Planning Your Own Wedding: Tips For Diy Coordination

Planning a wedding can be a stressful and overwhelming experience. Couples may opt to hire a wedding planner or coordinator to assist in organizing and coordinating their nuptials, or they may choose to plan the wedding themselves. Wedding coordinators typically manage the logistics of a couple's wedding day, such as managing timelines, coordinating with vendors, and overseeing day-of setup and execution. They ensure that everything runs smoothly and according to plan, allowing the couple to enjoy their special day without worry. This article will provide a comprehensive guide on how to plan your own wedding coordinator, covering topics such as the role of a wedding coordinator, when to hire one, and how to ensure a stress-free wedding day.

Choose someone organised, trustworthy, and unafraid to delegate

Planning a wedding can be stressful, and it's easy to become overwhelmed by the sheer number of tasks and details to manage. A wedding coordinator can be a huge help, taking on the burden of planning and organisation so that you can focus on enjoying your special day.

When choosing a wedding coordinator, it's important to select someone organised, trustworthy, and unafraid to delegate. This person should be a real go-getter who can solve problems before you even know they exist. They should be able to keep track of all the little details and ensure that everything runs smoothly and according to plan.

The coordinator should also be someone you can trust to manage your wedding budget and make payments to vendors. They should be able to negotiate deals and recommend trusted vendors, saving you time and money. It's essential to choose someone who is not afraid to tell people what to do and can kindly direct others with a stern voice if needed.

In the weeks leading up to the wedding, your coordinator can tackle several important tasks, such as organising RSVPs and meal requests, assisting with seating charts, and confirming vendor contracts. They can also help with set-up timelines, creating a photography timeline, and leading the wedding rehearsal. On the day of the wedding, your coordinator will ensure that all vendors are following the timeline and that rentals have been delivered and set up on time. They will keep the wedding on schedule and may even help with breaking down the reception or migrating to the after-party.

To help your coordinator succeed, provide them with a detailed plan of everything you want them to do in the days leading up to and on the wedding day. The more information you can give them, the better. It's also a good idea to have a meeting with them a week or two before the wedding to go over any final details and give them a chance to ask questions.

Start planning early to ensure availability and a wide selection

Planning a wedding can be a stressful and time-consuming process. Starting early gives you a head start and ensures you have a wide selection of venues, vendors, and dates to choose from. It also allows you to truly think about what you and your partner want for your special day.

Wedding coordinators are typically hired six to eight months in advance. They are usually involved in the final months or weeks before the wedding, and on the day itself. Their role is to ensure that all the plans and logistics fall into place at the right time.

If you are planning your wedding yourself, it is a good idea to get a coordinator on board about a month before the wedding. They can help with important tasks such as organizing RSVPs and meal requests, creating a seating chart, and confirming vendor contracts. Starting early means you can also research and gather the necessary documents for your marriage license, which is usually only valid for a couple of months.

The earlier you start, the more likely you are to be able to book your preferred vendors, and the more time you will have to plan and prepare. This will help you feel more relaxed and in control in the lead-up to your wedding day.

Manage RSVPs, meal requests, and seating charts

Managing RSVPs, meal requests, and seating charts is a crucial aspect of wedding planning. Here are some detailed steps to help you navigate this process:

Managing RSVPs and Meal Requests:

• Utilize a wedding website or online tools: Create a wedding website or use online platforms like OurBigDayInfo, Google Docs, or Excel spreadsheets to efficiently manage RSVPs and meal choices. These tools allow you to track responses, meal preferences, and dietary restrictions in one place.
• Include RSVP forms: When sending out invitations, include RSVP forms where guests can indicate their attendance, meal preferences, and any dietary restrictions or allergies. This helps you gather the necessary information in advance.
• Follow up with guests: Don't be afraid to follow up with guests who haven't responded. It's essential to have a final count for accurate planning.

