Behind the Scenes: How I Support Fellow Vendors on Wedding Day

Weddings don’t run on timelines alone—they run on people.

From photographers and DJs to florists, caterers, and venue staff, it takes a solid team of professionals to bring a wedding day to life. And when that team is connected, prepared, and working in sync? That’s when the day flows effortlessly—not just for the couple, but for all of us behind the scenes.

As a wedding coordinator, I’m not just here for the couple (though of course, they’re at the heart of what I do). I’m here to support you, too. My job is to make sure everything runs smoothly, and that includes making your workday easier, clearer, and less stressful—so you can focus on doing what you do best.

Here’s a look at how I support fellow vendors before, during, and after the wedding day.

I Connect with Vendors Before the Wedding

A seamless wedding starts well before anyone walks through the venue doors.

I reach out to all key vendors a few weeks ahead of time to introduce myself, confirm details, and share a clear, realistic timeline. If you have questions or specific needs—timing, space requirements, special cues—I want to know about them before the day arrives.

This early communication helps us show up aligned, confident, and on the same team. No last-minute guessing. No surprises. Just clear expectations and open lines of communication from the start.

I Set the Tone the Morning Of

Once I arrive onsite, I’m checking in right away—introducing myself (if we haven’t met yet), sharing updates, confirming timing, and walking through any details that may have shifted.

My job isn’t to control the day—it’s to hold space for it to flow smoothly. You’ll know who to come to with questions, what’s coming next, and how I can support you as you do your work.

No one should ever feel like they’re in the dark. And I make sure you’re not.

I Build Vendor-Friendly Timelines

Let’s talk about timelines—because not all are created equal.

When I build a wedding timeline, I’m not just thinking about the couple. I’m thinking about you: the photographer who needs natural light, the DJ who needs setup time, the caterer who needs cues for dinner service.

I add realistic buffer time, coordinate transitions thoughtfully, and make sure you’re not scrambling to do your job with five fewer minutes than you expected. You’ll receive the timeline ahead of time, and if things shift, I’ll communicate in real-time to keep you in the loop.

Because when the timeline works for everyone, the day feels a whole lot smoother.

I Keep It Calm (Even When It’s Not)

Things don’t always go to plan. You know it. I know it.

Timeline changes. Weather drama. Vendor delays. A family member who’s a little… extra.

That’s where I come in. My background in emergency services taught me how to stay calm under pressure, and I bring that same mindset to wedding days. I manage the logistics, handle the curveballs, and adapt without sending ripple effects across the whole team.

You won’t hear me yelling or panicking. You’ll see me stepping in, solving problems quietly, and keeping things steady so you can stay focused and in your lane.

I Communicate Clearly and Respectfully

This should go without saying—but I’ll say it anyway: I believe in kindness and clarity.

I’m not here to micromanage or step on toes. I trust you to do what you do best, and I aim to create a space where we can collaborate without tension or confusion.

That means open, direct communication, quick decision-making when needed, and making sure everyone is looped in and respected. If something’s not working, I’m approachable—and if you need something adjusted, I’m all ears.

We’re on the same team. Let’s make it feel like it.

I’m One of the Last to Leave

After the cake is cut and the dance floor slows down, I’m still there—coordinating tear-down, checking in with vendors, making sure rentals are packed properly, and nothing gets left behind.

You won’t be hunting me down to find out where things go or waiting for direction as the night winds down. I stay to the end because that’s part of supporting the full team—and making sure the end of the night is as smooth as the start.

I Genuinely Love Working With You

The truth is—I really enjoy working with other wedding pros.

We all know how much heart, hustle, and effort goes into this work. We show up early, we pivot fast, we carry extra gear in our cars just in case. And at the end of the night, we help create memories couples will never forget.

When we work together with clear communication and mutual respect, everything gets easier—for all of us. The energy is better, the couple feels it, and the day runs like it’s supposed to. That’s what I’m here for.

In Closing: Here’s What You Can Expect from Me

If we haven’t worked together yet, here’s what I hope you take away:

• I’ll connect with you early, so we’re all prepared.

• I’ll show up with a calm, collaborative energy.

• I’ll advocate for a timeline that supports everyone’s role.

• I’ll communicate clearly, adapt as needed, and respect your work.

• I’ll be there from start to finish—not just for the couple, but for you, too.

Because at the end of the day, we’re not just vendors—we’re a team. And when the team works well together, the whole wedding shines.

Let’s make magic together. 💕

Want to collaborate?
Whether you’re a photographer, DJ, florist, or another incredible pro in the Wisconsin wedding world, I’d love to connect, support one another, and create amazing experiences for the couples we serve.

Feel free to reach out anytime at erika@northwoodseventpro.com or shoot me a message on Instagram @northwoodsevents. I’d love to hear from you—and maybe grab coffee sometime, too!