Questions You Should Ask Your Wedding Coordinator

Hiring a wedding coordinator is one of the smartest decisions you can make during your wedding planning journey. A great coordinator can reduce stress, bring structure to your big day, and handle all the moving parts so you can truly enjoy the celebration. But how do you know you're hiring the right person for the job?

Before signing the contract, make sure you’re asking the right questions. These conversations will help you understand how your coordinator works, what services are included, and whether they’re the right fit for your vision.

1. What services are included in your packages?

Not all coordination packages are created equal. Some may focus only on day-of logistics, while others include help leading up to the event, vendor management, or rehearsal support. Ask for a breakdown of what's included in each package so you can compare and choose based on your needs. This ensures there are no surprises later and that you know exactly how much support you’ll receive.

2. Can your packages be customized?

You may not need everything in a standard package—or you may need more support than what’s listed. Find out whether your coordinator is willing to tailor a package just for you, based on your planning progress, budget, and needs.

3. What does communication look like during the planning process?

Do they prefer emails, phone calls, or planning software? How often will you check in? Knowing how and when you'll communicate will help you stay on the same page and avoid misunderstandings. Some coordinators include unlimited communication, while others have set limits or response times. This will help you understand what kind of access and support you’ll receive before the big day.

4. How do you handle the wedding day timeline?

A smooth wedding day depends on a well-organized timeline. Ask if your coordinator will create a detailed timeline for vendors and the wedding party and whether they’ll distribute it in advance. A good coordinator will also manage the schedule on the day itself, making sure everything stays on track so you can relax and enjoy every moment.

5. Will you be the one there working on the wedding day?

It’s important to know exactly who will be onsite managing your event. Sometimes the person you speak with during booking isn’t the same person who will be there on your wedding day. Make sure you know who will actually be running the show and whether you’ll have a chance to meet them in advance.

6. How many weddings do you take on per weekend?

This question is important for understanding how much attention your wedding will get. Many coordinators only take one wedding per weekend so they can fully focus on your big day. If they manage multiple events in the same timeframe, make sure they have enough staff to provide the attention you deserve.

7. How do you handle difficult situations or vendor issues during the event?

From bad weather to a late vendor, things don’t always go perfectly on wedding day. Ask how they approach problem-solving and what backup plans they typically prepare. An experienced coordinator will have real examples of how they’ve handled emergencies calmly and professionally.

8. Do you offer a rehearsal walkthrough?

Not all coordinators include the rehearsal in their packages, but it's a valuable part of the service. We include rehearsal management in all of our wedding packages - it helps ensure that everyone in the wedding party knows what to do, which makes the ceremony and day of the event flow more smoothly.

9. How early do you arrive on the wedding day? And how late do you stay?

This gives you a sense of how hands-on your coordinator will be. Most coordinators offer different packages with varying levels of day-of coverage. Be sure to get a specific answer on how long they will be on-site.

10. What is your payment schedule and booking process?

Ask about their deposit requirements, when the final payment is due, and what forms of payment they accept. Some coordinators also offer discounts for early booking. This is also the time to clarify what happens if you need to cancel or reschedule.

Final Thoughts: Don’t Be Afraid to Ask

Your wedding coordinator will be one of your most important vendors. It’s likely you’ll spend 10+ hours together on the day of your wedding! They’ll be the one guiding the flow, communicating with vendors, and troubleshooting any surprises. That’s why it’s so important to choose someone whose personality meshes well with yours. Do they make you feel calm and confident? Are they organized yet flexible? Your coordinator will be your right hand throughout one of the biggest days of your life—so finding someone you genuinely enjoy working with is just as important as their skills and experience. The more questions you ask up front, the smoother your experience will be—both leading up to the wedding and on the day itself.

Ready to chat about your wedding? Contact us today to schedule a call and see how we can bring calm, clarity, and celebration to your planning process.