20 Duties of a wedding coordinator before , during and after a Nigerian wedding

20 Duties of a wedding coordinator before , during and after a wedding
20 Duties of a wedding coordinator before , during and after a wedding

1. Find you that reception venue with the perfect view, or the one caterer who will work with small budgets.
2. Source for vendors, arrange meetings with suppliers and deliveries, and handling any no-shows.
3. Solving last-minute emergencies
4. Scheduling and running the rehearsal: She’will carry out your wishes for the ceremony from organizing the order of procession, music timing , tutoring ushers on how to greet guests and where to seat them. Remind you to have your marriage license in handy for next day celebrations , make sure you get enough rests as well as answer any last minute questions you might have.
5 Setting up the ceremony and reception spaces;
Once it’s time for the ceremony to begin, she will signal the Dj/music artiste/band , the officiant, and everyone involved in the processional. She will be there to help if any last minute issues arise.
6. Making sure that the wedding party is on time and in the right places.
7. Coordinating the reception and wedding timeline, ensuring everyone keeps to time .
8. Wedding planners can act as peace makers and use their negotiating skills to create peace
9. In conjunction with security agents, deal with wedding crashers and unruly guests. She can have a printed list of guests that security officers can use to check guests in against their names to avoid unwanted guests.
10. Ensuring that the space is left clean and that deposits are refunded.
11. Collecting personal items and wedding gifts on behalf of the bride and groom, making sure they get back to them safely.
12. Returning rentals and borrowed items.
13. Pull in favors to get discounts or freebies.
14. Wedding coordinators can acts as wedding stylists , Give you ideas, and tell you about current wedding fashion and trends.
15. Create balance, unified theme and prevent any disjointed elements in the wedding look.

16. Go over previous arrangements and add details you might have missed.
17. Coordinate the florist, caterer, printers, invitation companies, graphic designers and any other aesthetic vendors
18. Design seating arrangements, stage setup, your tables, lighting and other visual details.
19. Find coordinating and stylish favors/gifts/souvenirs .
20. She will be the first in at the venue to ensure all arrangements are in place, the last out to ensure all details are taken care of and perform every other as role assigned to her.
A wedding coordinator should Expect the unexpected and deal with it!

Ten commandments of choosing an Event planner for a Nigerian wedding

Just before you decide on the wedding planner you want to choose for your wedding, an expert in handling weddings and who will be instrumental in making sure goes according to your expectations and dreams .


This list informs you in detail, the  ten characteristics to look out for in your wedding planner before you choose her ;

1. Easy to contact and  readily accessible: 

She must be able to  return calls/reply messages/send mails promptly , responsive to your needs and have  contact details  that she can be easily reached in case she is not available. It does not make sense for an event planner to be responding to message weeks after an  inquiry has been sent.

A professional wedding planner should have Active phone number/email address/ social media pages and a website .

2. Well organised  and detailed : 

She must be  coordinated, have well laid out plans, alternate or backup plans in case the first option plans fails. She must be capable of paying attention to details, budgets, designs, costs, images, styles, color codes, . The little details make up the most important parts of the events . So every tiny,little point counts including the color of the serviettes.

Forget an event planner who is prone to distractions, loses focus easily, can not keep track of orders, unable to control or handle difficult situations, not calm or seem to have  a control of her emotions.

3. She Can Multitask:  

She should be creative, innovative, be flexible and can take on different roles as deemed appropriate.

Different situations calls for different approaches, various problems require various pragmatic solutions, Surprisingly there are wedding planners who have been known to act as usher/waiter/caterer/makeup artists/ Personal assistant/shopper/ hair stylist/ photographer/ gift wrapper/Dj/social media manager as the occasion demands for it.

Not necessarily that a wedding planner should have all these skills or be professionally trained in them. However she must be ready and willing to learn  to become equipped for roles she must take on in order for the event to go on smoothly and avoid disappointments.

4. Has good taste and style : 

A good wedding planner should have acquired  taste and style for  good things, she is a refection of what your wedding will be like. Although the wedding is about you, but your wedding planner should be up to date on the latest trends in wedding themes, styles, designs, decorations, know the most compatible types of weddings suited to her clients’ purposes.

