Planning and organizing a wedding is no easy task for a couple, especially when the wedding is planned in another country. However, not all brides are ready to entrust the organization of their dream wedding to someone else. With the development of the internet and social media, finding a restaurant, photographer, and hiring a florist to decorate a venue has become much easier. If you have the desire and the free time, you can organize your wedding in Italy on your own. But how can you ensure that on your big day everything goes off without a hitch, that not a single detail is overlooked, and that all your guests safely arrive at the ceremony venue? This is where a wedding coordinator comes in handy – a person whose unseen presence ensures your wedding will be perfect.
Wedding Coordinator VS. Wedding Planner
First, let’s clarify the terminology, as confusion often arises here.
A wedding planner is the person who plans your wedding from start to finish, based on your wishes, preferences, and budget. They will offer you various venue options for the celebration, advise on how best to decorate the hall, arrange transfers for your guests, create a seating chart, and organize live music. They will also be by your side on the wedding day, vigilantly ensuring that everything goes according to plan and resolving any issues that arise.
A wedding planner’s work begins several months before the wedding, once the couple has roughly decided on a date and budget. A wedding planner is the optimal choice for those planning a wedding in another country or who want to organize a large-scale celebration spanning several days, including a welcome brunch, a farewell lunch, and entertainment for guests such as trips, excursions, and tastings.
The wedding coordinator, in contrast to the planner, is responsible for the flawless execution of the wedding day plan. The coordinator’s work begins about a month before the wedding. They carefully review the event plan and help identify any minor oversights, “blind spots,” and, if necessary, make small adjustments by adding or removing details.
A wedding coordinator is the ideal option for couples who want to plan their unforgettable wedding in Italy themselves but prefer not to worry about the organizational details on the actual day of the celebration.
Duties of a Wedding Coordinator
Strict Adherence to the Schedule
The coordinator ensures that all planned events adhere to their allotted time frames. They will remind the couple and the photographer when it’s time to wrap up the photo session because it’s time for the wedding dinner, and they will urge the florist—who might be lost in thought decorating the wedding arch—to get back on track. 
Interaction with Contractors
A good coordinator double-checks with all contractors: a couple of weeks before the event and again immediately before it. They call everyone to confirm their readiness and clarify any minor details, remind them of the dress code, and on the wedding day, ensure that contractors fulfill their obligations. The coordinator also settles payments with contractors if it hasn’t been done in advance. 
Logistics Management
The wedding coordinator knows exactly where the newlyweds, guests, musicians, photographer, and service staff should be at any given moment. They will oversee the installation of the sound system, escort guests to the disco area, ensure that all courses are served on time, and verify that the number of chairs matches the number of guests.
Problem Solving
Did the bride blister her feet in her wedding shoes? Is one of the guests suffering from a headache? The coordinator always carries a first aid kit in their bag. Did a dress tear? They always have a needle and thread on hand. Has the Prosecco run out at the bar? Has the electricity been cut at the restaurant? The wedding coordinator will handle all of these issues.
When Should You Hire a Wedding Coordinator in Italy?
Ideally, the sooner the better. Good wedding coordinators rarely have gaps in their schedule, especially in Italy, where the climate allows for weddings year-round. Keep in mind that the most popular wedding period is traditionally from April to October. In addition to coordinating the event itself, the wedding coordinator can offer valuable advice during the planning stage, so don’t delay! 
How Does It Work?
You provide the coordinator with a detailed brief – a plan of the day that outlines the event’s timeline, includes the contact details of all involved contractors and guests, and specifies your organizational preferences along with accompanying photos.
For example, you might want to set up a live broadcast of the ceremony for a grandmother who can’t attend in person, or have Bengal lights distributed to your guests in the evening. Where to hang the string lights when it gets dark, how to arrange the chairs, what to include in the bomboniere – any details you consider important should be specified in the plan. A good wedding coordinator will always clarify and suggest what else to include if you have missed something.
After that, you can relax – your wedding is in safe hands. In our experience, something always goes awry at weddings, but thanks to the work of a wedding coordinator, you simply won’t notice it.
They will arrive at the venue ahead of time to ensure everything is executed exactly as you envisioned, stay in touch with all the contractors, and assist your guests in finding their way if they get lost or are running late. They will monitor the event’s timing and instantly resolve any problems or hiccups that inevitably arise.
In short, a wedding coordinator is your fairy godmother, dressed in the color scheme of your wedding, fluttering among your guests and solving all problems as if by magic.
Wedding Coordinator in Italy: Why Should You Use Their Services?
Not all contractors speak English well. During email correspondence this might not be an issue (we can all use translators), but it can become a problem during direct communication on the wedding day.
Italian contractors are unhurried and often disregard the adage “the client is always right.” If you don’t want to spend your entire wedding day on the phone, trying to figure out where your bouquet is or why you received someone else’s cake, it’s better to leave this work to the professionals.
A wedding coordinator has a well-established network of reliable contractors built up over the years, which can be invaluable in case of emergencies.
And finally, Italy is a country where you want to savor every minute spent there, not worry about how your wedding will go. Don’t deprive yourself of that pleasure by trying to coordinate everything on your own.
Wedding Coordinator and the Cost of Their Services
It depends directly on the scale of the event and your requirements. If you are planning a celebration with a small number of guests, one coordinator may suffice; however, if you expect 200 guests, you will need 3–4 wedding coordinators. 
We also offer paid consultations for couples who want to organize their wedding on their own but are unfamiliar with Italian specifics.
Why Choose WowItaly Weddings?
Our portfolio speaks for itself. Couples who have entrusted us with the organization and coordination of their weddings recommend us to their friends and return to us for other events.
We have been organizing weddings in Italy for 7 years, have an extensive network of contractors, and we even know how to persuade them! Even during the high season, when they are extremely busy and turn everyone down. 😉
Submit your inquiry in any convenient way and receive a free consultation on organizing your wedding in Italy, as well as our insider cheat sheet for brides.
