Overview
You get to show up and be present, while one person runs the schedule, answers vendor texts, and keeps family and wedding party cues from turning into on-the-spot decisions.
Most couples call me in the last month, when vendors start asking for timelines, load-in times, and final counts. You’ll have one calm point person who confirms the details, runs the rehearsal, keeps the day moving, and makes the small calls without pulling you, your parents, or your wedding party out of the moment. Next I’ll collect your vendor list and your current plan, then I’ll build the working timeline.
I step in with a venue walk-through and logistics notes, then I build your final timeline and cue sheet from what you’ve already planned. I confirm the schedule with each vendor, close gaps early, and hand everyone the same version of the plan. On the wedding day, I run the clock, handle questions, and keep the room changes and people cues on track.
Who you are working with
I’m Morgan Caldwell, wedding coordinator, and I do day-of wedding coordination for couples who planned most of the wedding themselves. My work is the handoff point between planning and execution. I take your notes, your vendor list, and your priorities, then I turn them into a schedule vendors can follow and a wedding party can understand.
Clients hire me because I’m steady when the day gets noisy. I don’t wait for a problem to become urgent. I confirm details directly with vendors, I write down decisions and send the updated plan, and I keep the timeline realistic so it can survive late hair and makeup, slow family photos, and a room flip that takes longer than anyone hoped.
Recent work
A few recent weddings where I came in late, tightened the plan, and ran the day so the couple stayed out of the logistics.
Portfolio
Mountain venue ceremony flip. The couple had a solid plan but no single timeline vendors could share. I built the final run sheet, confirmed load-in and cue times, and supervised a ceremony-to-reception flip in 28 minutes without pushing dinner service.
Backyard wedding with rentals. Multiple rental drop-offs and a tight setup window needed one traffic controller. I mapped arrivals, staged items by zone, and kept vendors moving through one driveway. Setup finished 45 minutes before guests arrived.
Downtown reception room flip. The venue required a fast reset between ceremony seating and dinner tables. I built a flip plan by task, assigned the venue team sequence, and kept family photos on schedule so the room could turn on time.
“I didn’t answer a single vendor text all day, and everything stayed on time.”
Bride, a couple who planned it themselves
On-site coverage
I’m your on-site coordinator for the wedding day, from the first vendor arrival through the key reception moments, based on the timeline we finalize together.
TIMELINE AND CUE CALLING
I keep the day on the clock, cue the wedding party and family for entrances and photos, and make real-time adjustments so the rest of the schedule still works.
VENDOR POINT OF CONTACT
Vendors come to me, not you. I handle arrival questions, loading-door directions, setup checks, and small decisions, then I text you only if a choice affects your priorities.
Setup supervision
I supervise ceremony and reception setup so the plan matches what you approved. I check placement, timing, and missing items, then I get the right vendor on it fast.
ROOM FLIP SUPERVISION
If the space needs to change over, I run the flip: sequence, timing, and handoffs. I keep the floor clear and the next phase ready before guests are directed in.
REHEARSAL DIRECTION
I run your ceremony rehearsal, walk everyone through processional order and pacing, and make sure the officiant, DJ or musician, and key family members know the cues.
What it costs
Pick based on how many moving parts you want me to manage on-site. These are starting points; I’ll confirm the final total once I’ve reviewed your vendor list and venue logistics.
Priced items
Next steps
If you want me holding the day, the next step is simple and it starts with the signature beside this proposal.
1. Sign the agreement to reserve the date. 2. Pay the 40% retainer so I can lock you into my calendar. 3. Send your vendor list and planning notes so I can build the final timeline.
Signature
Fee summary
When do you step in if we’ve done most of the planning?
I step in during the final month. I start with your vendor list, your current timeline, and your ceremony details, then I turn that into the working plan and take over vendor confirmation and day-of questions.
HOW DO YOU HANDLE VENDORS YOU HAVEN’T WORKED WITH BEFORE?
I treat every vendor the same way. I confirm their arrival window, load-in details, setup needs, and timing, then I send the final timeline in writing so everyone is working from the same schedule.
Will you run the rehearsal and cue the processional?
Yes. I’ll run the rehearsal, set the processional order, and practice the pace so it feels natural. On the wedding day I cue each person or pair, coordinate with music, and start only when the space is ready.
WHAT HAPPENS IF WEATHER SHIFTS THE CEREMONY PLAN?
I plan for the pivot in advance. I’ll confirm the rain plan with the venue and key vendors, set a decision time, and communicate the switch quickly so setup, guests, and musicians move to the right place without confusion.
Retainer and payment
A 40% retainer is due when you sign, and it holds your date. The remaining 60% is due before the event, on the final numbers, by a date I set. Invoices are payable within 14 days.
Final numbers. You’ll send your final headcount and any key schedule changes by the deadline I set. I use those numbers to lock the run sheet, confirm vendor timing, and set the balance due date.
Changes after signing. Plans change. If your timeline, vendor list, or ceremony plan shifts after you sign, I’ll update the working timeline and confirm the new details in writing once you approve them.
Reschedule and cancellation. If you need to move or cancel, tell me as soon as you can. The amount I keep depends on how close it is to the date, and I’ll share those windows in writing when you book.
Access and contacts
You’ll give me the venue contact, vendor contacts, and any load-in rules you’ve been given. On the wedding day, I’ll use the best on-site access available so I can answer vendor questions fast.
Coverage time. Your package includes the on-site hours listed in pricing. If the day runs long and you want me to stay, I can, as long as I’m able. Any extra time is billed at my current hourly rate.
Weather pivot. If weather forces a change, I’ll follow the rain plan you and the venue confirm, use the decision time we set, and communicate the switch to vendors and VIPs so the timeline stays intact.
