Lead Planner / Coordinator
Orchestrates the entire day. Single point of contact for every vendor question. Should be on speed-dial day-of.
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Day-of Coordinator (if separate)
On-site execution lead. Manages timeline, family, last-minute issues. Often a separate person from the planner.
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Photographer (lead)
Documents the day. Pre-coordinates timeline + first-look + portrait windows. AGV: you have us.
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Cinematographer / Videographer
Pairs with photographer. Handles audio mics on officiant + couple. AGV: bundled with photo.
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Officiant
Performs ceremony. Pre-rehearses with couple. May need extra coaching if family-officiated.
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Florist
Bouquets, boutonnieres, ceremony arch, table centerpieces. Delivers 3-4 hours before ceremony.
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DJ / Band
Reception music + ceremony audio + emcee duties. Pre-coordinates timeline + must-play / do-not-play list.
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Catering Lead
Plate-up timing affects toast + cake-cut timing. Pre-coordinate with planner + DJ.
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Bartender Lead
Cocktail hour + open bar service. Stocked + tipped properly day-of.
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Cake Designer
Cake delivery + setup. Confirms cake-cut moment. Often the planner manages.
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Hair + Makeup Artist
Bride + bridal party hair/makeup. Schedule starts 4-5 hours before ceremony.
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Transportation
Limousine / shuttle for guests + bridal party. Schedule pickups + dropoffs with planner.
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Venue Coordinator
On-property venue lead. Different from your planner — handles venue-specific rules + vendor access.
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Rentals (chairs, linens, tableware)
Delivery + pickup window. Confirms count vs. RSVPs.
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Lighting + AV
Outdoor lighting, uplighting, projector if speeches use slides.
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Officiant's Assistant / Reader
For multi-reader ceremonies. Coordinate seating + cue from program.
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Babysitter / Childcare
For kid-friendly weddings. Often a hired sitter for the reception hours.
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Hotel Block Manager
Guest-block contact for late check-in, late checkout, group rate questions.
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