What does an on the day coordinator actually do?
You’ve planned the wedding. You’ve chosen your dream vendors. You’ve poured your heart into the details. But who’s making sure it all happens the way you imagined?
That’s where an on the day coordinator steps in — and you may just be so freaking happy you opted for it!
So... What Is On the Day Coordination?
On the day coordination is for couples who have done the planning themselves, but don’t want to be the ones answering questions, sorting vendors, or watching the clock on their wedding day.
It’s a tailored service designed to let you actually enjoy your wedding — while someone else handles the logistics, timelines, and potential “what ifs.”
It’s not about taking over — it’s about stepping in at the right moment to bring it all together.
What does an on the day coordinator do?
Here’s what you can expect when you book an On the Day Coordinator package with The Wedding Scene:
Pre-Wedding Prep
We’ll connect 4–6 weeks out from your wedding day for an in-depth meeting and go over all the nitty gritty details
You’ll hand over all your plans, vendor details, floor plans, run sheets, and timelines
We’ll create a master plan and confirm all details with your vendors so everyone’s on the same page
We’ll be your calm, capable go-to as you count down to the big day
Timeline Creation
We’ll build a detailed run sheet for the day — including when vendors arrive, when speeches start, when the champagne’s poured, and when your first dance kicks off. You won’t need to memorise it — we’ll run the show so you can relax into every moment.
Vendor Liaison
We’ll be in touch with everyone ahead of time and on the day to make sure everything runs to plan. If something shifts (and it usually does), we’ll handle it. Quietly and professionally. You often won’t even know - how good is that?
Rehearsal Support
We can attend your ceremony rehearsal to help everyone feel confident and calm and ensure those last few details are taken care of.
Full Day Presence
We’re there from the very start to coordinate any set up, do any other jobs that need doing and we don’t leave until everything is running smoothly. We manage timing, cue music, fix fallen buttonholes, direct guests, pin veils, and handle hiccups before you even know they’ve happened.
What you don’t have to do:
Answer logistical questions
Figure out where something is or why it hasn’t arrived
Check the playlist, the lighting, or the table numbers
Coordinate your wedding party while trying to stay present
Wonder if it’s time to cut the cake or start speeches
Problem-solve anything — because that’s our job
Why It Matters
You only get one wedding day — and it goes fast. After months of planning, you deserve to enjoy it, fully. To be with your people. To drink the champagne, feel the love, and not think about logistics once.
An on the day coordinator gives you that freedom — with calm, capable support behind the scenes.
Is It Right for You?
If you’ve done most of your planning but:
You want to hand over the reins in the final weeks
Need someone to bring it all together
Don’t want your mum or best friend running around on the day
Want to relax knowing everything’s under control and have the day feel easy and stress-free
…then yes. This service was made for you.
Let’s make sure your wedding day feels effortless — not stressful. Book a free 30-minute discovery call to chat through how on the day coordination could support you.