Wedding Coordinator – Professionally
My Professional Experience
My professional background is rooted in project coordination and team management. My experience comes from years of working on business projects in an international company, as well as organising weddings under my own brand. The best references are the words of happy couples who trusted me with planning their wedding and reception. A wedding, behind the scenes, is in fact a complex project — one that requires efficient management and seamless coordination of many elements to create a perfect whole.
Experience
I have been working as a wedding coordinator since 2016. I have organized over 100 ceremonies – both large and intimate, international and Polish.
Knowledge
I hold a PRINCE2 (Foundation & Practitioner) project management certification. I also expand my knowledge in the field of organization, decoration and law on regular basis.
Passion
I fully engage in each project, regardless of whether it is a comprehensive wedding organization or just wedding consultations. I put a lot of heart, passion and enthusiasm into everything I do
Smile
When it comes to me, there is no day without a smile! That is why the biggest compliment for me are the couples’ smiles on their wedding day. This gives me wings for future activities.
A Personal Look at Your Wedding Coordinator
A Little About Me Personally
My career and work are just one aspect of my life. I spend all my spare time with my family. I combine various responsibilities and find a healthy work-life balance. Both of these aspects of life are strongly interlinked. In order to effectively pursue all your goals, it is necessary to find the right balance. I can say without a doubt that I have managed to achieve it.
Happy Wife
The preparation stage for my wedding is already behind me. Now I know how important even the slightest of details actually is. My work experience allowed me to live that day calmly and stress-free. I will do everything it takes to make your wedding day the same.
Mother of Ignaś and Ola
Since June 2022 I am also a happy mother. As a parent I know that nothing is impossible. Ignaś and Ola are an invaluable and creative assistants and my inspiration to act. Passing knowledge to my toddlers is pure pleasure.
Dog lover
A true pet and reliable companion during walks and play time – the one and only Shetland Sheepdog named Rico. He is a real canine gentleman and the happiest friend in the world.
Joyful Traveller
I love short- and long-distance trips. I fell in love with Masuria while discovering the charms of Poland. When it comes to further corners of the world, South Asia won my heart. When traveling, I always try to get to know the local culture and cuisine.
Responsibilities of a Wedding Coordinator
What Your Wedding Coordinator Takes Care Of
Typical Duties of a Wedding Coordinator
The list of a wedding consultant’s responsibilities is extensive, and many tasks require not only a good eye for style but also organisational precision and negotiation skills. Here are the main areas I take under my care:
- Creating the wedding’s overall theme (e.g., colour scheme, decoration style, atmosphere)
- Designing invitations, place cards, menus, and other wedding stationery
- Suggesting venues for the ceremony and reception — both traditional and unconventional
- Advising on the wedding menu — for both local and international guests
- Comprehensive floral arrangements: bouquets, table decorations, church and car décor
- Assistance in choosing the wedding dress, suit, hairstyle, makeup, and accessories
- Ordering the rings and arranging their presentation on the wedding day
- Arranging church and reception decorations according to the agreed vision
- Organising sweets, including the wedding cake
- Selecting alcohol — types, quantities, and serving style
- Organising transport and accommodation for guests, including those from abroad
- Proposing and organising wedding entertainment — e.g., photo booths, animators, fireworks
- Coordinating the music for the ceremony and reception — DJ, band, string quartet
- Recommending and liaising with photographers and videographers
- Preparing thank-you gifts for parents and small presents for guests
- Creating and monitoring the wedding budget, overseeing payment schedules
- Developing a detailed timeline of the wedding day
- Coordinating the wedding day — being on-site to ensure everything runs according to plan
Contract Management with Wedding Service Providers
Both signing and negotiating contracts are areas where I provide extensive support as a wedding coordinator.
What does this involve?
There are two ways to sign contracts with vendors:
- The couple signs the contract directly with the vendor,
- or I, as the wedding coordinator inPoland, sign the contract on their behalf, based on a power of attorney.
The second option significantly eases the couple’s workload and speeds up the formalities. This is particularly important, especially when working with international couples planning their wedding in Poland.
As a wedding coordinator:
- I gather offers from trusted vendors,
- I help compare service scopes and prices,
- I review contract terms (e.g., deposits, cancellation options),
- I monitor contract signing deadlines and payments,
- I oversee the quality of collaboration.
This way, you don’t have to worry about the paperwork or hidden costs.
Budget Planning and Oversight for Your Wedding
Managing the budget is one of the biggest challenges in wedding planning — and also the key to a stress-free preparation. That’s why financial management is one of the most important tasks of a wedding consultant. My role is not only to monitor expenses but also to create a comprehensive financial strategy that ensures your dream wedding stays within your means.
What specific actions do I take to keep the budget under control?
- I create a detailed financial plan at the very start of our collaboration, taking into account priorities and a reserve for unforeseen expenses.
- I suggest vendors that fit the established budget, leveraging my knowledge of the market and pricing.
- I negotiate prices and contract terms, often securing discounts unavailable to individual clients.
- I advise on where to invest and where savings can be made without compromising quality.
