When planning your wedding, you might wonder about the role of a wedding coordinator and whether they handle the decoration of your venue. The responsibilities of a wedding coordinator can vary, but understanding their typical duties can help you decide if you need additional help with decorating. Additionally, having a wedding day binder can be incredibly useful for both you and your coordinator. Here’s what you need to know.
Understanding the Role of a Wedding Coordinator
Primary Responsibilities
A wedding coordinator, often hired for the day of the wedding, is primarily responsible for ensuring that the event runs smoothly. Their tasks typically include:
- Timeline Management: Ensuring that everything happens on schedule, from the ceremony to the reception.
- Vendor Coordination: Communicating with vendors and making sure they arrive on time and fulfill their duties.
- Problem Solving: Handling any issues that arise during the wedding day.
- Guest Management: Assisting guests with questions and directing them to their seats or specific areas.
Decorating Duties
While some wedding coordinators may offer decorating services, this is not always included in their standard package. Here are a few scenarios to consider:
- Full-Service Planners: If you hire a full-service wedding planner, they often include decorating in their services, as they are involved in the planning process from start to finish.
- Day-Of Coordinators: Day-of coordinators typically do not handle extensive decorating. However, they can oversee the setup to ensure it aligns with your vision.
- Hiring Decor Specialists: For elaborate setups, it might be beneficial to hire a separate decor specialist or a florist who offers decorating services.
The Benefits of a Wedding Day Binder
A wedding day binder can be a lifesaver for both you and your wedding coordinator. Here’s how it can help:
Comprehensive Inventory
Your wedding day binder should contain detailed information on all decor items, whether borrowed, bought, or rented. This includes:
- Lists of Items: A complete list of every decor item you have.
- Pictures: A picture inventory showing each item and how it should look.
- Sources: Information on where each item was sourced from and any return details for rented or borrowed items.
Detailed Setup Instructions
Having clear instructions on how to set up your decor is crucial. Your binder can include:
- Step-by-Step Guides: Detailed instructions for setting up each decor element.
- Layouts and Diagrams: Visual layouts of the venue and where each item should be placed.
- Contact Information: Contact details for vendors or individuals who provided the decor items.
Organization and Coordination
A well-organized binder helps your wedding coordinator understand your vision and ensures that nothing is overlooked. It allows them to:
- Follow Your Plan: Stick to the setup plan without needing constant guidance from you.
- Manage Time Efficiently: Quickly refer to the binder for setup instructions, saving time on your wedding day.
- Ensure Accuracy: Double-check that all decor elements are correctly placed and match your vision.
How a Wedding Coordinator Can Use the Binder
Pre-Wedding Preparation
Before the wedding day, the coordinator can review the binder to familiarize themselves with the decor plan. This helps them understand the overall aesthetic and specific details of the setup.
On the Wedding Day
On the day of the wedding, the coordinator can:
- Direct Setup: Use the binder to guide the setup team, ensuring everything is placed correctly.
- Verify Inventory: Check off items from the picture inventory to make sure nothing is missing or out of place.
- Handle Issues: Quickly address any decor-related issues by referring to the instructions and contact information provided in the binder.
Conclusion
While a wedding coordinator’s primary role is to manage the logistics of your wedding day, their involvement in decorating can vary. By providing them with a detailed wedding day binder, you can ensure that your decor vision is executed perfectly. This binder not only contains information on all decor items but also includes a picture inventory and setup instructions, making it an invaluable tool for a smooth and beautiful wedding day.
Final Tip:
Communicate clearly with your wedding coordinator about your expectations regarding decorating. If their services do not include decor setup, consider hiring additional help or enlisting friends and family to assist. With the right planning and organization, your wedding day will be a stunning success.
