If you’re wondering how to coordinate a wedding as a planner—whether you’re new to the role or looking to refine your systems—you’re in the right place. Coordinating a wedding isn’t just about showing up with a clipboard and timeline. It’s about anticipating needs, communicating clearly, and making sure every moving part flows seamlessly behind the scenes.

Whether you specialize in month-of coordination or offer full-service planning, knowing how to shift into “wedding day mode” is a non-negotiable skill. It’s what allows you to take everything your client has planned and turn it into a celebration that feels effortless—for them, their guests, and every vendor involved.

In this blog, I’m walking you through how to coordinate a wedding as a planner (from what to do weeks before the event to the moment you cue the couple’s grand exit). Plus, I’ve got a free Wedding Coordinator Checklist PDF you can download to stay organized every step of the way.

What Does It Mean to Coordinate a Wedding as a Planner?

Before we get into timelines and checklists, let’s clarify what wedding coordination actually means. Whether you call it “month-of coordination” or “wedding day coordination,” your role is to step in during the final stretch of planning to make sure all the pieces come together.

You’re not designing the centerpieces or sourcing the venue—but you are responsible for making sure everyone shows up on time, every vendor knows where to go, and the couple’s vision actually comes to life the way they imagined.

Coordinating a wedding as a planner typically involves:

• Taking over communication with vendors 4–6 weeks before the wedding
• Reviewing contracts, timelines, and logistics
• Running the rehearsal and ceremony
• Managing the setup, flow, and breakdown of the event
• Handling last-minute issues without breaking a sweat

It’s really about being the point person so your couple doesn’t have to be. When you do it right, your clients (and their families!) get to relax and actually enjoy the day—because they know you’ve got everything covered.

Now let’s break down what that actually looks like.

4–6 Weeks Before the Wedding Should Be When You Start To Coordinate a Wedding as a Planner

Once you’re officially stepping into the role of coordinator, this is the moment to gather everything. The 4–6 week mark is when you go from bystander to point person—and the goal is to get fully caught up so you can take over with confidence.

Here’s what to focus on during this time:

1. Schedule a Handoff Meeting

Set up a meeting (in person or virtual) with your couple to review all the major details: vendor contacts, contracts, timelines, design plans, floor plans, and anything else you’ll need to step in fully. Ask questions. Take notes. This is your moment to flag missing pieces or clarify expectations.

2. Review Vendor Contracts

You’ll want to know exactly what each vendor has committed to (and when they plan to arrive, set up, and break down). This also helps you identify any gaps the couple may not have considered or overlapping responsibilities.

3. Create (or Refine) the Wedding Day Timeline

Even if your couple already started one, now’s the time to finesse it. After all, they’ve probably never done this before. A wedding planner’s coordination timeline includes vendor arrival windows, ceremony cues, photo sessions, meal service, speeches, and everything in between.

4. Touch Base with All Vendors

Introduce yourself via email, send out the final timeline, and confirm any final details. This not only gives you a chance to spot red flags early—it shows vendors you’re now the point of contact. If there’s one thing I would encourage you to do as a wedding planner, it’s to build relationships with the vendors (especially the ones you’d like to work with again!).

5. Confirm Final Details with the Couple

Revisit the floor plan, confirm the seating chart, review song choices, cue cards, and contingency plans. This is also a great time to gather emergency contact info and distribute your expectations for wedding party behavior and timing.

Once you’ve gathered all the details and confirmed who’s doing what, you’ll be fully prepped to take the reins with confidence. Next, let’s talk about what to focus on during the wedding week.

Wedding Week Prep and Rehearsal

Knowing how to coordinate a wedding as a planner means mastering the final days leading up to the event. Wedding week is when your coordination skills truly shine—and your prep during this time will determine how smoothly everything flows on the big day.

Here’s what to focus on during wedding week:

1. Send a Final Timeline and Vendor Contact Sheet

Distribute your final wedding day timeline to all vendors, the couple, and the wedding party. Include arrival times, key responsibilities, contact info, and important reminders. A well-organized timeline prevents endless “Where should I be?” texts and ensures everyone knows exactly what’s expected.

2. Confirm Final Details with Vendors

Touch base with each vendor individually to confirm load-in times, final payments (if applicable), dietary needs, and special requests. You’ll want to make sure there are no surprises on the day of the wedding.

3. Pack Your Wedding Day Emergency Kit

You can’t coordinate a wedding without being prepared. From safety pins and stain remover to breath mints and Advil, your emergency kit should have it all. If you don’t have one already, my Emergency Kit Checklist is a great place to start.

