So, your wedding day is right around the corner (cue happy dance!), and you’ve probably been planning, dreaming, and organizing for months—maybe even years.
But before the big day arrives, there’s one final milestone that can make a world of difference: the final meeting with your wedding coordinator.
This isn’t just a quick check-in—it’s the ultimate opportunity to tie up loose ends, calm those pre-wedding jitters, and ensure everyone is on the same page.
Not sure what to ask? Don’t worry—we’ve put together the must-ask questions to ask your wedding coordinator at the final meeting so nothing slips through the cracks.
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1. What’s the Final Timeline?
Ask for a detailed, hour-by-hour timeline that includes everything from vendor arrivals and hair appointments to the grand exit. Make sure it includes:
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Arrival times for the couple and the wedding party
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Ceremony and reception start/end times
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Vendor delivery and setup schedule
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First look, photos, speeches, and dances
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Buffer time for unexpected delays
Pro tip: Ask your coordinator if they’ve shared the timeline with all vendors. Everyone should be on the same page.
2. Who’s the Go-To Person on the Day?
You don’t want to be answering phone calls while getting your makeup done. Ask:
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Who will be the point of contact on the wedding day?
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Will there be assistants or a second coordinator?
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What’s the best way for vendors or guests to reach them?
Having a clearly designated point person ensures a smooth, stress-free day for you.
3. Have All the Vendors Been Confirmed?
Your coordinator should have touched base with every vendor by now. Confirm:
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Are all vendors locked in and confirmed?
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Have delivery times, parking, and access needs been discussed?
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Are any final payments or gratuities outstanding?
If you’re handing out tips, now’s the time to prepare labeled envelopes—and ask your coordinator if they can distribute them for you.
4. What Happens if Something Goes Wrong?
It’s not fun to think about, but it’s smart to be prepared. Ask:
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What’s the backup plan if it rains (for outdoor weddings)?
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What happens if a vendor is late or cancels?
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Is there an emergency kit on hand for mishaps (think: sewing kits, stain remover, safety pins)?
Your coordinator should be ready with contingency plans so you don’t have to sweat the small stuff.
5. How Are Décor and Personal Items Being Managed?
All those little details matter. Be sure to ask:
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Who is setting up personal décor items (menus, candles, favors)?
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What happens to gifts, leftover cake, or décor after the event?
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Where should you drop off any personal items before the wedding?
Create a checklist of all items to bring and pick up—your coordinator can help keep it all organized.
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6. Is the Seating Chart and Floor Plan Finalized?
Last-minute RSVPs and changes are normal. Confirm:
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Is the seating chart printed and accurate?
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Are the tables and chairs correctly arranged according to the plan?
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Are there clear signs for guest direction (like ceremony seating and reception flow)?
Having a visual copy of the final floor plan can be a lifesaver, especially for vendors and ushers.
7. Can We Do a Final Venue Walk-Through?
If you haven’t done this already, it’s a great time to:
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Walk through the ceremony and reception layout
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Test lighting, music, and microphones
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Clarify where the bridal party will line up, enter, and exit
This is your chance to make sure the space looks and feels just right.
8. Are There Any Rules or Restrictions We Should Know?
Every venue has its quirks. Be sure to ask:
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Are there noise restrictions or a curfew?
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Can we use open flames, confetti, or sparklers?
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Are there guidelines for cleanup or overtime fees?
These questions can help you avoid last-minute surprises—or fees!
9. When Will the Coordinator Arrive and Leave?
Timing is everything. Make sure you know:
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What time will the coordinator and team arrive?
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How long do they stay (until cake cutting, end of event, etc.)?
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Will they assist with breakdown and cleanup?
Knowing their hours helps ensure someone is managing the event from start to finish.
10. Is There Anything We Forgot?
It sounds simple, but it’s a big one. Ask your coordinator:
“Is there anything we haven’t covered that we should discuss?”
They’ve likely done this hundreds of times and can remind you of anything you might’ve overlooked.
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Final Thoughts
Your final meeting with your wedding coordinator is more than a formality—it’s your last chance to make sure every detail is perfectly planned so you can truly enjoy your day.
Don’t be afraid to ask questions (even if you think they’re small) and trust your coordinator to guide you through.
With the right preparation, your wedding day won’t just be beautiful—it’ll be stress-free, magical, and full of joy.
Tip: Bring a printed checklist of these questions with you to the meeting—or better yet, send them ahead of time so your coordinator can prepare answers.
