Your wedding is a once-in-a-lifetime event, and having everything go according to plan is every bride’s dream. Planning a wedding and keeping track of every detail can be exhausting and overwhelming. That’s where a wedding coordinator comes in.
But what exactly does a wedding coordinator do?
A wedding coordinator’s checklist involves:
- overseeing the vendors
- ensuring that the decor and setup are as requested
- directing events to keep the wedding on schedule
- taking care of any last-minute changes
- preparing for last-minute changes
Having a wedding coordinator’s checklist allows you to understand some of the duties your coordinator will cover. Note that the list of duties may differ based on your preferences. You can customize the checklist depending on your needs.
Table of Contents
Who Is a Wedding Coordinator?
A wedding coordinator is someone who takes care of every single detail of your wedding and ensures that everything goes according to schedule.
Wedding coordinators come in handy when you’ve planned the wedding but now need someone to handle the details on the wedding day.
Wedding Coordinator Checklist
Below is a detailed wedding coordinator checklist for 2022.
1 to 2+ Months Before
- Suggest trusted wedding venues and vendors.
- Assist with vendor negotiation.
- Come up with a wedding timeline together with the couple.
2 Weeks Before
- Ensure that the rings, marriage license, ritual items, and anything else the bride or groom may need are ready.
- Preview the wedding and reception site.
- Make sure that the vendors understand where to set up and when to arrive.
- Communicate with you (the bride), and answer any questions you may have leading up to the wedding day.
The Week Before the Wedding
- Create a backup plan so you can respond to any last-minute changes and emergencies.
- Decide who will transport the gifts from the reception to the final destination.
- Obtain copies of vendor contracts and give them timelines.
- Confirm that transportation services are set for the wedding day.
- Organize the makeup and hair schedule with the stylists and the wedding party.
- Arrange food and drinks deliveries.
- Coordinate the reception setup and arrangement of meals.
- Make sure that the wedding officiant has the marriage license.
- Ensure the videographer and photographer are ready.
- Arrange for the arrival and parking of vehicles.
- Help the wedding procession with their dresses, suits, and anything they may need.
The Day Before
- Attend and direct the wedding rehearsal.
- Update the seating arrangement based on the final number of guests.
- Coordinate any last-minute payments.
- Remind the wedding party to get dressed and be on time.
- Inform the wedding party of any last-minute changes.
- Communicate with the wedding venue and reception to ensure everything is in place.
- Ensure that the ceremony items are gathered and distributed at the ceremony site.
Wedding Day (The Main Ceremony)
- Check-in with the couple: provide any essential updates and confirm when the ceremony begins.
- Go through the detailed timeline for the wedding day and ensure everything stays on schedule.
- Track and confirm where the marriage license, wedding rings, and vows are.
- Verify the setup of the rentals, cake table, gift table, and guestbook.
- Receive the flower delivery for the wedding party.
- Confirm with the vendors that they have everything in place and ensure all services are fulfilled.
- Advise ushers on how to greet the guests and show them their seating arrangement.
- Ensure ushers have wedding programs and are ready to hand them out as guests arrive.
- Confirm that the DJ has the right music set up.
- Make sure that the wedding entourage is at the right place at the right time.
- Act as a point of contact with the ceremony officiant.
- Ensure the wedding party lines up for their entrance down the aisle.
- Coordinate family and friends for after-ceremony photographs.
- Organize guest transportation if the reception is far from the ceremony area.
- Supervise any tear-down, ensuring vendors have taken their property and that the venue is clean as it was before the wedding.
Wedding Day (The Reception)
- Meet the vendors and make sure they have everything set up.
- Check that the decorations and flowers are set up correctly.
- Confirm that the lighting, gazebo, and tents are properly set up.
- Confirm the dining schedule with the catering staff and servers.
- Check if amenities like soaps and hand towels are readily available.
- Assist the visitors in locating their assigned tables.
- Signal to the presiding minister that it’s time to bless the meal.
- Make sure that the couple is well-positioned for their first dance and introduction.
- Arrange for the couple’s departure from the reception.
- Ensure everything runs according to schedule.
After the Ceremony
- Ensure that final payments and gratuities to vendors are made.
- Ensure that the cards, gifts, and other items are ready for transportation.
- Coordinate departure transportation for the wedding procession.
Having a wedding coordinator reduces the stress associated with ensuring that every detail of your wedding is covered. Furthermore, hiring a wedding coordinator allows you to focus on your big day and enjoy every second without having to worry about the details. Hopefully, our detailed wedding coordinator checklist gives you an idea of what to discuss when you hire one.
Printable .PDF Wedding Coordinator Checklist 2022
If you want to print out a list for your guide, we’ve created one for free!