Top 10 Things to Ask Your Wedding Coordinator: Choosing the Perfect Partner for Your Big Day

Hiring a wedding coordinator can be one of the best decisions you make in planning your wedding, but finding the right coordinator is essential. A good coordinator will not only handle the logistics but will also understand your vision and help bring it to life. To make sure you’re hiring someone who fits your style, needs, and personality, here are the top 10 questions to ask your potential wedding coordinator.

1. What Services Do You Offer?

Not all wedding coordinators provide the same level of service, so it’s important to clarify what they offer. Some may focus only on day-of coordination, while others offer full-service planning, vendor management, design, and styling.

Why It Matters: Understanding their scope of services will help you determine if they can meet your specific needs. For example, at The Wedding Lab, we offer day-of coordination, styling, and a range of rental and custom signage options, making it easy to mix and match services according to your vision.

2. Do You Have Experience with Our Type of Wedding?

Every wedding is unique, whether it’s a large traditional celebration or an intimate, unconventional gathering. Asking if your coordinator has experience with weddings similar to yours will give you insight into their ability to handle your specific needs.

Why It Matters: A coordinator with experience in your wedding style will be better equipped to handle the nuances and challenges of your particular vision. If you’re planning a destination wedding, a rustic barn wedding, or a culturally specific celebration, experience in those areas is key.

3. How Do You Handle Wedding Day Issues?

Even with careful planning, unexpected issues can arise on the wedding day. Ask potential coordinators how they handle last-minute challenges, whether it’s a vendor running late, weather changes, or technical issues.

Why It Matters: A good coordinator should be quick on their feet and able to handle any challenges calmly and effectively. Their answer will show you how prepared they are for potential hiccups and how they approach problem-solving under pressure.

4. How Many Weddings Do You Coordinate in a Year?

Some coordinators manage multiple weddings each weekend, while others focus on a limited number of events. Ask how many weddings they typically coordinate per year, and if they’re managing more than one wedding on your wedding day.

Why It Matters: If a coordinator is juggling several weddings, it’s important to know how they ensure dedicated attention on your day. Many couples prefer coordinators who focus on one wedding per day to avoid potential overlap and ensure their full attention.

5. Can You Share Some Examples of Past Weddings You’ve Coordinated?

Seeing examples of past work will give you a sense of the coordinator’s style and the level of detail they put into their events. Ask to see photos or portfolios, and pay attention to the style and execution.

Why It Matters: This question helps you gauge if their aesthetic aligns with yours. For instance, if you’re dreaming of a romantic, garden-inspired wedding, you’ll want to make sure your coordinator has experience designing similar weddings and understands that style.

6. Do You Have Preferred Vendors?

Many wedding coordinators have a list of preferred vendors they trust and work with frequently. Ask if they can recommend vendors and if they have relationships with specific caterers, florists, photographers, and DJs.

Why It Matters: A well-connected coordinator can introduce you to reliable vendors that fit your style and budget. At The Wedding Lab, we maintain a network of trusted vendors, making it easy to provide couples with high-quality recommendations tailored to their vision.

7. How Do You Communicate Throughout the Planning Process?

Understanding your coordinator’s communication style and availability is essential. Ask how they prefer to communicate (email, phone, meetings) and how often you can expect updates.

Why It Matters: You want a coordinator who communicates in a way that suits you and provides regular updates to keep you in the loop. If you’re looking for consistent guidance or prefer more frequent check-ins, make sure their communication approach aligns with your preferences.

8. What’s Included in Your Fee, and Are There Any Additional Costs?

Ask for a breakdown of what’s included in the coordinator’s fee and if there are any potential additional costs. This will help you avoid unexpected charges and make sure the services you need fit your budget.

Why It Matters: Wedding budgets are often tight, so clarity around costs is essential. The Wedding Lab provides transparent pricing for our services, and we’re happy to go over any potential extras upfront so you know exactly what to expect.

9. How Will You Coordinate with Our Vendors on the Wedding Day?

A key part of a coordinator’s job is to act as the main point of contact for vendors on the day of the wedding. Ask how they typically work with vendors and if they manage all aspects of vendor coordination.

Why It Matters: Knowing that your coordinator will handle all vendor communication and coordination gives you peace of mind. This question helps ensure that your coordinator is organized, proactive, and able to keep all aspects of the wedding running smoothly.

10. What Do You Do to Help Couples Stay Calm and Organized?

Planning a wedding can be overwhelming, and a great coordinator not only manages logistics but also helps alleviate stress. Ask how they support couples through the planning process and on the day of the wedding to ensure a calm and enjoyable experience.

Why It Matters: Wedding planning should be enjoyable, and a coordinator who’s supportive, reassuring, and organized can make all the difference. At The Wedding Lab, we guide couples with checklists, planning timelines, and a customized client portal to keep things organized and help you feel confident every step of the way.

Final Thoughts

Choosing the right wedding coordinator is a big decision, and the answers to these questions will help you find someone who aligns with your vision and personality. From managing logistics to creating beautiful decor, a skilled coordinator will make your planning process smoother and more enjoyable. At The Wedding Lab, we’re dedicated to offering personalized service, from styling and custom signage to backdrop rentals and music coordination, so you can focus on celebrating your love. With the right coordinator, your wedding day will feel effortless, memorable, and exactly as you envisioned.