Whether you're just starting out or you've been coordinating weddings for years, having a solid checklist is one of the most important tools in your toolkit when it comes to pulling off a seamless event (and delivering an excellent client experience!). A well-organized list isn’t just about staying on top of tasks; it’s your guide to ensuring everything runs smoothly on the big day. And today? I’m sharing the ultimate checklist for wedding coordinators!

PS: While I consider the list below to be the best free checklist for wedding coordinators that you can find on the internet, I go WAY deeper inside my Month-of Coordination Playbook. This guide reveals my exact approach to handling Month of Coordination clients, including what to offer in your MOC services. I’ll show you how to set up your services, manage the client experience, and increase your profit through Month of Coordination. It’s 102 pages (so yeah, she’s THOROUGH). 

A Quick Disclaimer

While the tasks below are essential to check off your to-do list as a wedding coordinator – like creating timelines, coordinating with vendors, and managing the wedding day logistics – they’re only part of the picture. It’s important to remember that running a successful wedding planning business involves much more than just these wedding-focused duties. 

Behind the scenes, you’ll need to tackle a range of business tasks, from marketing and client management to bookkeeping, networking, and staying on top of industry trends. Balancing these business responsibilities with your role as a wedding coordinator is important if you want to build and sustain a wedding planning business. 

Now, let’s get into it!

Pre-Wedding Preparations

1. Schedule an Initial Consultation with the Couple
2. Review and Sign the Contract
3. Gather Details About the Wedding
4. Create a Preliminary Timeline
5. Initiate Communication with Vendors

When you’re first hired as a wedding coordinator, the first steps you take set the tone for the entire planning process. Start by scheduling an initial consultation with the couple. Use this meeting to start getting to know their vision, preferences, and any specific details they have in mind for their big day. It’s also an opportunity to discuss your role, clarify expectations, and answer any questions they might have about your services.

Once you’ve had this consultation, it’s important to review and sign the contract if you haven’t already. Especially for a quick (and incredibly important!) service like this, it’s important that both of you are clear on the scope of work and payment terms right from the get-go. A well-drafted contract protects you and the couple, providing a solid foundation for the work ahead. I recommend Legally Set for their contract templates!

After the contract is signed, it’s time to gather all the details about the wedding, such as the venue, vendor contacts, guest count, and any specific requests the couple may have. This information will help you create a preliminary timeline, but at this stage, the timeline doesn’t need to be set in stone.

Finally, start reaching out to the vendors that the couple has already booked. Introduce yourself as the coordinator so you can open up the lines of communication. This will help you build rapport with the vendors and ensure that everyone is on the same page as the wedding day approaches. 

One Month Before the Wedding

1. Confirm All Vendor Details
2. Finalize the Wedding Day Timeline
3. Review Logistics with the Venue
4. Check-In with the Couple

As the wedding day draws closer, the month before the event is usually when everything really kicks off. Start by confirming all the details with the vendors. Reach out to each vendor to review their responsibilities, confirm arrival times, and address any last-minute changes. Don’t rush this — this is your opportunity to make sure everyone is on the same page and that there are no surprises on the big day.

Next, finalize the wedding day timeline. By this point, you should have a detailed, minute-by-minute schedule that includes everything from vendor arrivals to the couple’s send-off. Share this timeline with the vendors, the wedding party, and the couple to ensure everyone knows what to expect.

Next, we need to iron out the logistics. Review all the logistical details with the venue, including setup, breakdown, and any special requirements the couple may have. If the wedding involves multiple locations or has complex logistics, now is the time to iron out any potential issues.

Finally, check in with the couple. A month out is a great time to address any last-minute concerns they may have, confirm final guest counts, and make sure they feel confident and excited about the day. This touchpoint reassures the couple that everything is under control and allows you to adjust any details as needed (because you don’t want any last minute surprises!).

