How to Prepare to Make the Most of Your Wedding Coordinator

Hello everyone,

The contract is signed, you've found your perfect match: the coordinator who will accompany you on your big day and who will finally make you feel like you, too, can fully enjoy your wedding. But as the preparations progress, one question often arises: what information should I give her? Or how can I organize it so she can truly help me as much as possible?

Rest assured, you're not alone in asking these questions! It's completely normal. To help you see things more clearly, I'm offering a series of simple and practical steps that will allow you to prepare well and give your coordinator all the tools she needs to work wonders.

At Lusa, our packages include a meeting of approximately three hours, one month before your big day. This is when we review everything with you, answer your questions, and share our best advice. If you do business with us, the information in this article will help you get the most out of your assistance and, above all, free yourself up to live your day to the fullest, with complete confidence.

1. Create a centralized folder for your suppliers

One of the greatest gifts you can give your coordinator is to save her from having to chase down essential information. Create a small folder (Google Drive, Dropbox, or other) where you can gather:

• Supplier contracts

• Contact information for each supplier

• Expected delivery, arrival, or setup times

• Important logistical information (parking, entry codes, access restrictions, etc.)

• All other useful documents: seating chart, guest allocation table, meal options, etc.

  
  

All this in one place = a happy coordinator... and ultra-efficient on the big day!

2. Make a list of the items you're providing yourself

Did you buy your own decorations, flowers, table numbers, or other personalized items? Great! Take the time to make a clear and detailed list of everything you'll be bringing yourself. Bonus: add photos if you can; it makes things so much easier!

This list allows your coordinator to set everything up exactly as you imagined it, without having to bombard you with last-minute questions. Plus, a well-done inventory allows us to quickly spot any omissions and correct them before they become a problem.

The less time your coordinator spends guessing or searching for information, the more she can focus on what matters most: making adjustments to ensure your day runs smoothly.

3. Write down any special instructions (and details that are important to you)

Do you want your grandmother to give you your bouquet? Do you absolutely not want any Celine Dion songs during the evening (sorry, Celine)? Now's the time to mention it!

Take a moment to make a short list of your preferences, special wishes, or even things to avoid. It doesn't have to be perfect or too long—the idea isn't to control everything, but to share what's important to you.

Knowing these details will help your coordinator ensure your day truly reflects your personality, and that every moment reflects you.

4. Prepare your ideal schedule for the day

You don't need a minute-by-minute schedule (we'll take care of that!), but having an idea of ​​the main stages of your day is super helpful:

• Ceremony time

• Cocktail time

• Approximate duration of the meal

• Dance floor opening

• Possible speeches or surprises

With this basic information, we can create a realistic, seamless, and enjoyable schedule, especially for you. During the handover meeting, we can fine-tune everything together, adjust transitions, and ensure that each moment has the space it deserves... without ever feeling rushed.

5. Identify your key people

Who is your ultra-organized witness who can answer questions on the big day? Who will handle the envelopes or gifts? Who knows the surprise songs your friends have planned? On the big day, your coordinator is there to manage everything... but she doesn't yet know your entourage! To help her navigate your world efficiently, identify the key people for the day so she can call on them as needed without disturbing you. It's a small step of preparation that can make a huge difference in the smooth running of your day.

6. Communicate your preferences... and your non-negotiables

Whether it's a small preference or a non-negotiable, everything is important to ensure your day is exactly what you want. If you have any aversions, like photos of you eating, if you prefer to avoid the traditional bouquet toss, or if you absolutely want the music to stop at midnight sharp, don't hesitate to say so!

Your coordinator is there to ensure your wedding runs according to your wishes, while respecting your limitations. By clearly communicating your wishes, you allow them to adapt and create a day-of plan that perfectly aligns with your expectations. Being transparent ensures the most personalized and enjoyable experience possible!

7. And above all... stay in touch!

A coordinator isn't just there for the big day; we're your ally throughout the preparations. If any doubts, concerns, or last-minute changes arise, don't be left in the dark! It's essential to maintain open communication with your coordinator. At Lusa, we're always available to answer your questions, whether by email, phone, or even text message.

The more informed we are, the better we can adapt to potential changes and ease your mental load. So, don't hesitate to reach out to us for any requests or updates, no matter how small. Every detail counts, and staying in regular contact allows us to ensure your day runs smoothly.

Conclusion

By following these simple steps, you can get the most out of your coordinator and ensure your wedding day runs smoothly. The key lies in preparation, communication, and trust. By providing your coordinator with essential information, clarifying your expectations, and remaining available for any last-minute questions, you give them the best chance of making your big day a perfect, stress-free experience.

If you're ready to delegate and fully experience every moment of your wedding, know that we're here to support you. At Lusa, we're committed to making your day as seamless and joyful as possible. If you have any questions or are ready to plan with us, don't hesitate to contact us. We'd love to help you create the wedding of your dreams!

Happy planning!

Big kisses,

Lusiné