Free Wedding Planning Proposal Template
A wedding planning proposal covers the coordinator’s scope, what’s included, the price, payment terms, and what happens after you sign.
The point of hiring a coordinator is getting to feel off-duty on the day, but the fear is spending the whole time answering texts while small problems stack up in front of family. A wedding planning proposal gives the couple one place to read what day-of coordination includes, what it costs, and who makes the calls when the timeline slips.
The proposal starts with The short version, so the couple sees the point-person role, the handoffs, and the promise that questions go to you, not them. The middle pages read like proof and process, with Selected work examples and the deliverables you’ll hand over, including a final timeline, printed copies, and a vendor contact sheet. Pricing stays simple under What it costs, and one line does the choosing, which means the client reads the scope before they hit the number, under Raleway headings with a printed-ink red and teal accent.
- The short version Gives the couple the quick read on coverage, point-person responsibilities, and how the day stays calm when details shift.
- Final wedding day timeline Describes the working schedule plus the printed copies and vendor contact sheet you’ll deliver, so the handoff feels concrete.
- What it costs Holds the single priced option the client accepts, so you only replace the numbers before sending.
- Getting started Carries the signature and fee summary, then names what you need from the couple so you can confirm vendors and tighten the plan.
Once the wording matches your service and the Week-Of Coordination price matches your own, you send the proposal for signature. The client signs online, and Getting started keeps the next steps and fee summary right under the acceptance so nobody has to ask what happens next.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What this proposal contains
1) The short version
Opens with the promise of one on-site point person, then describes day-of coordination and the handoff you take over.
2) About us
Explains the role of a day-of coordinator and how decisions, confirmations, and small fixes get handled without pulling the couple in.
3) Selected work
Introduces a short portfolio section, so a couple can see examples of the kinds of weddings you’ve coordinated.
4) Loft ceremony and dinner
Gives one coordination example focused on a room flip, arrivals through one loading door, and keeping photos and dinner on time.
5) Church ceremony, hotel reception
Gives one coordination example focused on rehearsal cues and the handoff between locations.
6) Backyard tented wedding
Gives one coordination example focused on deliveries, load-in, and weather pivots, plus a short client quote.
7) Final wedding day timeline
Names the timeline you build and the supporting pages, including printed copies and a vendor contact sheet, so vendors know who to call.
8) Venue walkthrough notes
Covers walkthrough logistics, week-of vendor confirmations, and the rehearsal run-through plan you’ll lead.
9) What it costs
Lists the package price under a priced item, with a note about what the option includes before the wedding day.
10) Getting started
Holds the signature and fee summary, then explains the steps after acceptance, including what the couple sends over.
11) Do you start the week-of or just the day itself?
Answers common coordination questions, including week-of coverage, rehearsal leadership, bilingual coordination, and who decides when the schedule slips.
12) Payment
States the retainer, when the balance is due, payment methods, day-of hours and overtime, what details you need by when, and what changes cost.
13) Rehearsal
Defines rehearsal timing and billing, repeats bilingual coordination, and covers cancellation, ownership, and what gets delivered after payment.
Who it is for
Wedding coordinators offering day-of coordination, plus planners who take on destination weddings and need a clear handoff into the week-of run.
Questions about this proposal
What should a wedding planning proposal include?
A wedding planning proposal usually covers what the coordinator takes over, what gets delivered, the package price, and the payment schedule. This one also spells out week-of confirmations, rehearsal coverage, and what happens if the timeline slips.
What’s the difference between day-of coordination and full planning?
Day-of coordination steps in after the big choices are made and focuses on the timeline, logistics, vendor confirmations, and running the day. Full planning includes earlier-stage planning and decision-making, which isn’t what this proposal is written for.
Do wedding coordinators start week-of or only on the wedding day?
Week-of work usually includes confirming vendors, tightening the timeline, and matching venue logistics to the plan so the day itself stays calm. The proposal text here says the coordinator starts before the wedding day, not just on-site.
Who runs the rehearsal for a wedding?
A coordinator can lead the rehearsal with a cue-by-cue run-through plan, including lineup order and where people stand. This proposal includes rehearsal coverage language and a time window for on-site rehearsal.
If a wedding timeline slips, who decides what gets cut or moved?
A coordinator can make the real-time calls to keep the day moving, while keeping bigger choices with the couple. The FAQ section in this proposal says the coordinator makes the calls when the schedule slips.
How do wedding coordinator payments usually work?
Many coordinators take a retainer to book the date, then collect the balance shortly before the wedding. This proposal uses a 50% retainer, the remaining 50% due 7 days before the wedding day, with CAD payment methods listed.
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