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Wedding Coordinator

Two Weeks Prior to Wedding Day


We meet with bride and groom to present timeline. Go over any arrangements the couple have previously made with vendors, and update timeline accordingly. Prepare venue seating layout for bride and groom as necessary.


One Week Prior to Wedding Day

Confirm final details with vendors prior to wedding day. Coordinate with vendors for a copy of the final timeline and make sure they know the time and have direction to present to the ceremony and reception locations.




Distribute wedding timelines to bridal party.

Work with wedding officiant to choreography wedding ceremony, processional and recessional.


On Wedding Day


At bride's "getting dressed" location:

  • Facilitate on-time arrival of hair and make-up stylist and instruct on working station setup.

  • Make sure photographer arrives on time and has a "must-shoot" list

  • Gather bride, bridal party and immediate family for photos

  • Assist bride with putting on her wedding gown

  • Communicate with best man to make sure groom is getting dressed on-time

  • Communicate with transportation driver and maid-of-honor/bestman while bridal party is on the way to the ceremony location




  • Set up programs and other ceremony items, i.e. guest book, favors, unity candles, kiddush cups or wine

  • Ensure that personal flowers have arrived at ceremony location

  • Alert groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a "proper" usher

  • Ensure that ceremony musicians have arrived and direct them as to where to set up

  • Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music.

  • Communicate with bride and groom so that they know how much time remains before the start of ceremony.

  • Handle any emergencies that may arise

  • Line up the bridal party for their entrances down the aisle

  • Cue ceremony musicians when bridal party is ready to begin processional.

  • Gather family and friends for after ceremony photos


Prior to Reception


  • Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer

  • Arrange escort cards

  • Make sure reception flowers/décor is set up according to flower order

  • Ensure that tent and lighting are set up properly and troubleshoot as needed

  • Meet with catering staff to confirm food timeline

  • Set up guest book and pen, champagne flutes, cake cutting utensils

  • Set up table numbers/names and menu cards

  • Set up amenities baskets, hand towels, candles etc. in bathrooms




  • Ensure proper flow of cocktail hour food

  • Look over dining tables and make sure they are set up properly

  • Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour

  • Help guests locate their escort cards and dining tables

  • Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance

  • Cue band when the majority of guests have found their tables and bride and groom are ready to be introduced

  • Cue band, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances

  • Cue bestman and father of the bride when they are about to be announced for toasts

  • Alert catering staff to pour champagne just before the toasts

  • Be aware of timing of catering service and make sure people are served promptly

  • Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled by The Wedding Sitter at this time)

  • Prevent & fix any problems that may arise during your event

  • Remain easily accessible through the entire event in case there are any details you would like attended to

  • Set up favor table towards the end of the evening

  • Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night

  • Coordinate reception departure transportation

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