Wedding Coordination Project

Role: Lead Wedding Coordinator
Event Size: Planned for 500 guests; actual turnout ~600
Timeline: 2 months
Event Type: Single-day white wedding + reception
Budget Managed: ₦10 million
Stakeholders: Couple, Parents, 13 Vendors, Venue Managers, Ushers

Project Overview

Served as the lead wedding coordinator, overseeing full-scale planning, vendor management, guest experience, and real-time event operations for a ceremony and reception that ultimately hosted 600 guests. The event was widely praised, earning 100+ unsolicited testimonials for its beauty, excellence, and seamless execution.

Project Scope & Responsibilities

1. Planning & Vendor Management

• Coordinated 13 vendors across décor, catering, drinks, photography, videography, live band, DJ, MC, lighting, printers, makeup, logistics, and venue support.

• Developed end-to-end planning documents: vendor briefs, day-of timelines, seating charts, logistics flow, escalation paths, and crisis response.

• Oversaw all stakeholder communication with couple, parents, and vendors, ensuring alignment on expectations and deliverables.

2. Guest Management & Seating Strategy

• Designed a check-in system for the expected 500 guests, later scaled in real time to manage 600+ arrivals.

• Deployed a dual-team usher structure:

  • Outdoor ushers highlighting seating information to reduce check-in bottlenecks.

  • Indoor ushers directing guests quickly to seats.

• Adapted the seating plan on the spot by:

  • Adding 5 slimmer tables,

  • Reconfiguring table layouts, and

  • Leveraging staggered arrival/exit times to maintain comfort.

3. Real-Time Operations Leadership

• Managed live coordination on the wedding day, ensuring smooth transitions from procession to recession.

• Supervised pastoral scheduling, hymnals, procession music, and reception program flow.

• Actively monitored vendor performance and reinforced deadlines to recover from delays, including:

  • décor team arriving late,

  • slow setup from venue staff,

  • last-minute shortages of chairs and tables.

• Personally supported setup — delegating tasks within the décor team, liaising with hall management, and recruiting additional hands to accelerate preparation.

4. Risk Mitigation & Crisis Handling

Successfully stabilized multiple on-the-spot challenges:

• Gate crashers attempting to enter without authorization.

• A money-spraying dispute that escalated into a near interruption of the ceremony; facilitated mediation outside to maintain event flow.

• Vendor delays, especially décor arriving late and incomplete setup.

• Overcapacity concerns due to unexpected guest overflow.

Ensured the couple remained blissfully unaware of backstage issues.

5. Catering & Resource Allocation

• Worked with caterers to re-prioritize food and drinks distribution, ensuring VIPs were served first while maintaining consistent service for general guests.

• Adjusted resource allocation mid-event to prevent shortages and maintain hospitality quality.

Impact & Outcome

• Delivered a beautiful, joyful, love-filled wedding that exceeded expectations despite multiple operational challenges.

• Earned 100+ glowing testimonials from parents and guests on the excellence, coordination, and ambience of the event.

• Successfully executed a 600-guest event under a tight timeline and unpredictable variables — showcasing high-level event planning, crisis management, vendor leadership, and guest experience optimization.

• The couple expressed immense satisfaction and enjoyed their day without any stress or disruption.

Summary

The day ran like a well-conducted orchestra — the couple danced through every moment without ever seeing the backstage hustle.