“The florist needs to get into the church at 10am to set-up, but Mass doesn’t end until 11:00! What am I going to do?”
For the past 17 years, I have been privileged to be a part of thousands of different events of all types. I have watched committees put together fantastic fundraisers, watched as hundreds of couples recited their vows, and served more than my lifetime share of Chicken Marsala and roast beef! Each of these events has needed some level of coordination and management to come together, and each has had its own style and flair. One thing that has been consistently underrated in my opinion is the role that hospitality professionals can play, for good or ill.
When a bride walks in to a church/field/gazebo/hall/etc. and says ‘This is where I want to get married!’, rarely is the happy couple picturing all of the work they are undertaking! All of the myriad details of the event, and there are hundreds, are overlooked in the joy of the moment. This often leads to a point, 5 or 6 months down the road, where the overloaded, frustrated bride looks at her intended and says ‘Why didn’t we just elope? I didn’t know there were so many decisions!’ That is a moment a professional event coordinator can help avoid. As event professionals, we have seen the good, the bad, and the ugly; if we’re worth our salt, we can help you avoid the latter two options.
If the facility or space that you are considering for your ceremony or wedding reception doesn’t include a coordinator, consider hiring one. If they do provide a coordinator, ask to meet with that person prior to booking. I tell every couple I work with that they need to be confident in the abilities and knowledge of their professionals. A coordinator is possibly the most important vendor to have confidence in, so if you have questions on their qualifications or competence, trust your instincts! It’s your wedding, after all!
Secondly, ask what services they can provide, and at what cost. Many coordinators charge based on their time and materials, but there are others that have an inclusive package for services or packages based on the guest count at a service. In any case, find out what the fees are early on and make sure you get it in writing so you can budget appropriately. Be wary of ANY vendor that says something like ‘But the price could change based on …’ Any true professional can tell you what the costs will be ahead of time, or at least how to budget for the services you will need.
Lastly, make sure you truly understand what services your coordinator will provide at the agreed price. It is unreasonable to ask for the bargain-basement price for coordinating and expect all of the flower arrangements for the church to be included, as well as invitation printing! If you ask for something outside your original agreement, be prepared to pay a bit more or to give up another portion that was originally included.