Wedding Coordinators: What are their roles on the big day?

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wedding coordinator

What Is a Wedding Coordinator?

A wedding coordinator is a person responsible for making sure the wedding day or weekend is executed perfectly. Their roles include overseeing vendors, managing the timeline, and overcoming any last-minute challenges that arise during the festivities

wedding coordinator/ photography and videography wedding packages

What Type of Wedding Coordination Do You Really Need?

When it comes to wedding planning, a common budget mistake of couples is booking a supplier or a service without understanding who or what kind they actually need. So today, we’ll be helping you decide which coordination package will best suit your current setup to make your whole planning process smoother and less stressful.

Full coordinator: This extensive type of coordination is perfect for couples who plan to get married in a different province or country, or are just too busy to handle wedding planning in general. You can opt for a full coordination service if you need help from start to finish–from conceptualizing your theme until your afterparty celebration. You can expect to get help with absolutely everything–from deciding what colors to go for, which suppliers to book, types of styling, and even how the invites should look like. Your wedding coordinator will be very hands-on, guiding you every step of the way. Given this, don’t be surprised to find that the full coordination package is usually the most expensive one.

Tip: Talk to your fiance and figure out how much time both of you can spare for wedding planning. From there, you can gauge what type of coordination work you actually need.

wedding coordinator/ photography and videography wedding packages

Partial coordinator: You can avail of a partial coordination service if you only need help with 50% of your wedding planning. This means that you’ve already booked your major suppliers such as the ceremony venue, the reception venue, the caterer, the photographer, and the videographer. In this kind of coordination, the planner will help you get things together by helping you decide on your minor suppliers, and will make sure to remind you of any unfinished tasks. They will also be the ones sending out RSVPs to finalize the actual head count. If you have limited time to plan for your wedding but still want to do some things on your own, then opt for this type of service.

Tip: Share your wedding vision with your coordinator and ask him or her to evaluate what type of coordination service you’ll need. This way, you get to maximize their service without spending too much.

wedding coordinator

On-the-day coordinator: If you’re a hands-on type of couple and you have the time to cover all the details of your wedding planning from start to finish, then you only need an on-the-day coordination service. This means you’ll be the one to book and coordinate with all your suppliers prior to your event. An on-the-day coordinator will then take over all coordination work during the day of your wedding, making sure that everything flows smoothly from the time you do your hair and makeup to seating your guests during the reception. The planner will help you create a detailed timeline for your big day and coordinate with everyone involved.

Tip: No matter how hands-on you are, booking an on-the-day coordinator is a must so you can enjoy your big day without worrying if your caterer has arrived or if the flowers are styled correctly. Leave the details to a planner so you can make the most out of your special day.

Read on to find out what a day-of wedding coordinator does, how much they cost, and whether you need to hire one for your wedding.

Day-of Wedding Coordinator Cost

Costs vary depending on the day-of coordinator’s responsibilities. Someone who just oversees a wedding day will cost less than someone who helps the couple plan last-minute details in the weeks leading up to the big event.

wedding coordinator
wedding coordinator

Wedding Planner Vs. Wedding Coordinator

Hiring a wedding planner, wedding coordinator or both depends on your level of comfort throughout the planning process. Those with a passion for DIY and hands-on planning, for example, may prefer to skip the planner and only utilize a coordinator. Knowing the difference is a good starting point when finding the right planner for you.

Wedding planners often dedicate a couple hundred hours to guiding your wedding design choices, vendor hiring, contract negotiation and building a budget. They consult with each couple as they navigate their wedding ceremony and reception theme. Many planners will either offer coordination efforts within their contracts or include them as an extra service.

Wedding coordinators gather all the details planned by the couple and their planner in order to set them in motion on and around the wedding day. They act as the point person for vendors and guests that have questions during the final stages of the process. Some coordinators will also offer assistance on the events surrounding the big day itself, such as rehearsal dinners, wedding showers and Sunday brunches.

wedding coordinator/ photography and videography wedding packages
wedding coordinator/ photography and videography wedding packages

Day-of Wedding Coordinator Responsibilities

Handling Logistics

The day-of wedding coordinator’s primary job is making sure all the logistics of the wedding are handled. If there are 200 guests, for example, this person makes sure there are 200 chairs at the ceremony and reception.

wedding coordinator

Creating and Sticking to Timelines

Another one of the day-of wedding coordinator’s most important jobs is creating a detailed timeline for the day and making sure everyone, from the couple’s family to the vendors, sticks to it. For example, if hair or makeup is taking longer than expected, this person will step in to hurry up the process. They also make sure guests are seated on time to get the ceremony rolling, and that photographs are taken in a timely manner so the couple can get to the dance floor.

wedding coordinator

Communicating With Vendors

The day-of wedding coordinator is the primary point of contact for all wedding vendors. They are the manager on duty, overseeing vendors’ work and making sure they do their jobs according to what was contracted. All questions the vendors have can be fielded to the coordinator so the couple doesn’t have to deal with them.

wedding planner in Danang

Solving Problems

One of the most challenging but important jobs of the day-of wedding coordinator is putting out fires and troubleshooting problems the day of or right before the wedding. If the bar runs out of tequila, if someone forgets the rings, if there is a power outage at the venue—this person figures out what to do. Again, the goal is to take away all stress from the couple.


Established in 2012, DNX Wedding is a subsidiary of DNX specializing in wedding planning and coordination to provide, supervise and manage all the details of a comprehensive wedding plan.

  • Wedding planning: Our team will help you plan and organize your biggest event from A to Z
  • Wedding decoration: We consult the ideas and concepts that match your unique personality, and story and transform them into reality by supervising the on-site decoration activities.
  • Wedding photography/videography: Capturing the unforgettable moments of your once-in-a-lifetime event is indispensable with the professionalism of our Photo/Filming Crew.

DNX team is always ready to support and advise you when it comes to wedding services. Please contact DNX Wedding according to the information below if your business is in need of advice.

Headquarter: 04 Bau Tram 3, Khue Trung Ward, Cam Le District, Danang
HCMC Branch: 220/1 Xo Viet Nghe Tinh, Ward 21, Binh Thanh District, Danang
Hotline: 0783.788.789
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