It is a common belief that wedding planners are perfectionists, however a wedding planner should also have a fun side , weddings are meant to be funny, classy, lovely and exquisite with each guest and the couple having good memories of the day.

A good wedding planner makes a well planned wedding look flawless, each event seamlessly flowing into another without no one noticing how much is going on behind the scenes in order to achieve such perfection.

5. Has a  great sphere of  Influence: 

A professional wedding planer worth her salt understands  that the wedding /event industry thrives on building a connection of the right contacts, networking with other wedding planers, wedding and reception  venues , wedding suppliers, wedding vendors and event professionals . The need for creating and maintaining relationships with other wedding practitioners is not only for exposure , learning and keeping up with wedding trends but it is also to get better discounts and deals for clients .

It is advisable to beware of wedding planers who insist on their own vendors just because for the kickbacks they will get , you must also be convinced of the vendors they will be recommending and that they are qualified for the job. However , getting a wedding planner to handle the sourcing of vendors is easier and cheaper on the long run , she can help you secure great and better deals, arrange for refunds in case of disappointment, no show up or poor service delivery.

6. Well balanced , Has a listening hear and understanding  : 

She must  not be  imposing or commanding,  she has a listening ear, listens to all sides carefully before  making an informed decision, be attuned to her clients’ needs,  she can advice, suggest and also recommend but allows you freedom of choice and a final say in all decisions taken.

7. Good negotiation skills :

 In choosing your wedding planner, choose a person who has good communication skills, can calm frayed nerves, acts as a go between between vendors and clients, parents , family members, friends, negotiate for good prices, get good deals and effectively manage her resources to achieve great results.

Your wedding planner must understand all the legalities involved in getting married in Nigeria, can advise you on getting  a marriage license, prepare contracts  with vendors and wedding suppliers , negotiate agreements , arrange security and plan well ahead  for any eventuality .

8. Financially prudent : 

A  skilled wedding planner should be able to work according to budget , not o be extravagant , get carried away with high dreams, her feet must be firmly planted on the ground, know the prevalent  market prices, service cost . She must be able to prepare budgets, cost analysis for events and stick with it . Her goal should be not to make maximum profit, but to give the best services  to the client without going overboard, give remunerations for workers according to event industry rates and standards , ensure vendors are well paid for their services without anyone feeling shortchanged , cheated or duped.

9 . Comes highly recommended or referred by a trusted source;  

In case you are still confused on which wedding planner to settle for, ask for recommendations from trusted sources , better still ask  the potential wedding planner to show her  previous works (catalogs, social media pages, picture albums, videos ) , give referrals (previous clients or colleagues) that you can call or contact, ask to be  invited  to her  next events /jobs , so you can see how she and her team  handle live events .

Typically , friends and family members can be biased as to which wedding planner they will recommend to you, so ask from those who you will give you a professional opinion.

10. Trust your Instincts : 

Most importantly, trust your heart, wedding planning is a huge responsibility, it comes with the expectation of a high level of trust and working together, so it is of good advantage to hire a wedding planner you feel comfortable working within  relating to and trust to handle your fiances and your special day . There must be a connection and a common purpose of making sure your wedding urns out right and perfect.

Note : 

A wedding planner is not gender specific role, a male or female who are professionally trained are suitable for the position, but for the purpose of this post. I  have  used “She” , it can also be a “He” .

8 Recognized Event Industry Professional Associations in Nigeria

8 Recognized Event Industry Professional Associations in Nigeria

So you are an Event Professional?

You have invested time, money and resource to your craft.

Your Event Businesses is your means of livelihood.

Why leave the policy to chance or the hands of others.

You have your right to associate, “form”, “join” any “association” of your choice.

Below are some the known associations for event people in Nigeria and their full acronyms.

