Wedding Coordinators are experts at what they do. They’ve seen the ins and outs of all sorts of weddings, and will be a great resource for you and your family as you plan your special day. However, your Wedding Coordinator can’t do everything alone. We’ve compiled a list of 4 best practices that will help you understand what you can do to help your Coordinator make the wedding coordination experience unforgettable!
Tip 01. Come prepared
Okay, listen up, because this one’s important! When you have consultations and meetings with your Wedding Coordinator, come prepared and ready for lots of questions. The goal is never to overwhelm a client per say, but we do ask a lot of questions (and we mean A LOT!). Everything from exact decor details and timeline preferences, to transportation logistics and vendor-specific details to be aware of, to who’s walking who down the aisle and even where gifts need to go at the end of the night. It’s our goal and responsibility to ultimately be aware of every. little. thing. you’re envisioning for the day. Everything!!
Some of the questions we ask may seem silly, but we promise all of those details really do matter! We often ask about things that you might not have even thought about yet, and that’s okay…and totally normal, too! It’s our job to pull even the tiniest of details out of you so that you can leave meetings fully aware of what still needs to be finalized, as well as assured we will know exactly what you want, and what needs to happen and when. So make sure you jot notes down. Keeping up with your tasks will be the biggest help — for us and for you!
Pro Tip: Bring a master to-do list to each meeting. Write down a list of tasks you’ll need to work on along with the things you should have prepared for the next time we meet (big or small). And if there’s a deadline, make sure you note that as well. This list will be a great way to recap the conversation without feeling overwhelmed. Plus, there’s nothing more satisfying than crossing off something done on your to-do list!
Tip 02. Follow up in a timely manner
We know how full our inboxes can get sometimes, but it’s important to flag our emails to you. Throughout the wedding coordination process, we’ll be sending you a lot of updates and information in those final few months and weeks leading up to your wedding day, but we promise not to bombard you all the time. However when we do send you things (timeline details to confirm, questions from vendors, details to look over, and so on), it makes the process go much smoother when a couple is able to look over what we sent and respond in a timely manner.
Even if it’s a simple “Looks great!”, getting responses from our clients gives us more time to focus on the details and logistics of your day, rather than spending time following up and overwhelming you with even more questions.
Pro Tip: Try leaving/marking emails you can’t get to right away as “unread”. That way it is a constant reminder that you still need to respond to that email and it doesn’t go overlooked! And as much as we know some people prefer threads in Gmail, we always suggest turning off the “conversation view” in your Gmail settings. That way you never miss an email and you can file them in corresponding folders as you review or respond.
Tip 03. Ask questions
Your brain might be spinning at times during our meetings, but don’t you worry! We’ll take good care of you. Part of us being able to do so, though, is if you ask any and all of your questions. We love questions, and no question is a dumb question when it comes to planning your wedding. This isn’t our first time prepping for a special day, but we understand it most likely is yours.
So we are sure to have the answers to any of your questions. And if not, you better believe we are willing to brainstorm and think through any logistical concern you might have. All you’ve got to do is ask!
Pro Tip: Don’t have questions on the spot? That’s alright! Jot down questions or concerns that randomly pop up in your mind and, if they aren’t time sensitive, bring them all to our next consultation meeting and we’ll be sure to go over everything you’re wondering at once. We love answering all the questions you may have, so don’t ever be afraid to ask!
Tip 04. Be open to ideas
There are SO many ideas out there. While Pinterest is a great tool to use for inspiration in the beginning stages of planning your wedding, it can get overwhelming trying to choose what details you want to incorporate into your day and which to leave out. That’s where we come in. We have years of experience under our belt, making us the master of all things wedding ideas.
Whether it be something we’ve seen work well in the past, or even something we think will be special to you and your significant other, we come armed with suggestions (both on the decor side of things and the logistical side of things) that can help with the overall ambiance and flow of your event.
Pro Tip: Be open minded, especially when it comes to the logistics and overall flow of your day. Our goal is to always encourage our couples to only incorporate the things that matter most to them (ex. Don’t like cake? Nix the cake cutting!). However, it is also our job to be up front and honest with you if there’s ever a time where something logistically doesn’t make sense.
So for example – If you prefer not to see each other before the ceremony, yet have a back to back ceremony and reception, and also want to attend your Cocktail Hour…unfortunately something may have to give. Whether it be foregoing attending the Cocktail Hour altogether, or maybe doing a first look after all, we’re here to provide options and suggestions to you that will ensure your wedding day flows seamlessly from beginning to end – not only for you but all of the vendors involved as well.
Wedding Coordinators are an invaluable resource for you to have during the wedding planning process, and we are so thrilled to use our knowledge and expertise to help you! If you remember these tips and tricks, you’re sure to make the most of your wedding coordination experience!
Xo,
The JDWC Team
Images by Ivan & Louise
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