Being a wedding coordinator is not exactly what you think it is. Most people of course understand there is a lot going on for the actual wedding day and the meetings leading up to the wedding, but there is a lot of work that people don’t see when it comes to the daily life of a wedding coordinator or planner. Here is what you might expect on an average day while being a wedding coordinator.

Emails

Something that probably takes the most amount of time that you really can never actually finish doing is emailing as a wedding coordinator. Each wedding on average takes us about 16 hours for day-of coordination, but if you’re a couple that is using us for planning help we can expect to have about 30 hours per wedding. Of course with the included time of the day-of services and in-person meetings, this cuts down pretty quickly, but there really is a never-ending revolving door of emails from couples, vendors, staff, and potential couples reaching out for more information. It’s important to prioritize the emails, and for our company, answer your emails within 24 hours no matter where you are in your planning journey.

Actual Meetings

Our hours, especially during busy wedding seasons, get filled up really quickly with final details meetings, venue walkthroughs, rehearsals, and other planning meetings. But besides the couples that we are already working with, we do even more consultations and phone calls with couples that are thinking about booking us, meetings and calls with other vendors to get to know them or learn more about what they need for the wedding days, and other educational meetings or webinars to learn more within our field. Our calendar can easily be completely booked solid for a full month with meetings!

Vendor Research and Sourcing

Another big portion of the actual work we do is finding your planning couples vendors that fit their exact needs, budget, and style. As couples know, there is a LOT of back and forth with finding vendors that are available for your date, finding people that match your ideal budget, and finding the exact services that you want and need for the wedding day - all while finding vendors that you ACTUALLY like as people, too. It’s our job to narrow that search for you so you aren’t filling out over 100 contact forms and can really enjoy your engagement.

Wedding Vendor Events

Wedding vendors have to network too! There are typically monthly events that wedding vendors can go to to see new venues, talk with vendors they haven’t met before, or just meet up with vendors we love to catch up! It’s nice to be in an environment every once in a while without the pressure of your wedding day to really get to know each other better!

Social Media

One of the tasks that actually takes up a majority of our time is social media. We still run all of our social media ourselves - planning the content, sourcing the photos from our galleries, writing the captions, writing the blogs, editing the videos… this all takes a huge amount of time! The goal is to create content that our current couples and potential couples can really benefit from knowing and seeing, and this all takes a lot of planning to execute well. The good news for us is that we can plan and schedule content in advance to make sure we don’t have to spend every day creating content.

Other “Boring” BTS Business Stuff

To us, we RUN our company in Google Sheets and Docs. There are probably over 200 different documents we have to track our metrics, budget, sales, hiring, and more that we have to keep track of to run the business. Something you definitely don’t realize if you’re not in a freelancing industry is really how much goes into running a business! Thankfully with our amazing team, we are able to keep everything in order at all times not only within our business but for our couples as well.

When it comes to wedding coordination and planning, there is a TON of work that happens that you might not expect. Most of the work we actually do runs behind the scenes outside of the wedding day. Making sure we have every detail managed for your amazing day is the most important thing, but making sure our foundation is strong really ensures that we can do that for you!

If you’re interested in hearing more about how we can help manage those details for you, definitely reach out to us here and we are happy to help!