Day-of Wedding Coordination: The Ultimate Run Sheet Guide
Everything you need to know about creating run sheets and managing flawless wedding day execution.
The run sheet is your bible on wedding day. It transforms months of planning into a minute-by-minute action plan that every vendor, assistant, and family member can follow.
What Belongs on a Run Sheet
- Exact times for every event and transition
- Vendor names, roles, and contact numbers
- Setup and breakdown instructions per vendor
- Ceremony processional order with song cues
- Reception timeline including dinner service style
- Toast schedule and speaker order
- Emergency contacts and backup plans
Distribute Early, Confirm Often
Send the run sheet to all vendors at least one week before the wedding. Request confirmation from each. Make one final round of calls two days before to verify everyone is prepared.
Assign Point People
Designate a point person for each area: ceremony, reception, bridal party, and groom's party. Give them specific responsibilities and a copy of the relevant run sheet section.
Prepare for the Unexpected
Include backup plans for weather, vendor no-shows, and timeline delays. Keep a printed copy of the run sheet even if you've shared digital versions — venue Wi-Fi is never guaranteed.
The Planner's Role on Wedding Day
Arrive before the first vendor. Walk the venue to confirm setup. Keep the timeline moving with gentle reminders, not pressure. Handle problems quietly so the couple never knows anything went wrong. Your calm confidence is the greatest gift you give on their wedding day.