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Wedding Coordinators
On-the-Day Wedding Coordination in Spain
We’re a small wedding coordination team based in Marbella, running weddings across Spain since 2019.
There are four of us. Wes founded the business, and Miriam, Vicky and Vivian lead the weddings themselves. We’re deliberately small: we take on a limited number each year, because a coordinator stretched across too many is no use to anyone on a Saturday in June.
Between us we’ve coordinated more than 80 weddings and helped over 120 couples find and book their venue since 2019. Most have been on the Costa del Sol and across Andalucía, where we live and know the venues personally, though we work regularly in Ibiza, Mallorca, Barcelona and Sotogrande too.
We are bilingual, which matters more on a wedding day than at any other stage. When a supplier is running late or a delivery is short, the difference between a problem you hear about and one you do not is usually someone able to make a phone call in Spanish at seven in the morning.
Our Coordination Fees
| Guest Count | Starting Price | Prep Hours (Pre-Wedding) | On-Day Coordination | Coordination Assistants |
|---|---|---|---|---|
| Up to 40 guests | €500 | Up to 3 hours | Up to 6 hours | 1 |
| 41 – 125 guests | €850 | Up to 3 hours | Up to 8 hours | 1 |
| 126 – 200 guests | €1,250 | Up to 3 hours | Up to 8 hours | 2 |
| 201 – 300 guests | €1,650 | Up to 4 hours | Up to 10 hours | 3 |
| 301+ guests | €2,000+ | Up to 4 hours | 10+ hours | 4+ |
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Luxury Weddings to Remember.
You arrive at the venue and the chairs are already out. The florist has been and gone. The caterer knows when speeches start, the photographer knows when the light goes, and the band know they’re on at ten. Nobody has asked you a question all morning.
That’s the whole service. Not a checklist of things we do, but the absence of things you have to do.
In the weeks before, we take what you’ve booked and turn it into one schedule everyone works to. On the day we’re first in and last out, checking deliveries against your orders, holding the timings, and dealing with the delays and shortfalls that happen at every wedding before they reach you.
Below are photographs from weddings we’ve run across the Costa del Sol and the islands. Most of what we did that day isn’t in any of them, which is rather the point.
What Does a Wedding Coordinator Do?
A wedding coordinator takes responsibility for the day itself.
In the weeks beforehand, we take everything you have arranged and build it into a single run-of-day schedule that every supplier works to. We confirm each booking, agree arrival times, and become the point of contact so that questions come to us rather than to you.
On the day we arrive ahead of the first supplier and stay until the last guest leaves. We check deliveries against your orders, confirm the setup matches your plan, manage the timings so the day moves without feeling rushed, and resolve problems as they arise. Delays and shortfalls are not unusual at any wedding. Handled early and in the right language, most never reach you at all.
It is a distinct service from planning. A planner helps you make the decisions across the months beforehand: venue, budget, suppliers, design. A coordinator ensures those decisions are carried out on the day. Many couples use one or the other. Some use both, with us planning the wedding and then running it.
Coordination suits you if you would rather organise your own wedding and hand over only the day itself. If you are earlier in the process and would like help choosing a venue or suppliers, our wedding planning and venue sourcing services cover that.
Your wedding is led by Miriam, Vicky or Vivian, and you will work with the same person from your first conversation through to the end of the evening.
Why Choose Wedding Venues ES?
At Wedding Venues ES, we understand that your wedding day is more than just an event, it’s a once-in-a-lifetime experience. That’s why we go beyond simply offering beautiful venues; we provide complete peace of mind through our expert coordination services. With years of experience planning and managing weddings across Spain, we bring together local knowledge, trusted suppliers, and calm professionalism to ensure your day unfolds effortlessly. From the first consultation to the final dance, we’re with you every step of the way, so you can savour every moment without worry.
We specialise in destination weddings and understand the unique challenges that come with planning from afar. Our bilingual team bridges the gap between your vision and the local logistics, making sure nothing is lost in translation. Whether you’re hosting an intimate ceremony or a grand celebration, we treat every wedding with the same care and attention to detail, tailoring our coordination services to reflect your style, needs, and priorities.
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Start Your Wedding Journey and discover our exceptional services, designed to make your day extraordinary and unforgettable. We look forward to creating wonderful memories with you.
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Tips For The Perfect Wedding Day Timeline
The best weddings look effortless, and that’s the trick of it, the calm you feel as a guest is the result of a great deal of work happening out of sight. Here’s what actually goes into a day that runs smoothly, whether you coordinate it yourself or hand it over.
Build a realistic timeline, then add margin. Most couples plan the day as if everything runs to the minute. It never does, hair overruns, the photographer wants ten more minutes of golden light, a course comes out late. Build in buffers between the big moments so one delay doesn’t push everything back, and make sure every supplier has the same version of the schedule.
