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Wedding Coordinator Checklist
The coordinator's tasks in the order the guides give them: the month before, the day before, and the day itself.
Tick the circles, tap any line to change it, drag the dots to reorder.
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Both Bella Bridesmaids and Zola sort a wedding coordinator's work into the same order: the weeks or month before, the day before, and the wedding day. Bella adds that a coordinator is not a planner, since the job is logistics rather than design or vendor booking. This list follows that order and assumes the couple has already booked their vendors. It leaves out the business side of coordinating, such as client contracts and marketing.
Why these items are on the list
- Organize RSVPs and meal requests. Bella Bridesmaids and Zola both put this in the weeks before the wedding.
- Confirm vendor contracts and details. Bella says this avoids last-minute surprises.
- Build the day-of timeline. Zola describes it as minute-by-minute, including when each vendor arrives.
- Send the timeline to every vendor. Zola says this way everyone knows where to be and when.
- Give photographer the shot list. Zola lists the photographer and videographer shot list among the month-before tasks.
- Give caterer and venue final guest count. Zola lists the caterers and venue coordinator as the people to supply.
- Ask who collects dress and tuxedos. Bella suggests settling this with the couple a few weeks ahead.
- Ask who holds the marriage license. Bella also asks when the couple wants it returned after the wedding.
- Agree who makes last-minute calls. Bella suggests deciding whether you decide or consult the couple on day-of changes.
- Collect printed stationery. Zola names programs, place cards, menus and signage, picked up from the printer or stationer.
- Print contracts and timelines. Zola says to have copies on hand for easy reference on the day.
- Adjust seating for late regrets. Zola says to update the venue and caterer with the revised headcount.
- Pack the wedding emergency kit. Zola lists stain remover, safety pins, bandages, hairpins, tissues and tape.
- Prepare tip envelopes for vendors. Both guides place tips on the day before; Bella names the officiant, DJ, bartenders and waitstaff.
- Settle who pays final vendor balances. Bella lists planning who pays vendors, and when, for the day before.
- Lead the ceremony rehearsal. Zola says to cover lineup, musical cues, how to stand and when to exit.
- Check in with the couple. Zola makes this the first matter of business on the wedding day.
- Keep vendors on the timeline. Bella and Zola both name timekeeping as a core day-of job.
- Confirm rentals are delivered and set. Bella lists confirming rentals arrived and were set up on time.
- Guard rings, license and vows. Both guides name these as the items the coordinator keeps track of.
- Get wedding party in position. Bella says they should be in place before the processional song begins.
- Guide ushers on guest seating. Bella lists guiding ushers on how and where to seat guests.
- Check place cards and guest book. Bella lists escort cards, place cards and the guest book as reception checks.
- Give DJ name pronunciations. Bella suggests reviewing wedding party names so the DJ says them correctly.
- Get witnesses to sign certificate. Zola says the coordinator should know where the marriage certificate is at all times.
- Oversee tear-down. Zola says to confirm vendors collected their property and the venue is clean and undamaged.
- Move wedding gifts safely. Bella says you can do it yourself or recruit trusted friends or relatives.
Most wedding coordinator checklists are long articles, retailer blog posts or PDFs written for professionals, and they blur planner and coordinator duties. A tickable list gives a friend or family member a short set of jobs they can check off on the day, with no scrolling back through a page. It also shares easily with the couple, so both of you see what is done.
When to use it
Use it about a month before the wedding, when a friend or family member agrees to coordinate, and keep it open through the rehearsal and the day itself.