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What is an On The Day Coordinator?

By Equally Wed - Posted on Sunday, July 22, 2018

If you feel as though you need a little help on the day of your wedding but don't want a full service planner here's an option for you. There's a lot to coordinate on your wedding day and having that person to direct guests, check tables and taking charge of the wedding day run sheet could be a life saver.

What is an On The Day Coordinator?

An ‘on the day’ wedding coordinator is like a personal project manager who ensures your day runs smoothly. They contact your venue and all your suppliers and vendors before your wedding to make sure everything is confirmed. The coordinator will send out a run sheet to the vendors in the days leading up to the wedding so they all know exactly how they fit into your day and they will follow up with each of them the day before to make sure it’s all as it should be for you and your partner.

An on the day wedding coordinator is with you throughout the day and night. They are there to keep the agreed timeline on track and to make sure every element in the ceremony and the reception happens as it should.

A few things they do include:

  • Welcome and direct guests, or if you have ushers then they can defer to the coordinator if they need assistance
  • Work with the photographer to organise family and the wedding party for photographs
  • Review table layouts and make sure place cards and wedding favours are set out as planned
  • Work with your MC to make sure they are across the run-sheet and their role
  • Ensure AV equipment is ready to go for speeches and video montages
  • Confer with the kitchen/venue staff about the progression and timing of the courses



With everything being managed by someone else, you and your partner can have the unforgettable day and night of your life without having to stress over the coordination elements.

The coordinator is usually the first person to arrive and the last person to leave the venue – long after the last guest has departed! They ensure that the third-party supplier pack down goes off without a hitch and also make sure that no gifts or personal belongings have been left behind – yes, it really happens.

As with the full-service wedding planner, to avoid disappointment be sure that both parties are clear on the responsibilities of the on the day coordinator.

Hopefully you now have a better understanding of the differences between an on the day coordinator and a planner. Both have a valuable part in delivering your day – your way – without fuss, but the scope of each role is vastly different.

Kerrie Wood
Luxe Unforgettable Events
Sydney, Australia
www.luxeunforgettableevents.com.au