From the Coordinator’s Corner: 9 Wedding Day Tips from Valerie Baker

Some of the best wedding advice comes from the people who are there for the whole day, from the first details being unloaded to the last guests heading home.

At Hidden Springs Venue, our in-house coordinators work closely with our couples throughout the month of and on their wedding day. They see the timelines, the family photos, the cocktail hours, the weather changes, the little details and all of the moments in between.

That experience gives our team a unique perspective on what can make a wedding day feel organized, comfortable and genuinely enjoyable.

As part of our From the Coordinator’s Corner series, we're asking members of the Hidden Springs coordination team to share some of the tips they have picked up from coordinating weddings.

This time, we're turning to Valerie Baker, one of our in-house coordinators, for her practical advice on everything from DIY flowers and assigning wedding party responsibilities to cocktail-hour ideas and having a solid weather plan.

Here are Valerie's tips for couples planning their wedding day.

1. If You're Doing DIY Flowers, Plan Ahead!

DIY flowers can be a great option for couples who want to be involved in their floral design or take on some of the smaller arrangements themselves. Valerie's biggest piece of advice is to make sure you have a plan for getting those flowers ready and cared for once they arrive.

“If you're doing DIY flowers, get the flowers trimmed and back in water as soon as possible,” Valerie recommends. “Two days before they're needed is ideal.”

That timing gives the flowers a chance to hydrate and open up before the wedding day rather than leaving everything until the last minute.

It is also helpful to have a specific person or small group assigned to the flowers. Someone should know when they are arriving, where they are being stored, when they need to be trimmed and when the arrangements need to be ready.

That way, the floral details have their own timeline instead of becoming something everyone is trying to fit in around everything else happening that weekend.

2. If You're Using Faux Flowers, Consider Making Your Bouquet the Real Thing

Valerie also has a thoughtful suggestion for couples who are incorporating faux flowers into their wedding.

“If you're using faux flowers, try to budget where the bride can have real flowers for her bouquet.”

This can be a great way to combine the flexibility of faux flowers with the texture and natural movement of fresh blooms.

You don't necessarily have to choose between an entirely fresh floral design and an entirely faux one. Faux flowers can work beautifully for certain décor pieces, while fresh flowers can be reserved for the bouquet, boutonnieres or another detail that is especially meaningful to you.

Your bouquet is with you throughout so much of the wedding day, from getting ready to your ceremony and portraits. Having fresh flowers for that piece can give you the natural texture and fragrance of real blooms while still allowing you to use faux florals in other areas.

3. Give Your Wedding Party a Few Behind-the-Scenes Jobs

Your bridesmaids and groomsmen are already there to support you, so Valerie recommends giving them a few specific responsibilities throughout the day.

Not everything has to fall on the couple, family members or coordinator.

For example, someone can be responsible for capturing a few behind-the-scenes photos and videos throughout the day. Another person can make sure the couple has water and something to eat. Someone else can keep track of the couple's personal items.

These jobs don't need to be complicated.

In fact, assigning a few simple responsibilities ahead of time can make it easier for everyone to help without constantly asking the couple what they need.

Think of it as creating a small support team for the day.

And these aren't necessarily jobs that take someone away from enjoying the wedding. They can be simple reminders like, “Make sure they have eaten,” or “Can you keep their phones and personal items together?”

Those little things can be surprisingly helpful once the day gets busy.

4. Make Sure Your Officiant Knows About Any Announcements

Your officiant isn't only responsible for leading the ceremony. They may also be the person communicating important information to your guests.

Valerie recommends making sure your officiant knows about any announcements you want made before the ceremony begins.

For example, are you having an unplugged ceremony and asking guests to put away their phones? Do you want guests to know where to go for cocktail hour immediately after the ceremony?

Make sure those details are included in your ceremony plans and communicated to your officiant ahead of time.

It can be helpful to write these announcements out rather than assuming someone will remember them.

That way, everyone knows exactly what information needs to be shared and when.

5. Remember the Non-Alcoholic Options

Cocktail hour doesn't have to mean that every guest is drinking alcohol.

Valerie recommends considering mocktails as a fun alternative.

A thoughtfully designed mocktail can feel just as special as a cocktail and gives guests another option beyond water or soft drinks.

This is especially nice when you have guests who don't drink, younger guests, anyone who is driving or simply someone who would rather have a non-alcoholic option.

Mocktails can also be designed to fit the wedding itself. A signature drink doesn't have to contain alcohol to feel like part of the celebration.

6. Keep Water Available During Cocktail Hour

Speaking of drinks, Valerie recommends making sure guests have easy access to water during cocktail hour.

