What a Day-of Coordinator Actually Does (And Why You’ll Be Glad You Hired One)

You've Planned your wedding - now who's making sure it all runs smoothly?

You’ve spent months dreaming, booking, and building a day that reflects you. From the moment you booked with me, you’ve had access to your personalized planning portal—a place to store contracts, complete helpful forms, and keep everything organized. But when it comes to the final stretch, about two months before the big day, we come together to go over all the plans you’ve put in place and make sure every detail feels ready.

And the very first thing I ask?

“What’s been keeping you up at night?”

Before I dive into my checklist, I want to help ease your biggest stressors. Because my job isn’t just about managing your timeline—it’s about making sure you feel calm, supported, and truly present on your wedding day.

What I Actually Do As a Day-of Coordinator

You might be wondering, what’s the difference between a wedding planner and a day-of coordinator?

While planners are there from the beginning, a coordinator joins near the end to manage everything you’ve already put in place. I like to call it Day-of Management, because it goes well beyond just “showing up on the day.”

Here’s what that looks like in real weddings I’ve managed:

✅ Communicating with your vendors

I confirm arrival times, review contracts, and make sure every vendor is on the same page. At a recent wedding, both the DJ and caterer were running late. I was able to get in touch, confirm they were en route, and ensure the setup was still ready before guests ever noticed.

✅ Handling problems you don’t even know about

Wind blowing over escort cards? I had double-stick tape in my emergency kit. Candles burning too fast? I made a quick centerpiece adjustment so the reception space still looked perfect—no one even realized a switch was made.

✅ Managing the timeline

Whether it’s getting large families through photos efficiently or cueing your ceremony music, I make sure your day flows smoothly. And if something needs to shift, I adjust in real time so you don’t have to think twice.

Final touches before guests arrive — making sure every detail feels intentional.

The Moments I Make Sure You Never Miss

One of the biggest gifts a coordinator gives you is time—time to be present.

After the ceremony, I always carve out a quiet moment for my couples to just be. You’ve just married your best friend, and you deserve to soak it in without immediately jumping into the next item on the timeline. I prioritize that pause.

I’ve had tender moments helping a bride fix her hair in the powder room—just the two of us, a rare moment of calm. I’ve seen grooms laugh as a flower girl barrels into their arms. These are the memories you hold onto, and I do everything I can to create space for them.

A quiet moment for the groom to read a heartfelt letter from his bride — the kind of memory we make space for.

Why Not Just Ask a Friend or Family Member?

It’s tempting to ask your ultra-organized friend to step in. And yes, they’re likely capable—but they’re also your guest.

There are dozens of tiny moments in a wedding where experience matters: timeline pivots, vendor hiccups, weather surprises, and knowing when to step in (and when not to). That’s why hiring a professional day-of coordinator is worth it.

Let your loved ones enjoy your wedding, rather than run it.

When your day is in good hands, you get to soak it all in — laughter and all.

What Couples Tell Me Afterward

At the end of each meeting—and definitely after the wedding—I often hear, “I didn’t realize how much I needed this.”

I don’t just keep things on time. I make sure the couple feels supported, the vision comes to life, and that everyone—from vendors to guests to the couple—feels at ease.

Planning your wedding and need a partner to make it seamless?

Let’s talk about how I can support you with wedding day-of coordination in Kansas City.

Book your FREE Consultation here!

Vendor Credits

• Photographer photo #1: Sheree Nicole Photography

• Photographer photo #2: Photos By Madz

• Photographer photo #3: McKenzie Photo + Film