Put one person in charge of the day, and make sure it isn’t you. On the morning, someone has to be the point of contact for suppliers, the florist asking where the arch goes, the caterer checking timings, the DJ wanting the running order. If that person is you or a member of your family, you spend your own wedding on your phone. It needs to be someone whose only job that day is running it.
Get your suppliers talking before the day, not on it. The caterer, the venue, the photographer and the band all need to know each other’s timings, when the food’s served, when the light’s best for photos, when the first dance is. Suppliers who’ve been introduced in advance work as a team; suppliers who meet for the first time at 3pm improvise, and improvising is where things slip.
Confirm the boring logistics in writing. Arrival times, setup access, where vehicles park, where the power points are, who’s cleared to be on-site and when. It’s unglamorous and it’s exactly what goes wrong, a supplier who can’t get in, or a delivery with nowhere to go, derails a morning fast.
Have a real wet-weather plan, not a hopeful one. “We’ll move inside” only works if the inside space genuinely holds your numbers and can be turned around quickly. Know the trigger, what time you’d make the call, and make sure the venue and suppliers know it too, so a rain shower at midday doesn’t become a crisis at four.
Plan the day to run without you. The couple should be the least busy people there. If the day depends on you making decisions, it isn’t finished being planned, every likely question should already have an answer someone else can give.
Wedding day timeline
| Time | Stage | What's happening |
|---|---|---|
| 11:00 | Preparations begin | Hair and makeup start; suppliers arrive and set up |
| 16:30 | Guests arrive | Welcome drinks as the afternoon heat eases |
| 17:00 | Ceremony | Late enough to avoid the midday sun |
| 17:45 | Drinks reception | Canapés and group photos in the golden light |
| 19:30 | Dinner | Seated meal as the sun goes down |
| 21:30 | Speeches | Between courses or after the meal |
| 22:00 | First dance | The evening turns to the party |
| 22:15 | Party & evening food | Dancing, with an eye on the venue's music curfew |
| Late | Send-off | Transport timed to the curfew |
Our Services
Venue Sourcing
Venue Sourcing & Tours | We expertly source and tour secure idyllic Andalucia wedding venues, from luxurious beachfront villas to rustic countryside fincas, perfectly tailored to your unique vision and style. See our hand selected Wedding Venues in Spain
Wedding Planning
Wedding Planning Services & Packages | Our professional Andalucia wedding planners meticulously handle every detail, from budgeting and guest logistics to design aesthetics, crafting personalised, stress-free celebrations. Also see our: Wedding Packages
On-Day Coordination
On-Day Wedding Coordination | Our dedicated on-the-day wedding coordinators ensure your Andalucia celebration flows seamlessly by managing timelines, vendors, and guest arrangements, so you can enjoy your special day.
Vendor Sourcing
Vendor Sourcing & Management | Leveraging our trusted network of premium local suppliers, from top caterers and talented DJs to photographers and florists, we seamlessly manage all vendor interactions.
Wedding Coordinators Spain
We understand that coordinating a wedding in Spain, especially from abroad, can feel overwhelming. That’s why we’ve created a dedicated Frequently Asked Questions / FAQ section to support you through every step of the coordination process.
We highly recommend exploring these helpful insights, which cover everything from on-the-day timelines and supplier management to guest logistics, venue preparation, and ceremony flow.
Whether you’re dreaming of a seaside celebration, a countryside gathering, or a chic city wedding, our coordination team is here to ensure your day runs seamlessly and stress-free.
Our expert coordinators specialise in handling all the behind-the-scenes details, offering discreet and professional support so you can focus on enjoying your celebration with confidence and calm.
Contact Wedding Venues ES Today!
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Common Questions
Our venue already has a coordinator. Do we still need you?
Usually yes, because they are two different jobs and the distinction only becomes obvious when something goes wrong.
A venue coordinator is employed by the venue. Their responsibility is the building, the venue’s own staff, the in-house catering if there is any, and making sure the site is handed back in good order. That is a real job and a good one will make your day easier. But they do not manage the suppliers you have booked independently, they do not build your timeline, and if your florist is ninety minutes late, it is not their problem to solve.
Three practical differences worth knowing. Their hours are usually tied to a shift rather than to your day, so they may well leave before your first dance. They typically meet you once or twice, close to the date, rather than knowing your plans in detail. And venue coordinators change jobs, so the person you met at the viewing may not be the person you meet on the morning.
We work for you rather than the venue, we coordinate every supplier including the venue itself, and we stay until the end. Where a venue coordinator is genuinely excellent, and some are, the two roles work well together and the day runs better for it.
How many of you will actually be there?
It scales with your guest numbers: one coordinator up to 125 guests, two between 126 and 200, three between 201 and 300, and four or more above that.
That is not padding. There is a pinch point at almost every wedding, roughly the twenty minutes after your ceremony ends, where three things need to happen at once. Guests are moving from the ceremony to drinks, the ceremony space is being turned around for dinner or cleared entirely, and the caterer needs a decision about timings. One person cannot be in the ceremony space, at the kitchen door and with the guests simultaneously, and all three matter equally.