This can be especially important during warm-weather weddings, outdoor ceremonies and summer celebrations.

Having water readily available gives guests an easy option throughout the afternoon or evening and is an important part of keeping everyone comfortable.

At Hidden Springs, where couples and guests may spend time moving between the lakefront ceremony area, courtyard and reception barn, we always want guests to have opportunities to stay comfortable throughout the day.

7. If You're Serving Alcohol, Don't Forget the Food

If you're serving alcohol during cocktail hour, Valerie recommends having appetizers available at the same time.

Cocktail hour is often when guests are first getting a drink and visiting with friends and family after the ceremony, so it's also a natural time to offer something to eat.

Your appetizers don't have to be complicated. Couples can choose from passed hors d'oeuvres, grazing displays, food stations or other options that fit their wedding style.

The important thing is simply to make sure guests aren't being served drinks without having something to enjoy alongside them.

And if you're planning your wedding menu, remember to consider the timing of the food as part of the overall reception timeline rather than treating each piece as a separate decision.

8. You Can't Control the Weather, But You Can Plan for It

This is one of Valerie's simplest pieces of advice:

The weather can't be controlled. Having a solid Plan B is crucial.

Especially for an outdoor wedding, it's worth knowing ahead of time what happens if the weather doesn't cooperate.

A good backup plan doesn't mean you have to spend your wedding day worrying about rain. In fact, knowing exactly what will happen can make it easier to enjoy the day because you aren't trying to make decisions at the last minute.

Talk with your venue about the rain plan, understand how the ceremony or reception would be adjusted and make sure your key vendors know the plan as well.

At Hidden Springs, we work with couples to plan for the possibilities so there is a clear path forward if the weather changes.

You may not be able to choose the forecast, but you can choose how prepared you are for it.

9. Trust Your Coordinator and Your Vendor Team

Valerie's final tip might be one of the most important:

Trust your coordinator!

After spending months making decisions about your wedding, it can be difficult to step back and let other people take over once the day arrives.

But that's exactly what your coordinator and vendor team are there to do.

You've already made the decisions. You've created the timeline, chosen your vendors, planned the details and communicated what matters to you.

On wedding day, let the people you've trusted help carry those plans out.

Your coordinator may notice things happening behind the scenes that you never see: a vendor arriving, a timeline adjustment, a family member who needs help finding their place or a detail that needs to be moved before guests arrive.

You don't need to be the person solving every little thing.

Let your team do their jobs so you can be present for your own wedding.

Making Cocktail Hour Part of the Celebration

Valerie also had some fun ideas for couples who want their cocktail hour to feel like more than simply a transition between the ceremony and reception.

There are plenty of ways to give guests something to do while still keeping the atmosphere relaxed.

Photo Booth

A photo booth gives guests an activity they can enjoy throughout cocktail hour and creates another collection of photos from the day.

Live Painter

A live painter can create a piece of artwork while your wedding is happening. Some artists also offer guest portraits, which can turn the experience into an interactive activity.

Permanent Jewelry

Permanent jewelry can be a fun experience for guests who want to leave with a small keepsake from the wedding.

Tiny Tattoos

For couples who want something a little more unexpected, temporary or tiny tattoo stations can give guests a memorable activity during cocktail hour.

Live Music

A live musician, acoustic duo or small band can create an atmosphere without requiring guests to participate in an activity.

Interactive Food Stations

Food can be entertainment, too. An interactive charcuterie cart, ice cream cart or cake cart gives guests something to explore while adding another visual element to cocktail hour.

The best choice depends on your guest list and the overall feeling you want for your wedding. You don't need to include multiple activities. One thoughtful addition can be enough to make cocktail hour feel more personal.

The Little Details Help Create a Smooth Wedding Day

Valerie's advice comes back to one common theme: plan the details before you need them.

Know how your DIY flowers will be cared for. Decide who will help with behind-the-scenes responsibilities. Tell your officiant exactly what needs to be announced. Make sure guests have water and food. Have a weather plan. And when the wedding day arrives, trust the people you've hired to help bring everything together.

None of these tips require your wedding to be bigger, more elaborate or more expensive.

They're simply ways to be intentional about the experience you're creating for yourselves and your guests.

That's what we love about advice from our Hidden Springs coordinators. Their perspective comes from being right there with our couples: helping timelines come together, answering questions, working with vendors and watching all of the little details become one wedding day.

If you're planning your Chattanooga wedding, we'd love to help you do the same.

Schedule a tour of Hidden Springs Venue and come see our lakeside ceremony area, reception barn, getting-ready suites and on-site accommodations for yourself.

You can also follow along with Hidden Springs for real weddings, venue inspiration and more wedding planning tips:

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