You’ve planned every detail.
You’ve double-checked the timeline.
You’ve confirmed with vendors and walked through the entire day with your couple.

But when the wedding day finally arrives, it’s not just about what’s on paper — it’s about how you manage it all in real time. Learn how to handle wedding day logistics like a pro!

And here’s the truth:
Something will go wrong.

Whether it’s a late hair and makeup team, surprise weather, or a boutonniere that won’t pin, wedding day curveballs happen. What separates a good planner from a great one is not avoiding every issue — it’s handling them with calm confidence so the couple never even knows there was a hiccup.

After 14+ years of coordinating weddings, I’ve developed a simple rhythm that helps me manage the chaos, stay cool under pressure, and keep everything (and everyone) on track.

Here are a few of my favorite tips that let me handle wedding day logistics:

Build in Buffer Time

Always pad your timeline with buffer blocks — especially before key moments like the first look, ceremony, or grand entrance. That 10–15 minutes can save the entire schedule if someone’s late or something runs behind.

Confirm with Vendors (Again)

The day before the wedding, send a quick group text or email to all vendors. Include:

• Venue address
• Their expected arrival time
• Your contact info (even if it’s already on the timeline)

It’s a small step that prevents a lot of day-of confusion.

Highlight Key Handoff Points

Print out the final timeline and highlight major transitions — cake delivery, bouquet arrival, DJ setup, bar opening, etc. These are the moments where things tend to bottleneck if they’re not watched closely.

Assign a “Runner”

Have a designated go-to person (maid of honor, parent, or assistant) to help you round up wedding party members when it’s time for photos, processional, or toasts. This saves you from running in heels.

Feed and Hydrate the Couple

Make sure your couple has snacks, water, and — if possible — a quick bite before the ceremony. You’d be surprised how often nerves + no food = fainting at the altar. (Yes, really.)

Want my full wedding day checklist?

If you want to see exactly how I manage the entire day — from arrival to exit — I’m sharing the exact checklist I use at every wedding.

Click Here to shop our Wedding Day Checklist.

It’s the same system I’ve refined over hundreds of weddings — and it’ll help you walk into every event with total clarity and confidence.

xo, Terrica