If There’s No Coordinator, Who’s Running the Day?

Let’s be honest — most weddings in Ireland with an average budget don’t have a planner. And that’s completely fine - you don’t need full-service planning to have a beautiful, meaningful, and well-run wedding.

But here’s the thing:
Someone still has to run the day.

If your budget is over €30K, I’d highly recommend carving out budget for a professional wedding day coordinator — even if your venue has an in-house contact.
If your budget is under €30K, hiring a coordinator might not be realistic, and you need a tight DIY plan.

On the day, you shouldn’t be in charge

You’ve done the planning. You’ve made the spreadsheets, had the calls, sent the emails.

Now it’s time to hand it all over.

You don’t want to be the one:

• taking calls from suppliers

• setting out place cards

• instructing the venue on dinner timing

• reminding the band where to set up

You’ve planned the celebration — now you get to be in it.

The day doesn’t run itself

Even the most organised wedding needs active coordination:

• Suppliers need to check in with someone

• Timing needs to be monitored (and occasionally adjusted)

• Guests need low-key guiding throughout the day

• Little surprises happen — a missing buttonhole, a broken heel, a delayed taxi

If no one’s in charge, those problems land on... you.

So who can run it?

If hiring a coordinator isn’t in the cards, the next best option is clear delegation. You’ll need a small team of trusted people — each with a defined role.

1. Point of contact for suppliers

Someone with the full timeline who can:

• Take calls and answer supplier questions

• Greet them as they arrive

• Make sure everyone is where they need to be

2. Timeline tracker

This person keeps things moving and liaises between catering and photography.
They buffer delays — for example, if photos run late and dinner needs to be pushed 15 minutes, they’re the one who lets the kitchen know.

3. Runner/helper

Someone calm and capable, on standby to fetch safety pins or relay messages without getting flustered.

💡 Tip: Don’t choose your mam or your maid of honour. They should be enjoying the day with — not working behind the scenes (and they’ll have plenty of other tasks already). Pick people who are dependable, tactful, and slightly outside the emotional centre of the day. Think: a super-organised cousin or your best friend’s partner.

But won’t that feel like too much?

Only if they don’t know it’s coming.

The key is preparation — not surprise. Brief them about the plan and give them a clear task list well before the wedding. They should know:

• What’s happening, and when

• What they’re personally responsible for

• What to do if something goes off-plan

📥 Helpful tool: Wedding Day Coordination Checklist — it outlines exactly what to hand over, to whom, and when.

A good timeline is your best friend

Once you’ve delegated roles, the next most important tool is a timeline.

Not a Pinterest-perfect one — a realistic one, with breathing space built in.

📥 Helpful tool: Wedding Day Timeline Builder — it asks a few quick questions (ceremony time, travel, photos, etc.) and creates a full run sheet to print and share.

Final thought

You don’t need a professional planner to have a smooth, joyful day — but you do need a plan for who’s in charge.

So choose your people. Hand over the details. And then?

Step out of planning mode and into celebration mode. Let go, be present, and enjoy every second.

💬 Related: Why Some Couples Have a Terrible Time on Their Wedding Day — And How to Avoid It
💬 Related: Your Morning-of Timeline: Hair, Makeup, Breakfast, and Photos