From the First Email to the Last Dance
Being a wedding planner isn’t just a job. It is a passion for love stories and a dedication to making the journey toward “I do” just as beautiful as the destination. No two days are the same, but they are all united by one goal: making your vision come to life without you feeling the stress.
So, you’ve hired a wedding coordinator. Congratulations! You’ve just gifted yourself the ultimate wedding present: peace of mind.
But maybe you’re wondering… what exactly are you paying for? What do we actually do all those months leading up to the big day?
The answer? A lot more than you think.
Curious about what we really do? Let me take you behind the scenes of a coordinator’s journey—from the very first email to the last dance of the night.
Part 1: The Beginning — You Just Hired Me!
The Onboarding Phase (3-12 Months Before the Wedding)
The moment you sign that contract and pay your deposit, my work begins. Immediately.
Week 1: The Deep Dive
- The Questionnaire: I send you a massive (and I mean massive) questionnaire. What’s your vision? Your budget? Your must-haves? Your absolute nos? I need to know everything.
- The Vendor List: If you’ve already booked some vendors, I reach out to them immediately. I introduce myself, get added to their email chains, and make sure everyone knows I am now your point of contact.
- The Master Spreadsheet: I create your wedding bible. This isn’t just a timeline. This is a living, breathing document with every single detail: vendor contacts, contract end dates, payment schedules, guest counts, dietary restrictions, VIP information—everything.
Month 1-3: The Foundation
- Budget Bootcamp: We sit down (or Zoom) and go through your budget line by line. I help you allocate funds realistically. “You want a live band and a photo booth and a videographer? Great! Let’s see where we can save on florals to make it work.”
- Venue Walk-Throughs: I attend venue tours with you. While you’re swooning over the chandeliers, I’m asking the venue manager: “Where are the electrical outlets? What’s your rain plan? Is there a loading dock for rentals?”
- Vendor Recommendations: Need a photographer who loves natural light? A florist who can do 300 centerpieces on a budget? A caterer who handles gluten allergies like a pro? I’ve got a list.
Part 2: The Middle — Where the Magic Happens
The Planning Phase (3-6 Months Before)
This is the grind. The unsung hero work. The stuff nobody sees but absolutely needs.
Vendor Management
- I am constantly in communication with your entire vendor team. I confirm arrivals, double-check orders, and make sure everyone is on the same page.
- I review all contracts so you don’t have to. Hidden fees? Unexpected clauses? I catch them.
Design & Styling
- We talk decor. Every candle, every napkin fold, every flower petal. I create detailed floor plans and layout maps so the setup team knows exactly where everything goes.
- I help you rent decor items, source signage, and figure out logistics like “how many tables do we actually need for 150 people?”
The Timeline
- This is an art form. I build a minute-by-minute timeline for the entire day. Not just “Ceremony at 4:00.” I’m talking:
- 3:15 PM — Musician arrives, begins sound check
- 3:30 PM — First guests arrive, coordinator directs to restrooms and seating
- 3:45 PM — Bride’s mother escorted to front row
- 3:58 PM — Ceremony music begins
- I share this timeline with every single vendor. Everyone knows exactly where to be and when.
Logistics Coordination
- I coordinate with the venue about load-in times, parking for vendors, and trash removal.
- I arrange hotel room blocks for out-of-town guests.
- I plan the entire flow of the day—from getting ready to grand exit.
The Check-Ins
- Every month, we talk. Sometimes by email, sometimes by phone, sometimes over coffee. I check in on your stress levels, your progress, and your ever-changing guest count.
Part 3: The Final Stretch — It’s Getting Real!
(The Month Before)
Final Vendor Confirmations
- I contact every vendor: “You’re confirmed for May 15th. Here’s the final timeline. Here’s the load-in time. Any questions?”
The Floor Plan
- I create a detailed seating chart and table layout. I work with the venue to ensure it’s physically possible. (Spoiler: sometimes it’s not, and we have to redesign everything.)
The Walk-Through
- We do a final venue walk-through together. We confirm the flow, the placements, the little details.
The Emergency Kit
- I pack my car with everything imaginable: sewing kit, stain remover, extra makeup, safety pins, bandaids, granola bars, water bottles, tide pen, super glue, scissors, tape, batteries, extension cords, a steamer, and about 50 other things you never thought you’d need.
Part 4: The Main Event — Wedding Week
The Final Days
48 Hours Before:
- I confirm all vendor arrival times one last time.
- I touch base with the couple: “How are you feeling? Any last-minute nerves?”
- I pack my final bags. Walkie-talkies? Charged. Emergency kit? Stocked. Comfortable shoes? Ready.
The Day Before:
- I am at the venue for the rehearsal. I run the entire ceremony rehearsal, making sure everyone knows where to walk, stand, and sit.
- I meet the florist for final flower delivery.
- I do a final walk-through with the venue manager.
Part 5: The Big Day — 16 Hours of Magic
7:00 AM — The Start
I leave my house with a car full of emergency supplies, my timeline binder, and way too much coffee. I arrive at the getting-ready location before the hair and makeup artists. The bride is usually in her robe, sipping champagne with her mom, feeling calm because she doesn’t know what I know yet.
- The Intake: I take delivery of the first round of items. Flowers for the bridal party? Check. The bridesmaids' gifts? Delivered. The emergency breakfast sandwiches I ordered for the girls? Arriving in 10 minutes.
- The Stealth Mode: While everyone is laughing and getting their hair curled, I am quietly steaming the bride’s dress, ironing the groomsmen’s shirts in the other room, and gathering all the “detail shots” for the photographer (the rings, the invitation suite, the perfume, the shoes).
