Planning your wedding is one of the most exciting and somehow equally overwhelming, times of your life. If you’re handling the planning yourself, you might feel like you’ve got everything under control—until the big day draws closer, and suddenly, there are a million details to manage, family members texting questions, flight delays, or a misprint on a name placard. That’s where a day-of coordinator comes in to save the day and ensure all your hard work pays off without you or your loved ones lifting a finger.
So, how do you know when it’s the right time to hire a day-of coordinator? And what exactly should you expect from them? Let’s dive into the ideal timeline for booking a coordinator and how Devon Johnson Weddings (aka me) makes your wedding day seamless and stress-free.
How Far in Advance Should You Book a Day-Of Coordinator?
If you’re planning your wedding on your own but want the support of a day-of coordinator to make sure everything runs smoothly, you’ll want to secure that help as early as possible. The ideal time to book a day-of coordinator is anywhere from six months to a year before your wedding date. This ensures that your coordinator is available and that there’s plenty of time to familiarize them with your plans and vision.
You might be thinking, “If I’m doing all the planning, why would I need to book that early?” Well, a great day-of coordinator (not trying to brag or anything) will start working with you and your vendors well before the actual day arrives. Depending on the size of your wedding and the number of vendors involved, I typically start coordinating with your team about as early as four to six weeks out from the wedding. This gives me enough time to fully understand your vision and begin connecting with your vendors, ensuring that everything comes together exactly as you planned.
Key Questions to Ask Your Day-Of Coordinator
Once you’re ready to book a day-of coordinator, it’s essential to ask the right questions to make sure they’re a good fit for your big day. Even if you don’t book with me, its important to come armed to conversations with the right questions to help you sus out the help you may need on your big day!
Here are some important things to consider:
How far in advance will you begin coordinating with vendors? The answer here should be at least three weeks before the wedding date. This ensures that there’s enough time to confirm all the logistics and avoid any last-minute surprises (like a cake delivery window).
What services are included in your day-of coordination package? Every coordinator offers something a little different, so make sure you understand exactly what is included. At Devon Johnson Weddings, my packages include everything from timeline creation to rehearsal coordination, vendor management, and ensuring your venue is set up and broken down according to your vision. But with each wedding being unique, this can look different depending on a couples needs.
Will you be present at the rehearsal? Having your day-of coordinator present at the rehearsal is a game-changer. I attend rehearsals to make sure everyone knows their role, the timeline is understood, and any last-minute questions are answered in IRL. It also helps me solidify VIP guest names like the MOB and which groomsman to watch out for speechmaking ;)
What happens if something goes wrong on the wedding day? A seasoned coordinator knows how to handle anything that comes their way. Ask about their experience with managing unexpected challenges and how they ensure everything stays on track.
What Does a Day-Of Coordinator Do?
A day-of coordinator’s primary responsibility is to take the stress off your plate on the big day. After spending months planning every detail, the last thing you want is to be fielding calls from vendors or worrying about the timeline. This is where I step in.
Here’s a snapshot of what I handle as your day-of coordinator:
Vendor management: I’ll begin communicating with your vendors about three to six weeks before your wedding to confirm all details, including arrival times, services, and any special requests.
Timeline creation: I work with you to create a detailed day-of timeline that ensures everything flows smoothly, from your first look to your final dance.
Rehearsal coordination: I’ll be there to make sure your rehearsal runs smoothly, answering any last-minute questions and helping your wedding party understand the flow of the day.
Day-of logistics: From making sure your ceremony starts on time to coordinating with vendors and ensuring the reception is set up as you envisioned, I’m there to handle all the moving parts, so you don’t have to.
Why Devon Johnson Weddings Makes Your Day Stress-Free
At Devon Johnson Weddings, I believe that every couple deserves a stress-free, memorable wedding day. My approach is all about clear communication, attention to detail, and making sure your vision comes to life without any hiccups. I’m passionate about taking the weight off your shoulders so that you can enjoy every moment of your special day.
With years of experience and a network of trusted vendors, I ensure that every part of your day runs seamlessly. Whether it’s managing vendor arrivals, coordinating your timeline, or helping you navigate those last-minute jitters, I’m here to make sure you can relax and enjoy the celebration. My couples often tell me how much of a relief it is to have someone they can trust, and I’m honored to be that person for them.
So, if you’re planning your wedding and want to ensure the day goes off without a hitch, reach out to Devon Johnson Weddings. Together, we’ll create a day that’s everything you’ve dreamed of—and more!
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