Top 10 Questions to Ask Your Coordinator Before Booking
pHOTO BY @acraftedbrandphoto on instagram
Planning a wedding is stressful enough. Interviewing vendors, designing your vision, and communicating throughout the process is no small feat. Luckily, you don't have to do it alone if you don't want to!
Most Chicagoland vendors will ask for a consultation meeting before you sign the dotted line to make sure that all your questions are answered. But even then, it's hard to know exactly what to ask them. We’ve compiled a list of our most common and helpful questions that we get asked. We are hoping these will hopefully help bring some peace to you and your partner. After all, that’s exactly what we want to bring to you as a couple, peace amidst chaos on your wedding day.
Tip No. 1
What does payment look like for you?
Let’s start with the trickiest question, payment. Understanding what you are paying and what for will definitely ease some of the stress that comes with spending this sum of money. Asking things like “Is there a payment plan option” or “Are there any late fees” upfront will help to alleviate any uncomfortable or stressful conversations in the future. In a city like Chicago, where weddings can vary drastically in cost, understanding the financial expectations will help you budget accordingly—and avoid surprises closer to the wedding date. Making sure everything is clearly outlined in the contract, and if not covered in your first meeting is essential to a smooth process. Coordination is an investment, but understanding even the small fees will help break down the stress of all the money jargon.
photo by @ubnabridged.photo on instagram
Tip No. 2
How many meetings do I get?
Most of the time this is dependent on the package you choose with your coordinator. But of course, clearing this up is important too so that you and your coordinator are both on the same page. If you live outside of the Chicagoland area or have a busy work schedule, asking for virtual meetings is definitely the way to go! Coming prepped with questions and concerns to these meetings is also imperative to a chaos-free wedding day, as your coordinator wants to know as much info as possible!
photo by @alasandraphotography on instagram
Tip No. 3
Can we adjust our package or purchase add-ons?
Couples often go through many shifts during their planning process. Maybe an extra hour on the day-of, or rehearsal day is needed, or you need someone to assemble the welcome bags. Whatever it is, your coordinator might be able to adjust the package to your needs. Many coordinators in Chicago have flexible packages where you can add things a la carte, but there are a few that require you to stick within the bounds of the package. Make sure you keep this in mind during your consultation meeting, as it can change the original price and fees of your package.
Photo by @foxandivory on instagram
Tip No. 4
Do you set up or break down decor?
Depending on your vision, you could have a lot of inventory items that need setting up the day of your wedding. The question is, who is going to make all of that happen? Some coordinators love the set up, and will happily do it as long as it is within the package that you chose. Another instance is that the coordinator will oversee the vendor deliveries and make sure that everything arrives. Whether its one or the other or both, knowing exactly who is setting up will completely change the game and ensure that your wedding day is exactly as you envisioned it.
Tip No. 5
Are there travel fees associated with the cost?
Chicago is a spread out city and traffic can seriously be an issue sometimes. If your wedding is happening outside the city center, includes multiple locations, or you’re planning on getting married out in the suburbs, this is a must-ask question. You’d be surprised at how much parking and gas costs can add up. Confirming this in advance is the easiest way to understand what you are paying for.
Tip No. 6
What happens if there is an emergency and you can't make it on the wedding day?
Nobody wants to think about a worst-case scenario, but it’s always smart to plan for it. Whether it’s illness, emergencies, or unforeseen conflicts, you should know what your coordinator’s backup plan is. Many companies have a team of trained professionals behind them that are ready to step up in any situation. Having that back up plan is so helpful and will help alleviate any day of stresses.
Tip No. 7
Will you personally be there on the wedding day?
Because some companies work with a team, oftentimes the person you speak to during your consultation meeting isn't the person that you will be working with leading up to the big day. That’s not necessarily a bad thing, but you should know how their process works so you can get someone you trust on the wedding day. They will be your right hand through it all, so it’s best to have someone you can know at least before your wedding!
photo by @laurenpetersonphoto on instagram
Tip No. 8
Do you help create the wedding day timeline?
Timelines can make or break the flow of your wedding. Managing them on your own is a huge task to ask on the day of your wedding. Most of the time your coordinator will create that timeline and distribute it to those that need it. Asking if they create it for the whole day, making sure that they coordinate with your vendors and clarifying transitions between ceremony, cocktail hour and reception is so important to the flow.
Tip No. 9
Have you worked at my venue before?
Chicago wedding venues are so diverse and plentiful too! Experience at your venue is a huge advantage. Even if they haven't been there, the knowledge and initiative to do their research is a great sign. Coordinators need to know their policies, limitations, and important instructions so that they can anticipate challenges with their prior knowledge.
Tip No. 10
Can you share past galleries from couples?
Knowing that your coordinator has done weddings that are similar to your style and vision. Another important key factor is to make sure that your coordinator has a good reputation. In a city with as many wedding vendors as Chicago, glowing word-of-mouth and client satisfaction are often what sets a great coordinator apart. Looking at footage and pictures of those weddings can help ease a lot of hesitations.
Choosing a wedding coordinator isn’t just about hiring someone to manage logistics, it’s about trusting someone to carry your vision, ease your stress, and advocate for you throughout one of the most meaningful days of your life.
We would love to help bring your day to life. From timeline creation to decor setup, vendor management to wedding day woes we're here to help you celebrate fully and stress less.
Chicago day-of wedding coordination
Learn more about day-of wedding coordination for your Chicagoland wedding.
