Wedding Planner's Month-Of Coordination: What Does It Entail?

Wedding planners offer a range of services, from 'month-of coordination' to 'full planning'. Month-of coordination involves providing organisational help and professional support to the happy couple in the month before the wedding. This type of coordination is a good option for couples who want to be extremely hands-on with the planning process and don't want or need outside input. A month-of coordinator will take on last-minute details, including seating charts, timelines, vendor communication, and rehearsal management. They will also be on hand to help with any issues that arise in the final hours before the wedding.

Vendor recommendations

A month-of wedding coordinator will be able to provide vendor recommendations for your wedding. With their experience, they will know the best vendors for your specific needs, including your budget, location, and style. They will have worked with a variety of vendors, from caterers to photographers, and can suggest those that align with your vision.

A coordinator can also assist with vendor communication and contract assistance. They will be the point of contact for vendors, overseeing their work, and ensuring they adhere to the agreed-upon contracts. This includes confirming details, getting vendors on the same page, and ensuring they have everything they need.

If you have already chosen your vendors, a coordinator can still step in to manage and oversee them, ensuring they carry out their duties as expected. They can also help with any last-minute vendor changes or additions, such as recommending and sourcing additional vendors you may require.

Pre-wedding consultations

During pre-wedding consultations, a wedding planner can provide vendor recommendations, saving the couple time and ensuring they hire reliable and suitable vendors. Planners can also advise on seating charts, timelines, and any last-minute issues that arise.

For couples who have chosen a full-service venue, a month-of coordinator can step in closer to the wedding date to tie up loose ends and finalise details. This might include confirming timelines and details with vendors, and running the ceremony rehearsal.

A wedding planner offering month-of coordination services can expect to be involved for around 40 hours, with more than half of that time spent before the wedding day. This service is a more affordable option for couples who have a modest budget but still want professional support and guidance.

Rehearsal management

Initial Planning

The wedding planner will typically meet with the couple and the wedding party a day before the wedding to plan and coordinate the wedding rehearsal. This meeting serves as an opportunity to address any questions or concerns and ensure everyone is on the same page. The planner will also use this time to confirm the logistics and timing of the rehearsal, including the processional, recessional, and any special rituals or traditions that will be included in the ceremony.

Direction and Coordination

On the day of the rehearsal, the wedding planner will be present to direct and coordinate the proceedings. They will guide the wedding party through the processional and exit, ensuring everyone understands their role and the order of the ceremony. The planner may also collaborate with the officiant to direct the rehearsal, allowing everyone to practice and feel comfortable before the big day.

Troubleshooting and Problem-Solving

During the rehearsal, the wedding planner will be vigilant in identifying and addressing any potential issues or overlooked details. For example, they may notice that a specific tradition has been omitted or that a member of the wedding party is unsure of their cue. The planner will work with the couple and the wedding party to troubleshoot and resolve these issues, ensuring that the rehearsal runs smoothly and efficiently.

Communication and Support

Effective communication is key during the rehearsal. The wedding planner will facilitate clear communication between the couple, the wedding party, and any other relevant parties, such as the officiant. They will ensure that everyone is informed of their responsibilities and provide support and guidance as needed. The planner may also offer advice or suggestions to enhance the flow of the ceremony or address any last-minute changes.

Final Confirmation

After the rehearsal, the wedding planner will confirm that all members of the wedding party are clear on their roles and the ceremony timeline. They will ensure that any outstanding issues have been resolved and that the couple is satisfied with the rehearsal outcome. This confirmation step helps to alleviate any worries or uncertainties before the wedding day, allowing the couple and the wedding party to focus on enjoying the ceremony.

In summary, rehearsal management is a critical aspect of a wedding planner's month-of coordination services. It involves initial planning, direction, coordination, troubleshooting, and clear communication to ensure that the wedding rehearsal runs smoothly and effectively. By managing the rehearsal, the wedding planner plays a vital role in helping the couple and their wedding party feel confident and prepared for the big day.

Advice and guidance

A wedding coordinator is there to offer advice and guidance to the happy couple in the lead-up to their big day. This is especially important if it is the couple's first time planning a wedding. A wedding coordinator will have a wealth of experience and will know what to expect, as well as how to troubleshoot and plan accordingly.

A coordinator will be able to advise on the number of tables required for a certain number of guests, for example, or when to book hair and makeup trials. They can also help with the creation of a timeline for the day, ensuring that everything runs smoothly and on time.

A coordinator will also be able to offer guidance on the best vendors to use, based on the couple's preferences and criteria. They will have worked with a variety of different vendors and will be able to recommend the best matches in terms of style and budget.

In addition, a coordinator can provide advice on the rehearsal, ensuring that the wedding party understands the order of the ceremony and that everyone has a chance to practice before the big day.

The coordinator's advice and guidance will help to ensure that the couple's vision for their wedding is executed seamlessly and that any potential problems are anticipated and smoothed over.

Venue and vendor communication

Communication with the venue and vendors is a critical aspect of a wedding planner's role in the month of coordination. Here are some detailed instructions and tips for effective venue and vendor communication:

• Start Venue and Vendor Communication Four to Six Weeks Before the Wedding: Begin reaching out to the venue and each of the vendors around four to six weeks before the wedding. This timing ensures that the vendors are focused on your wedding and have ample time to discuss details and address any questions or concerns.
• Confirm Details and Get Everyone on the Same Page: Confirm all the details with the venue and vendors, ensuring that everyone understands the couple's vision and requirements. Go over the timeline, vendor contracts, and any other relevant information to ensure a seamless experience.
• Handle Last-Minute Changes and Requests: Be prepared to manage any last-minute changes or requests from the couple or the vendors. This may include adjustments to the timeline, vendor substitutions, or addressing unexpected issues that arise.
• Distribute Final Payments and Gratuities: On the day of the wedding, distribute the final payments and gratuities to the vendors on behalf of the couple. This relieves the couple of the burden of handling payments and allows them to focus on enjoying their special day.
• Maintain Open Lines of Communication: Establish clear and frequent communication with the venue and vendors. Be responsive to their queries and keep them updated on any changes or adjustments. This helps build a positive relationship and ensures everyone is on the same page.
• Advocate for the Couple's Interests: Act as the advocate for the couple during interactions with the venue and vendors. Ensure that the couple's wishes are respected and their best interests are prioritised in all communications and negotiations.
• Troubleshoot and Problem-Solve: Be prepared to troubleshoot and solve any problems that may arise with the venue or vendors. This could include addressing issues with bookings, resolving conflicts, or finding alternatives if something doesn't go as planned.
• Facilitate Collaboration: Encourage collaboration and teamwork among the venue and vendors. Help them understand how their services fit together to create a cohesive and well-coordinated wedding experience.
• Provide Updates to the Couple: Keep the couple informed about the progress and any important developments in your communications with the venue and vendors. Seek their input when necessary and ensure they feel involved and confident in the process.

Frequently asked questions