Coordinator Prep

It’s a smart decision to hire at least a coordinator or manager for your wedding day. Read on to see how you can make sure they are ready to execute your vision on your special day!

Marriage License

Make sure your marriage license is in a secure place (folder, binder, etc.) so you can easily find it to give it to your coordinator. Also, read over the license to see what it requires - your signature, witnesses (and how many), officiant’s signature etc. This is super helpful because 1) if you hired a professional officiant who will leave after the ceremony, your coordinator will need to build that into the timeline before they depart, and 2) it saves time so you can get back to the festivities!

If your marriage license requires witnesses, pre-select them and let them (and your coordinator) know so that the process is smooth. You also need to pre-select who is returning the marriage license to the county and let your coordinator know so they can get it to the right person after everyone is done signing it.

Decor Organization

Sort all of the decor you are bringing (signage, table settings, cards and gifts pieces etc.) into separate bins and label them. For example:

• Bar box - bar signs, custom napkins, stirrers, cups

• Guestbook box - guestbook, pens, guestbook sign

• Cake box - cake topper, cake cutting set, champagne flutes

On the outside of the box, put a picture of how you want the items set up on the table so your coordinator knows your vision. Take the packaging off of everything and if anything requires assembly or batteries, handle that before boxing everything up to save time and stress.

Table Setting Boxes

Speaking of organizing and labeling your decor, something that is really helpful for your coordinator is to make table setting boxes. Instead of putting all chargers in one box, napkins in another, etc., you want to designate one box per table (and label it with the table number) and put everything you want on that one table in that box. This allows the coordinator to put each box on their designated table instead of going item by item, saving precious time. Here’s what you might put in your table setting box:

• Table number

• Place settings if you’re providing (chargers, plates, flatware, glassware)

• Menu and/or place cards (if assigning specific seats to specific people, put a diagram in the box of where you want everyone to sit so that your coordinator puts the cards at the right seats)

• Napkins and tablecloth

• Non-floral centerpieces (i.e. candles)

• Anything else you want on that particular table

Flat Lay Details

Have everything you want in your flat lay in one box (labeled - are you sensing a theme?) so that the coordinator can give it to your photographer when they arrive and you don’t have to hunt things down - wasting the vendors’ time and taking you away from getting ready. Things you might put in your flat lay box:

• Invitation suite

• Wedding bands and engagement ring

• Perfume/Cologne

• Jewelry/Cufflinks

• Shoes

• Veil, tie, cummerbund

• Ribbon in your wedding colors

• Extra flowers that match your bouquet

• Vow books

Vendor Tip Envelopes

If you’re planning on tipping your vendors, you can put the tips in envelopes and give those to your coordinator to pass out. This makes it so you (and your family) don’t have to break away from enjoying your night to catch vendors before they leave. If you’re going to do this, just make sure the envelopes are labeled with who they’re going to so the coordinator can get them to the right person.

Clean Up Plan

Another way to make sure you have a smooth end to your night? Have a pre-created clean up plan and communicate it to your coordinator and anyone who is taking things home. The coordinator will likely put everything back in the boxes they came from, unless you want everything consolidated - just make sure you tell them this. Also, let your coordinator who is taking home every item or box so they can put them in the right cars or get them to the right people. This will save so much time at the end of the night, you won’t be in danger of potentially leaving something behind, and you can enjoy your night without worrying.

Ensure your coordinator is ready for the big day so they can execute your vision while you make sweet memories!

Vendor Credits

Photos 1-3

Photo – Aureola Spectrum Photography

Venue – Seed Mill Event Barn

Photos 4-7

Photo - Whitt Photography and Film