Wedding party coordination is a critical part of your wedding planning strategy. There are many moving parts in a wedding plan. Budget, venue, officiant, wedding dress, events, and the list goes on. Keeping everyone up to date can be more than a notion. It’s important to have a strategy that uses several types of communication, but with one main focus. This is easier than it sounds, but with proper planning, you can achieve great coordination and make everyone feel up to date and included in your special events.
Why Coordination Fails (Common Problems)
A common problem in wedding party coordination is that many of the tools are outdated or inefficient. Texting is a nightmare, emailing will always be a step behind, and apps and websites vary widely in quality and efficiency. Of course, you don’t have time to call each and every person to tell them what time to attend your events, such as your dress fitting or wedding shower. Wedding coordination fails because we often use the wrong tool to
Roles in a Wedding Party (Complete Breakdown)
The primary roles in a wedding party are very traditional. Sure, you will have variations, but the primary roles are typically the Maid of Honor/Matron of Honor, Best Man, and Bridesmaids and Groomsmen.
Maid of Honor Responsibilities
The Maid of Honor is one of the most important roles in the wedding party because she primarily supports the bride. This could mean that she will support spiritually, tangibly, and in any other way that there may be a need. The Maid of Honor will be the person to watch for things that the bride doesn’t see, or is just too busy to catch. Did everyone get the dress code for the events? Are people standing in the right place during the wedding ceremony? Do people need driving directions? The list is quite lengthy, listing the kinds of things your family, wedding party, and guests may need, and the Maid of Honor has the most responsibility for helping everything go smoothly, not just on the wedding day but throughout all the wedding events.
Best Man Responsibilities
The responsibilities of the Best Man are similar but very different. The Best Man is in charge of planning time with the groom’s friends. He might help with the tuxes and make sure everyone looks sharp. He might also help with directions, lodging, and questions about arrangements and plans. The Best Man is in an excellent position to serve as a guide for all things related to the wedding.
Bridesmaids & Groomsmen Roles
The Bridesmaids and Groomsmen don’t just stand with the bride and groom on the wedding day, although that is a great sign of support for the couple. The wedding party can be seen as a safety net for all aspects of the wedding. The couple has so much to think about and do, from premarital counseling, arranging travel for family, choosing the rehearsal dinner meal, and the list goes on and on. So, they are there as a supporting cast while the main characters work hard to get married and provide a great experience for friends and family at the same time. The couple is both in the wedding and providing the wedding at the same time, which can be complicated, taxing, and stressful, even though it’s the best day of their lives.
How to Organize a Wedding Party Step-by-Step
When organizing a wedding party, it’s important to ask them first whether they are available. You can find creative ways to invite them to be a part of the wedding party that suits their personalities and your relationship with them. It’s important to make this special because it will set the tone for the wedding and all of the events. You want your wedding party to feel fully included and excited to walk beside you through this part of your journey.
After you’ve invited them, assign them to a role right away. This includes inviting them to all of the appropriate events for that role. For example, the Maid of Honor would attend the Wedding Shower, Dress Fitting, and Bridesmaids’ Day, while the Best Man would attend the Tux Fitting, Guy Time, and perhaps other events as well.
Best Tools for Managing Your Wedding Party
We recommend our own tool, Wedistry for Wedding Parties, as the best tool for inviting your wedding party members to their roles in the wedding and their events.
Wedding Party Timeline Template
A good time to start reaching out to everyone is as soon as you know that you are engaged. At the right time, reach out with the exciting news, and then after that, with their invitation and role.
Communication Tips That Actually Work
Some communication tips for your wedding party that will give you the best opportunity for success: schedule a steady stream of updates. Don’t get caught up in conversation threads when you have to try to explain everything in one sitting. Think ahead of time about when you want your wedding party to receive certain information. Also, not all information is for everyone. Decide which people you need to communicate with to help your overall plan succeed.
Common Mistakes to Avoid
Remember, don’t do it all at once. Don’t do it all on your own. Use multiple communication methods and be flexible throughout the journey!