08/11/2026
What Does the Week Before Your Wedding Look Like When You Book With Us?
A lot of people think wedding coordination begins when the coordinator arrives on wedding day. In reality, so much of the work happens behind the scenes during the week leading up to your wedding.
By the time your wedding day arrives, my goal is for you to feel like everything is already taken care of — because it is.
Here’s a look at what I’m doing during that final week:
Vendor confirmations:
I spend hours reaching out to your entire vendor team to confirm arrival times, locations, setup requirements, contact information, and any last-minute details. I make sure everyone knows where they need to be, when they need to be there, and what they need to know before arriving.
Answering vendor questions:
This is when vendors often have those final questions that need answers. Where should we unload? Who is our point of contact? When is the ceremony starting? Where does the DJ set up? When can the photographer arrive? What time is dinner? Instead of those questions coming to you, they come to me.
Fine-tuning your timeline:
At this point, the major planning is already done. Now I’m taking your timeline and getting incredibly detailed. I’m adding transitions between events, vendor cues, ceremony and reception movements, photography moments, announcements, and all of those tiny details that help the day flow smoothly.
Microphone & AV setups:
I’m making sure we know when microphones are needed, who needs them, when they need to be switched out, and where equipment needs to be during different portions of the day.
Creating the pack-out plan:
One of my favorite behind-the-scenes details is creating a clear pack-out plan. At the end of the night, there can be cards, gifts, décor, signage, leftover food, personal belongings, florals, rental items, and countless little pieces that need to go somewhere. I organize what goes home with whom so your family isn’t standing around at midnight trying to figure it out.
Finalizing setup details:
I’m reviewing your décor plans, floor plan, seating chart, personal items, signage, specialty tables, ceremony setup, reception setup, and anything else that needs to be placed exactly where you envisioned it.
Communicating the plan:
Your vendors aren’t just receiving a timeline. I’m making sure the important pieces of the day are communicated so everyone is working from the same plan.
Preparing for the unexpected:
And, of course, I’m thinking through the “what ifs.” Weather changes, late arrivals, missing items, timeline adjustments, family dynamics, vendor questions, last-minute changes — I’m looking ahead so you don’t have to.
By the time I walk into your venue on wedding day, I’m not figuring out the plan. I’m executing it.
The timeline is finalized. Vendors know where they’re going. The details have been organized. The transitions have been planned. The pack-out has been assigned. The moving pieces have been accounted for.
And that means when you arrive on your wedding day, you get to be the couple getting married — not the couple running the wedding.
That’s what wedding coordination is really about.
You enjoy the moment. We handle the moving parts. 🤍
— The Midwest Wedding Collective
Certified Wedding Coordinator | 300+ Weddings of Experience
