Coordinating

Some things I learned, a few too late, but would be helpful:
Well before the big event find out who you should contact should a situation arise. You don’t want to assume you should call the bride. Although I called the bride during the week I managed to call the maid of honor the day of for the circumstances that were not foreseen (thank you Ashley!). The family pitched in where needed and the bride hopefully didn’t know any different. If you have anything technical that is going to be done, such as a video or slide show, I cannot recommend enough that you try this several days ahead of the event. The couple I helped was unable to show their DVD because it didn’t work the way they wanted, this was after 2 family members trying over an 1 hour prior to the ceremony. Also at my brother’s wedding he sweated quite a bit trying to get a slide show he spent countless hours making to work…which it did, and it was so awesome.
Bakery – having a copy of all contracts is a must, this way you know what each vendor is supposed to bring. Also have a time frame of when to expect them. Find out ahead of time if the bakery will supply the bride & groom with a replica of their top for the 1st anniversary. Knowing this ahead of time will save some running around during cake cutting. Most companies now provide this service but you would hate to find out they didn’t and their cake top was already cut & eaten. If the bakery is providing the stand, find out how it will get back. Don’t forget to get the topper to return to the couple and any other ornaments used to decorate, also the cutter.
Florist – if centerpieces are ordered find out who owns the containers. If the bride & groom do they may want to “raffle” them off, perhaps with a dot under the plate or some other cute way. Play a song, pass a cloth napkin around and when the music stops that person gets the centerpiece. If the bride & groom do not own them find out ahead of time what is to be done with them. Check on the special items, such as the throw away bouquet. The wedding I helped with, the flowers were left on the cake table but I had no idea, fortunately the maid of honor realized it in time.