Wedding Day Coordinator – What does this mean?

Many people ask me what exactly having a ‘Wedding Day Coordinator’ means for your Wedding day so I thought I better explain. Overall the main benefit of having a Wedding Day Coordinator is that you can actually relax and enjoy your day, the day you have spent 12 months or so planning. A Wedding Day Coordinator is also not to be confused with your Venue Coordinator as their main focus will of course be on the elements relating to the venue.

Many couples say that one of their biggest regrets is spending so much time worrying about the little details on their Wedding Day and everyone will tell you the day goes by so fast. My advice is always to just simply enjoy every minute of your special day as best you can.

Here is a breakdown of some of the tasks your Wedding Day Coordinator can help with:

Wedding Decor Set up:

Nowadays, a lot of couples will organise and plan their own décor and have spent a lot of time, effort and money on this part of the day. A Wedding Coordinator will ensure this is set up to exactly your requirements on the day so that you will not have to get friends or family involved. This could be items like table centerpieces, guest book, sweet table, donut wall, table plan, lanterns, name cards, favours, menus etc. Below is a general list from a general wedding coordination.

Wedding Vendors

Overseeing all vendors on the day and making any final payments. For example, ensuring the band and drinks reception entertainment are set up on time and ready to commence, paying them any final money owing, ensuring the cake has arrived and is set up etc.

Wedding Photos and Timeline

You have gone to the effort of providing your photographer with a list of the photos that you would like… now how do you round everyone up to get started on the photos? This is where your coordinator can step in and gather everyone for photos so that you don’t have to stress or worry about it. And we keep an eye on the timing so that you get to spend the time you want enjoying your drinks reception with friends.

Wedding Logistics

Run through the floor plans and table set ups to ensure they are correct and to plan and make any tweaks or changes required.

Main Point of Contact

Be the main point of contact for the venue and guests should they need any assistance.

If you would like to know more, Contact us today to set up a call to discuss your Wedding Day and how a Wedding Coordinator could help.

Here is an example of a recent wedding morning set up:

Wedding Ceremony:

  • Set up pew ends,
  • Silver Lanterns set up down the aisle
  • Set up Ceremony table, with floral arrangement, unity candles and taper candles, pen for signing registrar
  • Set up memorial table with framed photos and candle
  • Finalise set up for Greenery Arch (move to reception after ceremony)
  • Set up Bride & Groom Chair with sash and floral sprig
  • Test sound and microphone
  • 2 large lanterns either side of aisle
  • Get aisle carpet prepped – this will be rolled down just before bride arrives
  • x2 trees either side of the entrance
  • Welcome signage to be placed on easel

Wedding Drinks Reception:

  • Setup guestbook and pen, flowers, couple’s initials, fairy lights and candles (Move these inside main function room to cake table as people are seated)
  • Table Plan on Display (move just before bell call)
  • Linens on Pod Tables, tied with greenery garland
  • Jars with candles on pod tables and outdoor tables
  • Feature beverage stand filled with ice, beers and minerals, bucket for caps and bottle opener
  • Add throws to outdoor chairs

Main Function Room

  • Add sprigs of rosemary to each place setting
  • Add Menu and Place Name Card
  • Table Numbers
  • Ensure Floral Centerpieces are set
  • Add pillar candles and night-lights to each table


  • Hand towels and tray
  • Hand soap and Hand Lotion
  • Candle lighting
  • Baskets with toiletries and flip flops

Wedding Suppliers:

  • Drinks Reception music – pay final amount, commence 4PM – 6PM
  • Band – pay final amount, commence 9.30PM – 12AM
  • DJ – pay final amount, commence 12AM – 2AM
  • Cake – already paid, ensure set up as per image with other items

Wedding Photos:

Post ceremony gather the following people for photos:

  • Immediate family both sides with Bride & Groom together
  • Bride with college friends
  • Groom with college friends

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