Wedding Coordinator Checklist Template (Day-of and Month-by-Month)

A wedding coordinator — whether you've hired a professional, asked a friend to step into the role, or decided to coordinate your own wedding — is the person who holds the entire planning together on the day itself. The couple should be getting married. The coordinator is making sure the vendors show up, the timeline runs, and the small crises are handled before the couple ever knows they happened.

This template covers what a wedding coordinator needs to manage: the pre-wedding organisation work, the vendor management structure, and the day-of responsibilities that make a wedding run smoothly.

If you're the couple looking for your own planning checklist (not the coordinator's version), download our free 12-Month Wedding Planning Checklist — a printable PDF covering every task from engagement through honeymoon.

Who Uses a Coordinator Checklist?

Professional day-of coordinators use this as a customisable template that they adapt for each client wedding. Most professional coordinators develop their own version over time.

Friends or family members acting as coordinator — this is where a structured checklist becomes essential. An unofficial coordinator without a professional background needs the template most, because they don't have institutional knowledge of what needs to happen and in what order.

Couples coordinating their own weddings — specifically for capturing all the logistics in one place and delegating clearly on the day. Even couples working without a coordinator benefit from having a coordinator-style master document that briefs the key people around them.

Venue coordinators — many venues provide a coordinator as part of the package, but their role is typically limited to venue logistics (setup, catering, breakdown). They are not your wedding coordinator. A venue coordinator checklist is a subset of the full coordinator role.

Pre-Wedding Coordinator Responsibilities

3–4 Months Out: Information Gathering

The coordinator's first job is to build a comprehensive master document that captures everything they need to know about the wedding. This typically includes:

Vendor master list. Name, company, phone, email, arrival time, and specific responsibilities for every vendor: - Venue/event manager - Caterer and catering manager - Photographer and second shooter (if any) - Videographer - Florist - Band or DJ (and contact name) - Cake vendor - Hair and makeup team (lead artist and assistants) - Transportation company and driver - Officiant/celebrant - Any additional vendors (photo booth, rentals, etc.)

Day-of timeline. A minute-by-minute schedule from vendor arrival through end-of-reception breakdown. Build this in collaboration with the couple, then distribute it to every vendor.

Venue layout and logistics. Floor plan, room assignments, parking situation, load-in access points, setup and breakdown windows, what's included vs. what's brought in.

Contact sheet. Every vendor's mobile number on a single printed sheet that the coordinator carries on the day. This document is critical — if a vendor is running late, the coordinator calls them directly without interrupting the couple.

1–2 Months Out: Vendor Coordination

Send the day-of timeline to all vendors. Every vendor should have the timeline at least 3–4 weeks before the wedding, giving them time to flag any conflicts.

Confirm vendor arrival times. Follow up with each vendor by email or phone to confirm their specific arrival time and any day-of logistics.

Confirm vendor payments and tipping. Know which payments are still outstanding and when they're due. Coordinate with the couple on who is responsible for which payments on the day.

Venue walkthrough. If possible, conduct a walkthrough of the ceremony and reception space with the couple and the venue coordinator. Confirm setup details, table layouts, and the location of all key items.

Build the day-of emergency plan. What's the rain plan for outdoor elements? What happens if a vendor cancels? Who is the backup contact if the DJ's equipment fails? A coordinator who has thought through contingencies can solve problems calmly; one who hasn't is caught off-guard.

2 Weeks Out: Final Confirmations

Confirm every vendor. Send a confirmation message to each vendor with their arrival time, the venue address, and the day-of coordinator contact number.

Finalise the timeline. Incorporate any changes and produce the final version. This document should be stable by the time it's distributed.

Confirm headcount for catering. The final headcount to the caterer should include vendor meals.

Confirm tip envelopes. Ensure the couple has prepared tip envelopes and confirm who is distributing them on the day and when.

The Day-of Coordinator Timeline Template

The following is a template structure — specific times will vary based on your ceremony start time. This example assumes a 4:00 PM ceremony and 5:00 PM reception start.

Morning (8:00 AM – Noon)

8:00 AM: Coordinator arrives at the ceremony venue. Walk the space with the venue manager: confirm setup is correct per the floor plan, check table settings, check audio/visual equipment.

8:30 AM: Florist arrives. Confirm delivery of all floral arrangements. Check centrepieces, ceremony florals, and bridal party flowers are all present and correct.

9:00 AM: Rental company delivers any remaining items (if applicable).

10:00 AM: Caterer begins setup. Confirm arrival and initial setup timeline with catering manager.

10:30 AM: Confirm hair and makeup is running to schedule at the bridal party location. Know the expected "ready by" time for the bride and confirm it's achievable.

