How Long Should a Wedding Coordinator Stay? More Than 6 Hours!
Your wedding day is one of the most important days of your life, and ensuring everything runs smoothly requires a dedicated and experienced coordinator. It’s tempting to book an inexpensive coordinator for a few hundred dollars - but there’s a reason some coordinators offer only 6 hours of day-of coordination—because that’s all they’re providing. If your wedding runs from 5 PM - 10 PM, that limited timeframe may sound sufficient, but it’s actually one of the biggest mistakes you could make.
5 Reasons Why a 12-15 Hour Presence by your Wedding Coordinator is Essential
1. Setup Begins Hours Before Your Ceremony
Your venue doesn’t magically transform on its own! If your wedding begins at 5 PM and your coordinator’s package starts at 4 PM, tell me, who is setting up your venue? Who is ensuring every detail is placed perfectly or handling last-minute issues? You? Your wedding party? Shouldn’t you be enjoying your day instead of running around managing logistics?
And let’s not forget, guests typically start arriving 30-45 minutes before your wedding start time. Is that really enough time for your coordinator to finalize setup, troubleshoot any last-minute issues, and then efficiently transition into managing guest flow? The reality is, once guests arrive, they come with questions, needs, and interruptions. If your coordinator is still scrambling to finish setup, who is assisting your guests and making sure everything runs smoothly?
So why should your coordinator arrive 3-4 hours before your ceremony start time? They will need to:
Oversee vendor arrivals and ensure they follow your layout and timeline.
Manage setup of décor, tables, chairs, florals, and signage.
Meet with venue representatives and key event personnel to confirm final logistics.
Handle last-minute changes and problem-solve any issues before they become major disruptions.
And this is the bare minimum of what they’ll do.
When a coordinator arrives early, they have time to check off key setup tasks, ensuring everything is in place before guests begin arriving. This allows them to easily shift their attention to guest experience, answering questions, directing attendees, and maintaining the event flow. Without an early presence, setup can quickly become chaotic, leading to delays and unnecessary stress.
2. Vendor Coordination & Issue Management
One of the priority tasks your coordinator will do, as mentioned above is oversee vendor arrivals and ensure they follow your layout and timeline. Your coordinator is THE point person for all vendors not only when they arrive but also throughout the day. Now, you may be thinking, “Isn’t that the venue coordinator is there for” and to that I say emphatically, “NO.” Your venue coordinator is not responsible for your vendors, you are (or whoever you hire). Your wedding coordinator will ensuring that:
The DJ/band knows when to set up and all the important cues
The florist places arrangements exactly where they need to go
The photographer captures all scheduled shots without interruptions
The catering team is ready for food service
All vendors get the support they need throughout the day so everything stays on schedule
Many weddings involve 10+ vendors, all arriving at different times throughout the day. If your coordinator is only there for a short amount of time, are they really coordinating anything helpful? Who is ensuring the florist arrives and sets up on time? Who is checking that the rentals are delivered and assembled properly? If your coordinator is arriving at the last minute, they aren’t managing—they’re playing catch-up. That’s not what you want on one of the most important days of your life! A coordinator is constantly troubleshooting behind the scenes, addressing delays and handling any vendor mix-ups so you don’t have to.
3. Meeting with Key People & Managing Guests
Your coordinator also plays a crucial role in guest relations including:
Meeting with key members of both families to answer any last-minute questions
Providing guidance for people who couldn’t attend the rehearsal but play an important role
Directing guests to their appropriate locations for the ceremony, cocktail hour, and reception
Ensuring the wedding party is following the timeline for hair, makeup, and getting dressed
Managing multiple questions from different people at the same time, prioritizing concerns and letting others know they’ll be attended to shortly.
When a coordinator arrives early in the morning, they have the time to address every question and resolve issues well before it’s time to get situated for the ceremony. Trust me, I know how many people I’ve spoken to before the clock even hits 12 PM! Without a coordinator keeping things on schedule, the day can easily fall behind, cutting into your celebration time.
4. Ceremony & Reception Flow
A well-executed wedding requires numerous transitions between each part of the day. Your coordinator:
Ensures guests are seated and the processional begins on time
Manages the timeline for introductions, speeches, and dinner service
Works with the DJ/band to keep energy levels high and dance floors full
Coordinates last-minute adjustments to avoid disruptions
But what happens if your coordinator only arrives when guests do and leaves when the reception ends?
Who is ensuring that final details are set up correctly before guests start arriving? Who is resolving last-minute issues, like missing place cards or an incomplete seating arrangement? What if a vendor is running late, gets lost, or forgets an important item? Who is managing family members, VIP guests, and their needs before the ceremony begins?
Are you concerned yet?
A coordinator who only works for the 6-hour ceremony and reception window isn’t truly coordinating.- they’re simply reacting to problems as they arise. When a coordinator arrives in the morning, they have time to proactively manage all these details, ensuring a smooth and stress-free experience. A six-hour presence simply isn’t enough to oversee your ceremony and reception logistics effectively.
5. Ensuring a Smooth Breakdown & Exit
As the night winds down, your coordinator:
Helps vendors with cleanup and ensures rentals are properly handled
Oversees transportation arrangements for guests and wedding party members
Collects and safely stores gifts, personal items, and decor pieces
Stays until the very end so that you and your family are not left handling last-minute tasks or unexpected venue fees.
Your coordinator should be one of the first to arrive and the last to leave, ensuring everything is wrapped up smoothly. Without this full-day support, couples often find themselves burdened with last-minute packing, gift transportation, or even cleanup duties that could have been avoided.
The Bottom Line: Your Coordinator Should Stay for the ENTIRE DAY
If you still want to go with a coordinator who is cheap and only offers 6 hours of service, you shouldn't expect white-glove level service. Instead, expect to be the one handling everything I outlined above—while also trying to prepare to be the guest of honor. Do you really want to be managing vendors, troubleshooting issues, and directing guests instead of enjoying your wedding day?
Wedding day coordination isn’t a half day job. A well-executed event requires constant attention, flexibility, and a professional eye on every detail. Having a coordinator for 12-15 hours ensures that everything happens in a way that allows you to focus solely on celebrating.
If you’re investing in your dream wedding, don’t cut corners on coordination. Make sure you have an expert on-site for the entire day to guarantee an unforgettable experience!
Need a coordinator for your upcoming wedding? Email us today! info@dunniweddings.com.