walking down the aisle, rather than answering last-minute questions.
“Every time I think about the fact that I thought I could do this without Kelsey, I can’t stop laughing. There is no way I would have been able to do this without her.”
When I'm asked whether a coordinator is necessary or worth the money, my answer is always yes. Even if you're the most organized bride or a type-A person, you won't be able to manage and coordinate your wedding day while still being able to enjoy it or even just be present for it. I know this from personal experience! There's a reason why more and more venues are requiring day-of coordination, whether it's included in your venue price or required in your contract for booking.
What does this actually look like? Let’s dive in a little…
Coordinators are your timeline wizards! Please keep in mind that, no matter how carefully planned a timeline may be, the schedule is subject to change depending on how quickly or slowly the event is progressing. This emphasizes the importance of having a coordinator. It is their job to work with the other vendors to adjust the schedule in order to keep the day running seamlessly, unbeknownst to your guests that it may not be going exactly as planned.
What if you cannot afford to hire a coordinator before your special day? Everything is so expensive now and with that, I suggest budgeting for a day-of or weekend-of hand. The primary reason to hire a day-of or weekend-of coordinator is to be able to relax and enjoy your wedding day without the stress of directing everyone. Plus, it’s a great way to save some dough! How can you cue the flower girl(s) to start walking down the aisle if you're supposed to be walking down first? How can you mingle with all of your guests if you need to worry about taking care of something behind the scenes? Not to mention it's unfair to burden your loved ones or guests with the responsibility of coordinating or helping on the fly at your wedding; they are there to share the joy of the occasion with you not for you.
Save yourself from uncomfortable conversations or surprise fees post-event. Over the years, I have heard vendors and photographers share their experiences working without a coordinator and how it impacted their work. The general consensus was that the lack of coordination created an unnecessary workload for them, making it almost impossible for them to do their job to the best of their ability. For example, a photographer explained that during a wedding, she ended up taking on the role of coordinator in addition to her contracted duties as the wedding photographer. She had to ensure the DJ made announcements to the guests, guide everyone to the ceremony and reception site, keep everyone on schedule, and cue the bride to walk down the aisle. This was just some of the extra work that was thrust upon her last minute. The additional workload prevented her from capturing special moments of the day for the couple and left her exhausted and frustrated. Plus, she had to add an additional fee after she had already been paid, putting her in an unfair position. This created unnecessary tension and more stress than it should have. Let’s avoid this, friends!
There is so much work involved in coordinating a wedding day; it's nearly impossible to execute it correctly without some extra help and an additional set of eyes. I would love to ensure your special day remains special not only for you and your partner but your guests.
If you have any questions or want to sit down for a chat, please reach out! Congratulations and salute ♥
“Kelsey is like the wedding planning superhero you never knew you needed!”
