The Month-of Wedding Coordinator Checklist
The final month is when plans become instructions. Contracts, vendor details, guest counts and ceremony decisions need to be turned into one workable wedding-day schedule.
Your coordinator should receive the current vendor list, signed contracts, final guest details, floor plans, ceremony information, delivery instructions and wedding-day timeline with enough time to review everything.
What does a month-of wedding coordinator do?
A month-of coordinator usually steps into plans the couple has already made. Their work often includes reviewing contracts, confirming logistics, building or refining the timeline, communicating with vendors and managing the wedding day.
The exact responsibilities depend on the service agreement. Some coordinators begin four to eight weeks before the wedding, while others offer a shorter handoff period. Review your contract so you know when communication begins and which tasks are included.
A coordinator is not automatically a full-service planner
Month-of coordination generally focuses on final logistics and execution. It may not include sourcing vendors, managing the entire budget, designing the event or completing unfinished planning tasks unless those services are specifically included.
Four to six weeks before the wedding
Begin the formal handoff while there is still time to correct missing information and resolve unanswered questions.
Share the complete planning file
- Provide the current vendor list and contact information.
- Share signed contracts, proposals and package details.
- Review the working budget and outstanding payments.
- Provide venue policies, floor plans and access instructions.
- Share the current guest count and RSVP status.
- Identify unfinished decisions and upcoming deadlines.
- Clarify which vendors the coordinator may contact directly.
- Explain which decisions still require the couple’s approval.
Confirm what every vendor is providing
- Review service hours and contracted arrival times.
- Confirm setup, breakdown and cleanup responsibilities.
- Check delivery windows and loading requirements.
- Note final payment amounts and due dates.
- Identify items the couple must supply.
- Record overtime rates and extension procedures.
- Flag conflicting times or missing information.
Three to four weeks before the wedding
This stage focuses on vendor confirmation, guest logistics and the first complete version of the wedding-day timeline.
Review the final details with each vendor
- Confirm the correct date, venue and service address.
- Verify arrival, setup and departure times.
- Confirm the vendor’s wedding-day contact person.
- Review power, parking and loading requirements.
- Confirm equipment, rentals and supplies.
- Identify remaining balances and accepted payment methods.
- Ask about meals or breaks for the vendor team.
Turn RSVP information into final plans
- Follow up with guests who have not responded.
- Confirm plus-ones, children and household names.
- Review meal selections and dietary information.
- Record accessibility and mobility considerations.
- Confirm hotel, shuttle and transportation details.
- Begin final seating assignments.
- Prepare the final guest count for vendor deadlines.
Build the day around confirmed logistics
- Add vendor arrivals, deliveries and setup windows.
- Include hair, makeup and dressing times.
- Schedule photography and first-look options.
- Add transportation departure and arrival times.
- Outline the ceremony processional and recessional.
- Schedule reception entrances, dances, speeches and dinner.
- Allow transition time between major events.
- Add breakdown, pickup and venue exit deadlines.
Two weeks before the wedding
By this point, most major decisions should be complete. The coordinator can concentrate on final numbers, assignments and communication.
Finalize the guest count
Confirm attendance, meal totals, children, vendor meals and accessibility needs before submitting final numbers.
Complete the seating chart
Match table assignments with the final floor plan and confirm how the caterer will identify meal selections.
Review the ceremony
Confirm participants, processional order, readings, music cues, reserved seating and any cultural or religious traditions.
Confirm personal items
List signs, place cards, favors, guest-book materials, ceremony items and décor that must be delivered to the venue.
Assign trusted contacts
Identify who can answer family, transportation and personal-item questions without interrupting the couple.
Share the timeline
Send the appropriate schedule to vendors and participants. Not everyone needs every note in the master version.
The week of the wedding
Check the details that can still change
- Review the weather forecast and backup plan.
- Confirm the final timeline with the venue and vendors.
- Check transportation schedules and driver contacts.
- Confirm ceremony and reception floor plans.
- Verify rental quantities and delivery windows.
- Review final balances, gratuities and payment instructions.
- Confirm who will take gifts, cards and personal items home.
Label and organize everything entering the venue
- Pack items by ceremony, cocktail hour or reception use.
- Label each container with its destination.
- Include a simple setup reference when placement matters.
- Provide a complete inventory to the coordinator.
- Assign someone to collect items after the celebration.
- Keep irreplaceable or valuable items with a trusted person.
Make the ceremony easy to understand
- Confirm the rehearsal time and meeting location.
- Notify every required participant.
- Bring the ceremony order and processional lineup.
- Review entrances, standing positions and exits.
- Confirm who holds the rings and marriage license.
- Answer timing and movement questions before wedding day.
Wedding-day coordinator checklist
Venue and setup
Confirm venue access, oversee deliveries, check layouts and make sure setup follows the approved plan.
Vendor arrivals
Verify that vendors arrive, locate the correct spaces and have the information needed to begin work.
Personal items
Direct the placement of signs, ceremony pieces, place cards, favors and other couple-provided items.
Ceremony flow
Organize participants, communicate cues and help the processional begin according to the agreed schedule.
Timeline management
Track the schedule, communicate adjustments and coordinate transitions without making the day feel rushed.
Vendor communication
Serve as a central contact for logistical questions so the couple and their families are not managing routine details.
Guest concerns
Help resolve seating questions, accessibility needs and other practical issues covered by the coordination agreement.
Reception events
Coordinate key moments with the couple, catering team, photographer and entertainment provider.
Breakdown and pickup
Confirm that responsibilities for rentals, décor, gifts, cards and personal items are completed as planned.
Final venue exit
Check that the agreed cleanup, pickup and departure requirements are handled before the venue closes.
Information to give your coordinator
- The couple’s preferred contact information
- The complete vendor contact list
- Signed contracts and current payment information
- The final guest list and seating chart
- Meal selections and relevant dietary details
- Accessibility and mobility considerations
- The ceremony order and participant list
- The final wedding-day timeline
- Venue floor plans and setup instructions
- Transportation schedules and driver contacts
- An inventory of personal items and décor
- Emergency contacts and trusted decision-makers
Questions to ask before the final month
- When does our coordinator officially begin working with us?
- Which vendors will the coordinator contact directly?
- Will the coordinator create or refine the wedding-day timeline?
- Is ceremony-rehearsal coordination included?
- How many team members will be present on the wedding day?
- How many hours of wedding-day coverage are included?
- Who handles setup and breakdown of personal décor?
- What happens if the event runs later than scheduled?
- Who is responsible for final payments and gratuities?
- How should last-minute changes be communicated?
Month-of coordination questions couples often ask
Is month-of coordination the same as day-of coordination?
The terms are often used interchangeably, but true coordination usually requires preparation before the wedding day. The coordinator needs time to review contracts, confirm vendors and understand the plan.
Will a coordinator finish planning the wedding?
Not automatically. Many coordination packages assume that the couple has already selected vendors and made major decisions. Ask about additional planning support if important work remains unfinished.
When should we send vendor contracts?
Send them when the coordinator’s contracted work begins. Earlier access gives the coordinator more time to identify missing information or scheduling conflicts.
Who should vendors contact on the wedding day?
Vendors should usually contact the coordinator for routine logistical questions. Give them the correct name and phone number before the wedding day.
Do we still need a family contact?
A trusted family or wedding-party contact can help answer personal questions the coordinator may not know, such as locating a relative or identifying an important personal item.
Make the final handoff easier
LaBelle Bridal keeps your tasks, vendors, appointments, guests, seating, budget and timeline together. Invite your professional planner or coordinator when you choose so the current plan is easier to review.
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