The Wedding Planner's Month-Long Journey

A month-of wedding coordinator will be by your side for at least a month before your wedding and take on all of the last-minute details, including anything you may need right down to the final hour.

- Pre-wedding consultations

- Seating chart assistance

- A wedding-day timeline

- Vendor communication

- Vendor contract assistance

- Rehearsal management

- Help with any last-minute issues

A month-of wedding coordinator is a great option for couples who are extremely hands-on and don’t want—or need—outside input. Keep in mind, you will be in charge of all of the logistics and design choices.

Pre-wedding consultations

The coordinator will also create a detailed wedding day timeline and run the ceremony rehearsal the day before the wedding. They will be the couple's point of contact for any last-minute issues and will communicate with vendors to finalise contracts and other logistics.

The coordinator will also be able to answer any questions the couple may have throughout the planning process and offer recommendations for reliable vendors if needed.

Seating chart assistance

• Initial consultations: A good wedding planner will start by consulting with you to understand your vision, preferences, and any specific requirements for the seating arrangements. They will discuss the number of guests, the layout of the venue, and any special considerations that need to be made.
• Seating arrangement strategies: Based on the information gathered during the consultations, the wedding planner will devise strategies for seating arrangements. This may include grouping guests by their relationship to the couple (family, friends, colleagues, etc.), considering the dynamics between guests to ensure comfortable conversations, and honouring any special requests from the couple or guests.
• Seating chart creation: The planner will then create a detailed seating chart, taking into account the number of tables, the layout of the venue, and the number of guests. They will carefully assign seats, ensuring that everyone has a place and that the arrangement facilitates a pleasant experience for all.
• Visualisation tools: Planners often utilise digital tools or physical floor plans to visualise the seating arrangements. This helps the couple and other stakeholders visualise the setup and make any necessary adjustments. - Communication with vendors: The wedding planner will also communicate with vendors, such as the venue manager, caterers, and rental companies, to ensure that the seating arrangements align with the overall event setup, including the placement of the dance floor, food tables, and other important elements.
• Final adjustments and execution: In the weeks leading up to the wedding, the planner will make any necessary adjustments to the seating chart based on last-minute changes, such as guest cancellations or additions. They will finalise the seating plan and ensure that it is communicated to all relevant parties, including the venue staff, caterers, and ushers, who will help guide guests to their assigned seats.

A month-of wedding planner's assistance with seating charts ensures that the process is stress-free and efficient, allowing the couple to focus on other aspects of their special day.

Creating a wedding-day timeline

8:30 am: Breakfast

9 am: Vendors and planner arrive at the venue

9:10 am: Hair and makeup

11:30 am: Get dressed

1 pm: Photographer arrives

1:30 pm: Detail shots

2 pm: Flowers for the bride and bridal party delivered

2:30 pm: Bride completes their look

3 pm: First look photos

3:30 pm: Catering vendors arrive and set up

3:30 pm: VIPs and family portraits

4:30 pm: Guests arrive at the ceremony and music begins

5 pm: Ceremony time!

5:15 pm: Reception entertainment arrives

5:30 pm: Cocktail hour

6 pm: Reception room photography

6:20 pm: Take a moment together

6:30 pm: Guests invited in for the reception

7:15 pm: Guests invited to dinner

7:30 pm: Grand entrance and first dance

7:35-7:45 pm: Welcome toasts

7:45-8:30 pm: Dinner

8:30-8:40 pm: Wedding party toasts

8:40-8:50 pm: Parent dances

9:30-9:45 pm: Cake cutting, bouquet toss, and garter toss

9:45 pm: Open dance floor

11:30 pm: Grand exit

This timeline can be adjusted to fit the specific needs and preferences of the couple. For example, if the couple does not want a first look, they can move the first look photos to after the ceremony. If the couple wants to extend the reception, they can add more time for toasts, speeches, and dancing.

It is also important to note that this timeline assumes that the ceremony and reception are being held at the same venue. If the couple is having separate ceremony and reception venues, they will need to add travel time to the timeline.

To create a wedding-day timeline, the couple should first determine the ceremony start time and then work backward from there. They should also consult with their vendors to find out when they plan to arrive and how much time they will need for their services. All of this information can then be organized into a document, such as an Excel sheet or Microsoft document.

Vendor communication

A month-of wedding coordinator will handle all the last-minute details, including vendor communication and contract assistance. They will be by your side for at least a month before your wedding, taking on any issues that may arise down to the final hour.

A wedding planner is responsible for managing vendor contracts, reviewing them, and ensuring that all the details are accurate and that everyone is on the same page. They will also recommend and coordinate with various vendors, including caterers, florists, photographers, and DJs.

A month-of wedding coordinator will also create a detailed timeline for your wedding day, outlining when each vendor should arrive and when each event should occur. They will be in charge of confirming the arrival of vendors and ensuring that everything is in order.

Additionally, a wedding planner can handle any unexpected challenges that arise on the wedding day, such as a vendor no-show or a sudden change in the weather. They can also assist with selecting and coordinating with vendors for the rehearsal dinner.

To effectively communicate with wedding vendors, it is important to set clear expectations and preferred methods of communication. Be concise and honest, and provide photos or other forms of inspiration to help vendors visualize your desired outcome.

It is also helpful to choose a single point of contact for each wedding vendor to avoid confusion and keep everyone organized.

Rehearsal management

A month-of wedding coordinator will be by your side in the final month before your wedding, taking on last-minute details and managing your rehearsal. Here are some of the tasks they can help with:

• Running the ceremony rehearsal the day before the wedding
• Creating a detailed timeline for the rehearsal and ensuring everyone sticks to it
• Troubleshooting any problems that arise during the rehearsal
• Communicating with vendors to ensure they are set up correctly for the rehearsal
• Helping to finalise the seating plan
• Ensuring all wedding vendors are aware of the rehearsal and know what is expected of them
• Acting as a point of contact for the wedding party and family members, so that the couple can relax and enjoy the evening

Frequently asked questions