11:00 AM: Photographer arrives. Provide timeline and a copy of the shot list if they don't already have it. Confirm first look time and location if applicable.

Noon: Check in with band or DJ. Confirm setup is progressing. Test sound if possible.

Afternoon (Noon – Ceremony)

12:30 PM: Venue coordinator check-in. Confirm setup completion timeline and any outstanding items.

1:00 PM: Transportation coordinator briefing. Confirm pickup times and routes for wedding party.

2:00 PM: Begin wedding party coordination. Confirm where each person needs to be and by when.

3:00 PM: Officiant arrives. Final ceremony run-through for processional order and cues.

3:15 PM: Welcome guests as they begin arriving. Have ushers briefed and in position.

3:30 PM: Bridal party in position for ceremony start.

3:45 PM: Final check with all ceremony vendors: sound working, musician ready, officiant briefed, rings confirmed with best man/maid of honour.

4:00 PM: Ceremony begins.

Ceremony to Reception Transition

During ceremony: Coordinator manages timing cues, troubleshoots anything that arises, and begins coordinating the reception setup final check.

Ceremony ends (~4:30 PM): Signal cocktail hour to begin. Ensure guests are directed to the cocktail space. Brief the couple on timing for family formal photos.

4:30–5:00 PM: Oversee family formal photos. Call family groupings efficiently based on the shot list. Keep this moving.

4:45 PM: Reception room final check. Confirm table settings, centrepieces, place cards, and all reception details are in order.

5:00 PM: Grand entrance begins. Brief the wedding party on order and cues. Coordinate with the DJ/band on the entrance song.

Reception (5:00 PM – End)

5:00 PM: Grand entrance and first dance.

5:15 PM: Dinner service begins. Coordinate with the catering manager on timing.

5:30–6:30 PM: Speeches during dinner. Know the order, have each speaker ready in advance, and keep an eye on timing.

7:00 PM (approx): Cake cutting. Cue the caterer to prepare for cutting and service.

7:15 PM: Open dancing begins. From here, the coordinator's role shifts to logistics monitoring.

Throughout reception: Monitor vendor performance, manage any issues, ensure the timeline stays approximately on track, and check in with the couple as needed.

Final 30 minutes: Brief the designated "clean-up captain" (typically a family member, not the coordinator) on gift and personal-item collection. Coordinate with the caterer on breakdown.

End of reception: Ensure the couple has transport to their destination. Confirm all personal items are collected. Complete any final payment or tip distributions.

Day-of Coordinator Checklist (Printable Reference)

Logistics to confirm in final week: - [ ] Final vendor confirmation messages sent - [ ] Day-of timeline distributed to all vendors - [ ] Venue coordinator final walkthrough scheduled - [ ] Headcount confirmed with caterer (including vendor meals) - [ ] Tip envelopes prepared and assigned for distribution - [ ] Emergency kit assembled and packed - [ ] Marriage licence confirmed in the couple's possession - [ ] Rain plan confirmed with venue - [ ] Contact sheet printed (all vendor mobile numbers) - [ ] Transportation timing confirmed - [ ] Seating chart finalised and production-ready

Day-of essentials to have on hand: - [ ] Printed day-of timeline (multiple copies) - [ ] Printed vendor contact sheet - [ ] Emergency kit - [ ] Copy of the floor plan - [ ] Tip envelopes (or confirm who has them) - [ ] Pen and notepad - [ ] Charged phone and portable charger - [ ] Comfortable shoes

The Difference Between a Venue Coordinator and a Wedding Coordinator

This distinction matters — many couples assume their venue's coordinator is handling everything, and are surprised when significant gaps emerge.

Venue coordinator responsibilities: Manages the venue's staff, catering (if in-house), setup of venue-owned furniture and equipment, and ensures the venue's policies are followed. Their client is the venue, not you.

Wedding coordinator responsibilities: Manages every vendor at the wedding (not just venue staff), produces and distributes the day-of timeline, handles logistics and problem-solving across all vendors, serves as the couple's advocate, and manages the overall flow of the day.

If your venue provides a coordinator, confirm explicitly which of the above they handle. In most cases, you still need someone managing the non-venue vendors and the overall timeline.

Free Tools for Planning Your Wedding

If you're the couple organising your own wedding and building your own coordination documents, start with the free 12-Month Wedding Planning Checklist — it gives you the full task list to build your planning from.

For vendor interview scripts and a contract red-flag guide that helps you vet coordinators and other vendors, see the Wedding Vendor Toolkit.

For building and managing your day-of timeline in a professional format that you can distribute to your vendors, see the Day-of Coordination Kit — it includes minute-by-minute timeline templates built specifically for the wedding day.