One Week Before the Wedding

1. Conduct Final Vendor Check-Ins
2. Confirm and Print Final Documents
3. Prepare the Emergency Kit
4. Double-Check the Timeline
5. Hold a Final Meeting with the Couple

Before you know it, you’ll be counting down the days until the wedding! As you enter the last week before the wedding, start by conducting final check-ins with all vendors. This is your last chance to confirm details like delivery times, setup needs, and any special requests. It’s your job to make sure that everyone has the final timeline and knows exactly what’s expected of them.

Next, confirm and print all final documents. This includes the wedding day timeline, vendor contracts, seating charts, and any other critical information you’ll need on hand. Having hard copies of these documents ensures that you’re prepared, even if technology fails. Head here to read more about exactly how I set up my wedding day binder.

Next, it’s also time to set up your emergency kit. An emergency kit is a must-have for any wedding coordinator. Spend time this week preparing your kit, including essentials like safety pins, stain remover, first aid supplies, and anything else that might come in handy. 

Double-check the timeline one last time. Trust me, just do it.

Lastly, hold a final meeting with the couple. This is the time to go over the final details, answer any last-minute questions, and give them a confidence boost as they head into their wedding day. Reassure them that everything is in place and that you’re ready to make their day as stress-free and enjoyable as possible. By completing these tasks, you’ll be fully prepared to coordinate a flawless wedding day.

The Wedding Day

Listen, I tried to create a checklist for you, but every wedding is truly so unique. What I have below is a starting point, but you’ll want to add in all the details you’ve uncovered over the past 4-12 weeks working on the wedding day!

Morning

1. Arrive Early and Set Up Command Center
2. Coordinate Vendor Arrivals and Setup
3. Manage Wedding Party and Family Arrivals
4. Oversee Hair, Makeup, and Getting Ready Process

Ceremony

1. Coordinate Processional and Recessional
2. Manage Timing and Cues
3. Handle Last-Minute Issues or Changes

Reception

1. Oversee Room Flip (if applicable)
2. Coordinate Grand Entrance and Speeches
3. Manage Timeline of Events
4. Handle Vendor Meals and Breaks

End of Night

1. Coordinate Send-Off
2. Oversee Breakdown and Cleanup
3. Collect Personal Items and Gifts
4. Final Vendor Check-Out

Feeling like there’s a lot to do? There is! And some of it requires you to be in two places at once. Despite what the name implies, most wedding coordinators can’t do everything alone. Here’s my ultimate guide to wedding day staffing!

Post-Wedding Follow-Up

1. Oversee Vendor Breakdown and Cleanup
2. Return Rentals and Borrowed Items
3. Follow Up with the Couple
4. Request Reviews and Testimonials

After the wedding day, your work as a coordinator isn’t quite finished. One of your first post-wedding tasks is to oversee the vendor breakdown and cleanup. Make sure that all vendors are packing up according to the venue’s requirements and that the space is left in good condition. 

Next, you’ll likely have to handle the return of any rentals and borrowed items. Whether it’s décor, furniture, or specialty items, make sure everything is returned on time to avoid any late fees or complications. 

On a list of “to-dos,” don’t forget to follow up with your couple post-wedding. Reach out a day or two after the event to check in on how they’re feeling and to see if there’s anything they need from you. This follow-up not only shows that you care about their experience but also provides an opportunity to address any concerns and gather feedback.

Lastly, request reviews and testimonials from the couple. In my experience, it’s best to strike while the experience is still fresh in their minds and ask them to share their thoughts on your services. Positive reviews and testimonials are invaluable when it comes to attracting future clients and building your reputation as a wedding coordinator. But in most cases? You do need to ASK.

The Ultimate Checklist for Wedding Coordinators

And there you have it—your ultimate checklist for wedding coordination. Because there is no “one size fits all” when it comes to weddings, you’ll likely want to customize it to fit your style and needs, but I hope this gives you a great starting place. For even more support, make sure to grab my Month-of Wedding Coordination Playbook. Plus, make sure to hop on the waitlist for the next time doors open to The Planner’s Playbook (my membership that’s dedicated to helping wedding planners grow a profitable business with purpose!).

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