An on the day coordinator- they are such an integral part of your wedding day. They are the person who makes sure your day is running smoothly from the moment you step inside the venue, full of excited butterflies, to the moment you go home with your heels in your hands, in awe of how amazing your wedding day truly was. Their role consists of so many important things, from ensuring every single styling element on your day is set up perfectly, to making sure your grandma got a piece of cake (or two!). They are everywhere at once but you will hardly know they are there. They are the ultimate example of calm, cool and collected while getting sh*t done! We sat down with Nudo Wedding Planner Callin, who was Nudo’s very first on the day coordinator, and a damn good one at that! Getting an insight into a day in the life of an On The Day Coordinator at Nudo!
How did you get into the wedding industry?
My background is Visual Merchandising, I have an eye for detail and a side of OCD. I always had a love for weddings and wanted to get into the industry, so I studied Event Management! Whilst studying I volunteered at events, working with incredible people along the way. Then came Nudo, they were looking for an On The Day Coordinator. They were a company I could only dream of working for, but I thought ‘hey I have to try!’. I showed the team my passion and determination, combined with my experience from studying and volunteering. Which brought me here today, part of an incredible team as a Wedding Planner (yep, dreams do come true!).
When does a typical wedding day start for an on the day coordinator?
Firstly it starts with a late morning, eating a big brunch to get ready for a biggggg day! Usually you would arrive at the venue 2 hours prior to the ceremony start time (around 2pm generally). Finalise setting up the venue, ticking all of the boxes along the way. You need to be prepared in every way before the guests arrive, runners on your feet are a must!
Do you meet the couple prior to the big day?
You sure do, this is one of my favorite moments in the lead up to the couples big day. You will either meet your on the day coordinator in a meeting in the lead up to your wedding day or at the rehearsal a week or two before the wedding (depending on your wedding journey). Meeting the couple before the day means you can get to know each other establishing a connection and trust, which is so important.
What is your favourite part of being an on the day coordinator?
Getting the person ready to walk down the aisle, the nerves are at an all time high. Putting them into position at the start of the aisle, then sending them down to marry the love of their life. This is by far my favourite moment. I cry every time, there is always so much love in the room.
What is the most important thing that you take care of during the ceremony?
EVERYTHING haha. The ceremony is quite an intricate process from start to finish, you need to make sure everything is perfectly timed. This is where my heart beat gets faster, and my concentration doubles! You are coordinating so many elements for the ceremony- from the bridal party, to the guests, the celebrant, music, and vendors.
In saying that, the most important thing is getting the person down the aisle to meet the love of their life, to say ‘I do’. Whilst you are making sure the music is playing at the perfect time, so when you send the person down the aisle, the guests get that wow moment. Plus their partner waiting at the end of the aisle feels ALL the feels!
How important is a good run sheet for your job? Do you have any tips for couples creating one on their own?
Gosh this is the most important document on your wedding day! It is the schedule for everything, from the moment your hair & makeup starts, to when the car picks you up and you drag yourself off the dance floor at the end of the evening.
Your day will not run smoothly without a well put together run sheet. That’s why bringing in a professional is SO helpful! I have the run sheet in my hands at all times of the day, following it to a tee!
A really great tip for creating a run sheet is finding a great template to work from. Ask your venue, they might have one handy to send you! Then chatting to your friends and family that have been married before. They will have tips on what worked for them and what didn’t. Lastly if you don’t know if certain information should be in your run sheet, it probably should be!
What goes into the pack down at the end of the night once everyone has left? Do you stay late?
This is what we call round two. We stay for quite a while after drinks have been put down and the guests have made their way out of the venue. We pack up, clean up, making our way home in the early hours of the morning.
How do you feel that being an on the day coordinator made you better in your role as a wedding planner?
Starting as an On The Day Coordinator was the most beneficial role to becoming a Wedding Planner. It gave me such a valuable insight to what the wedding planners put together. Why they do certain things and what can be improved. So now when I am planning a couples big day, I know exactly how to plan the day to run perfectly.
What is the difference between an On The Day Coordinator and a venue manager?
An On The Day Coordinator is a professional that helps you pull together all of the pieces of your wedding in the days leading up, including your run sheet and suppliers. They then look after every aspect of your day/night, making sure it runs smoothly, suppliers are doing their job and any problems that occur are taken care of and solved instantly (without you needing to worry about a thing). Leaving you to enjoy every aspect of your day, chink many champagne glasses whilst being in your ‘blissful stress-free wedding bubble’.
A Venue Manager is an a-pointed person to answer any venue or logistic related questions, making sure you and your suppliers are adhering to the rules of the venue, they also look after the venue on the day of your event. Ultimately on the day of your wedding, they are there to care for the venue, leaving you in charge of the running of your day, your suppliers and problems that occur.
What is one piece of advice you’d love to give to all the couples out there for their wedding day?
Let go and enjoy the day. You are in the hands of professionals that want the day to be perfect for you. Leave it up to them. All you need to do is soak it all in. Enjoy every moment with a champers in your hand and dance the night away with all of your loved ones.
If you haven’t hired a professional to run your day for you, definitely do so! Paying for an On The Day Coordinator at a minimum (if not a Wedding Planner as well) is beyond necessary and helpful. It will mean you can enjoy your day, stress free!
So now you know how integral an on the day coordinator is to your big day! If you’d like to find out more about how one of Nudo’s epic On The Day Coordinator’s can be part of your wedding or event, be sure to reach out to our amazing team here! We promise they will be the key to a stress-free wedding day for you and your love.
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Nudo acknowledges the Traditional Owners of Country throughout Australia and recognises their continuing connection to the land. We pay our respect to Aboriginal and Torres Strait Islander cultures; and to Elders both past, present and emerging.
If you’re looking for a wedding planner or stylist in Melbourne and would love a team of dreamers and doers on your side to guide you through the journey step by step, drinking glasses of bubbles, and making wedding planning fun, then head to our contact page to chat to one of our friendly team.