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Coordinator Tips

Day-of Tips from a Real Coordinator

Whether you've got a full set-up team, amazing friends & family pitching in, or you're doing it all yourselves — these tips will save you time (and sanity) on wedding day!

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Setup Day Tips
5 tips
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  • Have everything ready & dropped off the day before — no one should be asking where candles, signs, or table numbers are during setup.
  • Doing place cards? Separate them by table ahead of time — your crew can place them in minutes instead of sorting through names.
  • Anything that needs assembling? Get it done before the big day (signs, easels, favors, photo displays) or designate someone to assemble.
  • Label your décor boxes: "Welcome Table," "Sweetheart Table," "Dessert," etc. — clear labels = less confusion = smoother setup.
  • Small prep = big payoff! You'll thank yourself when you're sipping mimosas instead of answering setup questions all morning. 🥂
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Officiant Tips
5 tips
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Thinking of having a friend or family member officiate? Love that! It makes your ceremony so personal! Just make sure to set them up for success:

  • Have them make the "no phones" announcement before the wedding party walks down — keeps phones out of aisle photos.
  • Remind them to step aside during the first kiss so your photographer gets a clear shot.
  • Keep their speech light, loving & a little funny — the best ceremonies feel heartfelt and fun! A little humor goes a long way.
  • Ask them to speak slowly and clearly — nerves + outdoor acoustics can make things tricky.
  • It's the little things that make your ceremony feel smooth, special, and photo-perfect!
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Grand Entrance Tips
5 tips
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Your grand entrance sets the tone for the party, so keep it fun and make it you!

  • Tell your wedding party if they're part of the entrance so no one's caught off guard and they know to gather together beforehand.
  • Choose a song that matches your vibe — hype, romantic, or totally goofy!
  • Have your DJ or MC ready with names or how you'd like to be announced — keep it short & fun.
  • If you'd rather mingle during cocktail hour, consider skipping the grand entrance & enter naturally — gives you extra time to chat and enjoy.
  • Smile, soak it all in, and let the energy kick off your night!
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Stationary & Signage Tips
6 ideas
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Welcome Sign
One of the first things guests see — make it something you can repurpose as a beautiful keepsake that lives on long after the big day.
Seating Chart
Get creative! DIY with frames, mirrors, or clothespins with cards. For a simple budget-friendly option, Vistaprint poster boards work great — clean, quick, and polished. BONUS: List guests alphabetically with table numbers next to their name for quick, easy seating.
Bar Menu
Let it reflect your personalities! Come up with fun themed names for signature drinks or keep them classic and simple.
Dinner Menu
Can go many directions — one per table, one at each seat, or posted near dinner stations. Choose what fits your style, budget, and meal service.
Other Ideas
QR codes for guest photo uploads, small games or conversation cards for cocktail tables, signage for guest books, gifts, dessert tables, favors, late-night snacks — anything you don't want guests to miss.
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Bar Planning Tips
4 tips
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  • Plan for 1–2 drinks per guest per hour (5-hour reception with 100 guests ≈ 500–700 drinks total — mix of beer, wine, spirits).
  • Offer two specialty cocktails (one per partner or "his & hers" theme) instead of a full bar — keeps service quick, adds a personal touch.
  • Don't forget non-alcoholic options! Sparkling water, sodas, and a signature mocktail so all guests can enjoy a special sip.
  • Consider pre-batched signature cocktails — speeds up service and ensures every drink tastes consistent.
Your bar should reflect your celebration — fun, flavorful, and stress-free. 🍾
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