1.  PEPVAN – Professional Event Planners and Vendors Association of Nigeria @pepvanigeria

2. APPOEMN- Association of Professional Party Organizers and Event Managers of Nigeria @appoemn

3. ASSEV- Association of Event Vendors of Nigeria @assevnigeria

4. EIN – Event Industry Nigeria @eventindustryng

5. MAGN- Makeup Artist Guild of Nigeria  @Muaguildng

6. AMBCN – Association of Master Bakers and Caterers of Nigeria

7. AVON – Association of Venue Owners of Nigeria

8.NCEA- Naijacakeandeventaffairs @naijacakesneventsaffairs

Join an association and protect your business interest .

Wedding planning: Top ten factors that determines a perfect Garden/nature Wedding + Ibadan top gardens ideal for weddings

You have decided to have a wedding with the natural and outdoorsy feel to it, Now whether you are having it in an open field,  a backyard , local recreation park, a public building car park  , a public or private garden. The following tips are advisable to be put in place to ensure you have the perfect outdoor event. Also included are the top ideal garden locations for weddings in Ibadan.

Garden/nature  WeddingProps and design layout

1. A perfect plan : 

Consider food(Catered, barbecue or buffet)  type of reception, guest list, flow of human traffic, location, distance from central area, accessibility,  space allocation, design  e.t.c.

Don’t forget to have backup /alternative plans just to cover all bases. Rent all materials needed ahead and allow enough time to book the wedding location or for cancellation.

2. Safety 

This involves taking the necessary precautions, like adequate car parking lot, security, car attendants, no car should be left idling or unattended fires , also a canopy or small tent is necessary   to acts as protection from natural elements even when the weather forecasts are perfect. Winds, rains, hot blazing sun can sometimes be unpredictable . It is good to be always be prepared, ensure guests are comfortable and save yourselves unnecessary stress or lawsuits later.

It is also advisable to inform guests ahead on the need to dress appropriately, you can choose the dress code , no heels especially during the rainy period where heels can easily sink into earth.

3. Props and design layout :

The decoration, design and style of the outdoor space  is as important as the wedding itself. This will add aesthetics value, beautify the scene and create a perfect background to take good quality pictures for memories sake. Well maintained gardens such as  horticultural or botanical gardens need less decor and save you on decoration costs as the plants,flora ,  trees, shrubs even sometimes lake add so much grace and loveliness to the kind of ambiance you are trying to create  . Usually during the rainy season, the grass is greener and plants blossoms well, emitting sweet scents , however in a well kept garden, the time of season doesn’t really matter  as the plants are maintained/trimmed all year along .

The garden/outdoor space can also be prepped by the use of  natural looking  party props and proper garden styling. However to achieve maximum result, the wedding location should have been booked months/weeks ahead to give enough time for its preparation .  The wedding area can also be designed to make it look spacious and eye appealing.

4. Coordinated theme :

There are many  themes of  outdoor events to choose from including  rustic, vintage, country, magical, whimsical . The theme chosen must be coordinated and consistent throughout.  Each theme is differentiated in the type of props, designs ,colors,  linens, flowers, photo frames, centerpieces, chairs, food  used for the event.

5. Power: 

Do not forget power /electricity sources, get extensions or power cords and be certain to confirm with the site manager about power supply and outlets. Power is needed for the sound systems, lightnings(if used), Dj console, microphones and other electoncs.

6. Dance area : 

In designing the wedding space, a space should be created out as the dance floor. This is one of the advantage of an outdoor venue over an indoor space, there will be enough space for the dancing arena, enough to accommodate the couple and the guests without the fear of crowding.

7. Sitting arrangements /:

Tables , chairs should be setup a day before according to the seating plan, either in a cinema mode, or a cluster of ten or straight lines. The seating plan chosen will be as determined by the wedding coordinator/ event planner as he or she deems appropriate, taking into consideration the wishes of the hosts.

8. Personal touch : 

A personal touch is all that is needed to make the wedding unique, this can range from customized outfits, what the guest will be wearing, sentimental party favors/ souvenirs,

9. Create memories : 

Now that you will be achieving your dream of having a garden wedding, it is also equally important to create lasting memories. Asides hiring professional photographers, cinematographers to capture the special moments, you can also ask few selected friends/ guests to take and publish live videos, snap chats from your weeding and post with preselected hashtags. This will also create a personalized experience and allow those who wish to be at your wedding or weren’t invited to stay in touch and feel connected. More importantly, there are god memories you can look back on in future years with smiles, laughter and joy.

