I am sharing our experience because the day-of coordination for our wedding fell far short of what…read morewe expected and, more importantly, what was specifically included in the package we purchased. The package states that the coordinator would oversee the wedding, ensure vendors stayed on task and followed the timeline, tie up loose ends, and set up, style, break down, and pack up our decor. Unfortunately, our wedding day did not reflect that level of coordination.
I put an enormous amount of time and effort into preparing for our wedding. I provided detailed written notes, digital files, printed information, inspiration photos, examples, timelines, and specific direction regarding our aesthetic and how I wanted each space styled. I was intentional about the details and made a significant effort to communicate our vision clearly. Unfortunately, much of that preparation was not reflected in the execution.
There were repeated issues with organization and communication, including incorrect rehearsal notes, seating charts, and venue furniture arrangements. There were instances where the coordinator appeared confused or misunderstood information contained in her own previous emails. We were also asked to redo seating arrangements only days before the wedding.
Our family and wedding party arrived at 10:00 AM to drop off decor and help with setup (something we should not have needed to do after hiring a coordinator whose package specifically included setup and styling. )The coordinator was not there when we arrived and was still not there when we left after 12:30 PM.
While we were there, items were being set up in incorrect locations, which we had to correct ourselves, even though these details had been specifically discussed during our walkthrough and we had watched the coordinator take notes. We had specifically requested adequate space for a dance floor, yet the tables and chairs were not arranged accordingly, and our groomsmen had to move them.
Despite spending months carefully planning the aesthetic and providing specific visual direction, flower arrangements were left shoved in a corner in their bins. When the issue was raised, we were told there were no instructions. As a result, guests and bridesmaids had to step in and arrange the flowers themselves just minutes before I was supposed to walk down the aisle.
Welcome signage was left lying flat on the table despite being framed and having stands. Boutonnières were forgotten, and bridesmaids had to catch the issue and run to retrieve them just minutes before ceremony.
Overall, the spaces were rushed and unfinished rather than intentionally styled according to the information and inspiration we had provided.
Throughout the day, family members, bridesmaids, groomsmen, and even guests repeatedly had to step in to handle matters we had hired a coordinator to manage. Seating had to be corrected, dinner service beginning during cocktail hour, and the planned petal toss was forgotten despite a full bag of petals having been specifically prepared for it. Instead, petals intended for the flower girl were taken and used.
The coordinator was extremely difficult to work with. She frequently appeared confused, misunderstood information that had already been communicated, and was dismissive when concerns or feedback were raised. It often felt as though she wanted to proceed with her own approach rather than collaborate with the people who had spent months planning the wedding. Her assistant was helpful and responsive, but overall, too many people had to step in and resolve problems that should have been handled by the coordination team.
We separately paid staffing for bussing, trash, and cleanup, in addition to having two complimentary staff members provided by the venue. With that level of staffing already available, we expected the breakdown to be organized and efficient. Instead, our family and wedding party were still left packing decor, clearing tables, and picking up trash. The coordinator's team also rushed through packing our belongings and placed items into bins in a way that resulted in decor being damaged, broken, or lost. We had spent significant time and money preparing these items, and the package specifically included breaking down and packing our decor.
The coordinator was scheduled to remain until 10:30 PM, which itself does not align with the 12 hours stated in the contract. Despite this, everything was packed up and finished around 10:15 PM and she tried to ask for additional fees.
We hired a coordinator so our loved ones could celebrate with us, not work our wedding.
We were extremely disappointed by the lack of organization, attention to detail, communication, collaboration, and lack of execution of enormous amounts of effort and clear information and visual direction that was provided.