Ultimate Wedding Coordinator Checklist

80 Items

Comprehensive wedding coordinator checklist covering planning, vendor management, ceremony setup, guest coordination, and event-day logistics for a seamless celebration.

Complete Wedding Coordinator Planning Checklist

A wedding coordinator’s role is to ensure every detail of the big day runs smoothly—from pre-wedding preparations to the final send-off. This detailed checklist helps coordinators organize timelines, manage vendors, oversee ceremony and reception setups, handle guest logistics, and troubleshoot last-minute issues to deliver a stress-free and memorable wedding experience.

1. Initial / Kick-off Phase

1Meet the couple to understand their vision, priorities, style, and budget

2Clarify roles & responsibilities (what the coordinator will do vs what clients or other vendors will handle)

3Collect or review vendor contracts (venue, catering, florist, photography, music, rentals etc.)

4Create a master timeline / workback schedule (milestones)

5Build a vendor contact sheet (names, roles, phone, email, arrival times)

6Begin a wedding day "skeleton" schedule (ceremony, reception, transitions)

7Identify potential challenges (weather, logistics, site constraints) and propose contingency plans

8Establish communication protocols (how & when vendors and couple will communicate)

9Obtain venue rules, restrictions, site maps, venue floor plan

10Create a file or binder (physical or digital) for all documentation, contracts, checklists

2. Mid-Planning & Coordination Phase

1Touch base regularly with each vendor to update status, needs, and questions

2Monitor and manage deadlines (payments, deposits, cancellations)

3Help with logistical coordination (transport, guest arrival, parking, lodging)

4Assist with seating chart / guest list changes and finalizations

5Coordinate décor, rentals, and setup plans with florist, rental company, décor designer

6Create and distribute detailed vendor timelines / "vendor packet"

7Secure and organize wedding stationery (programs, menus, place cards, signage)

8Confirm permits or legal requirements (licenses, noise, permits, insurance)

9Assist with backup / rain plan logistics (if outdoor)

10Liaise with venue staff regarding site access, power, lighting, restrictions

3. Final Weeks (1–4 Weeks Before)

1Confirm all vendor arrival, setup, and breakdown times

2Finalize and distribute the full wedding day timeline (minute by minute) to vendors, bridal party, family

3Verify final guest count and share with caterer and venue

4Confirm transportation logistics (to/from venues, guest shuttles)

5Print and assemble all documents / packets: contracts, timelines, floor plans, contact lists

6Prepare an emergency kit (sewing, stain remover, scissors, tape, first aid, safety pins, etc.)

7Plan vendor payments & tip envelopes (pre-mark them out)

8Confirm offsite items to be delivered (cake, décor, favors, signage)

9Attend or lead the rehearsal, clarifying processional, roles, cues

10Check in with the couple for any last-minute changes, concerns, or final wishes

4. Wedding Day – Morning & Setup

1Arrive early and set up a "command center" or base of operations

2Confirm vendor check-ins and direct them to their areas

3Ensure floorplans, diagrams, and layouts are in place

4Oversee delivery and setup of décor, florals, signage, rentals

5Coordinate hair, makeup, dressing of bridal party (timing, assistance)

6Distribute bouquets, boutonnieres, corsages to appropriate people

7Confirm that ceremony items (rings, marriage license, vows, unity items) are ready

8Ensure signage, guest book, place cards, seating charts are placed correctly

9Assist with guest seating, usher direction, and guest flow

10Conduct a final walk-through of ceremony and reception spaces

5. Wedding Day – Ceremony & Transition

1Cue processional, music, and timing with officiant, musicians / DJ

2Monitor and manage any last-minute changes (late guests, seating issues)

3Help direct guests from ceremony to cocktail hour or reception

4Coordinate transition of décor or setup changes between ceremony and reception

5Ensure photographers/videographers get their required shots on schedule

6Keep communication with vendors to maintain flow and timing

7Oversee guest comfort (shade, fans, water, shelter) when needed

8Monitor the schedule and gently "push" as needed to keep on track

9Be ready to resolve small emergencies discreetly

10Assist in seating guests for reception, ensuring prompt start of meals

6. Wedding Day – Reception & Program

1Cue the grand entrance, first dance, speeches, cake cutting, bouquet toss, etc.

2Monitor lighting, music, sound cues, and transitions

3Coordinate timing of courses, dessert, and toasts with catering and venue

4Ensure vendors have meals and breaks scheduled appropriately

5Supervise service flow and guest experience (moving between areas, mingling, dancing)

6Monitor any décor changes, lighting, or ambiance shifts during event

7Keep track of the timeline and gently correct deviations

8Handle special requests or surprises (guest speeches, surprise performances)

9Coordinate send-off, exit, or final moment of the evening

10Oversee breakdown: ensure rentals, signage, gifts, personal items, and décor are collected

7. Post-Wedding & Wrap-Up

1Confirm all rentals and décor items are returned or picked up

2Ensure venue is cleaned or left per contract

3Collect personal items, wedding day documents, gifts, decor

4Confirm vendor final payments, tip distributions, gratuities

5Follow up with couple to ensure their satisfaction

6Request reviews/testimonials from the couple

7Compile all photos, vendor feedback, reflections for your portfolio or future reference

8Hold a debrief with your team (what worked, what didn't, lessons learned)

9Archive all files, contracts, and checklists for future access

10Send thank you notes to vendors, assistants, and anyone who helped

8. Ongoing / Throughout the Process

1Maintain consistent and clear communication with the couple (weekly check-ins)

2Update and redistribute timeline changes to vendors and key stakeholders

3Monitor budgets, payments, deposits, and financial tracking

4Document critical decisions, changes, and client approvals

5Offer guidance or suggestions when the couple is uncertain

6Be proactive: anticipate issues and propose solutions

7Keep backup plans at hand (weather, vendor no-shows, equipment failure)

8Ensure compliance with venue rules, contracts, permits

9Maintain a shared calendar (with all parties) of key dates, deadlines, and deliverables

10Stay organized: keep all documentation, contracts, vendor communications, and receipts in one system

Overall Progress

Total Progress0/80

0% complete

Checklist Progress

1. Initial / Kick-off Phase0/10

2. Mid-Planning & Coordination Phase0/10

3. Final Weeks (1–4 Weeks Before)0/10

4. Wedding Day – Morning & Setup0/10

5. Wedding Day – Ceremony & Transition0/10

6. Wedding Day – Reception & Program0/10

7. Post-Wedding & Wrap-Up0/10

8. Ongoing / Throughout the Process0/10

Checklist Progress0 of 80 items completed

0% complete - Ready to download!

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