Your Ultimate Wedding Coordinator Checklist PDF: Stress Less, Enjoy More!

Planning a wedding can be a delightful adventure, but it often comes with a whirlwind of details and deadlines. Whether you’re a bride, groom, or the wedding coordinator, having a comprehensive plan in place makes …

Planning a wedding can be a delightful adventure, but it often comes with a whirlwind of details and deadlines. Whether you’re a bride, groom, or the wedding coordinator, having a comprehensive plan in place makes all the difference. Enter the wedding coordinator checklist PDF — your trusty sidekick in making sure everything runs smoothly, and you don’t miss a beat!

From the initial stages of booking the venue to the final moments of the big day, this checklist will help you organize, prioritize, and execute like a pro. Let’s dive into the magic of wedding coordination, and by the end of this guide, you’ll have a downloadable PDF that’s ready to become your wedding day MVP.

Why Do You Need a Wedding Coordinator Checklist PDF?

Weddings are unique, and no two weddings are alike. However, one universal truth is that organization is key. A wedding coordinator checklist ensures you:

  • Cover all bases: From guest accommodations to the cake cutting, you’ll have it all covered.
  • Stay on schedule: Keep track of tasks and deadlines.
  • Keep stress levels low: The less you have to remember off the top of your head, the more you can enjoy your big day.
  • Communicate effectively: Share the checklist with your partner, vendors, and bridal party for seamless coordination.

The Ultimate Wedding Coordinator Checklist PDF

1. Pre-Wedding Coordination (9-12 Months Before)

  • Budget Planning:
    • Set your budget (break down by venue, attire, food, etc.)
    • Track expenses meticulously
  • Guest List:
    • Draft an initial guest list
    • Compile addresses for invitations
  • Venue & Vendors:
    • Book the ceremony and reception venues
    • Reserve officiant, photographer, videographer, florist, caterer, and band/DJ
  • Bridal Attire:
    • Start dress shopping (include accessories and shoes)
    • Arrange for alterations and fittings
  • Groom’s Attire:
    • Plan the groom’s suit/tuxedo and groomsmen’s outfits
  • Save-the-Dates:
    • Send out save-the-dates (ideally 9-12 months before)
  • Accommodations:
    • Reserve a block of hotel rooms for guests
  • Wedding Planner or Day-of Coordinator:
    • Hire a wedding planner or day-of coordinator if necessary

2. Mid-Wedding Coordination (6-8 Months Before)

  • Finalizing Details:
    • Select bridesmaids’ dresses and groomsmen’s suits/tuxedos
    • Finalize guest list
  • Vendors Check-in:
    • Confirm florist, photographer, videographer, band/DJ, etc.
    • Taste testing with the caterer and cake maker
  • Invitations:
    • Order wedding invitations and other stationery
    • Create wedding website
  • Transport & Logistics:
    • Arrange transportation for the wedding day
    • Plan out parking logistics for guests
  • Beauty & Wellness:
    • Book hair, makeup, and spa appointments
    • Start beauty regimen (skincare, fitness)
  • Ceremony Planning:
    • Plan out the ceremony details
    • Write personal vows

3. Pre-Wedding Crunch Time (3-5 Months Before)

  • Registry & Gifts:
    • Finalize the wedding registry
    • Plan out and book the honeymoon
  • Invitations:
    • Send out wedding invitations
  • Attire & Accessories:
    • Ensure all bridesmaid/groomsmen outfits are ready
    • Buy wedding rings
  • Rehearsal Dinner:
    • Plan rehearsal dinner venue, menu, and guest list
  • Vendor Check-ins:
    • Meet with florist, band/DJ, officiant to confirm details

4. Final Countdown (1-2 Months Before)

  • Seating Plan:
    • Finalize seating chart for the reception
    • Confirm headcount with the caterer
  • Day-of Timeline:
    • Create a detailed timeline for the wedding day
    • Share with vendors, bridal party, and coordinator
  • Dress Fitting:
    • Final dress fitting for the bride
    • Schedule a fitting for the groom
  • Final Payments:
    • Settle balances with all vendors
  • Legal & Logistics:
    • Apply for a marriage license
    • Delegate small tasks (like guestbook, favors) to trusted friends/family

5. The Wedding Week

  • Last-minute Details:
    • Confirm all final headcounts with the caterer
    • Check in with the photographer/videographer for special photo requests
  • Rehearsal & Dinner:
    • Host the rehearsal and rehearsal dinner
    • Give gifts to the bridal party
  • Packing & Prep:
    • Pack an emergency kit (safety pins, mints, tissues, etc.)
    • Pack for the honeymoon
  • Relaxation:
    • Take some time off to relax (spa day, anyone?)

6. The Big Day

  • Getting Ready:
    • Ensure the bridal party arrives on time
    • Eat a good breakfast
  • Pre-Ceremony Checklist:
    • Confirm all vendor arrivals
    • Distribute final payments/tips
  • Ceremony:
    • Start on time (as close as possible!)
    • Enjoy the ceremony
  • Reception:
    • Ensure the reception runs smoothly (cake cutting, first dance, etc.)
    • Make time to greet and thank all guests
  • After Party:
    • Coordinate post-wedding transport
  • Relax & Enjoy:
    • Most importantly, have fun!

7. Post-Wedding Coordination

  • Gifts & Thank Yous:
    • Write and send out thank-you cards
  • Vendor Feedback:
    • Leave reviews for your vendors
  • Photo & Video:
    • Select photos for the album and video highlights
  • Name Change:
    • Start the name change process
  • Return/Exchange:
    • Return or exchange unwanted registry items
  • Legal Documents:
    • Update marital status with your employer, bank, insurance, etc.

Download Your Wedding Coordinator Checklist PDF

All this sounds like a lot to remember, right? That’s why having a detailed checklist in PDF form is crucial. Download your Wedding Coordinator Checklist PDF here: [Download Now!]

FAQs About Wedding Coordinator Checklists

1. What’s the difference between a wedding planner and a wedding coordinator?

A wedding planner helps you with the entire planning process, while a wedding coordinator usually steps in closer to the event to ensure all plans are executed smoothly.

2. When should I hire a wedding coordinator?

Ideally, hire a wedding coordinator at least 6 months before the wedding. This gives them enough time to familiarize themselves with your plans and help tie up loose ends.

3. How much does a wedding coordinator typically cost?

Costs vary, but day-of coordinators typically charge between $800 and $2,500, depending on the scope and size of your wedding.

4. What are some tasks that a wedding coordinator can help with?

  • Managing the wedding timeline
  • Coordinating vendor arrival and setup
  • Handling emergencies (like a broken zipper!)
  • Wrangling the bridal party and family members
  • Ensuring a smooth ceremony and reception

5. Do I still need a wedding coordinator if I have a wedding planner?

Even with a wedding planner, a day-of coordinator can handle the nitty-gritty details of the actual day. It’s like having an extra set of hands to make sure everything goes off without a hitch.


Planning your wedding should be an enjoyable experience, and with the Wedding Coordinator Checklist PDF in hand, you’ll be well-prepared to tackle each detail with confidence. From budgeting to post-wedding thank-yous, this comprehensive guide ensures you’ll be ready for everything. Now, all that’s left is to walk down the aisle and celebrate your love story!

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