Prior to Wedding Day

Work with wedding officiator to choreograph wedding ceremony, processional and recessional
Alert wedding party as to where they need to be the following day, and at what time
Pre-Ceremony

Make sure personal flowers i.e. bridal bouquet, bridesmaid’s flowers and father of the bride’s boutonnière arrive on time
Make sure photographer arrives on time and has a “must shoot” list
Gather bride, bridal party and immediate family for photos
Call out names on “must shoot” list for photographer
Ensure that transportation arrives on time and instruct wedding party as to
when to depart for ceremony.
Ceremony

Set up programs and other ceremony items i.e. guest book, unity candles, flowers
Ensure that ushers/groomsmen arrive on time and are ready to pass out programs
Ensure that personal flowers i.e. flower girl bouquet and groomsmen boutonnières have arrived at ceremony location
Alert ushers/groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a “proper” usher

Ensure that ceremony musicians have arrived and direct them as to where to set up
Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music. Determine what hand signals will used to cue musicians
Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony
Communicate with bride and groom so that they know how much time remains before the start of the ceremony
Handle any emergencies that may arise
Line up the bridal party for their entrances down the aisle
Cue ceremony musicians when bridal party is ready to begin processional
Gather family and friends for after ceremony photos
Prior to Reception

Greet vendors and instruct them as to where to set up i.e. wedding band, florist, and caterer
Arrange escort cards
Make sure reception flowers/décor is set up according to flower order
Ensure that tent and lighting are set up properly and troubleshoot as needed
Meet with catering staff to confirm food timeline
Set up guest book and pen, champagne flutes, cake cutting utensils
Set up table numbers/names and menu cards
Set up amenities baskets, hand towels, candles etc. in bathrooms
Reception

Ensure proper flow of cocktail hour food
Look over dining tables and make sure they are set up properly
Along with catering staff, encourage guests to join bride and groom for dinner
at the end of cocktail hour
Help guests locate their escort cards and dining tables
Help guests locate their escort cards and tables
Locate the couple and make sure they are ready for the intro & first dance
Cue band, photographer, and videographer when important events take place at
reception, i.e. first dance, cake cutting, toasts and parent dances
Alert catering staff to pour champagne before the toasts
Signal the best man, maid of honor, and parents when it is time for their toasts
Be aware of timing of catering service and make sure guests are served promptly
Remain easily accessible for the entire event for any details that need attending
Set up favor table

Pack up gifts and cards and miscellaneous ceremony and reception items and have them ready to be taken to a family member’s car
Coordinate reception departure transportation
Prevent & resolve any problems that may arise during the event
Provide wedding day “Emergency Kit”

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