Day of Logistics & Set Up Flow

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The Coordinator Says

Setup day chaos is 100% preventable. This worksheet is how coordinators keep vendors, decor, and dozens of tasks from colliding. You fill it in once — setup day runs itself.

Decor Item Location / Placement Who Sets It Up Notes

Centerpieces

Guest tables 1–12

Floral team

Deliver by 2pm

Arch florals

Ceremony arch

Florist

Arrives 10am

Table numbers

All guest tables

MOH

In box #2

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Your setup day, fully organized

Three fillable worksheets — decor placement, time-based setup flow, and every day-of task — exactly how a coordinator runs the day.

✓ Decor placement tracker with location & assigned person

✓ Timed setup task flow — vendor load-in through ceremony start

✓ Day-of errands list with deadline & location columns

✓ Auto-saves as you type — access from any device

✓ Printable for setup day

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Decor Placement

Every item, every location, every person responsible. Share this with your setup crew.

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The Coordinator Says

Label every decor box before setup day — "Welcome Table," "Sweetheart Table," "Guest Tables 1–6." Your crew shouldn't have to guess where anything goes. Walk the venue once before vendors arrive and confirm every placement spot exists.

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Decor Item Location / Placement Who Sets It Up Notes

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The Coordinator Says

Bring extra command strips, safety pins, and floral wire. Something will need to be re-secured. Also have a backup plan for any outdoor decor if there's wind — light items on tables will move.

Setup Tasks & Flow

Time-ordered task list for setup day — vendor load-in through ceremony start.

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The Coordinator Says

Build your setup timeline backward from ceremony start. If the ceremony is at 4pm, florals need to be done by 3pm, which means load-in starts at 10am. Every vendor's arrival time should be staggered — nobody can unload in the same space at once.

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Time Task Assigned To

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The Coordinator Says

Have a point person for each vendor's arrival — someone whose only job is to receive that vendor, confirm placement, and sign off. The couple should not be doing this. Designate it in advance and put it on this list.

Other Day-of Tasks

Everything that needs to happen beyond decor — errands, pickups, and logistics no one else is tracking.

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The Coordinator Says

This list should be delegated in full before wedding day. The couple should not be doing any of these tasks. Assign every single one, confirm the person knows they're responsible, and give them a time to have it done by.

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Task Assigned To Time / Deadline Location

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The Coordinator Says

Common day-of tasks people forget to assign: cake pickup / delivery confirmation, welcome bag delivery to hotel, bridesmaid dress steaming, tip envelope preparation, and picking up the marriage license. Start this list a month out — you'll keep adding to it.