10. Achieve guest satisfaction: 

The wedding is just more than event, it is an experience. Make your guest comfortable and let them enjoy every moment. Provide restrooms/ mobile toilets , keep them entertained (games, fun), keep in mind children might also be present, they need to be engaged too.

Check out lovely garden pictures used as wedding venues below:

Ibadan top gardens

Top Ideal Garden venues in Ibadan 

1. Botanical gardens – University of Ibadan

2. Agodi parks and gardens – Agodi

3. International Institute of Tropical Agriculture , IITA, -Moniya

4. NPG gardens- Alao Akala way, Akobo

You will like to also read this post:

All you need to know about the 2 beautiful gardens to host your wedding in Ibadan ( Agodi and Botanical gardens)

Is there any I missed, please comment below and I will update as soon as possible.

I am sure by now you are already looking forward to your special day already. And cant wait to have a specially planned garden styled wedding. Yes, and I cant wait to share it with you.

Christina Adegbaju

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Wedding planning and preparations : Getting started early

” I am getting married but don’t know where to start my  preparations from”

This statement  is usually one out of many  of most  brides to be ‘s litany.

They are excited about their upcoming nuptials , yet at the same time overwhelmed by the many  plans they have to make.

If you fall into the above group, Best wishes, dear, you do not need to fret.

Really there is no need to worry, just try to answer the following as best as possible and you will discover the plans come together as well as you want them to be.

1. Have you set the date and budget  yet?

The date and budget are the two most important considerations for any wedding to take off, the date can be changed , but at least there should be a period fixed , setting a date  makes your pending wedding ceremony seem more real, now you have  a timeline to work with . The budget also helps in making realistic expectations, no one wants to finish with the wedding and goes hungry after or starts looking for house rent to pay, so the money at hand, that can be saved or realistically sourced should determine how much will be spent on the wedding.  Never rely on one uncle’s or aunty’s or cousin’s money somewhere that was promised to you, if eventually it comes, it should be an added bonus, not the main crux that the whole wedding is hinged on.

2. Have you picked your wedding colors?

Choose colors you are most comfortable with , consider yours and your spouse favorite colors, colors of the season, what is trending, the accessories and wedding theme, all these have considerable influence on the final colours you choose.

3. Have you booked the venue where the main ceremony will take place and a  nearby location to host the reception?

Determine whether you have to reserve or book ahead the  rental equipment, chairs, sound system, marquee, hall . How accessible is the venue for guests in terms of location, finding transportation, is it easy to find directions , are there restrictions, in house security, parking space, touts? Does the venue  allow food and drinks to be brought fin from outside or is inside catering? Is there constant electricity or alternate power source, what is the duration of hours allowed for your ceremony? Do you pay extra charges for extra time spent, decorators setup? Is the place soundproof, open space or indoors?

Your preference and the venue’s benefits will determine your choice of venue.

4. Which vendors are you using or you trust the judgement of the event planner  ?

Food and drinks, music, wedding compere, photography, drivers, decorator.

Have you booked to have that particular caterer you’ve heard wonderful stories about, before someone else, makes her unavailable on your day? Discuss your menu with her/him. Is she/he going to be baking your cake or will you just order a beautiful one? Oh, also check in with your vendors: confirm arrival and delivery times. Also, do not forget to make arrangement for people to serve and maybe ushers too. Yes, they’re different.  Dont hire a vendor in the hope of him/her taking on more than the job(s) you signed him/ her for. Have clear contract and agreement written out stating who is responsible for what.

What about your MC, a DJ/live band, a photographer, a videographer? Give a list of important shots to take, to your wedding photographer. You get the drift– colleagues, school mates, association members, family and so on.

