5 Reasons to Hire a Wedding Coordinator

Words of wisdom from a Wisconsin Wedding Planner

Planning a wedding can be overwhelming. This is where hiring a wedding coordinator can make all the difference. From managing the timeline and liaising with vendors to troubleshooting last-minute issues, a wedding coordinator ensures your special day runs smoothly. Discover how their expertise can transform your wedding day into a seamless and stress-free celebration.

Save Time and Reduce Stress with Expert Support

A good wedding coordinator provides essential support throughout your planning journey. While they do not plan your wedding (that’s what a wedding planner does), they offer valuable recommendations and guidance. Most coordinators provide vendor recommendations, planning tools, and are available for questions, saving you time and stress. This way, you don’t have to vet vendors, set up organizational systems, or search Google for advice.

At Q Jancola, we offer tailored vendor recommendations based on your unique needs and preferences. Whether you want to support LGBTQ+ businesses or find a photographer who shoots film, we have you covered. Our clients also receive access to an online portal with a suite of planning tools, including a budgeting tool, guest list manager, floor plan creator, and planning checklist.

Create a Custom Timeline and Run of Show

One of the most crucial tools in a wedding coordinator’s toolkit is the timeline or run of show. This detailed document outlines every event on your wedding day, keeping you on schedule and informing vendors of their roles. Typically, coordinators begin working on the timeline with you 1-2 months before your wedding to create a comprehensive schedule. They also coordinate with vendors to accommodate their setup and teardown needs, ensuring everything runs smoothly.

We prioritize creating a meaningful day for you and your partner by building time for the things that matter most. Whether it’s extending cocktail hour or prioritizing more time for dancing, we tailor the timeline to fit your needs.

Tie Up Loose Ends 30-60 Days Before

A great wedding coordinator steps in 30-60 days prior to your wedding to tie up loose ends, create your timeline, and coordinate with your vendor team. This preparation time is essential for communicating with vendors and checking every detail.

At Q Jancola, we take the lead at the sixty-day mark, becoming the main contact for logistical questions and vendor communications. We review your vendor contracts, invoices, and planning documents, coordinating with your vendor team to confirm final guest counts, rental orders, and other logistical concerns.

Coordinate with Your Vendor Team

Coordinating with vendors is one of the most time-consuming aspects of wedding planning. A wedding coordinator steps in 1-2 months before the wedding to handle logistical details like delivery times, setup locations, and more. By hiring a coordinator, you can focus on enjoying the final weeks before your wedding, knowing that these details are managed.

At Q Jancola, we handle all vendor-related questions and coordinate with your vendor team to ensure a seamless experience. We introduce ourselves to your vendors and work together to provide the best possible service.

Enjoy Your Day Without Worrying About Logistics

On your wedding day, the last thing you want is to be setting up tables and chairs or answering vendor questions. Your coordinator ensures everything is handled, from setup to cleanup. With the timeline in hand, they direct vendors according to plan, allowing you to enjoy your day without distractions.

As your coordinators, we want you to fully enjoy your day. Your only “job” is to have fun and marry your favorite person. We handle everything behind the scenes, from welcoming you to the venue to sending you off at the end of the night.

Hiring a wedding coordinator can transform your wedding planning experience and ensure your special day is stress-free and unforgettable.

Let's plan your dream day!