With a second coordinator, one runs the guest experience and one runs the back of house. Above two hundred, you add a third because the distances at larger venues become the constraint: a finca where the ceremony field is four minutes’ walk from the kitchen turns every small question into an eight-minute round trip.
If you are close to a threshold and unsure, ask us. We would rather size it correctly than have you pay for someone who is not needed.
What happens if our coordinator falls ill?
Another of us steps in with your full file, rather than someone starting from nothing on the morning.
Everything for every wedding lives in shared documents that all four of us can see: the run-of-day schedule, supplier contacts and contracts, your seating plan, the venue agreement and the notes from every conversation we have had with you. That is partly about continuity and partly just good practice, but it means no single person is a point of failure.
It is rare, and it has never yet meant a couple going without. It is also one of the arguments for a small team over a sole trader. A one-person operation that gets flu in June has no answer to this question at all, and it is worth asking whoever you are considering.
Do you handle payments to suppliers on the day?
Yes, if you would like us to. This matters more in Spain than it does at home, because a number of suppliers still expect a final balance in cash on the day. Dealing with that yourself means either the couple or a family member carrying several envelopes of cash around a wedding, knowing which goes to whom and when, and finding the right moment to hand it over. It is a poor use of anybody’s wedding day.
The way we normally do it: you give us the envelopes at the rehearsal or on the morning, labelled and counted with you present. We settle each supplier at the agreed point, collect a receipt where one is offered, and hand the receipts back before we leave.
Two honest notes. Ask each supplier whether the cash figure includes IVA, because the answer is not always yes and it is better established in advance. And we will always count it with you rather than accepting a sealed envelope, which protects both of us.
Do we need to feed you?
Only if you would like to. It is appreciated on a ten or twelve-hour day, but it is not a requirement and it never appears on your invoice.
If you do, the usual approach is a supplier meal arranged alongside your photographer, videographer and band. Most caterers offer a simplified version at a reduced rate, often around half the guest price, and they will ask you how many supplier meals you need when you finalise numbers. It is worth knowing that figure early because it is a cost couples routinely forget when budgeting.
Practically, suppliers eat while your guests eat, since that is the only window where nothing is happening that needs us. If there is no supplier meal we bring our own food, and it makes no difference to how we work.
Who looks after the rings, the cards and the gifts?
We do, if you would like.
Cards and gifts are the item couples most often forget to assign to anyone. They accumulate on a table through the evening, and by one in the morning nobody is quite sure whose responsibility they are. At Spanish weddings in particular, cash gifts are common and the amounts on that table can be significant.
We collect them through the evening, keep them somewhere secure rather than on display, and hand them to whoever you nominate before we leave, usually a parent or a member of the wedding party who is not travelling home that night. Rings we will hold during the day if you want, though generally the best hands for those are the best man’s, and our job is simply to check he still has them twenty minutes before the ceremony.
Our Testimonials
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We nearly decided against booking an on the day coordinator because we thought we could manage ourselves. Looking back, that would have been a huge mistake. Miriam took over from the moment we arrived and allowed us to enjoy every second of our wedding. Suppliers arrived exactly when they should, guests always knew where to be and even when the flowers were delayed slightly, Miriam dealt with it before we'd even noticed. If someone had asked me halfway through the day who was making everything happen, I honestly couldn't have answered because she worked so quietly behind the scenes. She gave us the freedom to simply be bride and groom, and that's priceless.
Vivian was amazing. Calm, organised and always smiling. We didn't have to worry about a single thing all day.
When people ask what the best money we spent on our wedding was, my answer is always the same, booking Wes to coordinate everything on the day. We'd organised the venue, florist, photographer and entertainment ourselves, but we quickly realised someone needed to bring it all together. Wes contacted every supplier beforehand, checked timings, coordinated arrivals and even kept an eye on the weather so everything stayed on track. The funniest part is that I barely saw him all day, yet somehow everything happened exactly when it should. Guests were seated before the ceremony, speeches flowed naturally, the band were ready at the perfect moment and our evening entertainment started without anyone having to ask. My mum said afterwards she'd expected to spend the day answering questions from suppliers. Instead, she enjoyed herself because Wes had already dealt with everything. Worth every penny.
I honestly don't think anyone realises how much happens behind the scenes at a wedding until you see someone like Vicky in action. She seemed to know exactly where every supplier was supposed to be, kept our bridal party organised, helped my dad before the ceremony when he suddenly became nervous and somehow still found time to check whether we'd eaten. There were around 120 guests at our wedding, including young children and elderly relatives travelling from Spain, Ireland and the UK. I expected at least one problem during the day, but if there was one, we never heard about it. Several friends have since become engaged and I've told every single one of them the same thing. If you're getting married abroad, book an on the day coordinator. It completely changes the experience. We came home with memories instead of stress, and that's thanks to Vicky.
