The day-of wedding coordinator checklist, hour by hour

Four to two weeks before

Build the final handoff while there is still time to resolve missing owners, access, and contract details.

1. Collect final contracts, arrival windows, and departure terms4 weeks before · CoordinatorConfirm names, mobile numbers, load-in rules, service scope, overtime, and strike obligations.
2. Build the primary and backup contact sheet4 weeks before · CoordinatorInclude venue escalation, every vendor lead, transportation, wedding party leads, and emergency contacts.
3. Review the master timeline with the couple and venue3-4 weeks before · CoordinatorIdentify fixed times, flexible blocks, buffers, optional cuts, hard stops, and travel time.
4. Name the day-of change authority and cue callers3 weeks before · Couple / coordinatorRecord who approves timeline changes and who gives each ceremony and reception cue.
5. Confirm load-in, parking, storage, and accessibility routes3 weeks before · Coordinator / venueWalk the actual entrances, elevators, restrooms, secure storage, guest route, and service route.
6. Document the weather and temperature decision plan2-3 weeks before · Coordinator / venueName the decision owner, trigger time, forecast source, alternate setup, and communication sequence.
7. Confirm guest and wedding-party transportation2-3 weeks before · Coordinator / transportationVerify vehicles, capacity, drivers, pickup points, buffers, parking, and missed-ride fallback.
8. Review ceremony and reception layouts2 weeks before · Coordinator / venueCheck capacity, table numbers, reserved seats, vendor positions, power, exits, and step-free routes.
9. Confirm the family photo list and wrangler2 weeks before · Coordinator / photographerUse names and grouping order; the couple should not locate missing relatives.
10. Confirm gifts, cards, personal items, rentals, and return owners2 weeks before · Coordinator / coupleName the secure location, recipient, vehicle, inventory owner, and return deadline.
11. Create role-specific schedules from the approved master1-2 weeks before · CoordinatorGive each person only the times, locations, contacts, and cues they need; retain one source of truth.

Final week

Get explicit confirmations instead of assuming an old email or contract still reflects the operational plan.

12. Confirm every vendor directly5-7 days before · CoordinatorReceive an explicit yes for arrival, setup, service, departure, contact, and any change.
13. Complete the final venue walkthrough3-5 days before · Coordinator / venueVerify rooms, keys, lighting, climate, furniture, kitchen, bar, loading, cleanup, and hard stop.
14. Prepare the day-of document and supply kit2-4 days before · CoordinatorPack the approved timeline, contacts, layouts, cue lists, basic tools, labels, chargers, and offline copies.

48 to 24 hours before

15. Lead or attend the ceremony rehearsal1-2 days before · Coordinator / officiantPractice lineup, pace, handoffs, seating, microphones, music, and the weather alternative.
16. Reconfirm weather, transportation, and urgent changes1 day before · CoordinatorRecord the final decision, update the source plan, and tell only the affected people.

Wedding morning and setup

Verify access and safety before production begins, then keep each vendor’s immediate dependency visible.

17. Open the venue and verify life-safety and access conditionsBefore first vendor · Coordinator / venueDo not improvise around blocked exits or unsafe conditions; use the venue escalation path.
18. Check in each vendor and confirm the communication pathAt each arrival · CoordinatorRecord arrival, lead name, work area, immediate dependency, and best contact; keep the couple out of routine relays.
19. Track deliveries, inventory, and setup dependenciesDuring load-in · Coordinator / setup leadsPhotograph delivered items, note shortages or damage, and resolve guest-facing essentials first.
20. Inspect ceremony, cocktail, and reception spacesBefore guest areas open · Coordinator / venueCheck cleanliness, climate, lighting, sound, signage, seating, restrooms, accessibility, and weather protection.
21. Confirm hair and makeup order and finish targetAt service start · Coordinator / beauty leadTrack actual starts and alert photo before the portrait schedule is affected.
22. Gather attire, rings, stationery, flowers, and personal detailsBefore detail photos · Coordinator / designated attendantKeep items together, record custody, and return valuables to the named owner.
23. Confirm food, water, dressing, and travel readinessBefore portraits · Coordinator / attendantsProtect health and dignity; verify people, vehicles, bouquets, accessories, and the departure cue.

Pre-ceremony

24. Complete the audio and music soundcheck60-90 minutes before · Coordinator / audio leadTest microphones, processional and recessional tracks, power, backup audio, and pronunciations.
25. Confirm the ceremony is guest-ready45-60 minutes before · Coordinator / ceremony leadCheck reserved seats, programs, water, ushers, signage, weather plan, and accessible route.
26. Hide and line up the wedding party20-30 minutes before · Coordinator / wedding party leadVerify order, bouquets, boutonnieres, rings, license, officiant, and photo/video positions.

Ceremony

27. Cue doors, music, participants, and officiantAt processional · Ceremony cue callerUse one cue caller and pause when a required person or safety condition is not ready.
28. Monitor timing and prepare the recessional transitionDuring ceremony · CoordinatorAvoid interrupting the ceremony unless safety or the authorized recovery plan requires it.

Cocktail hour and reception

Move people before decor, confirm every release cue, and protect kitchen and hard-stop timing.

29. Direct guests and release the photo listImmediately after ceremony · Coordinator / ushers / family wranglerOpen the correct guest route and stage named family groups away from guest traffic.
30. Manage room flip and reception readinessDuring cocktail hour · Coordinator / venue / vendorsTrack tables, decor, lighting, sound, catering, seating display, and completion sign-off.
31. Confirm guest seating and wedding-party lineup15 minutes before reception · Coordinator / MCResolve seating issues away from the couple and verify names and pronunciations.
32. Confirm entrance, first dance, and meal-service cuesBefore dinner · Coordinator / MC / cateringDo not release a cue until the couple, camera teams, audio, room, and kitchen are ready.
33. Track meal service, dietary handoffs, and vendor mealsDuring dinner · Coordinator / catering captainUse confirmed guest and caterer information; the checklist does not verify allergy safety.
34. Confirm speakers, microphones, songs, cake, and camera positionsBefore formalities · Coordinator / MCVerify order and readiness before moving guests’ attention or changing service flow.
35. Monitor timeline drift, breaks, bar timing, and transportationDuring open dancing · CoordinatorUse approved buffers and optional cuts first; only the named authority approves a timeline change.
36. Confirm last call, final song, send-off, and hard venue stopBefore the final hour · Coordinator / venue / MCAlign bar, transportation, photo/video, lighting, guest route, and the couple’s departure vehicle.

Breakdown and handoffs

37. Secure cards, gifts, personal items, and legal documentsAs guests depart · Coordinator / assigned recipientUse the agreed secure location and document every handoff to the named recipient.
38. Track vendor pickup, rental counts, leftovers, and trashDuring strike · Coordinator / venue / strike leadsPhotograph unresolved items and use only approved overnight or follow-up pickup plans.
39. Complete the final venue sweep and key handoffBefore leaving · Coordinator / venueCheck every room, vehicle, loading area, storage point, payment handoff, key, and incident note.

After the wedding

40. Send the couple a concise closeout reportNext business day · CoordinatorList completed returns, receipts, damages, lost items, unresolved vendor issues, and required follow-up.