Do I Really Need a Day-Of Wedding Coordinator if My Venue Provides Someone? | Pine Hill Events

Still deciding if you need someone to help run your wedding day? Our good friend, Jean Kintisch of Pine Hill Events stopped by our blog with some really helpful questions and advice for how to approach your day-of wedding coordinator needs.

Do I Need a Day-Of Wedding Coordinator if the Venue Provides Someone?

In short, probably. But keep in mind this is written by an event planner! I have great working relationships with many, many venue coordinators. Some of them are called maitre’d, or banquet manager, or catering manager. Sometimes they are a staff member from the caterer and sometimes they belong to the venue itself. Sometimes it’s the person that sold you the space and helped you plan the menu and the layout. Most times it’s not. The majority of them are excellent at their job. But the scope of their work is specific. They are the venue’s representative. Their job is to take care of you, but also to look after many other things – both before, during, and after the wedding.

Of course their job is not to plan your wedding. So they probably won’t hold your hotel room block, work on your invitations, consult with your florist and photographer, and coordinate transportation. But they might have suggestions for trusted vendors who can assist. Their responsibilities before the wedding include reviewing menu choices, bar arrangements, room layout and payments. Their tasks on your special day include room set up (tables, chairs, dance floor, etc.), tech support (electricity, lighting, wifi, HVAC, etc.), bar service, food service, staffing, and making sure all vendors respect the space.

They might provide additional day-of services as well. They could keep your
personal items (family photos, heirloom cake topper, custom cake cutter, personalized champagne flutes, etc.) and party items (props, signs, place cards, sign-in item/guest book, favors, card box, etc.) safe and stored before the event. They could be responsible for placing them out during the party. And they could help by making sure all of those things make it back to storage or safely to a trusted person’s car at the end of the night. They could even provide additional support during the party. They could check on your vendors to make sure they all arrive on time, do the job you contracted them to do, and check-in with them throughout the event to make sure they have what they need. They could trouble-shoot beyond food/bar service and they should coordinate with the master of ceremonies (band or DJ) and the photographer/videographer to make sure everyone is following the timeline and no one skips a beat. They might do these things for you and you should ask if they will. But if something is going on in the kitchen or there’s a staffing issue, they might not be available the whole time.

But what about before you even get to the venue? This is where I really think you need to consider hiring a day of coordinator. Do you have a “church lady” to organize the rehearsal? Who will make sure the guys are dressed on time and have their boutonnieres pinned correctly? From getting ready to delivering the cooler of champagne and snacks, from rallying the troops for photos to making sure the flowers arrive, from first look to first toast – a day of coordinator will not just get you to the church or synagogue on time, but can also calm your nerves (and those of your bridal party).

I have sewn buttons back on groomsmen’s suit jackets, replaced the batteries in the church’s cordless microphone, lit candles, brought the overnight bags to the bridal suite (and/or hotel), moved flower arrangements and signs from the church to the reception – all before the venue coordinator arrived at the reception site!

Now could all of this be done by you yourself, a family member or friend? Probably, yes! But will it be at the expense of any (or all) of those people having a good time and really being the moment? Or worse still, will the stress of the day damage a close and cherished relationship? So my advice is to really think about your wedding day and imagine how you would like it to be. Ask lots of questions of your on-site coordinator and if you have any doubts, trust your gut. An independent day-of wedding coordinator only has your best interest in mind and is like an insurance policy providing peace of mind! Congratulations on your wedding! Cheers!

Jean Kintisch is an event planner with more than twenty-five years of experience. Her company, Pine Hill Events LLC, is based in Wayne, PA.