The Wedding Day Coordinator Role
You play a crucial role in ensuring the success of our clients' special day — working closely with clients, vendors, and our entertainment team to create and execute a seamless wedding day experience.
This is a challenging yet rewarding position that requires flexibility, adaptability, and a passion for delivering exceptional customer service. You'll need to work autonomously, manage multiple tasks at once, and maintain a proactive approach to problem-solving — handling unforeseen issues with professionalism and efficiency. Strong, open communication with clients throughout the planning process is central to the role.
Essential Duties
- Collaborate with clients and vendors to create detailed wedding day timelines.
- Ensure all vendors are properly informed of the timeline and arrive on time.
- Oversee the set-up of the ceremony and reception sites.
- Facilitate the wedding rehearsal and manage the bridal party on the wedding day.
- Manage the flow of events throughout the day, keeping the timeline on track.
- Handle any unforeseen issues that arise with professionalism and efficiency.
- Ensure that all details are executed according to the clients' wishes.
- Liaise with the entertainment team so entertainment events are seamlessly integrated into the timeline.
- Plan and schedule client meetings, including the 30-Day Final Details account walk-through.
- Build and maintain your own Wedding Day Coordinator emergency kit.
- Arrive at least 15 minutes before your contracted start time.
What It Takes
- Strong organizational and planning skills, with strict attention to detail across multiple tasks at once.
- Excellent communication and interpersonal abilities — comfortable with clients, vendors, and guests from diverse backgrounds.
- Strong problem-solving and decision-making skills, and the ability to stay calm and professional under pressure.
- Previous experience in wedding planning or coordination, and a working knowledge of wedding etiquette and customs.
- Reliable transportation and flexibility to work evenings and weekends.
- Comfort standing for extended periods and lifting/carrying up to 25 pounds in a fast-paced environment.
It's the couple's day — your job is to help it run flawlessly, not to make the decisions for them.
What's Always Included
Every coordination package, regardless of tier, covers this baseline. Packages above it add hours, meetings, and decor support on top.
- Intro video meeting & planning account tour
- 30-Day Final Details Meeting
- Vendor recommendations list
- Final timeline creation & distribution to vendors
- Managing ceremony & reception events
- Primary point of contact
- Oversee vendors
- Final walk-through of ceremony & reception
- Distribute final payments & gratuities
- Access to the Coordinator Emergency Kit
2026 Coordination Packages & Pay
Four tiers, each building on "What's Always Included" with more hours, more planning meetings, and more hands-on decor support.
- Only what's always included
- Intro & 30-Day meetings
- No decor assistance
- Rehearsal is a paid add-on
- Decor setup OR teardown
- 1-hour rehearsal coordination
- Intro, 60-Day & 30-Day meetings
- Decor setup AND teardown
- 1-hour rehearsal coordination
- Intro, 60-Day & 30-Day meetings
- Decor setup AND teardown
- 2-hour rehearsal coordination
- Option to hand off personal decor items during rehearsal
- Intro, 90-Day, 60-Day & 30-Day meetings
Add-On
| Add-On | Details |
|---|---|
| Ceremony Rehearsal Coordination | $125 · 1 coordinator · 1 hour. Only needed on packages where rehearsal isn't already included (Ala Carte Lily). |
Planning Meetings
Which meetings apply depends on the client's package — every package gets the Intro and 30-Day meetings at minimum.
| Meeting | Who Runs It | Format |
|---|---|---|
| Intro Meeting | Amber (client support), typically before a coordinator is assigned | Video |
| 90-Day Meeting | Assigned coordinator (Rose package only) | Video |
| 60-Day Meeting | Assigned coordinator | Video |
| 30-Day Final Details Meeting | Assigned coordinator | Video or in-person at the office |
The Intro Meeting happens at booking and is offered by Amber, not the coordinator — you'll typically inherit the client after it's already taken place.
Rehearsal Coordination
Included on every package except Ala Carte Lily, where it's a paid add-on.
- Baby's Breath & Magnolia include 1 hour of ceremony-rehearsal coordination.
- Rose includes 2 hours, plus the option for the client to hand off personal decor items to their coordinator during the rehearsal.
If the Lead Coordinator can't make the ceremony rehearsal or decor hand-off, the Assistant Coordinator may step in. In that case, $125 of the Lead's payout transfers to the Assistant. You must update Amber on the transfer of rehearsal coordination assignment/payout before the week of the event.
Timeline & Vendor Coordination
You're the primary point of contact for vendors on the day — the final timeline is how everyone stays aligned before it.
- Build the final timeline with the client and share it with every vendor.
- Share the timeline with vendors no later than the Monday prior to the wedding — always CC info@prestigeweddings.com.
- Oversee vendors throughout the day and be the point of contact if anything comes up.
- Provide the client with a vendor recommendations list during planning.
Wedding Day Essentials
What every package includes on the day itself, regardless of tier.
- Arrive at least 15 minutes before your contracted start time.
- Manage ceremony & reception events and keep the timeline on track.
- Serve as the primary point of contact for the client and vendors.
- Complete a final walk-through of the ceremony & reception spaces.
- Distribute final payments & gratuities to vendors.
- Bring your own fully stocked emergency kit.
Your Emergency Kit
Every coordinator is responsible for supplying and maintaining their own wedding-day emergency kit. At minimum, keep it stocked with:
- Boutonniere pins
- Tape
- Tide pen or stain wipes
- Safety pins
- Pens