The short answer
A wedding day coordinator's checklist has four stages: 6 to 8 weeks out (supplier list, contracts and a venue walkthrough), 2 to 4 weeks out (the run sheet, confirmed with every supplier), the week of the wedding (final numbers, deliveries and a briefing for the bridal party and MC), and the day itself (setup, cues, timing, problem-solving and pack-down).
At a glance
- Most of the work happens before the wedding: confirming suppliers and writing the run sheet.
- The run sheet is the single document everyone works from, with times, people, locations and contacts.
- Every supplier should confirm arrival time, access, power needs and who to call on the day.
- On the day, the coordinator arrives 2 to 3 hours before the ceremony and is the one point of contact.
- Pack-down is the most forgotten part: who takes the décor, gifts and leftover drinks, and by when.
What does a coordinator do 6 to 8 weeks before the wedding?
Gathers every supplier contract and contact, learns the venue's rules, and walks the venue with the couple so the plan fits the space.
6 to 8 weeks out
- Collect every supplier's contract, quote and contact number
- Note what each supplier is and isn't responsible for (setup, pack-down, delivery)
- Read the venue's rules: access times, noise curfew, candles, confetti, decorating limits
- Find the venue's bump-in and bump-out times and who holds the keys
- Walk the venue with the couple: ceremony spot, photo spots, wet-weather option, toilets, parking
- Check power points, lighting after dark and where suppliers can unload
- Start a draft timeline from the ceremony time and sunset
"The venue walkthrough is where I find the problems that would otherwise surprise us on the day: a power point that's too far away, a ceremony spot in full afternoon sun, or a gate that's locked until 2pm."
Sara WardFounder & Lead Wedding Day Coordinator, Hello LoveWhat should be done 2 to 4 weeks before the wedding?
The run sheet gets written and sent to every supplier, and each one confirms their times, access and needs in writing.
2 to 4 weeks out
- Write the full run sheet: times, what happens, who is responsible, where
- Send it to every supplier and ask each one to confirm arrival time and setup needs
- Confirm the celebrant's requirements, including the ceremony order and signing table
- Build the music cue list with the musician or DJ: walk-in, signing, walk-out, entrances, first dance
- Agree speech order and timing with the MC
- Plan the group photo list with the photographer, with names for each group
- Confirm the wet-weather plan and the deadline for deciding on it
- Make a contact sheet with every supplier's mobile number
What does a coordinator check in the week of the wedding?
Final numbers, deliveries and payments, plus a short briefing so the bridal party, family and MC know exactly where to be.
The week of the wedding
- Reconfirm every supplier by phone or message
- Send final guest numbers and dietary requirements to the caterer or venue
- Confirm the seating plan, place cards and table numbers
- Collect the couple's styling items, signage, guest book and personal items
- Label everything with where it goes and who takes it home
- Check any final payments due on the day and prepare envelopes
- Brief the bridal party and immediate family on timings and where to stand
- Check the weather forecast and make the wet-weather call if needed
- Pack the emergency kit
The emergency kit has its own checklist: see what to pack in a wedding day emergency kit.
What does a wedding coordinator do on the day?
Runs the day to the run sheet: meets suppliers, oversees setup, lines up the ceremony, keeps the reception on time and fixes problems before the couple hears about them.
Setup
- Arrive 2 to 3 hours before the ceremony
- Meet each supplier as they arrive and point them to their area
- Set up or oversee styling, signage, place cards and the guest book
- Check the ceremony setup: chairs, aisle, signing table, sound
- Test the microphone and music cues with the musician or DJ
- Check in with the couple and photographer on timing
Ceremony
- Guide guests to their seats
- Line up the bridal party and family in order
- Cue the music and the walk down the aisle
- Make sure the rings and paperwork are with the right people
- Move guests to canapés after the ceremony
Photos and reception
- Call each group for photos from the list
- Get guests seated on time for entrances
- Cue entrances, speeches, cake cutting and the first dance with the MC and DJ
- Keep the kitchen and venue team updated if timings move
- Make sure the couple eats
What happens at pack-down?
Everything the couple owns gets packed, labelled and handed to a named person, and the venue is left the way the contract requires.
End of the night
- Collect gifts and cards and hand them to a named person
- Pack the couple's personal items, signage and keepsakes
- Check hired items are ready for the hire company's collection
- Confirm who takes leftover drinks, cake and flowers
- Walk the venue for anything left behind
- Check the venue's rules for bins, cleaning and lights out
Frequently asked questions
How we researched this
Written by Sara Ward from the checklist she uses to coordinate weddings across Sydney and regional NSW. Timings are typical; each wedding's plan is built around its venue and suppliers.
About the author
Founder & Lead Wedding Day Coordinator, Hello Love
Sara Ward is the founder and lead coordinator at Hello Love, a Sydney-based wedding day coordination service. She has spent years running weddings across the Sydney CBD, Inner West, Northern Beaches, Southern Highlands and South Coast - from intimate harbourside ceremonies to 200+ guest receptions.
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