Wedding Coordinator Checklist Template

Wedding Coordinator Checklist Template

Wedding Coordinator Checklist: What Is It?

A Wedding Coordinator Checklist refers to an informal list of tasks the wedding planner is supposed to carry out on the day of the wedding.

Alternate Names:

  • Day of Wedding Coordinator Checklist;
  • Wedding Day Coordinator Checklist.

Whether it is your job to plan weddings or your friends asked you to help them out on one of the most important days of their life, a document that will help you to stick to the timeline of the reception and remind you about small details that may slip your mind especially if there are dozens or hundreds of people invited will be a great tool for every person that requires proper organization.

Download a Wedding Coordinator Checklist template below.


Wedding Day Coordinator Checklist: What to Include?

Here is how you may create a perfect Wedding Day Coordinator Checklist that will not let you forget anything on a special day for your clients or your friends:

  1. Determine what version of the checklist is preferable - a printed-out one or an electronic spreadsheet. If you are organizing a big event, it may be simpler to have all the information on your phone and add more details without being messy with new remarks and particulars you should remember. However, a sheet of paper you carry with you is still an option for those who prefer a more traditional way of monitoring the event.
  2. Consider making a table, even if it contains two columns only - the name of the task and the checkbox that can be marked once the task in question is behind you. You may also make several small tables that allow you to cover different elements of the wedding ceremony - finishing touches for the venue, managing the guests and the seating chart, keeping track of essential items, etc.
  3. While the final version of the checklist is up to you since no wedding reception is the same as others, consider including the following tasks in your document:
    • Checking in with the bride and the groom, bridesmaids and groomsmen, and the couple's relatives. There is no need to call every person mentioned but you should reach out to one or two people to ensure they have everything they need and there is nothing you may have forgotten about during the preparation for the wedding day;
    • Reviewing the agreed-upon schedule to see whether it is possible to stick to the timeline negotiated weeks and months before. Remember that not everything will go according to the plan so try to be flexible adding 5-10 minutes to every part of the ceremony in case someone is late;
    • Communicating with venue owners, vendors, caterers, make-up artists, florists, bakers, musicians, photographers, and officiants. You do not have to send a message to every individual that takes part in the ceremony but you must be available to them if they contact you to report an issue;
    • Knowing the location of the items like wedding rings and vows. Additionally, you should compile an emergency kit with a stain remover, bandages, and tissues that may come in handy during the event.

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