If there’s one thing you need to know about my wedding planning days, it’s that you would’ve never caught me walking around on a wedding day without my receipts. And while I know there are a million and one things that you need to do the week of the wedding, one of the most important things you’ll do is put together your wedding day binder. That’s exactly what we are going to talk about today!
Are you a newer wedding planner still trying to learn the ropes in all this? I highly recommend my Final Wedding Week Prep Playbook. Inside, I dive deeper into exactly what you need to prepare for a successful (and stress-free) wedding day.
First, what exactly is a wedding day binder?
Just so we are on the same page, a wedding day binder is essentially your command center on paper. It should contain every single detail you need to know and manage on the big day. As a wedding planner or even day-of coordinator, this binder is your most trusted ally, accompanying you wherever you go throughout the event.
Mine never left my side. It meticulously contained everything from detailed timelines and vendor contracts to payment schedules, contact lists, and any special instructions you need to be aware of. If it’s in your contract (or one of the vendor’s your couple hired’ contracts), it was in there.
As you set out to put together yours, know that this binder not only ensures that you stay on top of the day's flow but also acts as a quick reference guide to resolve any questions or last-minute changes efficiently. With every piece of information at your fingertips, a thorough wedding day binder can truly be the backbone of your wedding day.
“But Candice, what if I have everything digitally?”
I literally knew you would ask this. But no. While it’s tempting to rely solely on digital tools given their convenience and eco-friendliness, not to mention carrying around a 20-lb binder on a 17-hour wedding day is not exactly my idea of a good time, analog (paper) is just more reliable. Phones die. Wi-fi sucks. Tech fails.
While I hope I can convince you otherwise, if you prefer to go digital, ensure you have backups in place. You need portable chargers and offline access to your documents. However, from my experience, nothing beats the peace of mind that comes with flipping open a binder and having all the information you need right at your fingertips, with no screen or signal to worry about.
While every wedding is different, here are some general things I would always include.
Event Schedules and Timelines
Let’s start with one of the most important things to include: a section dedicated to event schedules and timelines. This section should house the master timeline and production schedule, complete with extra copies for your team to ensure everyone is on the same page throughout the day. It's also a good idea to include a shorter timeline for the bridal party, helping them stay informed about where they need to be and when. You probably gave them a copy at the rehearsal, but you can never be too prepared.
On top of that, you’ll want to have vendor-specific timelines for key players such as the photographer, videographer, DJ or band, caterer, bartending staff, and officiant. You’ll also want to have a separate timeline for transportation that you can see at a quick glance to help manage all of those logistics smoothly.
Ceremony Details
Next in your wedding day binder, I recommend creating a section dedicated to everything about the ceremony. This should include the full ceremony script and copies of the readings that will be performed, so everyone knows their parts and can deliver them smoothly. Don’t forget to throw in a few copies of the ceremony program as well. The ceremony is arguably the MOST important part of the day, so making sure you have all the details ready at your fingertips is going to be incredibly important (especially if you are off getting the reception space ready and are counting on someone from your team to cover it.
Reception Details
While the ceremony is arguably the most important part of the day, the reception often has the most moving parts. It also takes up the largest part of the couple’s budget. For the reception, your wedding day binder should be equally well-prepared. First, start with copies of the seating assignments. I always kept a copy of them organized both alphabetically and by table order in case I ever needed to jump in and streamline the seating process and help guests find their places quickly.
Additionally, I also liked to include copies of any wedding toasts or speeches, as well as the MC’s script, to keep the flow of the evening smooth and ensure everyone is cue-ready (and nobody was reading speeches from their phone or “winging it”).
Lastly, don't forget to include the Banquet Event Order (BEO) and all related catering documents. These are SO IMPORTANT for coordinating with the catering team and making sure that the food service aligns perfectly with the evening's events (and what the couple paid for).
Design and Decor
Next, let’s talk about the design and decor. In your wedding day binder, Include layouts and diagrams of all event spaces to ensure each area is set up according to plan and that all decor elements fit perfectly within the designated spaces.
It's also important to have a detailed decor inventory list, a rental inventory list, and linen packing lists to track all the items you need for the setup. This helps prevent any last-minute surprises with missing pieces. (PS: want to make more money doing work you are already doing? Check out this Playbook where I share the Rental Revenue Strategy that doubled my income overnight).
Lastly, don’t forget to include any extra signage that might be needed for directing guests or enhancing the event's theme. Having all these elements organized and at your fingertips allows you to be fast during venue setup, so it’s worth the extra time to get this organized well in advance of the wedding day.
Vendor Documentation
Ahhh, other wedding vendors. In your wedding day binder, the vendor documentation section is your secret weapon to keeping everyone on track and ensuring that all commitments are met to the letter. Let’s be honest, it often falls on YOU if something is missed.
Don’t skimp on including all rental order invoices too. This way, if there’s a mismatch or a missing chaise lounge, you’ve got the proof in your pocket. I also always liked to carry a photography shot list. Basically, I had EVERYTHING in there.
Financial and Legal Documents
Last but not least, you need the literal receipts. Once you have everything else in place, it’s time to make sure everything is buttoned up and bulletproof. This part is non-negotiable and packed with things like permits—to show that yes, you are indeed allowed to throw this fabulous shindig here. Also, include credit card authorization forms and cash payment forms because, when it comes to handling money, you want zero drama.
