What Does a Wedding Coordinator Actually Do?
Hint: It’s more than just showing up on the big day.
If you’ve ever wondered what a wedding coordinator really does—you're not alone. Between planners, designers, and coordinators, the roles can seem confusing. But if you're knee-deep in planning and feeling the pressure, hiring a wedding coordinator might just be the smartest move you make.
Whether you’re a highly organized bride who already has everything booked, or a couple looking to enjoy the final countdown stress-free, a wedding coordinator ensures your plans actually happen the way you intended.
So, what does a wedding coordinator actually do? Let’s break it down.
First, What’s the Difference Between a Planner and a Coordinator?
A Wedding Planner is involved from the beginning. They help create your vision, source vendors, build timelines, manage your budget, and more.
A Wedding Coordinator steps in closer to the big day—usually around 4–8 weeks before—and pulls together everything you’ve already planned to make sure it runs smoothly.
Think of it like this: you bake the cake, and your coordinator frosts it, displays it, and makes sure no one drops it on the way to the table.
What a Wedding Coordinator Does Before the Wedding
Even though they aren’t with you from day one, coordinators don’t just show up on your wedding day. The work actually starts weeks in advance.
Here’s what happens in the weeks leading up to your event:
Review Your Plans
Go through all your contracts and vendor information
Understand the flow of your day and identify any gaps or red flags
Get to know your priorities, must-haves, and potential problem areas
Build Your Wedding Day Timeline
Work backward from ceremony start time to plan hair, makeup, setup, photos, etc.
Coordinate vendor arrival times and cues for important moments (like the grand entrance and cake cutting)
Ensure everyone is on the same page with a final timeline sent to vendors and the wedding party
Confirm All Vendor Details
Reach out to your vendors to confirm services, arrival times, and setup needs
Be the main point of contact so you’re not fielding texts on your wedding week
Coordinate a Final Walkthrough
Visit your venue to visualize the setup, walk through logistics, and finalize the layout
Identify any last-minute needs like extra tables, extension cords, or signage
What a Coordinator Does on Wedding Day
This is where they shine. Your coordinator is the go-to person who keeps everything flowing so you don’t have to think about a thing.
On the Day Of, They Will:
Arrive early to oversee setup and vendor arrivals
Direct the layout of tables, chairs, signage, décor, and rentals
Manage the timeline so every moment is on schedule
Handle any unexpected hiccups discreetly (weather issues, wardrobe malfunctions, etc.)
Guide the ceremony processional and cue music and entrances
Assist with transitions between ceremony, cocktail hour, and reception
Coordinate with caterers, DJs, photographers, and officiants so everything stays on track
Distribute final payments or tips to vendors if needed
Pack up personal items, gifts, or décor at the end of the night
In short: They make sure everything you’ve worked so hard to plan actually comes together perfectly.
Why It’s Worth It
You’ve spent months planning your wedding—you deserve to enjoy it. You don’t want to be the one calling the caterer when they’re 20 minutes late or answering questions about napkin placement while getting your makeup done.
A coordinator gives you the peace of mind to be fully present. To soak in the day. To cry happy tears. To dance without worry. To actually eat your cake.
Signs You Need a Wedding Coordinator
You’re planning the wedding yourself but want support at the end
You’re using a venue that doesn’t include a coordinator
You don’t want friends or family to be in charge of managing logistics
You want a professional to ensure everything runs on time and stress-free
Let’s Make Your Day Seamless
At Hansen Weddings and Events, I specialize in helping couples like you enjoy a stress-free wedding day. With my Month-Of Coordination package, I’ll step in at just the right time to take the pressure off your shoulders and bring your dream day to life—exactly as you imagined it.
If you're ready to enjoy your wedding without playing project manager, let’s talk. Your only job should be saying “I do.”