The Coordinator Showed Up, But You Still Ran the Wedding: Defining the Scope

If your phone rings during portrait photos asking where the cake delivery goes, who has the vendor meal vouchers, or when to cue the first course, you are still running the wedding. A coordinator is not an ornamental line item on your invoice; their job is to shield the couple from logistical micro-decisions so you remain the guests of honor.

Planner, Coordinator, Venue Manager: Who Does What?#

• Full Wedding Planner: guides the entire journey — budget, venue vetting, vendor contracts, styling concept, and logistics.
• Day-of (or Month-of) Coordinator: takes over completed contracts 4–6 weeks prior, harmonizes vendor schedules, leads the rehearsal, and directs the wedding day.
• Venue Manager: protects the building and handles venue staff, in-house kitchen, and premises policies. They do not pin boutonnieres or cue your musicians.

What to Clarify in the Contract#

• Exact arrival and departure hours on the wedding day.
• Whether an assistant is included for guest counts over 60.
• Direct oversight of vendor load-in, decor placement, and sound checks.
• Managing the master timeline and family portrait groupings.
• Emergency kit availability and handling unexpected delays.

Handing Over the Reins Effectively#

1. Two weeks prior, compile a single master file with vendor contracts, cell phones, arrival windows, and seating charts.
2. Highlight sensitive family dynamics, speech limits, or delicate dietary restrictions.
3. Designate one trusted person (e.g., maid of honor or sibling) for unexpected cash tips or vendor balance envelopes.
4. Once the day begins, let go completely. Resist the urge to supervise.