Creating Binders for Everyone on Your Team
OK – that was a lot and so let me just address this really quickly. I don’t think you need a giant master binder for everyone working with you. Instead, I would create individual binders for each member of my team so that they would have the details THEY were uniquely in charge of. They always knew where the master binder was, so if a question came up they knew just where to go, but I didn’t force them to carry around extra weight all day. If you’re new to managing a team, you can learn more about building and managing a wedding day team well here.
Ready to Create Your Wedding Day Binders?
You won’t regret it! I hope this has been incredibly helpful. If you want more, make sure to head to the shop and grab my Final Prep Playbook where I walk you through exactly what you should be doing the week of the wedding to make sure everything goes off as effortlessly as you planned. Make sure to tag me in photos of your wedding binder once you’ve created it @candice.coppola ! I’d love to see what yours looks like!
If your brain is overflowing with ideas and you are ready to stop playing small, make sure to join us inside The Planner's Playbook today! Inside, you'll learn everything you need to know to plan, design, and coordinate high-end weddings like a pro.
If you are looking for a business coach, who will unapologetically tell you to go after whatever the heck you want, you just found her. Get wedding planning advice (for wedding planners!), a community of incredible people, and live monthly coaching with me for one low monthly price inside. Cheers to never doing business (or happy hour) alone!
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I’m still reeling from such an incredible week spent with the wedding industry’s most incredible women.
I’m not sure I’ll ever fully find the words for what we created in Barbados but I’m going to try!
As many of you know, I have a 1:1 group coaching program for women in the wedding industry who are ready to boldly grow their business and brands.
Two weeks ago, 12 of those women flew to Barbados to gather in person at my home to work on one big question they were sitting with in their business.
And let me tell you… it wasn’t about business strategy (though there was plenty of that).
It was about stepping out of the daily grind, into community, and remembering who they are, and why they chose this work in the first place.
Over three days, we brainstormed, laughed, floated in the pool, swam with turtles, ate incredible food, connected on a deeper level, and made bold decisions that aligned with the business (and life) they actually want.
The words used to describe their experience are “transformed”, “renewed”, “energized”, and “unforgettable.”
But all those words also apply to me — because I learned as much as they did during this experience and left feeling all those things myself.
When I pivoted away from planning to coach and mentor women in this industry, I could have never imagined how much this work would also transform me.
Our mastermind group, the calls, our 1:1 talks, these retreats, these conversations, these brave, honest women… they remind me why I do this.
They remind me why we all need to step out of our bubble and into rooms where we can be fully seen, heard, and challenged.
Because we can’t do this alone.
And we’re not meant to.
If you’ve been craving a space like this…
Where you can finally let yourself be supported, challenged, and led…
That’s exactly what we do inside WeddingPro Insiders.
We don’t have spots open all the time — but if your gut is whispering this is what I need, I’m always happy to chat.
DM me “WPI” and I’ll tell you more about what happens when you finally say yes to the next version of you.
Special ty to @c10ike for these images and so much more.
Raise your hand if you’ve ever gotten a message so long, you needed a snack halfway through reading it. 🙃
This week, we’re talking about THAT kind of client (or inquiry).
The one with 67 questions.
And unlimited access expectations.
And zero boundaries.
In this week’s podcast episode, I’m giving you the tools and scripts you need to protect your time, your energy, and your business (while still showing up like a professional).
Comment 184 and I’ll send you the link to listen (and let you know the threads post that stopped me in my tracks last week).
#candicecoppola #weddingindustry #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #weddingindustryeducation #weddingplanner
I love living here—but every now and then, a sunset like this one stops me in my tracks!
The kind of moment that makes you pause and remember:
*This* is the whole point.
Not just building a business.
Not just hitting the next milestone.
But building a life that feels like this.
Next week, I get to share this place—my home—with 11 incredible women I have the honor of coaching. And I hope this sunset gives them what it gives me:
Perspective. Peace. Possibility.
🧡🧡🧡🧡🧡
#ialmostforgot #chasingsunsets #barbadoslife #caribbean #coachingretreat #lifeonpurpose #weddingproinsiders
Tariffs. Rising costs. Vendor pricing shifts. 😬
This week’s episode of The Power in Purpose is unlike anything I’ve done before because honestly? This feels like an emergency.
With new tariffs being applied across nearly all imported goods, the impact on the wedding industry is hitting everyone. Florists, planners, rental companies, caterers, DJs… no one is untouched.
So I called in someone who really knows what’s going on behind the scenes: my husband Jason (yes, his very first appearance on the pod 🎙️), who has deep expertise in logistics, shipping, and global trade.
Together, we’re breaking down:
👉🏻 Why these new tariffs are happening (in plain English)
👉🏻 How they’re driving up pricing for vendors + clients alike
👉🏻 What you should be saying to your clients right now
👉🏻 How to advocate, advise, and guide through economic uncertainty
Here’s the thing: you don’t have to have all the answers. What matters most is transparency, honesty, and your ability to help clients adjust and adapt.
Comment “183” and I’ll DM you the link to listen.
#candicecoppola #weddingindustry #tariff #tariffs #weddingindustry #weddingbuzz #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation #weddingplanner
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