The CWPS Coordination Wedding Checklist is an essential tool for wedding planners looking to provide high-quality coordination services that ensure every detail is accounted for and flawlessly executed. This checklist is tailored for planners, empowering you to guide clients through a stress-free wedding day experience. Here’s an overview of the key features and tasks within this checklist that will help you streamline your coordination process.
Key Phases for Wedding Planners
6 to 12 Months Out: Foundational Planning
Initial Coordination Setup: Begin by securing the date and formalizing the guest count, wedding style, and color scheme, offering clients design guidance as needed.
Vendor Selection Support: Provide recommendations on venues and vendors. This phase includes guiding your clients through the booking process for photographers, florists, caterers, and entertainment providers, ensuring contracts and deposits are managed on time.
Budget and Design Framework: Collaborate on setting an initial budget and design scheme, helping clients align their vision with realistic expectations.
4 to 6 Months Out: Fine-Tuning Logistics
Menu Tasting and Rental Finalization: Schedule and accompany clients to caterer tastings, verify rental needs, and finalize layouts to match the guest list and food style.
Guest and Attire Preparations: Begin addressing invitation details, organize accommodations for out-of-town guests, and assist with final attire selections.
Budget Review: Update the budget to account for any vendor changes, add-on services, or adjustments to the guest count, ensuring clients stay financially prepared.
2 to 4 Months Out: Customizing for the Client
Detailing the Day: Start creating a detailed timeline for the wedding day, ensuring each part of the day is precisely coordinated from start to finish.
Client and Guest Engagement: Guide clients on preparing guest welcome bags, wedding favors, and any personalized signage or paper products. Coordinate with photographers on a shot list, managing time effectively so clients can capture key moments.
Vendor and Attire Finalization: Confirm RSVP tracking, update guest counts, and assist in final fittings for wedding party members, helping clients stay ahead of key deadlines.
Final Month: Wrapping Up Details
Last Meetings and Walkthroughs: Schedule final meetings with clients to review the wedding day itinerary and address any lingering questions. Ensure all vendors have received an updated timeline and understand their roles.
Gratuities and Final Payments: Organize tip envelopes and manage final payments on behalf of clients. This checklist includes reminders to prepare these details, keeping you on top of the client’s financial needs as they close out vendor agreements.
Seating Assignments: Work with clients to finalize table assignments and print escort cards, ensuring a smooth guest experience from arrival to seating.
Wedding Day Execution
Rehearsal Coordination: Take the lead at the rehearsal, ensuring each participant understands their role in the ceremony. This step helps prepare clients, family, and the wedding party for a seamless day.
Day-of Oversight: On the wedding day, oversee all stages from the ceremony to the reception. From coordinating the ceremony procession to managing the reception flow, this checklist ensures that no detail is left unattended.
Why Use the CWPS Coordination Checklist?
For planners, the CWPS Coordination Checklist is a comprehensive, time-tested tool that enhances your ability to provide premium coordination services. With this checklist, you can guide clients smoothly through each planning phase, provide reassurance on the final details, and deliver a well-organized wedding day experience. This resource will become an indispensable asset to your coordination toolkit, helping you elevate the client experience and guarantee flawless execution on the big day.
💡 Got Template Ideas?
At Timeline Genius, we're always open to creating new templates that fit your unique planning needs. If you have ideas for additional checklist or timeline templates that would make your process smoother, we’d love to hear them! Head over to our Template Ideas Board to share your suggestions and vote on other planners' ideas. Whether it's for destination weddings, themed events, or unique ceremony setups, your feedback helps us craft resources that truly serve you and your clients.