Wedding Coordinator Checklist
Embarking on the journey of wedding planning can be as daunting as it is exciting.
With countless details to manage and dreams to bring to life, the role of a wedding coordinator becomes indispensable.
Our “Wedding Coordinator Checklist” is designed to help all wedding coordinators, whether seasoned professionals or first-timers stepping into the role for a loved one’s special day.
This guide outlines every task and responsibility, from pre-wedding preparations to the final moments of the reception, ensuring nothing is overlooked.
Wedding Coordinator Checklist
Pre-Event Planning
Budget Management
Design and Decor
Vendor and Venue Coordination
Day-of Coordination
Post-Event Tasks
Wedding Coordinator Checklist
This checklist has been designed for wedding coordinators to ensure every aspect of the wedding planning process is addressed efficiently and nothing is overlooked. This is how to make the most out of using this checklist.
Pre-Event Planning
- Initial Consultation with the Couple: Understand their vision, budget, and preferences.
- Venue Selection: Assist in choosing the perfect venue that fits the couple’s style and budget.
- Vendor Coordination: Select and liaise with vendors such as caterers, florists, photographers, and entertainers.
- Contract Review: Oversee contracts and negotiations with vendors and the venue.
- Timeline Creation: Develop a detailed timeline for the wedding day and distribute it to all parties involved.
Budget Management
- Budget Creation: Work with the couple to establish a realistic budget.
- Budget Tracking: Keep track of expenses and ensure the wedding stays within budget.
- Payment Scheduling: Manage payments to vendors and the venue, ensuring timely disbursements.
Design and Decor
- Theme and Style Development: Collaborate with the couple to decide on the wedding’s theme, color scheme, and overall design.
- Decor Planning: Plan and coordinate all decor details, from floral arrangements to table settings.
- Setup Supervision: Oversee the setup of the venue to ensure all elements are in place and as envisioned.
Vendor and Venue Coordination
- Vendor Briefing: Ensure all vendors are clear on the day’s timeline and their specific roles.
- Venue Setup: Coordinate the setup of the venue, including catering, decorations, and seating arrangements.
- Rehearsal Coordination: Organize and direct the rehearsal, ensuring everyone knows their positions and roles.
Day-of Coordination
- Emergency Kit Preparation: Prepare an emergency kit with essentials for the wedding day.
- Vendor Management: Serve as the point of contact for all vendors, handling any issues that arise.
- Ceremony Coordination: Oversee the ceremony to ensure it runs smoothly, from music cues to the procession.
- Reception Management: Manage the reception, including the timing of speeches, first dance, and other key moments.
- Guest Assistance: Provide assistance to guests, answering questions and directing them as needed.
Post-Event Tasks
- Vendor Debrief: Ensure all vendors complete their post-event responsibilities, such as clean-up and equipment return.
- Feedback Collection: Gather feedback from the couple and guests to assess the event’s success and areas for improvement.
- Thank You Notes: Assist the couple in preparing and sending out thank-you notes to guests and vendors.
How to Use This Checklist
- Customize for Each Event: Tailor the checklist to fit the specific needs and preferences of each couple.
- Keep It Updated: Regularly update the checklist as tasks are completed and new details are finalized.
- Share with Your Team: If you’re working with a team, share the checklist to ensure everyone is aligned and tasks are evenly distributed.
