On this episode of Up to Date With Kate, I sat down with one of my best friend Chandler Whitaker to talk about the importance of hiring a wedding coordinator! Chandler is a coordinator located in the Lexington,KY area and has been a huge part of making sure the day goes smoothly for her brides. Make sure to go checkout chandler on instagram @eventsbychandler_. Now, let’s talk about all the things wedding coordinators do, when you should be booking your vendors, the importance of having a timeline and our favorite wedding day trends!
What Do Wedding Coordinators Do?
Today many brides are hiring day of wedding coordinators. These coordinators help with all the things on your big day. Many of them have different packages for you to choose from. Most of their duties include the setup, break down, timeline creation, and vendor communication. Though many people choose to elect a family member or friend to handle these tasks it is better to have someone with experience in this position taking care of it. It also allows your family and friends to enjoy the day with you and take away that added stress. From being in the wedding industry I have learned, it doesn’t matter how much planning you have, there will always be a few hiccups here and there. Having a wedding coordinator provides you with the piece of mind that all the things will be taken care of without you having to worry about it on your day.
When to Book you Wedding Vendors
Since covid we have seen a huge increase in the wedding industry. Vendors are booking out earlier and earlier every year! For a vendor this is very exciting but also very upsetting when we have brides reach out to us for their date and we are already booked. In the past day of coordinators are one of the last vendors to be booked. Many brides don’t make this their top priority but once their wedding day gets closer they start to realize how important it is to have a coordinator in place. Chandler and I recommend booking your vendors in this order!
Booking in this order makes for such a smoother process and allows you to ensure you are getting the vendors you want on your wedding day! In other posts we’ve discussed the importance of making sure that the vendors you are picking are the right ones for you. Make sure you are reaching out to these vendors, talking with them on the phone, and even meeting them in person if possible! Having a connection with your vendors and making sure you can trust them is SO important as they are a huge part of your day.
BUT with this being said – I have had several people reach out and ask me my availability and then book their venue based on that and that makes me SO happy that people care enough about me to do that <3
Importance of Having a Timeline on Your Wedding Day
As a photographer, I always sit down with my brides a few months before the wedding to help them set up their timeline. If your photographer does not do this, getting a coordinator to help you with this is so important. Timelines help the day run more smoothly and ensures that you are able to fit everything into the day that you want to do! For many brides this includes the times they’ll be getting their hair and makeup done, bride/bridal party photos, groom/groomsmen photos, ceremony time, cake cutting, speeches, and anything else you want to fit into your day! Having someone who knows how much time to alot to each thing on your timeline makes a huge difference on the day. One thing to keep in mind throughout the day is if you are a little off schedule that is okay! Many times when making the timelines we alot 10-15 minutes for each thing to make sure that you have the time you need to enjoy and live in the moment without feeling like you need to rush to the next part of the day!
Favorite Wedding Trends
Being in the wedding industry Chandler and I get to experience so many fun and unique weddings every year. A recent trend that is my favorite is long veils with a short dress! Many brides today change into a separate dress after the ceremony for the reception. Todays trend is pairing the short dress with a long veil. This is such a fun and unique touch to todays weddings and make for the cutest pictures! Chandler mentioned that some of her favorite things at wedding are when brides incorporate their personality into the day. Many brides choose to incorporate their personality into the wedding favors as well, this could be as simple as creating a doggie treat bag and including a picture of the dogs! Another trend that is becoming a favorite is adding a dessert table. This is also a great way to incorporate yours and your spouses personality. Adding some of your favorite desserts such as cookies, cheesecake, and other treats is always a favorite at every wedding!
Wedding Day Flow
Many brides will tell you that the day goes by much faster than you expect… make sure that you are allowing time to enjoy the things that matter most to you on that day! If you know that you want to spend a majority of your time dancing the night away, plan for getting everything over with as soon as you can! Another tip for wedding day flow is to communicate with your vendors exactly what you want. As vendors we are here to help you and meet your needs, make sure that you express your needs clearly to us so we can ensure these needs are met. The last tip is to allow 8-10 hours at least for the whole day! This includes getting ready, pictures, ceremony, dinner, and reception. Though this may sound like a long time you will learn that time will fly by.
Having a day of coordinator can relieve so much stress on your big day. You can count on them for all your needs. Vendors are being booked up earlier and earlier every year, if you have a vendor you know you want make sure to book them or reach out to them as soon as you can! As this year comes to an end we only have a few more episodes left on this season of Up to Date With Kate the podcast! Make sure to subscribe so you don’t miss out!
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