100+ Things I Do as Your Wedding Coordinator
(So you don’t have to)
You’ll probably never see most of this happening, and that’s the point.
My job is to hold the logistics, the emotions, the timing, the people, and the unexpected… so you can stay present for the best day of your life.
Before the Wedding: Planning, Vision & Strategy
Design the overall flow of your wedding day
Translate your vision into a realistic, executable plan
Brainstorm ideas that feel aligned with you
Propose Moab-specific ideas rooted in place, season, and landscape
Source and recommend trusted local vendors
Leverage long-standing relationships to solve problems quickly
Help you maximize your budget without sacrificing experience
Advise on quality vs. quantity when making purchases
Keep planning on track with weekly check-ins
Ask the questions you didn’t know you needed to ask
Prevent over-scheduling and decision fatigue
Build buffer time into your timeline
Create Plan A, B, and C for weather and logistics
Provide advice that only comes from lived wedding-day experience
Stay available via text so you’re never left guessing
The Big Picture: Protection, Calm & Decision-MakingServe as the single point of authority on wedding day
Handle all vendor communication so you can stay present
Advocate for your wants and needs with vendors and family
Enforce venue rules, permits, and local regulations discreetly
Identify and mitigate risks throughout the day
Monitor weather, terrain, and outdoor conditions in real time
Make judgment calls when plans need to change
De-escalate conflict before it reaches you
Quietly solve problems you never need to know about
Protect your emotional energy so you can enjoy your day
Be the calm in the chaos: steady, grounded, and unshaken
Optimize timing and movement to maximize flow and efficiency
Serve as the sole point of contact for all questions, all day
Shield guests from logistical or vendor issues so the experience stays seamless
Wedding Morning: Getting Ready & Grounding
Manage setup so spaces come together seamlessly
Keep the morning moving without stress
Track essential items (rings, license, shoes, vows, etc.)
Bring water and make sure you stay hydrated
Bring you a cocktail if that’s your vibe
Make sure you eat (even when you forget)
Handle light garment fixes and emergency alterations
Stain control (yes, I carry a Tide stick)
Constant primping duty, you don’t have a mirror, I have eyes on you all day long (and a mirror in my pocket)
Fix hair, makeup, and outfits before photos
Lint-roller everything, constantly
Regulate the energy in the room so nerves don’t take over
Take final, detail-oriented walkthrough before guests arrive
Handle wardrobe emergencies including broken shoes and accessories
Ceremony: Precision & Presence
Cue musicians, DJ, and officiant
Line up the wedding party
Usher guests and manage seating
Give first-time officiants public speaking tips
Guide deep breaths before walking down the aisle
Fix your dress right before you walk
Cry quietly while you walk down the aisle (because it’s beautiful)
Ensure sound checks and microphones are ready
Manage timing so the ceremony starts intentionally
Protect the emotional tone of the moment
Photos: Flow, Details & SupportAssist the photographer in getting predetermined shots
Advocate for your photo priorities if time gets tight
Fix hair, dress, and posture during photos
Straighten decor and details between shots
Manage group movement efficiently
Give sunset photo direction if your photographer isn’t local
Protect golden hour timing
Keep things moving without making it feel rushed
Reception: Guest Experience & Energy
Cue the DJ or MC throughout the night
Stage entrances and transitions
Confirm dinner timing with catering
Release tables for buffet service
Ensure guests with dietary restrictions are cared for
Prepare hot plates so you eat first
Set food aside so you actually eat
Manage speeches and hand microphones to speakers
Prompt speakers when they’re up next
Keep speeches on track when time matters
Light and relight candles as needed
Maintain aesthetics all night
Direct guests smoothly through the space
Care for guest needs as they arise (hydration, chargers, etc.)
Manage big emotions, happy, heavy, or complicated
Bring positive energy all day and all night
Actively manage guest movement, behavior, and needs throughout the day
Constantly straighten, reset, and visually refine the space as it’s used
Ensure parents and key family members are present for important moments
Physically manage doors and space for seamless grand entrances
Oversee welcome table setup, flow, and clarity for guests
Vendor & Team Management
Manage a calm, knowledgeable support team
Communicate quietly between staff at all times
Ensure vendors have what they need to do their best work
Translate your vision into clear vendor direction
Resolve vendor issues discreetly
Maintain communication with venue management
Confirm sound checks and technical needs
Ensure Utah bar laws are followed
Distribute gratuity if pre-arranged
Direct team movement during space transitions and room flips
End of Night: Closing the Loop
Oversee special exits (sparkler or otherwise)
Secure gifts and cards
Save flowers for you to take home
Handle bouquet management
Pack up rental items properly
Coordinate end-of-night cleanup
Ensure catering is cleaning as the night goes on
Final sweep so nothing is left behind
Ensure guests have a smooth, safe exit
Leave the venue better than we found it
The Intangible Stuff (The Real Value)
Hold the emotional weight of the day so you don’t have to
Read the room and adjust pacing accordingly
Know when to follow the plan, and when to break it
Make confident decisions so you can stay present
Protect moments you’ll care about for the rest of your life
