There’s no such thing as “just” when it comes to Wedding Day Coordination

I get a lot of requests for Wedding Day Coordination that begin: "We just really want someone that can keep the flow going and keep us on schedule."

Let's break this down:

Keep the flow going.

What is "flow" when it comes to a wedding, anyway? I interpret it as that magical mix of timing and logistics that makes your wedding feel joyful and unplanned, while at the same time using every moment allotted to you by the venue and your vendors to the best possible advantage.

How does flow happen? Well, it doesn't "just" happen. A wedding day coordinator will normally put in 20-30 hours of preparation before appearing at your wedding. This includes collecting all of your contracts and paperwork and reviewing all policies to ensure understanding of everything you have arranged and what you are entitled to; research into your wedding design; confirmation of venue and vendor policies; and understanding you and your families' preferences and decisions about what you want to achieve on the day. Often the coordinator will condense this information into an event plan. Twenty to thirty hours. And that's just pre-event.

Keep us on schedule.

On the day of the event, in order to keep the flow going if it gets hung up or stops, a wedding planner may have to deal with a multitude of issues behind the scenes. Here are the most common ones:

prep time, especially hair and makeup, not going as scheduled
transportation and parking woes
decor issues: wrong color, wrong piece or fit
missing items and going back for them
lateness of vendors or bridal party

Even if everything goes 100% perfectly (and the reality is, it doesn't) a wedding day coordinator still must be constantly available to act as a surrogate host, direction-giver, traffic controller, scheduler, and people-mover. They must be on site well before you or any guests or vendors arrive, and stay on site long after everyone has departed. These duties will take 12-16 hours to complete on the wedding day itself. Not to mention 1-2 hours of rehearsal time explaining the procedures to the wedding party and family; and the little post-rehearsal errands that always seem to come up.

In sum, while your wedding day planner's job is to "just keeping the flow going and keeping everything on schedule", in order to do that, they and their staff must put in upwards of 48+ hours of solid on- and off-site work that culminates in your well-run wedding day.