A reference guide to wedding coordination and planning terminology — plain-language definitions for couples navigating the wedding industry.
Wedding planning has its own vocabulary, and the terms are not always intuitive. This glossary covers the most common terms you will encounter when researching coordinators, planners, venues, and vendors in North Georgia and beyond.
A
All-inclusive venue
A wedding venue that bundles catering, rentals, and sometimes coordination into a single package. These can simplify planning but often limit your vendor choices and flexibility. Always confirm what “all-inclusive” actually includes — catering is not always part of the package.
Arbor
A freestanding arch or structure used as a ceremony backdrop. Common in outdoor and barn weddings in North Georgia. Some venues provide one; others require couples to rent or DIY.
Assistant coordinator
A second coordinator who works alongside the lead coordinator on the wedding day. Helps manage multiple moving parts simultaneously — particularly useful at larger weddings or multi-location events.
B
Backdrop
A decorative structure or installation placed behind the ceremony altar or reception head table. Can be a floral installation, fabric drape, greenery wall, or custom built piece.
Banquet captain
A venue or catering staff member who manages the service team during reception dinner service. Different from a wedding coordinator — they focus on food service, not the overall event flow.
Breakdown
The process of dismantling and removing all wedding decor, rentals, and vendor equipment at the end of the reception. A coordinator typically oversees this to ensure your personal items are collected and vendors depart on schedule.
Buffer time
Intentional extra time built into the wedding day timeline to absorb delays. Good coordinators build this into every timeline because something always runs a few minutes late. Common places: between ceremony and cocktail hour, during family portraits, and before the grand entrance.
Bustle
The process of folding and securing a wedding dress train for the reception so the bride can move freely. Someone — often the maid of honor or a coordinator — needs to know how to bustle the dress before the wedding day.
C
Call time
The scheduled arrival time for a vendor on the wedding day. A coordinator confirms call times with every vendor in advance and ensures everyone is where they need to be.
Ceremony rehearsal
A run-through of the ceremony, typically held the evening before the wedding. The coordinator (or officiant) walks the wedding party through the processional, recessional, and ceremony sequence. See: rehearsal dinner.
Cocktail hour
A transitional period between the ceremony and reception dinner, typically 45–75 minutes, during which guests enjoy drinks and appetizers while the couple finishes photos. The coordinator manages vendor transitions and guest flow during this time.
Contract review
A coordinator reviewing your vendor contracts to understand obligations, cancellation policies, arrival times, and what each vendor will and will not provide. Not all coordinators do this — it is worth asking.
Coordinator
See: day-of coordinator, wedding coordinator.
Corkage fee
A per-bottle fee charged by a caterer or venue when couples bring their own wine or beer. Common at venues that allow outside alcohol. Confirm this in your catering contract.
D
Day-of coordinator
A professional who manages the logistics, timeline, vendor coordination, and execution of the wedding day. Despite the name, good day-of coordination begins months before the wedding — typically with a full detail review, timeline creation, and vendor communication 2–4 weeks out. Also called: month-of coordinator.
What they are not: A full-service planner. They do not design your wedding, hire your vendors, or manage your budget during the planning process.
Detail review
A meeting (in-person or virtual) held a few months before the wedding where the coordinator goes through every aspect of the day — ceremony order, vendor list, timeline, logistics, and anything that might have been overlooked. One of the most valuable services a coordinator provides.
DJ
A disc jockey who provides music for the ceremony and/or reception. A good coordinator stays in close communication with the DJ throughout the reception to keep transitions on cue and the timeline on track.
F
Family formals
Group portraits taken with immediate and extended family members, typically right after the ceremony. These take longer than most couples expect — a good rule is 5–7 minutes per grouping. Having a coordinator (or photographer’s assistant) call groups helps significantly.
First dance
The couple’s first official dance at the reception, typically right after the grand entrance or after dinner. The coordinator cues the DJ or band and ensures the timing is right.
First look
A planned, private moment where the couple sees each other before the ceremony — often used to capture an emotional reaction and allow more time for portraits. Choosing to do a first look significantly changes the wedding day timeline.
Floor plan
The layout of tables, chairs, dance floor, and other elements in the reception space. Typically finalized by the couple and venue, but the coordinator ensures setup matches the approved floor plan on the wedding day.
Full-service wedding planner
A professional who manages the entire wedding planning process from engagement to wedding day — venue selection, vendor sourcing, budget management, design, guest management, and day-of execution. Typical cost in Georgia: $5,000–$15,000+. See also: day-of coordinator.
G
Golden hour
The period roughly 30–60 minutes before sunset when natural light is soft and warm — ideal for portraits. In North Georgia, sunset time varies significantly by season. Build your timeline backward from the actual sunset time if golden hour photos are a priority.
Grand entrance
The formal introduction of the newlyweds into the reception space, typically accompanied by music. The coordinator cues the DJ and ensures the wedding party lines up correctly.
Grand exit / send-off
The couple’s departure from the reception, often accompanied by sparklers, bubbles, flower petals, or ribbon wands. The coordinator lines up guests and coordinates timing with the photographer.
H
Head table
A designated table for the wedding party at the reception, typically elevated or positioned prominently in the room. Some couples choose a sweetheart table (just the couple) instead.
Holding room
A private space where the couple waits before the ceremony begins, out of sight from guests. Useful for preventing guests from seeing the bride before the processional.
L
Lead coordinator
The primary coordinator responsible for your wedding. If a coordination company sends different people to different events, confirm who your lead will be.
Load-in
The window of time when vendors are permitted to begin setting up at the venue. Call times are often tied to load-in restrictions. Your coordinator confirms and coordinates this with all vendors.
