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wedding coordinator

title: Key Responsibilities and Required Skills for Wedding Coordinator
salary: $40,000 - $70,000
categories: [Event Planning, Hospitality, Weddings]
description: A comprehensive overview of the key responsibilities, required technical skills and professional background for the role of a Wedding Coordinator.
Experienced Wedding Coordinator wanted — responsible for end-to-end wedding planning, vendor management, day-of coordination, timeline execution, and client relationships. Ideal candidate has a strong track record in wedding logistics, vendor negotiation, budget management, and exceptional customer service. SEO keywords: wedding coordinator, wedding planner, day-of coordinator, vendor management, wedding logistics, bridal coordination.

🎯 Role Definition

The Wedding Coordinator is responsible for planning, coordinating and executing wedding events from initial consultation through post-event follow-up. This role combines client-facing consultation, creative design collaboration, vendor selection and contract negotiation, operational logistics, rehearsal leadership and on-the-day event management to ensure a flawless guest experience and happy couple. The ideal candidate is highly organized, service-oriented, calm under pressure, and experienced with venue operations and wedding-specific workflows.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Assistant / Event Intern
  • Venue Sales Coordinator
  • Catering Assistant

Advancement To:

  • Senior Wedding Planner / Lead Event Manager
  • Director of Events / Venue Event Manager
  • Owner / Founder of an event planning business

Lateral Moves:

  • Catering Manager
  • Bridal Shop Consultant / Stylist
  • Venue Sales Manager

Core Responsibilities

Primary Functions

  • Conduct detailed client consultations to capture wedding vision, aesthetic preferences, budget limits, key priorities and non-negotiables; produce clear, client-approved scope documents and planning timelines.
  • Develop comprehensive wedding budgets and manage spend tracking, vendor deposits, payment schedules and reconciliations to ensure the event stays within financial targets.
  • Research, shortlist, interview and contract vetted vendors (caterers, florists, photographers, DJs/bands, rental companies, officiants, transportation and hair/makeup) that match client needs and negotiate favorable terms and service-level agreements.
  • Create and maintain a master event timeline and run sheet covering setup, ceremony, cocktail hour, reception, vendor arrival/departure windows and breakdown; distribute and update across client, venue and vendor stakeholders.
  • Manage venue logistics and site plan development including floorplans, seating charts, traffic flow, accessibility needs, staging, AV placement, power requirements and site-specific regulations.
  • Lead venue walkthroughs and pre-event meetings to align on load-in/load-out strategies, vendor access points, parking, security, cleaning, and backup inclement weather plans.
  • Coordinate and supervise rehearsal logistics with the couple, wedding party, officiant and key vendors to ensure smooth execution and clarity of roles for ceremony day.
  • Serve as main point of contact for clients, responding to inquiries, adjusting plans, and providing status updates via phone, email and in-person meetings while maintaining a professional, reassuring tone.
  • Produce and distribute final vendor contact lists, floorplans, timelines and emergency plans to vendors, venue managers and the wedding party within an agreed-upon timeline prior to the event.
  • Oversee on-site vendor management on the wedding day: check vendor arrivals, confirm contracted services, enforce timelines, troubleshoot issues and ensure each vendor adheres to the agreed setup.
  • Execute day-of coordination including guest flow, cueing ceremony and reception transitions, coordinating speeches and special moments, and adapting the timeline as needed to maintain momentum.
  • Manage staffing and event crew: hire, schedule and supervise setup teams, bridal stylists, ushers and temporary event staff; assign clear responsibilities and ensure adequate coverage.
  • Implement contingency and emergency response plans (weather, vendor no-shows, technical failures) and make rapid high-stakes decisions to minimize disruption and preserve client experience.
  • Oversee decor installation and styling: coordinate deliveries, direct furniture and décor placement, supervise florist installs and ensure the event aesthetic matches the design vision.
  • Handle contract logistics, collect signed agreements, confirm insurance and licenses from vendors, and maintain an organized system of paperwork and digital records for compliance and audit trails.
  • Provide thoughtful vendor onboarding and orientation during load-in, clarifying venue rules, access times and staging areas to speed setup and reduce conflicts.
  • Prepare post-event reports, final invoices, vendor performance notes and client feedback summaries to support continuous improvement and repeat business.
  • Maintain and nurture a professional vendor network; evaluate vendor performance, recommend preferred partners and negotiate preferred rates for future clients.
  • Prepare and coordinate guest logistics including shuttle services, room blocks, signage, welcome materials, dietary accommodations and special needs to ensure guest satisfaction.
  • Manage gift and personal-item handling (bride/groom belongings, vendor deliveries) during the event and ensure secure transfer or storage post-event.
  • Track inventory of rented and owned event assets (linens, signage, décor props), coordinate returns to vendors, and supervise proper breakdown and venue restoration to avoid charges.
  • Maintain data and CRM entries for leads, prospects and clients; input event milestones, contract details and follow-up actions to support marketing and sales pipelines.
  • Coordinate pre- and post-event communications including vendor confirmations, client checklists, payment reminders and thank-you follow-ups to strengthen client relationships and referrals.
  • Conduct periodic market research and benchmarking on wedding trends, pricing, vendor offerings and competitor services to recommend new packages or enhancements.

