What Does a Wedding Day Coordinator Do?

Have you spent months meticulously planning every detail of your wedding day? If so, you might feel overwhelmed about how to make it all come together seamlessly on the day. This is where a wedding coordinator can be a game-changer. Opting for an experienced coordinator can often be the key to minimising pre-wedding anxiety and ensuring a stress-free lead-up to your special day. It's an investment in tranquillity, providing you with the reassurance that every aspect of your wedding is in capable hands as you prepare for one of the most important days of your life.

Our wedding day coordinators stand out as the finest in the industry, having navigated numerous wedding venues in Sydney and regional NSW (and indeed worldwide). We not only know the ins and outs of everything ‘wedding’, we make it our mission to be across every detail of your plans. Rest assured, any challenges we encounter on the day remain discreetly handled, leaving you blissfully unaware.

The difference between a wedding coordinator and a wedding planner is straightforward. Opting for one of our wedding coordinators means that a significant portion, typically 75% and more, of their efforts will be concentrated on the actual wedding day. Depending on the chosen package, our coordinators may engage in some preparation and groundwork just before the wedding day, streamlining the process for a seamless execution. If greater involvement is required leading up to the event we can do that too.

Our wedding coordination services are a versatile blank canvas, with our sole focus on ensuring your day is stress-free and precisely what you envisioned. Although each event is unique, there are several essential tasks that we undertake to guarantee the success of your wedding:

  • Working with you in the lead up to the day, answering any questions and advising you of things you have not yet considered

  • Confirming with all your vendors in the lead up that they are delivering exactly what you have booked (package dependent)

  • Confirming your vendors’ timings and tweaking where necessary to cover dependencies (package dependent)

  • Working with your venue or your caterer to prepare a master runsheet which details every movement (package dependent)

  • Suggesting the reception timings, any formalities and preparing this guide for the MC (package dependent)

  • Ensuring suppliers have arrived on the day

  • Checking the ceremony and reception venues are set up with all the decor you have arranged and ordered

  • Placing out any handmade elements where you want them

  • Your last minute errands on the day

  • Assist the flow of guests from one point to another

  • Managing any guest transport

  • Arranging payments on the day for your vendors

  • Packing up at your location (package dependent)

  • Arranging transport for any gifts if needed

  • Troubleshooting missing vendors/missing design elements or last minute problems

Starting from the initial inquiry, we reverse-engineer our approach. Understanding the details of your wedding, such as the venue, suppliers, and unique event aspects, allows us to tailor the perfect wedding day coordination package for you. Our packages are duration-based, with our most popular options being the Short Day Package (3 hours), the Half Day Package (5 hours), and the Full Day Package (8 hours). If you're unsure about the best fit, we can collaborate with you to suggest a package that aligns seamlessly with your needs.

But My Venue is Supplying a Wedding Coordinator

While having a reception venue provide a wedding coordinator as part of your package is undoubtedly beneficial, it's crucial to recognize its limitations. The venue's coordinator is primarily employed by the venue, not by you, with their primary allegiance lying in safeguarding the venue's interests, not necessarily yours. It's essential to understand that their responsibilities often revolve around ensuring the smooth setup, precise timing during the evening, and the punctual arrival of specific vendors like the cake decorator, band, DJ, etc.

When it comes to matters such as your priest or celebrant's attendance or the timely execution of your hair and makeup plans, these concerns may not be the primary focus of a venue's coordinator. If you're seeking personalized attention and comprehensive support that goes beyond venue-related logistics, a This Perfect Day coordinator is unparalleled. Our dedicated coordinators prioritize your overall wedding experience, ensuring that every detail, big or small, is seamlessly orchestrated to create your dream celebration.