Who’s gonna decorate the hall, the cars?  The ambiance really matters, choose a special wedding theme and let it form the basis of the venue styling and design.
Confirm which cars (2 or 3) and drivers, will be taking you, your groom, your train and maybe parents , to all the venues. Someone might need to coordinate the parking at the venue’s parking lot too.

5.  What about the guest list   and  how do you want to invite your friends and family?

No matter how  small low key a wedding is , guests still need to be informed. Are you doing word of mouth, sms , sending emails or printing invites. How will you get them across? Ensure you inform your guest early to avoid late rush and disappointments.

What does your guest list look like? D’you think more than a 100 or 1000 people will show up? Or are you going to make it strictly-by-invitation, to help you impede chaos, even better? How are they going to sit? Just anywhere? This is when ushers will be of great advantage to help you sort out the seating arrangement and assist guests.
Would you need to hire hotel rooms for out of town invitees? Get the names and costs of  nearby hotel rooms.

6.  What does your religious  / local marriage institution require of you? Have you done them yet ?

  • Wedding vows – Either you get creative and write yours or  you adapt pre written vows for your own use.
  • Blood and genotype tests
  • Court affidavits
  • Marriage license application
  • Birth / divorce/ age declaration certificate
  • Wedding announcements in local papers or media
  • Change of name

7. What will  your guests be wearing  and what do you intend to give them ?

This part is actually optional. People can come and dress the way they want and turn up, giving of gifts is not also a do or die affair.

Are you going to sell aso-ebis?

 For Bride’s and Groom’s sides, for both the trad and the white wedding? Determine how many aso ebis you want to get , also who are those who will be on your bridal train, inform them early, to know how many outfits you will be getting. When setting the price of aso ebi and  bridal train outfits, remember the crop of friends you have and class of guests you are expecting. You need to consider their pockets. Never go overboard. Start thinking  whether to find a local fashion designer or to buy ready to wear outfits for the groomsmen and ladies in waiting.
8. Who is handling your looks?
Looks means style, fashion and beauty.
Your  own wedding attire(s), Are you certain they meet the dress code of the institution (church/mosque) as regards sleeves, low neckline, color….?? Of course, Do-Not-Forget-To-Buy-Wedding-Rings!! And don’t forget to hand them over to the ring bearer or best man, on that day too – to take to the church or wherever.
Who’s going to do your make-up , make your hair, tie your head tie…you know…help you dress? Get professional help, this is not the time to allow a mum, aunt, or baby sister use you for experiment except they have also been trained or exceptionally good at it.
Get your outfits ready, sewn/altered, and ready to wear at least weeks before the wedding, don’t forget the shoes, bags, perfumes, lipgloss, gloves, new underwear , hair spray e.t.c.
9. How much time will you spend with your spouse in the days leasing to the wedding?
To pray, read together, review plans, make plans, enjoy each other’s company. There should not be a gap or lack of communication between both of you .
Focus on you and your groom on the days leading to the wedding.  Be more attuned to yourselves. Dont be swept off by  so much activities and overwhelming pressure .
Practiced your dance moves? Don’t get “served” by your hubby on that day. People must “spray” you money. Which of your trusted friends/family members , even an usher  will help you pick them up and keep them safe, until after the whole event .
 Where will you retire to, on that very day, after the ceremony? Honeymoon’s where? Flight tickets? Be Prepared!
 10. Do you want to do the planning all by yourself  (Like  a diy wedding) or get a professional to handle it ?
The latter   is a lot easier, no room for trial and error experiments with your wedding, after all you pray you do this only once and get it right. Moreover, it saves you cost in the long run , eliminates stress and saves you time to focus more on yourself and getting prepared for your special day.
P:S Remember to keep mementos of your wedding, at least a copy of your Invitation card, church program for you and your spouse, the wedding souvenirs like jotter, calendar or any thing that was customized for the wedding for keepsake and to keep the fond memories of the happy moments. Stay happy all through, dont over work yourself, get into unnecessary arguments, and have lots of beauty sleep.

To help you with the planning, get a notebook, or on your ipad, save your answers to the above questions and add your notes as you review them.

Best wishes, dear!