Imagine waking up on the morning of your wedding and not stressing about one detail. All you have to do is relax and enjoy each moment as your special day unfolds. Sounds incredible, right? That’s the beauty of hiring a professional wedding planning team to coordinate all of the details! Wedding coordinators build your timeline, oversee vendor arrivals, confirm the layout is correct and more to ensure you will spend your wedding day stress free. 

Continue reading to learn more about the role wedding coordinators play in how you experience your big day! 

What Are the Responsibilities of a Wedding Coordinator?

When you hire RC Events for wedding management and coordination, you will feel as though we have been with you throughout your entire wedding planning process. 

About 2 months before the event, we will get in contact with you to learn all of the details, begin communicating with your vendors, and build your timeline. 

During the week leading up to the wedding, we will manage final vendor confirmations, be available to you via phone/email for anything that comes up and attend your dress rehearsal. 

On the wedding day, you will have a team of 2 to 4 RCE staff onsite, depending on the size of the wedding and set-up requirements. We will handle the following logistics and details, so you can be fully present in each moment:

• Client Concierge: We will check in with you and your fiancé throughout the day to ensure needs are met and questions are answered.

• Set-up Supervision: We will supervise ceremony and reception load-in and vendor team setup.

• Ceremony Coordination: We will assist with lining up the wedding party, cue ceremony musicians, and transfer of small décor items.

• Reception Coordination: We will work closely with the venue, catering team, DJ, photo professionals to ensure accuracy of upcoming events, announcements, and smooth transitions for you and your guests.

• Guest Assistance: We will graciously direct guests to the ceremony, cocktail and reception and answer any questions that arise.

• Clean-up supervision: We will collect all personal items and small décor items. These will be placed in the designated car or on-site location. Vendors are responsible for their own clean-up.

Fear Not, We Have an Emergency Kit

Every top-notch wedding planning and coordination team arrives equipped to handle whatever comes their way. Hiring RC Events to coordinate your wedding day means you have access to our emergency kit; a 3-tier rolling storage case filled with all of the things you would have never thought to bring with you. The kit consists of a hot glue gun, zip ties, floral knives, a step ladder, ribbon, tide-to-go pens, and more!

We pack heavy because even when you plan down to the tiniest of details, there can be mishaps that need immediate solutions on your wedding day. Some real-life examples we’ve experienced include: 

• Sewing a button back onto a bride’s dress.

• Steaming wrinkled linens minutes before guests started arriving. 

• Quickly assembling a toss bouquet because the florist forgot to bring one.

• Providing the bridal party with electrolyte packets because the rehearsal dinner the night before was a little too much fun. 

• Offering a clear umbrella for the bride and groom to use during their portrait photos when it started to rain. 

What We Wear and Why

Your wedding coordination team will arrive at the wedding venue ready to work! We will be wearing black RC Events branded T-shirts, black slack style pants, black athletic shoes, and a name tag. Our hair will be up and out of our faces and each of us will have on a small black utility belt of sorts. If your wedding is during the colder months, you can expect us to be wearing a black cardigan, blazer, or RC Events branded jacket. Oftentimes, you will see us with walkie talkies on as well. 

Our intention in wearing all black is to fade into the background of your event and not stick out in photos. For formal weddings, we use our best judgment and change from T-shirts into black blouses. The utility belts we wear contain must-have items such as, scissors, tape, pens, mints, tissues, hand sanitizer, hair ties, and more. 

We strive to maintain a professional appearance while conserving comfortability which allows us to walk, stand, bend, and lift items for extended periods of time.

Investing In Your Wedding Day Experience

While some wedding venues require that you hire an outside wedding coordinator, we are aware that this service is a luxury for most. However, we promise you that it is worth the investment to have a team of people working behind the scenes to make your once in a lifetime wedding experience a good one. 

If you are celebrating your marriage at a venue, you will have a venue coordinator assigned to your wedding. But their primary focus is not on you; it is to ensure the venue fulfills all of the promises made to you within the contract. Our focus as wedding coordinators is directly on YOU and making sure all of your wedding dreams and wishes come true.  

If you’d like to hire a wedding coordinator to help you enjoy your wedding day to the fullest, feel free to book a complimentary consultation. We’d love to learn about your love story!