Wedding Coordinators: What They Do & Why They Matter
Wedding Coordinators: What They Do & Why They Matter
If you’ve ever planned a wedding, you know how quickly “just a few details” can turn into a full-time job. Between vendor emails, timelines, setup, and the little fires that pop up on the day itself, it can feel like a lot. That’s where wedding coordinators come in.
They’re the calm, behind-the-scenes people making sure everything actually flows, while you stay present and enjoy the day.
What Does a Wedding Coordinator Actually Do?
A wedding coordinator isn’t there to redesign your vision or book every vendor. Instead, they step in once your main plans are already in place. Think of them as the glue between your vendors, guests, timeline, and all the tiny moving parts that need to line up perfectly.
They’ll confirm timing with your photographer, make sure the caterer knows exactly when dinner starts, and answer questions like “Where should this table go?” so you don’t have to. The best coordinators quietly fix problems before you even realize there was one.
If you want to explore local options, you can browse our trusted Wedding Planners & Coordinators across Vancouver Island.
Tip: Ask your coordinator to create one master timeline that gets shared with all vendors. It keeps everyone aligned and cuts down on last-minute questions.
Here are common day-of tasks a wedding coordinator typically handles:
- Vendor confirmations and arrivals
- Setup oversight (seating charts, décor, signage)
- Ceremony lineup and cueing
- Reception flow (toasts, first dance, cake, send-off)
- Problem solving (weather pivots, missing items, timing shifts)
The Difference Between a Planner and a Coordinator
It’s easy to mix these up, but there’s a clear distinction.
A wedding planner typically helps from the beginning, managing budgets, vendors, design, and overall planning. A wedding coordinator usually comes in closer to the wedding date, often about a month out, to tie everything together and make sure your plans are executed smoothly.
For example, you might plan your own Tofino beach ceremony, book rentals and vendors yourself, then bring in a coordinator to manage setup, timing, and flow on the actual day.
| Role | When They Start | What They Focus On |
|---|---|---|
| Planner | Early (6–12+ months out) | Budget, vendors, design, full planning support |
| Coordinator | ~1 month before the wedding | Final logistics, timeline, day-of execution |
Note: Some venues require a professional coordinator or in-house day-of lead. Always check your venue contract so expectations are clear.
Why Hiring a Coordinator Is Often Worth It
Even small weddings have a lot of moving parts. A coordinator takes pressure off you, your family, and your wedding party so no one is scrambling behind the scenes.
Instead of worrying about whether the cake arrived or the ceremony is running late, you can actually be present, soaking in the moment and enjoying your celebration.
Many couples say hiring a coordinator was the best money they spent. This is especially true for destination weddings on Vancouver Island, including places like Tofino or Ucluelet, where local experience and relationships really matter.
Tip: If you’re planning most details yourself, try to book a coordinator at least 2–3 months in advance. This gives them time to review contracts, flag issues, and build a realistic timeline.
Local Vancouver Island Coordinators We Love
Intended Weddings & Events specializes in destination wedding planning and design for couples who want a seamless, values-based experience. Check them out here: Intended Weddings & Events
Rare Earth Weddings are widely known as Tofino/Ulculets’s go-to planners and designers. Check them out here: Rare Earth Weddings
Final Thoughts
If your goal is to enjoy your wedding without worrying about logistics, hiring a wedding coordinator can be the difference between a stressful day and a calm, joy-filled one. Even if you love planning, handing off the final details lets you fully soak in the magic of the day.
You can explore our full list of trusted Wedding Planners & Coordinators on Vancouver Island to find the right fit for your celebration.
