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
- How to Start a Wedding Planning Business
- The Ultimate Checklist for Wedding Coordinators
- How To Prepare For Your First Wedding As A Wedding Planner
- 7 Steps For Crafting The Perfect Wedding Timeline (+ Tips For Every Wedding Venue)
- 6 Critical Mistakes Wedding Planners Make During Rehearsals
- Should You Hire Associate Planners for Your Wedding Business?
- 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!
- 2025 Wedding Trends (For Wedding Planners!)
For More Wedding Industry Business Secrets, Follow Me on Instagram
You could spend all your energy trying to cut back... or you could use that same energy to make more.
In this week’s episode of The Power in Purpose, @erinn_bridgman shares such a refreshing perspective on money, and it’s one that I believe every creative entrepreneur needs to hear.
Sure, there’s a time and place to look at where your money’s going. I believe one of the fastest ways to put money in your pocket is to stop spending it. But what if you shifted your focus to how easily you could bring more in?
One additional wedding.
A higher-margin package.
A simple pricing adjustment.
That’s the difference between staying in survival mode and stepping into abundance.
For most wedding pros, the latte isn’t the problem. It’s the story you’re telling yourself about what’s possible.
You’re closer than you think to creating the income and stability you’ve been chasing.
✨ Comment 197 and I’ll DM you the link to listen (along with the invite to a FREE masterclass Erinn is hosting tomorrow if you want to learn more)
#candicecoppola #weddingpros #weddingindustry #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation
Here’s one of my favorite things about being a business owner...
You don’t have to wait for permission to make more money.
You don’t need to ask for a raise.
You are the raise.
In this week’s episode of The Power in Purpose, @erinn_bridgman and I talked about one of the most empowering parts of being a wedding pro and that’s the ability to create income on demand.
When you understand your numbers, you realize how much control you actually have. You can double down on your most profitable offer, take on one or two more weddings at a higher rate, or make small shifts that directly impact your paycheck.
If only someone would show you the way, right?
My hope is that this conversation will light a fire under you to stop waiting for “someday” and start acting like the CEO your business needs today.
Comment 197 and I will send you the link to listen (and an invite to a FREE masterclass Erinn is hosting next week to help you too!).
#candicecoppola #weddingindustry #weddingindustryexperts #weddingpro #weddingpros #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation #weddingplanner
You keep waiting for that future version of yourself (you know, the one who’s confident with money, pays herself first, and runs a business that feels calm, sustainable, and profitable).
But she’s not coming.
You aren’t just going to wake up and “become her” someday. You need to start building her now.
In this episode, I brought on @erinn_bridgman to talk all about building WEALTH as a wedding pro, and this future self exercise is truly just the beginning.
I know firsthand that when you start identifying as that version of yourself now, everything changes. You stop operating from survival mode and start leading from security and abundance.
I want that for you and Erinn does too!
Next week, she’s hosting a free masterclass where she’s sharing her 4-part framework to help you ditch the money stress and pay yourself first every month.
Comment 197 and I will send you the link to listen to this week’s episode (and sign up for the masterclass).
I will see you there ⬇️
#candicecoppola #weddingindustry #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation #weddingpodcast #weddingbusiness #weddingindustryeducation
💸 Last year, I spent $60,000 on my own education and business development.
Courses. Masterminds. One-on-one coaching. All of it.
And while those numbers sound big (and they are), I also love investing in my business. I’ve worked with a coach since 2017, and I can confidently say while not every investment I make is a winner, many of the investments I’ve made are a major reason my business looks the way it does today.
But here’s what I’ve learned along the way:
✨ Not every investment gives you the same ROI.
✨ Where you are in your journey matters when deciding which style of education and support is right for you
✨ Growth happens when you’re the smallest fish in the room
In this week’s podcast episode, I’m breaking down exactly what I learned from investing $60K into my growth and more importantly, how you can use those lessons to make smarter decisions about YOUR next investment.
Think of it as a buyer’s guide to business education, told by someone who’s been on both sides: student and coach.
Comment 196 and I will send you the link to listen.
#candicecoppola #weddingpros #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation
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