A lot of people ask me about my business. About what I do, how I get hired, and even why brides would need a wedding coordinator. And lately, I’ve gotten more and more requests to meet in person with potential clients to talk about these same things before they are willing to sign a contract. So in an attempt to explain who I am and what I do to more people, check out this blog post:
First, let’s talk about the difference between and Wedding Planner and a Wedding Coordinator.
A Wedding Planner is the person you call to help you pick out the perfect wedding venue, caterer, florist, invitations, dress, color scheme, meal selections, and other important design details. They are armed with referrals for vendors in every aspect of the industry, and they can even provide design or styling services, helping with the creative specifics of your wedding day.
A Wedding Coordinator is the woman behind the curtain, making sure that your wedding day goes as smoothly as possible so you don’t have to worry about a thing! Wedding coordinators take all the hard work and research you’ve done in choosing and booking vendors and details, and then turns those plans into reality. A Wedding Coordinator is logistically focused, but on a shorter timeline than a planner. Coordinating everything involved on the day of the event, we tweak all the nitty gritty details and follow up on lose ends. Clients typically meet with a wedding coordinator anywhere from 8 weeks to 6 months before your wedding to go over your wedding timeline, guest count, venue details, and logistics.
Why do you need a Wedding Coordinator?
On your wedding day, most all of your very favorite people, and members of your trusted inner circle, are with you, all dressed up and standing by your side. They are there to laugh, to cry, and to witness a very special once-in-a-lifetime moment. And, if they are there to do that, then, who’s keeping Grandma Shirley’s insulin cold? Or making sure the groomsmen’s boutonnieres are pinned on and that none of them have had too much to drink before mass? Who’s in charge of tipping your vendors? Setting up décor? Making sure your cards and gifts get packed up at the end of the night? What happens when your reader doesn’t have a copy of their assigned reading? Or when a bridesmaid has a dress malfunction? Who has the safety pins and sewing kit?
I’ll tell you who. ME! I’ve got it. I’ve got it all. Bobby pins, band-aids, safety pins, rescue flats. I’m the unassuming girl, who shows up well before the party starts, and is often times the one that is there until well after it is over. I have a vast amount of experience helping entertain and helping make that very “spirited” group of groomsmen that every wedding seems to have. I make sure Uncle Marty makes it on time before the ceremony starts, handle phone calls with a vendor who is running late, and keep the bride and the wedding day running on time.
One thing to keep in mind is that your wedding venue might offer varying levels of wedding planning and coordination, so it’s good to check with them to make sure you’re not doubling up. Also, a lot of times even if a wedding venue has a coordinator their services might differ from that of a traditional wedding coordinator, so you’ll want to make sure what they offer and what you need before you decide whether or not to hire additional help.
The cost of hiring a Wedding Coordinator can vary greatly. While a coordinator may only be contracted anywhere from 8-12 hours on any given wedding day, they probably spend a minimum of 25 hours in preparation for your event.
According to WeddingWire.com, “[a}bout 30 percent of a wedding planner’s time is spent communicating with you and your vendors via email and phone. Think of your planner as the “coach” of your vendor team who ensures that all of your wedding pros work together well—and frequent communication is a huge part of that…Additionally, A big part of wedding planning is… paperwork? Yes, unfortunately it’s true. But wedding coordinators can make sure that all of your budgets, contracts, timelines, etc. are properly organized and easily accessible if needed.”
Here is what you can expect from me:
- Establishing a Relationship – People are important! And establishing a relationship with the prospective bride and groom is KEY. If you are interested in working with a Wedding Coordinator, I think it’s so important to hop on a call or meet face to face. No two coordinators are the same, and I think it’s very important to find someone that you feel understands your vision, and that you gel with (since you will be working very closely together). My favorite part about coordinating weddings is establishing these new relationships. Because I join couples within the last few months of the planning process, I get to here all about their day from the inside. Their excitement, their hopes, their dreams, their fears, and in learning about all of that, I am sensitive and in tune with their specific needs and wishes. I am a great sounding board for my clients and am always happy to provide an unbiased opinion when needed. One of my last brides told me I was “…the best friend she never knew she needed”, and I think that’s pretty accurate. You can trust me to care and work hard just like any of your friends would. I’ll crack jokes, tell you stories, and really listen. I’ll care, and as always, I’ll feel honored to be a part of your big day.
- Building a Timeline – Building a timeline for your wedding or event is crucial to the success of the day. Besides your ceremony and reception start times, there’s a lot that goes in to figuring out what time hair and make-up need to start, when to do first look photos, etc. Party of my service includes working with you on and giving you the tools you need to build a precise timeline resulting in a seamless wedding day.
- Thinking of all the Variables – During wedding planning, most clients are able to piece together the “big things”, but it’s often times the smaller variables that need attention. When is the marriage license being signed? How are the alter flowers from church getting to the escort card table at the reception? It’s my job to help you think through all those tiny details, and many times, actually be the one taking care of those tasks for you.
- Event Management – I’ll manage vendors, I’ll manage your bridal party, and even some of your guests. I’ll take care of whatever you need me to, including your dogs (I’ve done it before!). I’m not shy and not afraid to tell people to have a seat, or that the bar is closed. I’ll tell you which vendor didn’t earn that extra gratuity you have waiting for them at the end of the night, or which vendor may need an extra tip thrown their way. I’m your eyes and ears so that you can enjoy your night.
- Set-Up & Take Down – Today’s weddings and events are filled with such beautiful and intricate details. Personalized touches that really make it something special. Need help setting those items up, or taking them down? I’m the kind of girl who isn’t scared to get her hands dirty. Let’s talk about what you need to put the finishing touches on your ceremony and reception, and I can help you make that happen.
So why Rosanna Catapano Event Design?
I’m the kind of person that loves to help people. Always have been. If you ask my friends and family, they will tell you, I never say no. No job too big or too small. The bride and groom are the boss, and nothing makes me happier than seeing them happy. You need me to lug 8 coolers with enough White Claws and Mimosas for an army? No problem. Need me to stop for bags of ice on the way in? Sure. Need garment racks for the dresses in the bridal room? Ok. I have two sets of my own, I’ll just bring them. No extra charge. Cause that’s who I am. And that’s what I do
So, in a nutshell, that’s most of my job. I’m basically JLO. 😉 Before you can even ask, I’ll be there already on it, hustling my way through, to ensure it’s all perfect, just for you!