Photo credit Kelly Jo Photography

Here’s the thing, not all day-of coordinators are created equal. During your consultation, it’s essential to ask the right questions so you know exactly what’s included, what might cost extra, and who you’ll actually be working with. Use the 10 questions below to help guide your search.

Before you dive into the questions, start with a vibe check. Trust your gut! You want to feel comfortable and confident with the person who will be by your side all day. Outside of your photographer, your coordinator is the vendor you’ll interact with the most on your wedding day. Make sure your personalities click, because the right fit makes all the difference.

1. What’s included in your day of coordination package?

“Day-of” means different things to different people. For some, it’s literally just the wedding day. For others, it includes weeks of prep, vendor confirmations, and timeline creation. Make sure you know exactly what’s included so you’re not assuming something that isn’t actually covered.

2. How many times will we meet between booking and the wedding day?

Your coordinator isn’t just showing up on the big day, they’re part of your planning process. Knowing how many pre-wedding meetings are included helps you set realistic expectations. If you love frequent check-ins, a package with only one meeting might feel rushed. If you’re confident and just need a final polish, fewer meetings might be perfect. Either way, clarifying this upfront ensures your communication style matches your coordinator’s process.

3. How Many Hours Of Coverage Is Included?

Your wedding day is a marathon, not a sprint. Some coordinators are there from the first vendor arrival to the sparkler send-off, while others have a set time frame. Knowing their hours ensures no important moments are left uncovered, whether that’s the set-up, the room flip, or the grand exit.

4. Will You Be the Person at My Wedding, or Will Someone Else Handle It?

You want to know exactly who will be there on the day. Some companies have multiple coordinators, and the person you meet during booking may not be the one running your wedding. Asking this early helps you build a relationship with the actual coordinator who will be managing your timeline, vendors, and last-minute emergencies.

5. Do You Help With the Rehearsal?

A rehearsal can make or break the ceremony flow, and having your coordinator lead it ensures everyone knows their role and timing. Some coordinators include the rehearsal in their package, while others charge extra or don’t offer it at all. This is especially important if you have a larger wedding party or unique ceremony details.

6. Do You Execute Set-Up and Tear-Down?

It’s important to know what level of set-up your coordinator provides. Some packages do include a full set-up and tear down execution and others only offer delegating or those tasks. If you have lots of décor, signage, or personal items, knowing what they will and won’t do will save you from scrambling for extra help.

7. Do You Bring Assistants?

Weddings are a lot for one person to manage, especially if there are multiple locations, a room flip, or a large guest list. Having an assistant (or a team) means more hands on deck to handle vendor check-ins, décor placement, and your needs. This can make a huge difference in how smoothly your day runs and how quickly any issues are handled.

8. How Do You Handle Emergencies or Last-Minute Changes?

Rain, ripped pants, vendor delays, something ALWAYS happens. A good coordinator will have a plan (and a sewing kit) ready. Ask them how they’ve handled past challenges to get a sense of their problem-solving style. Their calm in the chaos could be exactly what you need.

9. Do You Have Insurance?

This may seem boring, but it’s important. Liability insurance protects you, your venue, and your guests if something goes wrong. Many venues require all vendors to carry it, and you don’t want to find out last minute that your coordinator isn’t covered. This can always help when it comes to set-up on wedding days, coordinators without insurance are limited on what they can do (move tables, climb ladders, etc.)

10. What’s Your Communication Style?

Do they prefer email, phone calls, or text? Do they respond quickly or in set windows? Communication is key to a smooth planning process, so make sure their style matches yours, especially during the final weeks before your wedding when questions tend to pile up.

The bottom line: Asking these questions upfront isn’t just about comparing packages, it’s about finding a coordinator whose style, experience, and availability align with what you need. When you’re confident in your choice, you can let go of the stress and actually enjoy your wedding day the way you’re meant to.

Ready to start interviewing coordinators? Schedule a consultation with our team today! Click Here!