- The Timeline Check: I pull the photographer and videographer aside. “We are running 15 minutes behind. Let’s skip the solo shots of the bridesmaids and do them all together to catch up.”
10:30 AM — The Transition
The couple is getting dressed. This is a critical moment.
- The Button-Up: I help the bride into her gown. Buttons, zippers, bustles—I have done it a thousand times. I am also holding her bouquet, handing her tissues, and making sure her “something blue” is actually on.
- The First Look Coordination: If they are doing a first look, I stage the groom. “Stand here, don’t turn around until I say.” Then I run back to get the bride. I walk her out, stand behind her, and give the signal. Then I disappear to give them privacy—but I stay close enough to chase away any guests who wander into the area.
1:00 PM — The Ceremony Setup Sprint
While the couple takes portraits, I am at the ceremony site. This is where the magic (and chaos) happens.
- Vendor Wrangling: The florist is installing the arbor. The musician is setting up speakers. The rental company is dropping chairs. I am the air traffic controller, making sure they don’t get in each other’s way.
- The Detail Fixation: I am on my hands and knees straightening the aisle runner. I am fluffing petals. I am moving a chair two inches to the left because it was blocking the view. I am checking that the officiant has the microphone and the marriage license.
- The Guest Management: Guests start arriving 30 minutes early. I greet them, direct them to the restrooms, and politely ask them not to sit in the front row (reserved for parents).
3:00 PM — Ceremony Time
The music starts. The bridesmaids begin walking. I am standing at the back, walkie-talkie in hand.
- The Hidden Role: I am watching everything. Did the flower girl drop too many petals? (No, it’s perfect). Is the videographer in position? (Yes). Is the ring bearer actually going to make it down the aisle? (He just spotted his mom and ran to her—I signal an assistant to gently redirect him).
- The Quick Change: The moment the couple kisses, I am SPRINTING. Not to cry happy tears, but to get to the cocktail hour location. I need to make sure the bar is open, the bartender has ice, and the appetizers are coming out.
4:00 PM — The Golden Hour (and the Chaos)
While the couple takes sunset photos and guests enjoy cocktail hour, I am in the reception hall.
- The Room Flip: I am directing the transition from ceremony to reception. Chairs get moved. The head table gets decorated. The DJ tests the microphone. I am checking every single place setting—is the charger plate centered? Does every napkin look the same?
- Vendor Dinner: I make sure all vendors (photographer, DJ, band) get fed. Happy vendors work better. I usually eat my own dinner standing up, in three bites, behind a pillar.
6:00 PM — Reception Begins
The couple is announced. They have their first dance. Toasts are made.
- The Silent Work: While they dance, I am coordinating with the kitchen on dinner timing. I am checking in with the bride’s mom (who is worried about the speech her husband is about to give). I am icing down more champagne.
- The Bustle: As soon as the first dance ends, the bride needs her bustle done. I am under her dress in the middle of the dance floor, clipping 15 tiny buttons while she laughs and guests take photos.
8:00 PM — 11:00 PM — The Party
The dance floor is full. The couple is having the time of their lives. This is my favorite part—but I am not resting.
- Guest Management: I handle the guest who has had too much to drink. I find a safe ride home for the aunt who is tired. I track down the missing ring bearer who is hiding under a table.
- Vendor Check-Outs: I start paying vendors. I settle the final bar tab with the venue. I confirm the photo booth attendant is staying until 11:00 PM.
- The Preservation: I am also quietly preserving the details. I grab a piece of cake and put it in the fridge for the couple to eat on their first anniversary. I gather the leftover flowers to be donated.
11:30 PM — The Grand Exit
The sparklers are lit. The couple runs through. Hugs, tears, and goodbyes.
- The Clean-Up Crew: While everyone else is going to bed, my work continues. I pack up the couple’s personal items (the card box, the guest book, the leftover cake, the bride’s getting-ready robe). I make sure everything is loaded into the designated cars. I tip the venue staff.
12:30 AM — The Drive Home
I get in my car, exhausted but buzzing. My feet hurt. My voice is hoarse from yelling over the music. I am covered in a mysterious mix of champagne, cake crumbs, and glitter.
- The Debrief: Before I even start the engine, I send a quick text to the couple: “You did it!! You were absolutely stunning. Go eat that leftover pizza in your fridge. Sleep well. We will talk tomorrow!”
- The Wind Down: I finally get home, peel off my dress, and fall into bed. My brain is still replaying the day. Did I remember to give the bride her earrings? (Yes, I put them in her overnight bag). Did the groom get his grandfather’s cufflinks back? (Yes, I handed them to his mom).
Part 6: The Next Day
24 Hours Later
- I send the couple a proper message: “You did it!! You were absolutely stunning. Rest today—you deserve it. I’ll be in touch about any final details!”
- I follow up with any vendors regarding final payments.
- I start organizing my notes for their wedding album and future anniversary reminders.
So, What Does a Coordinator Really Do?
We are your memory keeper, your problem solver, your schedule master, your emergency contact, and your biggest cheerleader.
We are a stylist, a therapist, a referee, a cleaner, a runner, a technician, and a friend. We solve 100 problems the couple will never know existed. We carry the stress so you can carry the joy.
We handle the 1,000 little things so you can focus on the one big thing: marrying the love of your life.
And honestly? I wouldn’t trade it for anything.
Ready to have a day this stress-free? Let’s talk.