M
Month-of coordinator
Another term for day-of coordinator — often considered more accurate since the intensive work begins 4–6 weeks before the wedding, not just the day of. See: day-of coordinator.
MOH (Maid/Matron of Honor)
The bride’s primary attendant, responsible for supporting the bride throughout the wedding day. A coordinator takes logistical tasks off the MOH’s plate so she can focus on being emotionally present.
Mood board
A visual collage of inspiration images, colors, textures, and styles that communicate the aesthetic vision for the wedding. Often created on Pinterest or Canva. A coordinator uses this to understand the couple’s vision.
O
Officiant
The person who performs the wedding ceremony and legally marries the couple. Can be a minister, judge, friend who gets ordained, or professional officiant. The coordinator works closely with the officiant during rehearsal and ceremony.
On-site coordinator (venue coordinator)
A staff member provided by the venue. They typically manage venue-specific logistics — setup of venue furniture, catering service, parking — but do not coordinate your vendors, manage your timeline, or act as your personal point of contact. This is a common point of confusion. A hired coordinator fills the gap.
P
Partial planner (partial planning)
A hybrid service where a professional helps with specific planning tasks (vendor sourcing, design, some appointments) without taking on the full planning role. More involved than coordination, less than full-service planning. Cost typically $2,500–$6,000 in Georgia.
Planner
See: full-service wedding planner.
Point of contact (POC)
The person vendors communicate with leading up to and on the wedding day. Once a coordinator is hired, they typically become the POC for all vendors so the couple can step back. This is one of the biggest stress-relieving aspects of hiring a coordinator.
Processional
The formal walk down the aisle at the start of the ceremony. Includes the wedding party, parents, and ultimately the bride. The coordinator cues each person according to the established order.
Prompt
In coordination context, a cue given to a vendor, musician, or wedding party member to begin an action — walking, starting music, dimming lights. Precise prompting keeps the ceremony and reception flowing smoothly.
R
Rain plan
A predetermined backup plan for inclement weather at outdoor weddings. Should include a specific alternate location, decision timeline, and communication plan for guests. A good coordinator establishes this well in advance — not the morning of. Read more: Rain Plan: What to Do If It Rains on Your Wedding Day
Recessional
The formal walk back up the aisle at the end of the ceremony after the couple is married. The coordinator cues the couple and each row of guests to exit.
Rehearsal
See: ceremony rehearsal.
Rehearsal dinner
A dinner held the evening before the wedding, typically following the ceremony rehearsal. Usually hosted by the groom’s family, though this tradition has relaxed significantly. The coordinator typically does not manage the rehearsal dinner itself.
Run of show (ROS)
A detailed, minute-by-minute document outlining every event of the wedding day — vendor arrival times, ceremony cues, reception transitions, and more. Also called a wedding day timeline. The coordinator creates this and distributes it to all vendors. Read more: How to Create Your Wedding Day Timeline
S
Setup
The process of transforming a venue space into the wedding environment — placing tables, chairs, linens, centerpieces, ceremony decor, and signage. Typically done by rental companies, florists, and venue staff. The coordinator oversees setup to ensure it matches the couple’s vision and the approved floor plan.
Shot list
A list of specific photos or photo groupings requested by the couple, given to the photographer. The coordinator helps ensure family members are available and organized for listed shots.
Soft timeline
A timeline with approximate times and flexibility, as opposed to a minute-by-minute schedule. Some coordinators use these for low-key events, but detailed timelines generally produce smoother days.
Sweetheart table
A small table for two — just the couple — at the reception, rather than a head table for the full wedding party. Popular at intimate or smaller weddings.
T
Timeline
See: run of show, wedding day timeline.
Toasts
Short speeches given during the reception by the best man, maid of honor, parents, or other guests. The coordinator coordinates with the MC or DJ on timing and sequence, and ensures speakers are ready.
Turnover
The process of converting a ceremony space into a reception space when the same room is used for both. Requires careful timing and often a short cocktail hour to give vendors time to flip the room.
V
Vendor
Any professional hired to provide services for the wedding: photographer, videographer, caterer, florist, DJ, band, officiant, hair and makeup artist, transportation, rentals, photo booth, etc. A coordinator becomes the central point of contact for all vendors.
Vendor meals
Meals provided to vendors who are working during dinner service. Most vendor contracts require this, and a coordinator ensures the catering team is aware of the count and timing.
Venue coordinator
See: on-site coordinator.
W
Wedding coordinator
A professional who manages the logistics and execution of a wedding. Used interchangeably with day-of coordinator and month-of coordinator. Distinct from a wedding planner. See: Wedding Coordinator vs. Wedding Planner.
Wedding day timeline
A detailed, minute-by-minute schedule of the entire wedding day — from vendor arrivals to the last dance. Created by the coordinator in collaboration with the couple. Distributed to all vendors, the wedding party, and key family members. See: How to Create Your Wedding Day Timeline
Wedding planner
A professional who manages the entire wedding planning process from engagement to wedding day. Typically handles venue selection, vendor sourcing, budget management, design, and day-of execution. More expensive and more comprehensive than a coordinator. See: Wedding Coordinator vs. Wedding Planner.
Wedding party
The group of people who stand with the couple during the ceremony — bridesmaids, groomsmen, flower girls, ring bearers, etc. The coordinator manages the wedding party during the rehearsal and on the wedding day.
Have a term that should be here? Send me a message and I will add it.
I am Michelle, a wedding coordinator in North Georgia serving couples across the mountains, Metro Atlanta suburbs, and Southeast Tennessee. If you are in the planning process and want to talk through your needs, get in touch.