Wedding Coordinators

In the past, a wedding coordinator was thought of as a luxury, only used by the rich and famous. Today, a coordinator is a necessary norm for couples of all walks of life.

Couples are often confused as to how much to spend, how to choose vendors and where to obtain services, as they start preparing for their wedding. It is shocking to learn how much preparation is involved, so hiring a professional will allow you to relax and enjoy your engagement. Your wedding coordinator will use their knowledge and experience to turn your expectations for your wedding into a reality.

Why is a Wedding Coordinator Necessary?

Depending on what you want done, this changes the role of your wedding professional.
A wedding consultant would be hired for those who just want some advice and help for their wedding. They would choose a package that could include a meeting to discuss the wedding details, confirmation with vendors before the wedding, and a professional on site on the wedding day. A package like that is for someone who wants to take care of the planning

themselves and have the consultant for guidance and problem solving on the wedding day.

A wedding coordinator would be hired to do all the wedding planning which can include finding a ceremony and reception location, booking and confirming all vendors, coordinating the rehearsal, assisting with honeymoon arrangements, day of coordination, assistance in obtaining marriage license, and assistance with vendor contracts. For full planning, a bride and groom can be as involved as they would like. You should also be able to customize the package your wedding coordinator provides, if there are some things you want to take care of yourself. This will also lower the cost to you.

Is a Coordinator for Weddings Affordable?

A great coordinator should be able to save you money. Because they bring repeat business to wedding vendors, they are able to negotiate expert pricing. This can sometimes cover the cost of hiring the consultant, if not more.

There are three different types of fees a wedding coordinator can charge:

Percentage Cost

Some charge 10-20% of your total wedding cost. Keep in mind that if this is the way you are being charged you may not get the best deals, as the more you spend, the more the coordinator makes. If you want to stay under-budget and get the most for your money, this type of fee may not be your best bet.

Hourly Rate

Some charge an hourly rate. This works best if you are using a wedding consultant, who isn’t planning the whole wedding. If you have a coordinator for your wedding who is taking care of most of the planning, an hourly rate can end up costing you quite a bit, since it usually takes longer then expected to plan the wedding if there are any unexpected situations or problems.

Flat Fee

The best way to pay is a flat fee. Once the wedding coordinator knows what services you want provided from them, they can quote you a flat total cost. This will leave you at ease since the fee will not change and you know what to expect. A good wedding coordinator will work their fee into your budget, instead of being an added expense. They should also let you know if there are any extra fees for other services, so make sure to ask if anything costs extra ie. honeymoon booking, place cards, etc. Sometimes these services will cost a little extra depending on the amount of work they must do. If the flat fee is more then you can budget, think about taking care of some of the planning yourself and this will lower the wedding coordinators fee.

How to Find a Great Wedding Coordinator

Word of mouth is always a good way to start looking for a wedding coordinator, so ask around to see who is recommended. Do your research to check out websites and wedding forums to get local opinions and referrals. Also visit wedding shows and ask other wedding vendors about coordinators they would recommend you meeting.

What to look for?

First call the wedding coordinator. If you like them over the phone, arrange a consultation with them. Most coordinators provide one free wedding consultation before you book with them.
Check to see if the person has education in special event or wedding planning, ask how long they have been in business, if they have references or testimonials, and make sure they are computer literate. Also ask yourself if they seem organized, friendly, if they are within your budget and if it sounds like they know their stuff.

Trust is also very important. You should feel very comfortable and confident that your wedding coordinator understands what your needs and wants are for your wedding day.

When Do I Start Looking?

As soon as you get engaged it is a good idea to start looking. Even if you do not plan on tying the knot for another two years, it is always good to start early in the planning process to ensure you get the best vendors and services, as the best ones get booked first. Starting early will also ensure you get the date and season you have in mind for your wedding.

Agreement

Make sure the wedding coordinator you choose has a written agreement for you to sign. The agreement should include the wedding date, your names, the services included, cancellation policy, deposit amount, total fee amount and both parties signatures. Keep a copy of the agreement for yourself, as this will cover you legally in case any services provided by the coordinator are not taken care of. Each vendor should also have their own agreements for the services they are providing, which they can help you with. This will be separate to the wedding coordinators agreement, since they are both providing different services.

Be weary of professionals who do not have a written agreement. This means that if they do not show up on your wedding day, you can not take legal action or get your money back.

Most consultants ask for a portion of the total fee as a deposit when you decide to book them. Give the deposit once you have signed the agreement, and make sure to get a receipt back.