How to make sure you book the right wedding coordinator

When you imagine your wedding day, do you picture a perfect, wonderful day with your partner and your loved ones? Or do you picture having a stressed out mom, bridesmaids who don't have time to relax, and chipped nails?

I'm going to gamble you'd prefer a smooth and seamless day. One where you get to actually spend time with your people, eat your dinner in peace, and don't have to worry about clean up. Whether you're super pumped to hire a coordinator, are begrudgingly giving in because your venue requires one, or you're not quite sure if you want to hire one, you'll want to start thinking about how you want your coordinator to serve you.

As with any other vendor type, there are a range of prices, services and expertise that coordinators offer, and you want to make sure you hire the right team for the job. If you've chosen to hire a coordinator, it means you're feeling pretty confident about the planning side of things, and you're planning to take care of everything before the wedding. But when do you want to start communicating with your coordinator, how much involvement do you want them to have, and what can they do to make sure your wedding is your best day ever?

Unless you happen to know a coordinator who you wouldn't be inviting to the wedding, you're going to want to do some research, ask some questions, and get a feel for their personality. After all, they're going to spend a lot of time with you on your wedding day, so it's nice to feel comfortable with them. We're sharing some questions to help you consider what you want in a coordinator and how to make it happen. Think about these questions and adapt them to your own wedding needs.

Are they experienced?

If nothing else, what is the bare minimum you want out of your coordinator? Well, you definitely want them to show up, so make sure they're available for your date. And before you consider booking a vendor, you want to make sure you're a good fit for each other - look at their past work on Instagram or their website, and see if all their weddings look similar or diverse, and if they fit your style.

You might be perfectly happy working with a new coordinator, or you may want someone who has a few more years of experience. Think about what you want, and if you anticipate any difficult situations during your wedding, it's good to bring them up at the meeting to see how the coordinator responds.

  • How many weddings have you coordinated?

  • How many do you coordinate per year?

  • What made you decide to be a planner/coordinator?

  • What's been your favorite wedding so far?

  • Did you hire a planner or coordinator for your own wedding?

  • Do you see there being any conflicts with my wedding date? Such as weather or city events that would interfere with guest bookings?

  • Do you serve destination weddings?

  • What is the most unique wedding you’ve coordinated?

  • What is the most difficult situation you've had to deal with at a wedding?

What's included in coordination?

While many coordination packages seem similar, it's important to ask directly so you know what you're paying for. Coordinators may have a flat rate or an itemized list of services, so ask for what you want and see how they can adapt their services to your wedding needs.

  • What does coordination include, and what does it cost?

  • Do you require a minimum wedding budget?

  • How do payments work (a percentage of our budget, a flat fee)?

  • Will there be additional expenses on top of your base fee (travel, parking, food)?

  • What is the overall experience like when working with you?

  • Will you help us create our timeline, decor setup plan or layout?

  • How often and when would we expect to hear from you?

  • What kind of involvement do you want from the couple?

  • Is there anything not included that I should be aware of?

  • What is your plan to pull off our wedding vision?

  • Do you prefer, calls, texts or emails?

  • Is the rehearsal included?

  • Are there any add on options?

How will they work with other vendors?

The basic role of the coordinator is to, well, coordinate with the vendors to pull off your wedding. Unfortunately, that doesn't always happen, so you'll want to think about how important vendor coordination is to you.

  • Do you work directly with our other vendors? In what capacity?

  • When do you start working with our other vendors?

  • Will you work with our photographer, florist, entertainment and caterer before and the day of?

  • Are we responsible for providing final details, like the timeline, to the other vendors?

  • Will we be responsible for any issues that happen with other vendors the day of our wedding.?

The day of

You and your coordinator are the only one's who really know what your wedding is supposed to look like, so it's important that you both know how the day will go down. Wedding coordination companies can really vary in size, so make sure you know who will be around on wedding day, and what they'll be doing.

  • Are you part of a team? What's your role?

  • Will you be the coordinator at my wedding, or will it be someone else on your team?

  • How many coordinators/assistants will be at my wedding?

  • Will you be working any other weddings that day?

  • Have you worked at my venue before?

  • How do you deal with day-of problems and stay calm under pressure?

  • How will you help coordinate guests and keep a smooth flow for the day?

  • Do you have experience handling difficult family members?

  • How are your problem solving skills, and can you give an example?

  • How will you be involved with setup and tear down?

  • When will you/your team arrive and leave my wedding?

  • What happens if you're unable to be there?

So what's next?

f you feel like you can see working with the coordinator, you'll want to end your consult by asking about next steps. It's likely that your potential coordinator will follow up by sending you an email after the meeting with a proposal, contract, or other next steps.

  • When will we receive a contract?

  • How much is the deposit to reserve our date?

  • When will our final payment be due?

  • Would anything cause a change in the contract or cost?

  • What is your refund/cancellation policy?

  • Do you have personal liability and professional indemnity insurance?

  • Do you have references I could talk to?

What it really comes down to is, do you feel comfortable letting this person be in control of your wedding plans? Do you feel like they heard you and answered your questions and concerns well? Even the best laid plans can unwravel when left in the wrong hands, so we want you to have full confidence that the coordinator you hire will put your plans and best interests at heart, and will direct a smooth and seamless day that feels perfect in memory.

Want more help selecting the best vendors? We would love to help you put together an amazing team of wedding vendors. Let's chat :)

Was this post helpful? Share it with your friends!

Want to learn more about coordinators?

Let's get social!

Follow us on Instagram @beautybudgetevents to keep up with all the fun.


“Therefore what God has joined together, let no one separate." - Mark 10:9

Proudly serving North Carolina and beyond.