Secondary Functions

  • Support business development by participating in bridal shows, vendor showcases, open houses and client discovery sessions to generate leads and increase bookings.
  • Create and maintain marketing collateral for wedding packages, social media content, website listings and vendor spotlights to drive SEO and attract new clients.
  • Maintain CRM and booking systems, update lead pipelines, prepare contract templates and automate client reminders for deposits and logistics milestones.
  • Assist in preparing proposals, customized package pricing and presentation decks for high-value prospects and group bookings.
  • Train and mentor junior event staff and seasonal coordinators in best practices for day-of execution, client communication and health & safety compliance.
  • Manage vendor onboarding and vendor relations programs, including service-level expectations, preferred vendor agreements and dispute resolution.
  • Coordinate post-event billing, final reconciliation with the finance team and ensure timely vendor payments and client refunds where applicable.

Required Skills & Competencies

Hard Skills (Technical)

  • Proven experience with wedding planning tools and software: client management platforms (HoneyBook, Aisle Planner, Dubsado), timeline generators, seating chart apps (Allseated) and calendar integrations.
  • Budget creation and financial tracking skills, including invoice reconciliation, vendor deposit scheduling and profit margin analysis for event packages.
  • Contract drafting and negotiation skills; ability to review vendor contracts for scope, deliverables, cancellation and insurance clauses.
  • Strong venue logistics and floorplan design competency, including experience with CAD/floorplan software or detailed manual layout creation.
  • Audio-visual coordination experience: understanding of basic sound, lighting and stage requirements and ability to liaise with AV technicians.
  • Vendor sourcing and vetting processes, including reference checks, insurance verification and quality control.
  • Basic marketing and SEO knowledge for promoting wedding packages and optimizing online presence (wedding directories, Google My Business, social media).
  • Familiarity with permits, health & safety regulations, occupancy limits and liquor license coordination relevant to event venues.
  • Proficiency in Microsoft Office / Google Workspace, CRM systems and event-specific platforms for document management and client communications.
  • Experience with staffing logistics: scheduling freelance event staff, managing payroll for temporary teams and coordinating volunteer roles.

Soft Skills

  • Exceptional communication skills — clear, empathic client-facing conversations and concise vendor instructions.
  • Outstanding organizational skills with an ability to manage multiple concurrent weddings, timelines and detailed checklists.
  • Calm, decisive problem-solving and crisis management under pressure; able to pivot quickly during real-time issues.
  • High attention to detail and quality control to ensure design fidelity and flawless execution.
  • Customer-service orientation and a polished professional demeanor that instills client confidence.
  • Strong negotiation and interpersonal abilities to secure vendor commitments and favorable terms.
  • Time management and prioritization skills to balance pre-event preparation and day-of operations.
  • Creative thinking and aesthetic sensibility to translate client vision into cohesive event design.
  • Leadership and team coordination: able to motivate staff, direct volunteers and maintain a positive, productive environment.
  • Cultural sensitivity and adaptability to accommodate diverse customs, religious requirements and family dynamics.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; strong portfolio of events and references.

Preferred Education:

  • Bachelor’s degree in Hospitality Management, Event Management, Communications, Marketing or related field; industry certifications (e.g., Certified Wedding Planner, CMP) are a plus.

Relevant Fields of Study:

  • Hospitality Management
  • Event Management / Event Production
  • Communications / Public Relations
  • Business Administration / Marketing

Experience Requirements

Typical Experience Range:

  • 1–5 years of event or wedding coordination experience; entry-level candidates with strong internship or venue experience considered.

Preferred:

  • 2–4 years as a wedding coordinator or assistant planner with demonstrable portfolio of full-service weddings, proven vendor relationships and positive client testimonials.
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