Coordinator Prep
Hiring a wedding coordinator or day-of manager is a smart decision to ensure your wedding day runs seamlessly. Here’s how you can prepare so your coordinator is fully equipped to execute your vision while you focus on making memories.
Marriage License
Keep your marriage license in a secure and easily accessible location, like a folder or binder. Review the license in advance to understand any requirements - signatures, witnesses, officiant details, 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 license requires witnesses, pre-select them and notify your coordinator. Also, designate who will return the license to the county after the ceremony to ensure the process is smooth and stress-free.
Decor Organization
Organize and sort all decor items into labeled boxes to streamline setup. 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
Add a small photo on the outside of each box showing how the items should be displayed. Remove packaging, assemble any components, and check batteries in advance to save time on the wedding day.
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
Place everything you want in your flat lay photos in a labeled box so your coordinator can give it to your photographer. This prevents you from hunting for items and keeps the photo process seamless. Include:
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 plan to tip your vendors, pre-package tips in labeled envelopes for your coordinator to distribute. This way, you and your family can stay present during the celebration without needing to hand out tips individually.
Clean Up Plan
Another way to make sure you have a smooth end to your night? Have a pre-created clean-up plan helps ensure a smooth end to the night. Communicate to your coordinator and anyone responsible for taking items home. Decide whether items should be consolidated or returned to original boxes, and identify who is responsible for transporting each item. This prevents lost or forgotten items and allows you to enjoy your night stress-free.
Ensure your wedding coordinator is fully prepared for your big day so they can execute your vision while you focus on making memories with your family and friends.
Vendor Credits
Photos 1-3
Photo – Aureola Spectrum Photography
Venue – Seed Mill Event Barn
Photos 4-7
Photo - Whitt Photography and Film
