On The Day Coordinator
Photo: Air Balloon Project
Wedding Coordinator Detailed Responsibilities
Includes the event package of your choice, as well as event day support that consists of, but is not limited to, the following:
Complete facilitation of wedding rehearsal which includes instruction on usher seating, family seating, wedding party processional, ceremony, wedding party recessional, and family recessional
Coordinator distributes necessary balance checks to any remaining wedding service providers the day of the event
Coordinator contacts with florist, photographer, videographer, musicians, minister, and ceremony participants upon arrival regarding specific duties and distributes event timelines to all wedding professionals
Coordinator assists wedding party, families with pinning boutonnieres and corsages
Coordinator works with photographer to ensure that pre-ceremony pictures adhere to the predetermined event timeline
Coordinator contacts with program/guest book/gift attendants upon arrival regarding duties
Coordinator contacts with groomsmen and/or ushers regarding proper etiquette for guest seating and pre-seating of family and guests
Coordinator cues pre-ceremony music
Coordinator gathers all family and wedding party attendants and places them in line for formal processional of ceremony
Coordinator ensures that maid and/or matron of honor has groom’s ring and that bride has relocated engagement ring to right hand
Coordinator ensures that best man has bride’s ring
Coordinator cues candle lighting by groomsmen and/or ushers
Coordinator cues musicians and participants for family seating processional music
Coordinator cues musicians, bride, and escort for bride’s ceremony processional and participants for wedding/bridal party processional music
Coordinator adjusts train and/or veil of bride upon entrance
Coordinator works with photographer to ensure that post-ceremony pictures adhere to the predetermined event timeline
Coordinator contacts with guest book attendant to ensure that guest book, pen, toss bouquet, etc. are transferred to reception site
Coordinator gathers any extra programs, unity candle, etc. from ceremony site
Coordinator contacts with caterer and reception entertainment and reviews script for announcements and reception activities
Coordinator ensures that the reception site is set up properly and that the cake/s have arrived and are in place
Coordinator contacts with bride/groom/wedding party/family regarding announcement/s into reception, places them in line for announcements, and ensures that announcements go smoothly
Coordinator synchronizes all special dances with reception entertainment and all special performances
Coordinator notifies caterer, photographer, videographer, reception entertainment, and all other appropriate wedding professionals of cake cutting
Coordinator cues reception entertainers of cake cutting and toast announcement to guests
Coordinator cues guests giving toasts
Coordinator ensures that caterer prepares “going away” basket of food for bride and groom
Coordinator gathers bags, food, etc. that will leave with the couple and ensures that they are placed in departure vehicle
Coordinator displays favors/memorabilia to distribute to guests at the end of the event
Coordinator ensures that photographer, videographer, and reception entertainment are prepared for couple’s departure
Coordinator works with reception entertainment to facilitate bouquet/garter toss and departure of couple.
Coordinator supervises collection of all gifts, bridal memorabilia and/or supplies (guest book and pen, cake knife or service, disposable cameras, baskets, bridal bouquet, centerpieces, extra programs, extra favors and memorabilia, etc.) and ensures that all items are loaded into “designated” vehicles.
