Should You Hire a Wedding Coordinator? | The Ultimate Breakdown
Photo by: Cameron & Tia
As award-winning wedding coordinators ourselves, we may be a bit biased if we were to give you a straight answer to the question: “Should I hire a wedding coordinator?” But hear us out.
Planning a wedding takes a lot of time, energy, and decision-making. From researching vendors and attending meetings to juggling logistics and final details, you’ll be booked and busy long before your big day arrives.
Now imagine having a partner throughout the process—someone who specializes in weddings, knows the best vendors, and can craft a timeline that helps you soak up every moment and dance the night away stress-free. Sounds like a dream, right?
That’s exactly what it’s like to work with a team like ours at Rustic Elegance.
But instead of telling you why you should hire us, we’d rather help you answer that question for yourself. We’ve created a BIG list of questions to ask when thinking about your wedding day.
Ask yourself:
“Do I want to handle these tasks myself?”
“Do I want my siblings, parents, or friends to manage them?”
Let’s dive in!
Pre-Wedding
These are all things that need to be tackled before your big day arrives. Ask yourself…
In the months leading up to the wedding, how will you know what to do and when it needs to be completed?
How will you keep track of your invited guests, RSVP's, seating chart and budget?
Where will you get reputable recommendations for outstanding vendors to help with the wedding day?
How will you create a layout of the tables, chairs, cocktail area, and the dance floor to completely utilize the space and flow of the venue or private property?
Do you need help creating the overall look of your wedding and deciding on decor?
Have you secured all the tables, chairs, linens, or other rental items that are needed for your number of guests?
Have you remembered enough tables and linens for the gifts/cards, desserts, DJ, place cards, etc.? Or are you playing it “too safe” with extras and could be saving some money?
Have you created a “day of” timeline to hand out to your wedding party and vendors?
Have you made a contact list of all the hired vendors, just in case you need to contact them on the day? If needed, who would be in charge of contacting them on the wedding day?
Who will help get your wedding party lined up and run your rehearsal?
Wedding Day Morning
There’s a lot that needs to be taken care of on the wedding day BEFORE guests arrive. This will be happening while the wedding party is getting ready and having their hair/makeup done, so they are not always available. Ask yourself…
Who will distribute and properly attach the corsages and boutonnieres in time for photos?
Who will set up the decor on the head table and guest tables (including linens, flowers, votives, table numbers, etc.)?
Who will set up the dessert display, including dessert stands and decor?
Who will set up the guest book and gift/card table decor?
Who will set out other miscellaneous items that you are bringing? Think place cards, seating chart, guest favors, bug spray/sunscreen, bathroom supply basket, yard games, kid activities, etc.
Who will light or turn on the candles?
Who will greet vendors as they arrive, tell them where to go and answer any questions they may have?
Are any final payments or tips due to vendors on the day of? If so, who will be handing these out?
Wedding Day Ceremony
Before, during, and after the ceremony, there is a lot to be done! Ask yourself…
Who is in charge of getting the marriage license, unity symbol, programs, rings, etc., to the ceremony?
Who will be setting up any ceremony entrance and aisle decor?
Who will help direct guests to take their seat to ensure the ceremony will start on time?
Who will queue the music and wedding party to start walking down the aisle to ensure the perfect timing?
In the case of bad weather, what is the back up plan? Who will help set up the back up plan?
Who will help move any ceremony decor that will be reused to the reception?
Do the ceremony chairs need to be moved to the reception? If so, who will help and ensure the correct number of chairs will be placed at each table?
Photos by: Beyond the Pines Photography
Photo by: Jeannine Marie Photography
Wedding Day Reception
As the drinks start flowing at the wedding reception, the tasks don’t stop! Ask yourself…
Who will keep track of the time and start inviting guests to take their seats at the end of cocktail hour?
If you have a buffet, who will dismiss tables?
Will guest tables need to be moved to make room for dancing? Who will do this?
Are the desserts being delivered? Who will greet the vendor? Who will set out the treats?
If applicable, who will start the bonfire? Who will set out the s’mores supplies?
Will you be having a late night snack? Who will set these out (and greet the pizza man)?
Who will do bathroom checks to make sure they are staying clean (and stocked with tp)?
Who will monitor garbage cans to make sure they aren’t overflowing?
Who will greet your shuttle driver at the end of the night and confirm running times?
Wedding Day Clean-Up
The night is coming to a close! Everyone is getting a little tired and they’ve maybe had a few drinks by now. Ask yourself…
Who will be taking down and packing up all decor items at the end of the night? Including items on the guest tables, head table, dessert table, and any other miscellaneous decor brought in?
Who will be in charge of collecting and packing up the wedding gifts and cards?
Who will ensure all of the items you provided get safely packed into the vehicle?
Who will remove any linens?
Who will keep the reception clean of dirty glassware and remove garbage after the caterer leaves?
Photo by: Cameron & Tia
FAQs
We know—it’s a lot to think about. That’s exactly why Rustic Elegance comes prepared with all the right documents, detailed plans, and over a decade of experience coordinating hundreds of weddings.
Still on the fence about hiring a wedding coordinator? Here are answers to some of the most frequently asked questions we get:
When should I hire a wedding coordinator?
We recommend looping a coordinator in as soon as possible! This will ensure that you have expert guidance and support during every step of the planning process. If your wedding is quickly approaching, don’t worry! We’ve pulled off beautiful weddings with just a month's notice.
What will a coordinator take off of my plate?
To summarize, we handle communication with your vendors, build your day-of timeline, manage setup and teardown, and act as the point of contact so that you (and your family!) don’t have to answer a single logistical question on your wedding day.
If I have a venue coordinator, why would I need to hire a wedding coordinator?
Venue coordinators are amazing, but they work for the venue. We work for you. We manage all the details that go beyond the venue, like keeping your timeline on schedule or ensuring your grandma gets her favorite seat at the ceremony. A venue coordinator will only handle venue logistics like adjusting lighting, placing tables, setting up the chairs, and managing facilities.
How much does it cost to hire a wedding coordinator?
Pricing for wedding coordination can vary widely depending on the coordinator’s experience, the level of service you need, your wedding location, and how complex your event is. Some coordinators offer flat-rate packages, while others may charge hourly or customize pricing based on your specific needs.
At Rustic Elegance, we offer a few different coordination options designed to fit a range of wedding styles (including Backyard Wedding Packages!). You can learn more about what we offer by visiting our Packages page. We’d love to walk you through the options and help you choose the right fit for your day!
Photo by: Cameron & Tia
Sooo, should you hire a wedding coordinator?
Our hope is that you ENJOY your day and let a coordinator worry about the details for you! You deserve to be fully present, soaking in every laugh, happy tear, and unforgettable moment.
If you're still wondering whether a wedding coordinator is the right fit for your celebration, we'd love to chat. Take a look at our packages or reach out to start the conversation. We’re here to help you celebrate, beautifully and stress-free!
A day in the life of a wedding coordinator (behind the scenes)