Creating Seating Charts:

• Consider guest dynamics: Think about the relationships between your guests. Grouping people based on how they know each other (work, hobbies, etc.) can foster conversations and mingling. You may also consider a kids' table to allow parents to enjoy their meals uninterrupted.
• Balance the tables: Decide whether you want to evenly distribute guests across tables or group people of similar ages and statuses together. This decision will impact the overall atmosphere and interactions among your guests.
• Choose a seating arrangement style: Decide between allowing guests to pick their own seats or creating a seating chart. Allowing guests to choose can offer freedom and avoid potential discomfort, especially with a large guest list. However, a seating chart ensures specific dietary requests are accommodated and allows for creative table arrangements.
• Visual representation: A table plan provides a visual representation of seating arrangements, including table names, and guests assigned to each table. A seating chart lists guests' names, table names or numbers, and specific seat positions. Seating charts are ideal for more formal events and are usually placed near the entrance for easy reference.

Remember, it's your wedding, and there is no one-size-fits-all approach. Get creative, involve your friends and family, and make it a fun and memorable experience!

Oversee setup, decor, and personal items

The wedding day is when the wedding coordinator truly shines. Here are some tips to oversee setup, decor, and personal items:

Setup

• Confirm that all rentals have been delivered and set up on time.
• Ensure each vendor is following the setup timeline and knows when to arrive at the wedding venue.
• Make sure the lighting is right and that the ceremony space looks exactly how the couple wants it to.
• Check that the bridal party is dressed on time.

Decor

• The decor should showcase the couple's personal style and act as a manifestation of their love.
• Prioritise altar decor, such as a backdrop or two large aisle arrangements, to frame the couple.
• Adorn the path down the aisle, choose interesting benches or chairs, and sprinkle in personalised elements such as a welcome sign and ceremony programs.
• For the reception, consider hanging installations, such as floral chandeliers, balloons, paper lanterns, or string lights.
• Invest in a gorgeous design for the dance floor, such as a complementary pattern or special illustration.
• For table decor, consider personalised cheese plates, laser-cut chargers with guest names, or, for a less expensive option, menus with guests' names written at the top.

Personal Items

• Keep an emergency kit on hand that includes health, fashion, and beauty essentials.
• Ensure the safe handling and storage of wedding gifts.
• Help the couple-to-be choose their attire, including non-traditional dresses if they wish to express their personal style.
• Facilitate the process of moving the wedding gifts, either yourself or with a team of trusted friends or relatives.
• Assist in creating the seating chart, if the couple asks.

Handle last-minute challenges and surprises

Planning a wedding is a complex task, and it's normal for last-minute challenges and surprises to pop up. Here are some tips to help you handle them gracefully and ensure your special day runs smoothly:

Confirm the Details

In the weeks leading up to the wedding, it's crucial to confirm all the details with your vendors and suppliers. Double-check that all contracts are in order, payments have been made, and everyone is clear on the timeline and their responsibilities. This includes confirming the delivery and setup of any rentals and ensuring that all vendors are following the timeline.

Finalize the Seating Chart and RSVPs

Creating a seating chart and organizing RSVPs can be a daunting task, but it's essential to have a finalized plan in place before the big day. Work with your partner and wedding coordinator to ensure that the seating arrangements accommodate your guests' preferences and any special requests.

Prepare an Emergency Kit

Assembling an emergency kit is a must for any wedding coordinator. This kit should include health, fashion, and beauty essentials to tackle any unexpected issues. For example, bobby pins, hairspray, face powder, lip gloss, lipstick, hemming tape, traction pads for heels, an umbrella, and a shawl.

Keep the Wedding Party on Schedule

One of the biggest challenges on the day of the wedding is ensuring that everyone in the wedding party is ready on time. Distribute a detailed schedule to the bridal party and family after the rehearsal to keep everyone informed and on track.

Handle Logistical Questions

As the couple, you may be busy or preoccupied on your wedding day. Designate a point of contact, such as the maid of honour, best man, or a trusted family member, to handle any last-minute logistical questions that may arise. This person can be the go-to for vendors, guests, or wedding party members who need information or guidance.

Manage Unexpected Surprises

No matter how well you plan, unexpected surprises can happen. It could be a last-minute cancellation, a missing vendor, or a change in weather conditions. Stay calm and be prepared to think on your feet. Work with your wedding coordinator to troubleshoot and find creative solutions. Remember, sometimes the best memories come from unexpected moments!

Frequently asked questions