Checklist for a Wedding Coordinator

The Ultimate Checklist for a Wedding Coordinator

Wedding planning is no easy feat. That’s why wedding professionals like wedding planners and wedding coordinators can receive hefty sums to help couples plan their perfect wedding day. If you don’t consider yourself a pro and are planning your wedding or helping someone else coordinate theirs, you may feel a little in over your head. So many ideas and wedding responsibilities could easily fall through the cracks!

We’re here to help.

With our checklist for a wedding coordinator, you can ensure that every part of the planning process goes seamlessly throughout the entire wedding timeline, from sending out save the dates with all the details to the wedding night.

But Before You Need a Checklist for Wedding Coordinator Purposes, You Need

To set a date! None of the wedding coordinator duties can occur until you have a wedding date set. Any free wedding coordinator checklist online is organized by timeline, with duties occurring at certain points leading up to the wedding day.

You’ll usually need about a year to plan a wedding. This is a comfortable amount of time that allows you to approach the planning process without feeling overly rushed or under a time crunch.

So, have the wedding date nailed down? Great. It’s time to start coordinating.

Wedding Planner Checklist: What to Do First

After you have a date, there are a few key things you’ll want to do first before anything else.

• Determine who will be paying for the wedding, who will pay for what, and how much your budget will be
• Begin making your guest list based on your budget
• Select a venue based on your budget and how many guests you’ll be inviting
• At the time of venue selection, you’ll also want to buy wedding insurance

Don’t think you need wedding insurance? Many venues require it, and this is something your venue coordinator can tell you more about. Don’t worry—it’s likely more affordable than you think.

Wedding Coordinator Checklist: What to Do 9-12 Months Out

After you have the above key details sorted, you can begin taking care of some of the other, still vital, but less crucial tasks, like securing certain wedding vendors.

• Choose your wedding colors or wedding theme if you’re having one
• Decide who will be in the wedding party
• Hire a wedding photographer and videographer
• Hire a DJ or band for the rehearsal, as well as ceremony musicians
• Buy a wedding dress
• Book any hotel rooms that your guests or bridal party might need
• Take engagement photos for the save-the-dates
• Build a wedding website
• Purchase wedding invitations
• Send out save the dates

Wedding Planning Checklist: What to Do 6-8 Months Out

As you near the halfway point of the wedding planning process, your wedding checklist should include:

• Registering for wedding gifts
• Choosing bridesmaid and groomsmen attire
• Hiring a florist
• Booking a rehearsal dinner venue
• Hiring an officiant
• Ordering any rentals that your venue will not provide
• Buying your wedding bands

Wedding Planner and Checklist: What to Do 3-5 Months Out

The days are counting down! As you’re about five to three months out from the big day, make sure that you:

• Book any travel arrangements
• Book a honeymoon
• Purchase a wedding cake
• Hire a stylist for day-of hair and makeup
• Purchase wedding favors
• Send out wedding invitations
• Buy any small, necessary items like a cake stand or guest book

Wedding Coordinator Checklist: What to Do 1-4 Weeks Out

Suppose you’ve accomplished all of the above. In that case, you may experience a bit of a lull in planning activity for a few months, with little to do beyond tying up loose ends. However, things get busy again in the final month leading up to the wedding. During this time:

• Create your seating chart
• Complete any DIY décor projects
• Ensure all of your payments to vendors and venues are complete
• Get your marriage license
• Have your final dress fitting
• Make a day-of schedule with all ceremony details and reception details, and distribute it to all vendors and wedding party members

Lastly, wedding rehearsals will occur the day or two before the wedding.

Wedding Day Checklist for Coordinator: What to Do on the Big Day

Suppose you’re planning your own wedding ceremony and reception. In that case, this is the time when you might turn over the wedding day duties to a trusted family member or friend. The wedding coordinator, wedding day checklist, and other wedding duties should not be on your mind, only your impending nuptials.

After you’ve decided whom you’ll entrust with this responsibility, here’s the checklist for “day of” wedding coordinator that you can give them:

• Ensure all bridal party members and vendors are on schedule
• Make any last-minute vendor payments and tip vendors
• Bring any DIY items, favors, the guest book, etc., to the venue and ensure they’re in the correct spots
• Answer any guest or vendor questions, ensuring the couple doesn’t need to do so

Wedding Coordinating FAQs

Do I need a wedding planner?

Only if you want one—many couples plan their weddings. However, a wedding planner can make the experience much more enjoyable, as they alleviate stress and handle the tiny details. They may also get you special vendor rates through their connections.

How much does a wedding planner cost?

Expect to pay several thousand dollars for a wedding planner’s services.

How much time goes into planning a wedding?

According to a Minted study, planning an average wedding takes over 500 hours.

How long do you need to plan a wedding?

Start the planning process at least a year before your wedding date. This gives you enough comfortable time to plan the wedding without rushing while also giving you the best chances of securing the in-demand venues or vendors you might want.

Do you tip a wedding planner?

Tipping all of your wedding vendors is seen as courteous. Consider tipping your wedding planner about 10–20% of their fee.

Get the Insurance Your Wedding Needs

Remember how we said you should buy wedding insurance as soon as you book a venue? BriteCo can also help with that.

Learn more about wedding insurance and get a quick, free quote now.

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