4. Run the Ceremony Rehearsal

If you’re wondering how to coordinate a wedding as a planner without chaos, the answer lies in the rehearsal. Confirm roles for everyone in the processional, run through the ceremony script, and ensure the officiant and musicians are aligned. Keep it concise, upbeat, and confident—this sets the tone for the wedding day.

5. Review the Wedding Day Setup Plan

Double-check your floor plan, rental delivery times, and any decor that needs your attention. If your couple is DIY-ing any elements, confirm when and where they’ll be delivered (and who is responsible for setting them up nd taking them down).

By the end of wedding week, you should feel calm, prepared, and confident knowing that everything is in place. Next, we’ll cover what your role looks like on the actual wedding day.

Day-of Coordination Duties

If you’ve ever wondered exactly how to coordinate a wedding as a planner, this is where the rubber meets the road. You’re the point person, the fixer, and the calm presence in the middle of it all—and your ability to stay organized and proactive makes all the difference.

Here’s what your day-of duties typically include:

1. Manage Vendor Arrivals and Setup

You should be one of the first people on-site, ready to welcome and guide vendors as they arrive. Double-check setup instructions, troubleshoot any issues, and ensure everything is coming together as planned.

2. Oversee the Ceremony Setup

From chairs and decor to signage and sound equipment, you’ll ensure the ceremony space is picture-perfect and ready on time. You’ll also coordinate with the officiant, cue musicians, and help line up the wedding party.

3. Keep the Timeline on Track

Your wedding day timeline is your bible. Keep a printed copy (or several!) on hand and refer to it constantly. Coordinate transitions, cue events, and keep everyone on schedule—including your couple, the caterer, the DJ, and the photographer.

4. Support the Couple and Wedding Party

One of your most important jobs is being there for the couple and their wedding party. Whether it’s calming nerves, fixing a wardrobe mishap, or grabbing a bite for the bride before she faints—your ability to anticipate needs is what’s going to set you apart. For larger weddings, I recommend having someone to stay with the wedding couple all day (as you’ll likely be busy with everything else!).

5. Troubleshoot in Real Time

Even the best-planned weddings come with surprises. A delayed vendor, a guest with the wrong seat, a missing boutonnière—you name it. Knowing how to coordinate a wedding as a planner means staying calm, thinking fast, and solving problems before anyone else notices.

6. Oversee the Reception Flow

From the grand entrance to speeches and the first dance, you’re the one keeping the reception on track. Coordinate with the DJ or band, cue key moments, and check in with the caterer and photographer to make sure everyone’s ready.

7. Handle Clean-Up and Vendor Departure

You’ll wrap up the night by helping pack up personal items, confirming rental pickups, and ensuring the venue is left as expected. Your couple should be able to leave the venue without lifting a finger.

The day goes by fast—but when you’re prepared, confident, and supported by a great team, you’ll handle it all like a pro..

How to Coordinate a Wedding as a Planner

Figuring out how to coordinate a wedding as a planner takes more than just showing up with a timeline—it requires strategy, leadership, and serious attention to detail. From managing vendors and navigating last-minute hiccups to ensuring your couple has a seamless experience, you’re the glue that holds the entire day together.

The good news? You don’t have to wing it. Whether you’re just getting started or you’ve coordinated dozens of weddings, having a solid checklist in place makes all the difference. Download my free Wedding Coordinator Checklist PDF to stay organized, confident, and ready for anything on wedding day.

Because a smooth event isn’t just the goal… it’s your job. Let’s make it easier!

Explore More Wedding Industry Resources

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• The Ultimate Checklist for Wedding Coordinators 
• How To Prepare For Your First Wedding As A Wedding Planner
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• 6 Critical Mistakes Wedding Planners Make During Rehearsals
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• How To Avoid Wedding Season Burnout
• Full-Service Design vs. Design Lite: Which Should Wedding Planners Offer?
• Here’s What Every Wedding Planner Needs To Include In Their Wedding Design Proposals
• What Does A Wedding Coordinator Do? Here’s Everything They’re Responsible For
• Is Month-of Wedding Coordinator A Niche? The Truth About This Wedding Planning Service
• Are You a Disorganized Wedding Planner? Let’s Fix That With These Organized Wedding Planner Tips!
• How To Run A Wedding Ceremony Rehearsal As The Planner
• A Complete List of Wedding Planner Expenses
• Wedding Planner Problems: Here Are Some Of The BIGGEST Problems Wedding Planner’s Deal With
• How Much Should You Charge As A Wedding Planner? Learn How To Figure Out Your Wedding Planner Pricing
• What Are The Best Resources For Wedding Planners?
• The Ultimate Wedding Planner Templates
• What to Include in Your Wedding Day Binder (The Ultimate Guide!
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