- I regularly monitor budget implementation and remind you of upcoming payments, ensuring nothing catches you by surprise.
As a wedding coordinator in Poland, I act as a financial advisor, logistics manager, and cost controller all in one. This way, you can be confident that every pound spent is well thought out, and your wedding stays within the set budget — with no unpleasant surprises at the end.
Planning and Controlling the Wedding Timeline
Creating the wedding and reception timeline is one of the most time-consuming yet crucial tasks for a wedding coordinator. As part of our collaboration, I develop a complete day plan — from preparations, through the ceremony, to the celebration late into the night — and ensure it is executed exactly as planned. Managing the timeline isn’t just about creating it; it also involves monitoring it continuously and making adjustments whenever necessary.
How does the process look?
- Gathering information about the couple’s expectations and priorities
- Coordinating with vendors regarding the scope of services and timing
- Creating a detailed, minute-by-minute wedding day schedule
- Including breaks and safety buffers to keep everything on track
- Sharing the final plan with all parties involved
- Overseeing its execution on the wedding day
A good wedding planner knows that a schedule must be not only detailed but also flexible. With experience and attention to detail, it’s possible to avoid stressful delays and unexpected interruptions.
Stages of working with a wedding coordinator
How does the wedding coordination process work?
Working with a wedding coordinator is not only a great way to save time and energy, but also a guarantee that every element of your wedding will be perfectly planned down to the smallest detail. If you’re wondering how the process works step by step – below you’ll find a detailed overview of the key stages of our cooperation.
1. Initial consultation
Everything begins with a conversation with your wedding consultant. Depending on your availability, the meeting can take place in person, over the phone, or online – most often via Teams. This is a key moment that allows me to understand your needs, style, and vision, while giving you the chance to learn about my approach, experience, and the way I work when creating weddings.
2. Personalised offer
Based on the information gathered, I prepare a personalised offer of cooperation – tailored to your expectations and possibilities. It may include full wedding planning and coordination, or only selected areas such as on-the-day coordination, venue selection, or formal support.
3. Signing the contract
The moment the contract is signed marks the official start of our collaboration. From that day, you can hand over most of the organisational tasks, while I take over the coordination of the entire process. This is when booking dates, selecting vendors, finalising details, and planning logistics begins.
4. Preparations
This is the period of the most intensive activity. As your wedding coordinator, I prepare a detailed timeline that helps organise all tasks and avoid chaos. Additionally, I manage the budget — setting priorities and monitoring expenses to ensure the set limits are not exceeded.
5. Wedding Day Coordination
On your wedding day, you shouldn’t have to worry about a thing. That’s why, as your wedding coordinator, I arrive early and oversee the entire execution of the plan — from preparing the ceremony venue, welcoming guests, to coordinating with all vendors.
6. Post-Wedding Formalities
Even after the wedding, there are still several important tasks to handle: settlements, invoices, service confirmations, collecting decorations, and returning deposits. Many couples are already exhausted after the intense preparation period — which is why it’s the wedding coordinator’s role to ensure the project is properly wrapped up.
See the Wedding Coordinator in Action
Advantages of Hiring a Wedding Coordinator
Save Time, Reduce Stress, and Get Support at Every Stage
At first glance, organising a wedding and reception may seem simple, even intuitive — after all, it’s “just” choosing a venue, a band, a dress, and a cake. However, reality quickly proves otherwise. The sheer number of decisions, deadlines, vendors, documents, and details to manage can overwhelm even the most organised couple. That’s why working with an experienced wedding coordinator brings value at every stage.
Effortless
Planning
A wedding involves a lot of preparation and stress. A wedding coordinator takes control of the organisation, allowing you to enjoy every moment of the planning process without chaos or worry.
Trusted
Vendors
With the experience of a wedding coordinator, you gain access to the best photographers, florists, bands, and unique attractions. Everything is tailored to your style and budget — efficiently and without any risk.
Negotiating
with Vendors
A wedding coordinator knows the market and can negotiate favourable terms with vendors. She reviews contracts, monitors execution, and ensures every detail is perfectly in place on time.
Vendor
Coordination
From coordinating with vendors to managing the timeline, a wedding coordinator takes care of everything. This allows you to focus on your daily life while preparations run smoothly and stress-free.
Support for
International Couples
Living abroad? A wedding coordinator manages preparations remotely: conducting online meetings, handling documents and translations, representing you in Poland, and facilitating the organisation of every aspect of your wedding.
Flexible
Wedding Services
Do you need full wedding planning, partial support, or just on-the-day coordination? A wedding coordinator in Poland offers flexible packages tailored to your needs and budget.
Wedding coordinator Poland | Wedding planning in Poland | WEDDING CEREMONIES IN Poland
Let’s create something
beautiful together!
Let’s Wed it!
My name is Kasia and I am a Polish wedding planner.
I believe that good cooperation begins with the first meeting. During our conversation, I will tell you about my experience and explain how I work. I will also explain how I can support you in organising your wedding in Poland. Arrange a meeting with me and then you can decide if I should be your wedding planner!
I speak English, ich spreche Deutsh & hablo un poco Espanol